MADHYA GUJARAT VIJ COMPANY LIMITED - …guvnl.com/Tender/File/MGVCL/Circle Office/BARODA CITY...MGVCL shall provide necessary inputs like new connections, disconnections etc. time

Signature of Tenderers with Seal Page 1 of 23

MADHYA GUJARAT VIJ COMPANY LIMITED Baroda City Circle, Navlakhi Compound, Baroda – 390001

e-mail : [email protected] / Fax : ( 0265) 2420613 Phone : 2436121 - 33

Name of Work: Meter Reading, Bill Generation, Bill Printing & Bill Distribution

for 18 Sub Divisions of Baroda City Circle.

1. PREAMBLE 1.1. The Madhya Gujarat Vij Company Limited (hereinafter called MGVCL)

wishes to outsource the services of Meter Reading, bill generation & bill distribution (spot billing) to a reputed company in the defined area of various sub division of Baroda city circle.

1.2. In addition to above the scope also includes monthly reading of DT meters covered under this subdivision, DT wise energy accounting & generation of related information on monthly basis.

1.3. The tenderer should have similar services experience using electronic MRI and required high level PC based software for analysis of meter reading data.

1.4. The tenderer should provide the certificates from its previous employer regarding the satisfaction of service performed.

2. CONTRACTOR SCOPE OF WORK :

2.1 The scope of work includes Meter Reading, Bill Generation, Bill Printing & Bill Distribution in different areas of Baroda City. At all times perform fully and properly all functions required to be performed for Meter Reading and Bill Distribution for Single Phase and Three Phase LT consumers for our All 18nos. sub-divisions jurisdiction of BARODA CITY CIRCLE, always in accordance and full compliance with the procedures and specifications set out. The contractor shall carry out meter reading as per Reading & Billing schedule for all Single phase and Three Phase LT consumers. The Contractor shall deploy and organize the manpower accordingly. The details of meter reading and various remarks shall be given to the office in the required format. Reschedule and changes if any, shall be given to Contractor by the Company time to time 7 days in advance.

2.2 There are approx 383000 consumers billed per month in this circle. 2.3 It is proposed to outsource the service of recording of meter readings, bill

generation, bill printing & bill distribution of these categories of consumers as per the schedule under this project. These services shall be provided by the service provider as an integrated service and only one service provider shall be entrusted with this work in this circle as a unit.

2.4 Reading the meters, bill generation, printing & distribution as a single activity

at the premises of consumer shall be through hand held machine having spot billing printer attached with it. Also, hand held machine shall have interface


with PC for uploading & downloading of data. It shall be customized to work as a Meter Reading for meters via manual entry.

2.5 The service provider shall procure the required number of hand held machines

along with application software (as per MGVCL requirement) 2.6 The software shall have features of filed validation checks to reduce errors in

meter reading. 2.7 The service provider shall develop suitable software for hand held machines

for handling the data provided by MGVCL. The following features shall be covered in the software.

• Report generation of faulty / burnt meter • The serial numbers of HHC to be software readable to keep track of

Meter Readers and their associated regions of work • Date & Time stamp of punching of data to check if route was managed

efficiently • Fool proof measures for ensuring the security of data • Provisions to enter various remarks for consumers as specified by

MGVCL • Separate Screens to handle meter change and meter mismatch cases • Display the number of connections uploaded in a particular HHE and

how many reading have been taken in field • Method of displaying customized message for meter readers on HHE.

2.8 The meter reading staff shall go to site as per the schedule and enter readings and other observations in the hand held machine along with any exceptions/observations with specified codes as per guidelines of MGVCL, print bills & hand over bills to consumers.

2.9 This data shall be uploaded from hand held machine/data loggers to PC of sub

division on daily basis for further processing using high level software and on completing a cycle the validation check of data shall be carried out.

2.10 He services provider shall ensure regular and prompt off loading/uploading of

meter reading data to the MGVCL billing system, on completion of the particular cycle. Submission of meter reading data shall be in the form of soft file to MGVCL. The company has reserves the right to amend the meter reading schedule as and when required.

2.11 The service provider shall maintain the consumer database during execution

of the project. MGVCL shall provide necessary inputs like new connections, disconnections etc. time to time.

2.12 The contractor shall ensure regular and prompt off loading/uploading of meter

reading data to the Company Billing system, on completion of the particular cycle. Submission of Meter reading data shall be in the form of soft file (in Floppy/CDs) to Company. The intent is to ensure that the Contractor shall deliver the data to the Company promptly and as per the Schedule given on bi-monthly /monthly basis by the Company. The Company reserves the right to amend the schedule as and when required.


2.13 The Company will provide to the Contractor the route sequencing for the Area

proposed for the contractor’s jurisdiction. Contractor shall further optimize route sequencing to get better productivity. Contractor shall keep the Company informed of such changes. Contractor shall provide the Company finalized route sequence after three cycles of reading and any further changes on monthly basis. The submission of such route sequencing plan by the Contractor to the Company shall be not later than the date by which the contractor is required to submit the meter reading data.

2.14 Contractor shall collect bills from locations advised by the Company for further

distribution to consumers. The collection point shall be separately communicated. At present offices of concern sub-divisions shall be the collection point. Company can consider change of collection point to any of the Company’s office located in Baroda or any other mutually agreed location.

2.14.1 Contractor shall distribute the bills as per the schedule under a receipt of the

same from the consumers. Company shall provide schedule for forthcoming two months 7 days in advance from the sub division offices.

2.14.2 Generate exceptions/observations on these reading with specific codes such

as Meter faulty, Meter not readable, Seal broken etc. as given in format. 2.14.3 Report these exceptions/observations in separate report to MGVCL. 2.14.4 The service provider should keep a proper check on meter reading taken and

as quality checks. The accuracy of meter reading is the responsibility of the contractor and necessary edit and correction would fall under the contractor’s scope of work.

2.14.5 MGVCL shall make available to service provider database (in ASCII format)

and other documents like meter books, etc. required for uploading the data in the Hand Held computer (HHC) & route squaring.

2.14.6 The service provider shall carry out meter reading and spot bill generation as

per Reading & Billing Schedule or all 1ph. & 3ph. LT consumers for the ALL 18nos. of Sub division of Baroda City Circle, always in accordance and full compliance with the procedures and specifications set out by MGVCL. The service provider shall deploy & organize the manpower accordingly. The details of meter reading and various remarks shall be given to the MGVCL in the required format.

2.14.7 The Spot Billing system will be used for generating instant electricity bill at

consumer’s site. The meter Reader is required to load the previous billing information/data of a particular area of coverage from the Software to the Spot Billing System. The typical data consists of information like Consumer Number, Name, Address, Meter Number, previous Reading, Meter Status, Arrears, if any, etc.


2.14.8 The service provider shall carry out the address correction detail of the consumers so that the address of the consumer is divided in to separate address fields consisting of house no. street name and area information. This may also help at a later stage to generate proper route sequences.

2.15 Contractor shall carryout Bill Distribution (Revised Bill, Duplicate bill etc.) of a

consumer or a group of consumers at specific requisition /instance of the Company in addition to normal Bill distribution.

2.15.1 Contractor to fully understand and recognize that this job assignment is a

customer interface process involving image of the Company and therefore the employees deployed shall be adequately qualified, presentable, with uniform & I-card (at your cost), customer friendly and of high integrity. Moreover, Meter Readers and Bill Distributors should in the employment roll of the Contractor. Contractor shall not sublet or assign this job to any other Contractor.

2.15.2 Contractor shall furnish an analysis report sub-division wise & division as a

whole by the 7th of every month in soft copy followed by a detailed report by 15th of every month giving the summary OR historic data of work done during the previous month, constraints, possible areas of improvement, suggested measures, inputs required etc as per the various formats.

2.15.3 Contractor shall deploy vehicles and manpower that are suitable in all

respects to carry out the proper meter reading and Bill distribution. The Company has the right to inspect, in order to be satisfied of their good order and condition. Nothing contained herein shall, in any manner, discharge the contractor from the obligation to provide for suitable vehicles and manpower.

2.15.4 Contractor shall carry out fully and completely and other job, which is not listed

above but connected with normal meter reading and bill distribution activity. This shall typically encompass activities like abnormality reporting by way of visual inspection of meter, type of premises, meter position, violation of tariff etc.

2.15.5 The contractor shall initially and on a continuous basis assist the Company in

the process of cleaning and correcting the database. The reporting shall be done by Contractor in the standard format and shall help in processing data cleaning. The contractor will render all assistance to the Company including field checks during the course of normal meter reading as per the billing schedule, if necessary to expedite the correction at no additional charge. The Company reserves the right to change the format of exception report as and when required in consultation with the Contractor. The information shall be provided by the Contractor along with the meter reading data as per the schedule given by the Company.

2.15.6 The contractor shall also provide on an on-going basis customer information

such as broken seals, visible tampering of meters, premises locked, direct supply by passing the meter, energy theft/tapping from the service lives and other similar discrepancies notice during the meter reading and else which


have a direct bearing an energy bill of the customer. The report shall be submitted in our format.

2.15.7 The contractor shall provide all the assistance to the Company for any queries

relating to Meter Reading and Bill Distribution. 2.2 Company’s scope of work: 2.2.1 The Company shall make available to Contractor database and other

documents like meter books etc. required for uploading the data in the Hand held Equipment (HHE) and route sequencing. The Contractor shall continue to carry on with meter reading and bill distribution activities using the meter reading books and shall not on any pretext hold up activities for want of any inputs from the Company for carrying out the activities with HHE. However the Contractor shall switch over to Meter reading with HHE with in 7 days on receipt of required data base for uploading the same in the HHE from the Company.

2.2.2 The Company shall manage the database for the customers and any changes

shall be communicated to Contractor 7 days in advance of the meter reading date.

2.2.3 The Contractor shall be responsible for providing adequate numbers of HHE for

meter reading with the same to ensure timely submission of accurate meter reading data as per the schedule given by the Company. The quality of such requirement will be constantly received by the Company and the Company could demand to the Contractor to augment the same immediately.

2.2.4 The contractor shall print the bills as per route sequence no. provided by the

MGVCL and hand over for further distribution to consumers as per billing schedule. The sample of bill and specification is as per Annexure ‘B’ & ‘C’.

2.2.5 The company shall issue Photo Identity cards to Contractor representative,

authorizing them for meter reading, Bill distribution to consumer’s premises at Contractor’s cost. The employees of contractor must carry the identity card every time.

2.2.6 The Company shall take prompt action to render all possible assistance in case

consumer denies access to meter. 2.3. Execution program and Co-ordination procedure: 2.3.1 The contractor shall deploy sufficient number of qualified skilled and efficient

workmen, supervisors and engineers so as to ensure that the various jobs completed in time. Details of such manpower and other resources shall be provided by the Contractor to the Company for concurrence and the Company reserves the right to ask the Contractor to augment additional manpower or resources for ensuring timely completion of all tasks as per the schedule provided by the Company to the Contractor.


2..3.2 Contractor shall submit to the Company written detailed execution plan with necessary software and manpower deployment plan under this work order and same will be approved by the Company prior to execution of work;

2.3.3 The contractor shall finalize with the Company with in one week from this

award a detailed checklist for certification of compliance of all activities detailed in the work order which shall be the basis for processing the payment. Contractor to modify the checklist which shall be blinding prospectively on the contractor for compliance as and when required.

2.4 Additional Scop / work : Any additional work beyond the scope enumerated in the work order above

shall be carried out by the Contractor only after written confirmation from the signatory of the work order. The Company shall not entertain any claim or increase in the order value due to execution of such additional work beyond the scope defined in the work order. Any such claim shall stand automatically null and void unless accompanied with a formal amendment to the work order.

3.0 EFFECTIVE DATE, TIME & VALIDITY :

Adherence to time schedule given by the Company, time is the essence of the contract. This order shall become effective for all purposes and the contractor should start the work within one month from date of order and continue to remain in force up to 12 months. The Company shall review the performance of the Contractor and all the terms of the work order after six months based upon input provided by the Engineer In-charge and Contractor. The company has full right to terminate the contract or discontinue on the basis of performance to be reviewed after 6 months. After expiry of the validity period of this order, it may be extended/renewed /replaced for such further period on same terms and conditions as may be mutually agreed to between the Company and the Contractor or cancelled at Company’s sole discretion.

4.0 DATABASE AND DOCUMENTS:

MGVCL shall make available database and other documents like meter books etc. required for the execution of the work. The Agency shall go through these meter books and data base with the objective of resolving the provisional billing cases and sorting out the discrepancies in the meter reading books, data base etc. with respect to ground realities. Necessary instructions shall be issued to the concerned staff to provide all help and co-operation towards the successful completion of the project.

5.0 TIME FRAME

The Agency should mobilize manpower and material resources and start the work within one month from the date of Order.

The work should be completed within 12 months from the date of commencing the work.

Survey reports and other meter replacement reports are to be submitted area wise ,sub-division wise , division wise & circle wise on fortnightly basis

All the meter having direct supply cases and body seal tampered cases of each meter are to be reported to concern sub-division Engineer in Charge immediately.


Two copies of all documents and the floppy/CD containing the same shall be submitted for approval of MGVCL fortnightly. All the work shall be executed up to the full satisfaction of the Engineer In-charge.

Progress review metering shall be conducted on monthly basis of MGVCL, Baroda. Whatever mutually agreed suggestions/improvement/changes required from the both side will be binding to both party.

6.0 OTHER TERMS AND CONDITION

The agency should arrange all required test equipments like Line Tracer, Hand Held Equipments and other equipments tools and tackles, computers etc required for survey.

The Agency shall arrange all the transportation of his equipment & manpower. All the Manpower are to be deployed should be qualified and trained enough

to undertake the job to the performed by them. It shall be agency’s responsibility for ensuring safety of the manpower

deployed by you and to handle and discharge any legal liability arising out in connection with the services in your scope.

The job should be executed in full satisfaction of sub-division Engineer In charge.

Before commencing the work, your software should be getting approved from our IT dept, GUVNL.

7.0 However, during the course of the execution of the order if at any time the

Company’s representative observe and form an opinion that the work under the order is not being performed in accordance with the terms of this work order, the company reserves its right to cancel this work order forthwith without assigning any reason and the Company will recover all damages including losses occurred due to loss of time from the Agency. 1. The meter readings for all consumers shall be recorded on Meter Reading

Terminal (MRT)/Hand Held Computer (HHC)/ common Meter Reading instrument (CMRI) or its equivalent with suitable software having the following essential features:

a) Format of files for input and output data will be compatible with MGVCL’s Billing System.

b) Field validation for meter reading will be ensured if the readings are beyond a predefined range.

c) The software will be capable to read the MRT.HHC/CMRI Serial No. date and time of meter readings.

d) The software will have provisions to enter compulsory remarks in cases where any abnormality in reading or installation is detected.

Subsequent modifications in the software of MRT/HHC/CMRI, if required at the behest of MGVCL to suit the functionality of the billing process and the changes in the Schedule as may be introduced from time to time, shall be incorporated by the Agency free of cost.

2. The agency shall be responsible for timely execution of the following activities each month:

a) Planning schedules of meter reading in conformity with the billing period applicable to a consumer category.

b) Deployment of sufficient resources sub-division wise to ensure that all meters are read correctly and the data for meter reading are compiled


and submitted to MGVCL at least three days before the schedules dispatch date under each billing cycle.

No deviation from the specified time schedule shall be permissible unless approved in advance by MGVCL.

3. Meter reading date and time shall be entered on the Meter Card under the Meter Readers signature. The meter Reader shall ensure that the readings entered in the MRT/HHC/CMRI tally with those in the Meter Card in every respect.

4. The Agency shall endeavor to ensure that the Number of “Not Read” cases in any month does not exceed 5% of the total number of sub-division's consumers billed during the billing cycle. Cases beyond the control of Agency will be brought to the notice of the Company. Penalty will be imposes as per company’s rule.

5. The Agency shall report, without fail and without any delay, any instances of irregularity/discrepancy/anomaly in the meter/metering or service installation that comes to the notice of the Meter Reader at the time of meter reading. Typical examples will include the following but be not necessarily limited to those outlined below:

i. Direct supply bypassing the meter ii. Meter Faulty, damaged or burnt, dial not rotating, digits not clear/visible,

figures upset, terminal plate broken, connecting wires burnt, etc. iii. Seals of meter or service cut-out broken/missing, face glass broken, meter

details not matching iv. Meter beyond reach, not traceable or not read, consumer refusing access,

MMB, Meter inside premises etc. v. Installation in dangerous state and in violation of safety regulations, like

wires hanging loose, main switch missing or bypassed, meter Company cover missing etc.

6. The Agency shall be responsible for upkeep, maintenance, security and safety of all consumer billing-related records, documents and database transferred to it from MGVCL and/or developed later by the Agency.

7. The Agency shall be responsible for maintaining the confidentiality of the proprietary billing database of MGVCL. Under no circumstances, the Agency shall divulge any information to a third party regarding the consumer billing database and/or software of MGVCL.

8. The agency shall arrange for own transportation required for carrying out the meter readings at its cost.

8.0 PENALTY: The reading should be submitted within stipulated time as per the schedule

given by concern S/Dn failing which you will be fined at the following rate.

Deduction / Penalties: a) Wrong reading, if detected at a subsequent date, shall be penalized @

Rs.75/- per case. The amount shall be deducted from the payments due to the Agency against a subsequent invoice in the month immediately following such detection.

b) In the event of delay in submission of meter reading and reports beyond the scheduled date (both for DTR analysis & meter reading) 3 each day of delay will attract a deduction @ ½ % of the invoice value presented by the Agency.


9.0 TERMS OF PAYMENT A. Payment shall be made as under : 80% payment will be made against monthly running bill according to the

progress of the job. Balance 20% payment will be against the successful completion of work. B The bills shall be submitted to concern Division Office of EE (O&M) alongwith

work completion certificate issued by engineer in charge of concern S/dn. The Engineer in charge has to issue the work completion certificate within 10 days of submission. The payment will be released within 15 days of submission of the same. Payment will be done on monthly basis. The agency will submit a running bill at the end of a month for work carried out during the month. Bill will be checked by Engineer-in-charge and proceed for payment as per procedures of MGVCL. Payment through Bank or Financial institution on the strength of Power of Attorney tobe executed by the supplier to that effect. The agency should indicate the name of the Bank / Financial institution to whom the payment is to be made. Also the indemnity bond is to be furnished by the supplier as per the prescribed format, which may be obtained from MGVCL..

C. Immediate implementation of tariff change should be done whenever required. D. MGVCL will have the option to change the billing cycle from bi-monthly to

monthly or vice-versa as and when required. E. Income tax will be deducted as per the finance act. F. Service tax if applicable. Service Tax will be reimbursed to you after produce

of paid challan in IT Department.Taxes will be compulsory to pay to excise department.

10.0 MANPOWER, TOOLS AND TACKLES: During the tenure of this order all tools, tackles, testing instruments and

manpower to carryout the work shall be arranged by the contractor at the cost without any liabilities to the Company.

11.0 SAFETY CODE: The contractor shall ensure adequate safety precautions at site of his staff.

The Company shall not be responsible in any way for any injury/disablement, accident if any workman on this account and will be free from any legal binding in this regard. The Company will not be responsible to pay any damage to the manpower of the contractor or any outside agency.

Agency shall take necessary steps to ensure that all the electrical insulations of the Undertaking and other services are not damaged by their manpower in any way. The agency will be responsible for all such damages and shall have to repair them failing which they will have to pay entire cost of damage. In case of damage to our material contractor shall have to pay replacement cost thereof. Before carrying out the work, which shall be the entire responsibility of the Agency to take all the safety precautions and shut downs etc if required. The work has to be carried out to the specifications given in the order or agreed or where not set out, according to operation and maintenance manual/ISI standard, standard practice and to the entire satisfaction of our engineers at site of the work.


12.0 STATUTORY OBLIGATIONS; The Agency shall take all steps as may be necessary to comply with the

various applicable laws/rules including the provisions of contract labour (Regulation & Abolition act) 1970 as amended, Minimum wages Act, 1984, Workman Compensation Act, ESI Act, PF Act, Bonus Act and all other applicable laws and rules framed there under including any statutory approval required from the Central/State Governments, Ministry of Labour.

13.0 WORKMEN COMPENSATION: The Agency shall take insurance policy under the Workman Compensation Act

to cover such workers, who will be engaged to undertake the jobs covered under this order and a copy of this insurance policy will be given to Company for reference and records. This insurance policy shall be kept valid at all times, The Agency shall keep the Company indemnified at all times, against all claims of compensation under the provisions of Workmen Compensation Act 1923 and as amended from the time to time or any compensation payable under any other law for the time being workman engaged by the Agency in carrying out the job involved under this order and against costs and expenses, if any incurred by the MGVCL in connection therewith and without prejudice to make any recovery. The Company shall be entitled to deduct from any money due to or to become due to the Agency, moneys paid or payable by way of compensation as aforesaid or cost or expenses in connection with any claims thereto and the agency shall abide by the decision of the Company as to the sum payable by the Agency under the provisions of this clause.

14.0 THIRD PARTY INSURANCE: Before commencing the execution of the work the agency shall insure against

any damage or loss or injury which may occur to any property or to any person or any employee or representative of any outside Agency/Company engaged or not engaged for the work of the Company, by or arising out the execution of the work or temporary work or in carrying out of this work order.

15.0 ARBITRATION : To the best of their ability, the parties hereto shall endeavor to resolve

amicably between themselves all disputes arising in connection with this work order. If the same remain unresolved within thirty (30) days of the matter being raised by either party, either party may refer the dispute for settlement by arbitration. The arbitration to be undertaken by two arbitrators, one each to be appointed by either party. The arbitrators appointed by both the parties shall mutually nominate a person to act as umpire before entering upon the reference in the event of a difference between the two arbitrators and the aware of the said umpire in such a contingency shall be final and binding upon the parties. The arbitration proceeding shall be conducted in accordance with the provisions of the Indian Arbitration & Conciliation Act, 1996 and the venue of such arbitration shall be city of Baroda only.


16.0 FORCE MAJEURE; The conditions of Force Majeure shall mean the events beyond control of the

parties affected such as act of God, Earthquake, floor, devastating fire, War, Civil Commotion and Cyclone having bearing of the performance of the contract.

The party affected by Force Majeure shall be obliged to notify the other party within 48 hours, by fax/cable, of the commencement and the end of the Force Majeure circumstances preventing its performance of all or any of its obligations under this order.

If performance of obligations under this order is delayed for more than three month due to a continuous Force Majeure, the party not affected by Force Majeure may at any time thereafter while such force Majeure continues, by notice in wiring forth with terminate all or any part of the unperformed portion this order.

17.0 The Agency shall not, at any point of time, sublet whole or part of the above

work allocate by the Company under this order.

SECRECY CLAUSE: The technical information, drawing and other related documents forming part

of order and the information obtained during the course of investigation under this order shall be the Company’s exclusive property and shall not be used for any other purpose except for the execution of the order. The technical information drawing, records and other documents shall not be copies, transferred, or divulge and / or disclosed to third party in full part, not misused in any form whatsoever except to the extent for the execution of this order.

These technical information, drawing and other related documents shall be

returned to the Company with all approved copies and duplicates including drawing /plans as are prepared by the Agency during the executions of this order, if any, immediately after they have been used for agreed purpose.

In the event of any breach of this provision, the contractor shall indemnify the

Company against any loss, cost or damage or claim by any party in respect of such breach.

18.0 ACCEPTANCE: Acceptance of this order implies and includes acceptance of all terms and

conditions enumerated in this work order in the technical specification and drawings made available to you detailed scope of work, detailed technical specification and detailed equipment, drawing. Complete scope of work and the Agency’s and Company’s contractual obligation are strictly limited to the terms set out in the order. No amendments to the concluded order shall be binding unless agreed to in writing for such amendment by both the parties.

19.0 Compliances of Labour Laws:

1. The Agency shall pay wages to the workmen engaged by him, which shall not be less than those prescribed under the Minimum Wages Act, 1948.


2. The Agency shall pay wages to the workmen without any deductions of any kind except those specified by the Central Government by general or special order in this behalf or permissible under the Payment of Wages Act, 1936.

3. The agency shall comply with all the relevant provisions of the Employees Provident Funds and Miscellaneous Provisions Act, 1952, the Employees State Insurance Act, 1948 and the regulations made thereunder.

4. The Agency shall be responsible for and shall pay full compensation to their personnel payable against injury/accident on duty under the Workmen’s Compensation Act, 1923 and amendments thereto. Under no circumstances, the Company shall be liable for any payment on such account to the Agency’s personnel. The agency shall keep the Company indemnified against the same and from all proceedings in respect thereof.

5. In every case in which by virtue of the provisions of Section 12 (1) of the Workmen Compensation Act, 1923, MGVCL becomes obliged to pay compensation to a person employed by the Agency, MGVCL shall recover from the Agency the amount of the compensation so paid, and without prejudice to the rights of MGVCL under Section 12 (2) of the said Act, MGVCL shall be at liberty to recover such amount or any part thereof by deducting it from any sum due to the Agency whether under this contract or otherwise or as a debt payable by the Agency.

6. Without prejudice to liability under the above mentioned Clauses 4 and 5, the Agency shall arrange such insurance as is necessary to cover the liability of the Agency in respect of personal injuries , disabilities either temporary or permanent, or deaths arising out of or in the course of or caused by the carrying out of the works by its personnel.

7. Agency shall comply with relevant provisions of Contract Labour (Regulation and Abolition) Act, 1970 to be read with Contract Labour (Regulation and Abolition) Central Rules 1971 as applicable.

20.0 Code of Conduct:

1. The Agency shall deploy competent staff and be responsible for their conduct and performance. It shall firmly deal with any act of misdemeanor, misconduct or willful negligence of duty that may come to its notice.

2. The Agency shall make every endeavor to ensure that honest and diligent efforts have been made to complete the assigned work of meter readings in time and the reports submitted to MGVCL reflect the true and correct picture. If some particular work could not be completed, it will be the responsibility of the Agency to explain the reasons thereof to the satisfaction of MGVCL.

3. If any person engaged by the Agency is found to have committed offence attributable to willful act of favoritism , or enters into illegal monetary transactions , or undertakes/reports wrong meter readings deliberately, or indulges in malpractices leading to tampering of/damage to MGVCL’s installations, including meters, meter boxes, seals , service cut-outs etc or engages in any neglect of duty that would directly or indirectly cause financial loss to MGVCL, the Agency at the instance of MGVCL shall withdraw the concerned employee from undertaking any further activity of MGVCL and terminate his services with immediate effect. MGVCL shall also have the right to recover from the Agency any such financial loss as may be caused by the actions of the Agency’s personnel.


4. The agency shall not appoint any sub-contractor to carry out any obligations under this contract.

5. The Agency shall equip with all its personnel engaged for the purpose with “Photo Identity Cards”’ duly endorsed by MGVCL, to enable unhindered entry into the consumer’s premises. Such personnel upon reaching the consumer’s premises, shall exhibit their identity Card before proceeding to undertake the assigned work of meter reading.

21.0 DUTIES AND RESPONSIBILITIES OF MGVCL :

1. The primary responsibility of MGVCL will be to provide updated consumer database with the preceding billing period’s meter reading based on past consumption pattern and/or load factor shall also be provided for each consumer. The data shall be provided in soft copy as a flat file a day before scheduled date of commencement of meter reading for a particular billing category/group.

2. MGVCL shall provide to the Agency the schedule of billing for different groups/categories. Any changes in the schedule shall be intimated at least 7 days prior to commencement of meter reading for that particular category/group.

3. MGVCL shall ensure that all new connections have meter Card attached to the metering installation at the time of commencement of supply. The Meter Card shall be duly updated by MGVCL in the event of meter replacement to avoid any ambiguity at the time of monthly meter reading by the Agency.

4. MGVCL shall ensure that the feedback received from the Agency relating to data inconsistency/incorrectness in the billing Database detected at the time of meter reading is duly corrected and updated before commencement of the next billing cycle.

22.0 DELIVERABLES OF THE AGENCY

1. The agency shall submit in each month the electronic copy in flat file format containing the meter readings, complete with date, time and remarks at least 3 days prior to the scheduled billing date, without fail, for each consumer category/group.

2. The agency shall also prepare and submit in each month and at least 3 days prior to the scheduled billing date reports under each billing/consumer category in support of its assigned tasks undertaken and completed as detailed under Section 1 in specified formats under the following heads:

a. Report on abnormalities, as defined in Section 1 (8) for each billing group (Annexure II)

b. Incorrectness/inconsistency observed in Billing Database. (Annexure –III) c. Modification/changes in meter reading sequence number. (Annexure IV). d. Meter Card Replacement (Annexure V)

22.0 In addition, the Agency shall submit a consolidated report by the 25th day of each month giving therein the details of meter read, not read, abnormalities noticed, remedy required etc. as per the format to be filled in under Annexure.


All the report and no. of bills billed/consumption etc. should tally with our IT DEPT. report (PRT report).

23.0 REVIEW MECHANISM

1. MGVCL’s designated Deputy’s/Junior Engineers/ DY.S.A.s will undertake monthly monitoring of the tasks performed by the Agency, ensure conformity with the defined time schedules and specifically examine the complaints received from consumers in regard to billing errors arising out of meter reading or data posting, reported lack of access etc. Upon receipt of such complaint, the Agency shall submit its substantive response within two days.

2. MGVCL’s findings upon reviewing the Agency’s overall performance in a month will be recorded in the consolidated monthly performance and review report to be compiled under Annexure I.

3. Abnormalities reported by the Agency will be inspected /verified by MGVCL and remarks/comments along with corrective action taken, if any, will be entered by MGVCL in the designated space under Annexure II.

4. At an interval of each quarter, MGVCL will undertake meter readings covering 5% of the consumer population selected randomly under each category of billing to review the following:

a. All meter readings are regularly and accurately recorded on the Meter Card. b. These meter readings tally with the data posted/transferred for the billing

process c. An abnormality in the meter/metering installation which the Agency has failed

to report d. Overall performance of Agency with respect to meter reading and conformity

with the code of conduct detailed under Section I(C ).

24.0 Variations : The variations to this Agreement shall be in writing and signed by both Parties.

25.0 Governing Law : The governing law shall be Indian Law.

26.0 MGVCL'S SCOPE : Agency shall associate with MGVCL engineers for collection of following data :

a) MGVCL will make available the existing database for billing purpose, meter reading books, DTRwise consumer data and all other relevant documents pertaining to Meter reading, Billing and Master data base update and DTR loss analysis.

b) Make available the existing updated Network Diagram for GSS and 11 KV feeders, list of distribution transformers.

27.0 Collection of Consumer and Meter Data for meaningful energy Audit &

Evaluation of losses DT Meter Reading All the DTs shall be provided with meters, either electronic or electro

mechanical. The meter reader is to record readings of the DT meter at the


beginning and end of meter readings for the consumers, served by the DT. The average of the two readings is to be used for Energy Audit calculations. Where meters are not available, MGVCL shall be advised to install/meter engineering estimates shall be made and later meter shall be installed.

Consumer Meter Reading The meter readers will record the readings of the consumers, on a monthly

basis, fed from a DT in the defined sequence in the quickest possible time. Also, the consumers fed from different DTs, linked to the 11 KV feeder, will be read within maximum two days so that billed energy can be calculated accurately. These readings may or may not be utilized for normal billing, for which the consumers have been grouped under monthly and bimonthly reading cycles. Your Engineer shall be in constant touch with MGVCL engineers.

Energy Accounting The energy recorded by the consumer meters will be compared with the energy recorded in the DTs. The energy accounting would bring out the following details:

o Gaps between energy input and metered energy for the reading cycle. o Cumulative gap between energy input and metered energy.

28.0 For summing up the billed energy, the following guidelines would be

used;- • For connecting, where reading is not available, consumption is to be

calculated based on average consumption. • For connections, where the meter is faulty, number of units equivalent to the

provisional bill amount is to be considered. • For connections with abnormal consumption during the reading cycle, which

may be attributed to wrong readings, average consumption is to be worked out based on final reading of replaced meter and initial reading of new meter.

• The output of the accounting system shall clearly bring out the energy losses and methods for their reduction.

• For further details/assistance regarding reading & billing you may contact Revenue Dept. of Concern sub-division or division or AO (Rev.) Circle Office.

• Reading of Transformer meter and reading of consumer meters respective to above transformer has to be taken on same date.

29.0 CALCULATION OF LOSSES: Input Energy:

Input energy would be calculated DT wise. On monthly basis i.e. energy supplied between the two successive months. On bimonthly basis i.e. energy supplied for two successive months On cumulative basis i.e. energy supplied for cumulative months

Billed energy :

The billed energy for each DT would be worked out on monthly, bimonthly and cumulative basis, as stated above


Calculation of Percentage Energy Losses Energy loss {KWh} for each DT shall be: [Input Energy – Energy billed] The percentage energy loss = Input Energy [KWH] – Energy Billed [ Kwh]x100

Input Energy [Kwh) 30.0 OUTPUT REPORTS:

The following reports would be generated: (All the report and no. of bills billed /consumption should tally with our IT DEPT. report (PRT report) : a) Date-wise/Historic losses, if Date is not match with sent out, then Avg./Proportionate Days / Date will be taken. b) Improvement that needs to be carried out and evaluation of the savings that has resulted due to last improvement and cumulative saving. c) Energy sent out from the DT(in kwh & as 100% d) Consumption (In kwh & % ) with categorywise break up e) Total loss (in kwh & %) & circuit wise losses f) Installation status g) M.R.I.(consumer billing data analysis) h) Load analysis i) Technical and commercial losses of the feeders along with loss study j) Billing printing on the spot k) Recommendations for connected load survey l) Recommendations for system improvement m) Identifications of connections not on Company's record n) Recommendations for loade balancing o) Recommendations for reducing LT lines p) Details of over loaded and under loaded transformers Apart from above reports, following details/reports are also required to be generated as per ANNEXURE – 'A'

Maintenance of Records

Agency would maintain the downloaded data, billing information and output reports up to a period of 12 months after the completion of contract.

QUALIFYING CRITERIA 3.1 The bidder shall have the experience of Meter Reading and Bill Distribution for

a user base of at least 4 Lac consumers. 3.2 The bidder should have served at least two distribution utilities and should

have experience of Meter Reading and Bill Distribution for at least 10 consecutive months in any one of the utilities.

3.3 The bidder should have annual turnover of over RS.4 Crore for any one of the last three years.

3.4 The agency have to obtain requisite license at own cost from the appropriate licensing officer before undertaking contract work.

3.5 The agency has to produce attested copies of 1) Registration Number, 2) Provident Fund code number, 3) Group Insurance number, 4) Income tax number, 5) Professional tax number, 6) Labour license number & 7) E.S.I.


3.6 The agency shall have to submit the challans of PF, Pension, EDLI premium payable to APFC and pay slips with a list of contract labourers along with the bill. Tenderers must submit tender inquiry duly signed and sealed and written on cover with due date and subject.

Superintending Engineer (O&M) Baroda City Circle, MGVCL


SCHEDULE - C

DETAILS OF THE WORK EXECUTED SIMILAR TYPE IN LAST FIVE YEARS FROM THE DUE DATE OF TENDER

Sr. No. Preference Order Ref. No. & date Remark

1

2

3

4

5

Signature of Tenderers Company’s Round Seal Date : Place:


SCHEDULE – F

DEVIATIONS FROM SPECIFICATION

Sr. No. Clause NO. Details of Deviation

Signature of Tenderers Company’s Round Seal Date : Place:


ANNEXURE – 'A' Specifications for survey of meter installations in MGVCL area of supply, by Meter Reading process handing Agencies/ MGVCL's concerned groups. Sr.N.

Specification / Requirement (MIS of the following shall be prepared and submitted)

1 List of Meters beyond reach for meter reading e.g meter installed abovefeet height or any other hindrance

2 List of cases, where meter numbers at site are not matching with dabase.

3 List of cases of temporary dis-connection 4 Cases of misused category i.e. domestic connection being used f

commercial and industrial purposes. 5 Identification of the cases, where meter is bypassed 6 List of cases, where terminal seals of the meters are broken 7 List of cases where meter seals are broken or missing 8 Identification of meters, which are suspected as faulty 9 Identification of cases of abnormal consumption after analysis e.g revers

reading, consumption not, commensurate with connected load, sudden din consumption w.rt past period etc

10 Identification of cases with previous details older than six months, havinarrears and meters not traceable.

11 Identification of cases with previous details order than six months havinarrears and meters found working at site.

12 List of arrears with wrong address in data base but correct addressefound. Also gradually arrange to build contact telephone nos in database

13 List of meters not traceable 14 List of addresses, where meters are installed but records are not appearin

in data base. hence no reading and billing is being done 15 Identification of cases, where meter numbers are absurd like 0000000 b

these meters exist at site 16 Consumer no long occupying the premises, i.e. cases, where permane

disconnection is required 17 Any discrepancy or abnormality in meter books such as very fe

consumers in one book or addresses are of different locations quite awafrom each others

18 Verification of cases, where meter readings are usually not taken at thpretext of premises locked etc. and provisional bills are raised.

19 List of duplicate billing data 20 Consumer refusing access for survey


ANNEXURE – 'B' Specification for Pre Printed LT Bill Paper for HHE machine : Pre-printed stationery roll for billing of Low Tension Consumers of the Board should not be less than 60 GSM, top quality and fluff free, smooth finish, white paper of ‘A’ grade paper mill. Paper Roll

a. Size ; 56.0 mm (paper width) x 83mm or less / outer Diameter) x 10mm or more (inside Diameter).

b. Thickness : 0.06 to 0.085mm c. Weight : 52.3 / 64.0 g 1m2 d. Others : No pasting at either side of roll paper e. One bill length : 17.5 cm

Sample Supplier should invariably attach sample of single part stationery, which they are going to supply. (One set of blank forms and one set of pre-printed forms prepared for other clients). They should also write the name of paper mill and grade of paper . Proposal without samples as mentioned above is liable to be rejected. Format Front side shall be printed in clearly legible sharp letters in Red – Blue light colour ink & font / character must shall be in Blank in. Art Work Artwork is to be prepared by supplier on the basis of the specimen enclosed. Specimen is for the purpose of lay out only. Exact size of letter etc. has to be decided in consultation with the Director (IT), MGVCL, Corporate Office, Vadodara, who will approve the same. Each bill ending make arrangement to cut bill easily. Perforation Only vertical perforation at the 17.5 cm + 2% length.


No. FIELD NAME CHARACTER 1 CONSUMER CODE 11 2 BILL NO. 07 3 SUB DIVISION SAME 4 METER NO. 10 5 METER STATUS 01 6 PHASE 01 7 MF 02 8 ROUTE NO. 11 9 TARIFF 04 10 LOAD 05 11 DEPOSIT 05 12 NAME 24 13 ADD1 24 14 ADD2 24 15 ADD3 24 16 ACTIVE READING (PRESENT) SAME 17 REACTIVE READING (KPRESENT) SAME 18 ACTIVE READING (PAST) SAME 19 REACTIVE READING (PAST) SAME 20 CONSUMPTION (ACTIVE) SAME 21 CONSUMPTION (REACTIVE) SAME 22 MAX. M.D. 05 23 LAST CONSUMPTION 06 24 AVG. CONSUMPTION 06 25 LAST BILL AMOUNT 08 26 BILL MONTH 04 27 BILL DATE 10 28 DUE DATE 10 29 MR ID SAME 30 MR SIGN N.A. 31 FIX CHARGE SAME 32 ENERGY CHARGE SAME 33 MIN. CHARGE SAME 34 REACTIVE CHARGE SAME 35 FUEL CHARGE SAME 36 E.D. SAME 37 METER CHARGE SAME 38 DELAY PAYMENT CHARGE SAME 39 TOTAL CHARGE SAME 40 PROV. BILL SAME 41 TOTAL SAME 42 LAST BILL PENDING SAME 43 TOTAL BILL SAME 44 PAYMENT DATE N.A.45 CONSUMER NO. 11 46 BILL NO. 07 47 MONTH 04 48 SIGN N.A. 49 CASH N.A. 50 CHEQUE N.A.51 PAID AMOUNT N.A.

52 TOTAL BILL AMOUNT Sr. No. 43 will be cominover here.


BILL FORMATE FOR PRE – PRINTED PAPER ROLL

Documents

MADHYA GUJARAT VIJ COMPANY LIMITED - …guvnl.com/Tender/File/MGVCL/Circle Office/BARODA CITY...MGVCL shall provide necessary inputs like new connections, disconnections etc. time