maharashtra state electricity … state electricity distribution co. ltd. tender no.:-...

Seal & Signature of Tenderer.

MAHARASHTRA STATE ELECTRICITY DISTRIBUTION CO. LTD.

Tender No.:- SE/O&M/G’ROLI/TECH/09-10/T-2

Bid document for

Monthly/Bimonthly/Quarterly meter reading through Digital Photography

of all L.T. Residential, Commercial, Street light & Agricultural consumers along

with DTC Meters and conversion of same in the form of disc (Soft mode) and

Data Punching/Entry with providing & pasting of stickers to all L.T. New Service

Connections & Replaced Meters within the jurisdiction of Bramhapuri Division

(Bramhapuri, Nagbhid, Sindewahi Sub-Divisions).

EXECUTING AGENCY

SUPERINTENDING ENGINEER, O&M CIRCLE, M.S.E.D.C.L., Khewale Bldg., Camp Area, Gadchiroli-442605.

Ph. No. 07132-233115(O), 233196(P), 233260(Fax), 233195(Res.) Email :- [email protected]


MAHARASHTRA STATE ELECTRICITY DIST.CO. LIMITED

Office of the Superintending Engineer, O&M Circle, Khewale Building, Camp Area,

Near Shivaji College, Rampuri ward Gadchiroli. Ph.07132-233115 (O),233196 (P),233260 (Fax),233195(Res)

Email ID : [email protected]

LETTER TO THE TENDERER

To,

M/s. ……………………… …………………………… …………………………… Sub:- Tender documents for Tender No. SE/O&M/G’ROLI/TECH/2009-10/T-2 Dear Sir, As per your request and on payment of necessary tender fee, I am enclosing here with the

tender Documents. You are requested to go through the instructions to the tenderer carefully and

quote your lowest rate and submit the same with completely filled in all respect duly signed

before due date and time.

Tender received without super scribing the information on the envelope as per the

instructions to the tenderer will not be opened.

Thanking You.

Encl:- As above Yours faithfully, Superintending Engineer O&M Circle, M.S.E.D.C.L., Gadchiroli.

mailto:[email protected]


MAHARASHTRA STATE ELECTRICITY DISTISTRIBUTION COMPANY LTD. O&M CIRCLE, GADCHIROLI.

SCHEDULE OF TENDER

1) TENDER NO. :- SE/O&M/G’ROLI/TECH/09-10/T-2

2) Name of work :- Work contract for meter reading through Digital

Photography of all L.T. Residential, Commercial,

Street light & Ag consumers along with DTC meters

and conversion of same in the form of disc (Soft

mode) and data punching/entry with providing &

pasting of stickers to all L.T. New Service Consumers

& replaced meters within the jurisdiction of

Bramhapuri Division. (Bramhapuri, Nagbhid,

Sindewahi Sub-Divisions)

3) Estimated Cost :- Rs. 20.00 Lakhs

4) E.M.D. :- Rs. 20,000.00

5) Cost of Tender Document :- Rs. 2000/- + 4% VAT.

6) Period of sale of Tender :- From dt. 15.04.2009 to 21.04.2009

Document. Time 11.00 Hrs to 16.00 Hrs.

(On working days only) or download from our website

7) Last Date of receipt of :- 22.04.2009 up to 13.00 Hrs.

Tender

8) Date of opening of Tender :- 22.04.2009 at 14.00 Hrs., if possible.

Superintending Engineer O&M Circle, M.S.E.D.C.L. Gadchiroli.


Section-I Instructions of Tenderer.

The invitation of Bid is open to eligible bidders “For Engagement of agency for Meter

reading through Digital Photography & Data Entry for Residential, Commercial, Street Light &

Ag consumers having the LT billing system with DTC Photo Meter reading in Bramhapuri

Division under Gadchiroli Circle”.

1.01 The scope of work covered under the tender shall comprise of meter reading through

digital photography & data entry for Residential, Commercial, Street Light & Ag

consumers having the LT billing system with DTC Photo Meter reading in Bramhapuri

Division as per the instructions of concern Executive Engineer/SDO’s/Incharge of billing

unit after receipt of order from this office and completing of all formalities.

1.02 The Earnest Money to be deposited with tender shall be Rs. 20,000/-. Tenders submitted

without Earnest Money shall be summarily rejected.

1.03 Payment of Earnest Money as indicated in clause 1.02 shall be in the form of Cash/

Demand Draft/Banker’s Cheque of Nationalized/Scheduled Bank. The Demand Draft/

Banker’s cheque shall be issued in favour of Superintending Engineer, O & M Circle,

Maharashtra State Electricity Distribution Company Limited, payable at Gadchiroli. The

Earnest Money Deposit will be forfeited in case successful tenderer fails to pay Security

Deposit and execute the contract agreement within the prescribed period. Payment of

Earnest Money by “Cheque” shall not be accepted.

1.04 The blank tender form will be available at the cost of Rs. 2000/- + 4% VAT in

Cash/Demand Draft from the Office of the Superintending Engineer, O&M Circle,

M.S.E.D.C.L., Khewale Building, Near Shivaji College, Gadchiroli from 15.04.2009 to

21.04.2009 from 11.00 Hrs to 16 Hrs. Last date of submission of tenders will be

22.04.2009 up to 13.00 Hrs & the same will be opened on 22.04.2009 at 14.00 Hrs, if

possible. It can be downloaded from our website www.mahadiscom.in, however you will

have to pay the cost of tender form at the time of submission.

1.05 Tenderer must return the tender document form together with the specifications and the

rates filled in Schedule “A” duly signed. Any tender not bearing the signature of tenderer

on all the documents accompanying the tender is liable to be rejected. Further only

schedule ‘A’ in Envelope No. 2 will not be accepted. Please be noted.

http://www.mahadiscom.in/


1.06 The offer is to be submitted in two envelopes super scribed as ‘Envelope-I’ and

‘Envelope-II’ in tender Box in due time.

a) Envelope I:

Envelope containing the qualifying documents/certificates should be properly sealed and

super scribed as below:

Envelope I (Qualification Bid)

“Meter reading through Digital Photography & Data Entry for Residential, Commercial,

Street Light & AG consumers having the LT billing system with DTC Photo Meter reading in

Bramhapuri Division under Gadchiroli Circle”.

The due date & time.

EMD paid.

Firm’s name & address.

The envelope I should contain following qualifying attested documents.

1. Valid registration.

2. Registration with Service Tax Authority and registration under Work Contract Act.

3. Experience certificate regarding satisfactory completion of work for photo meter reading

for at least one Indian Electricity Distribution Companies/S.E.B.’s in last 3 years should

be attached.

4. Registration and labour laws as may be applicable as per relevant acts, PF registration

with labour commissioner.

5. The bidder should have total turnover of at least 50% of the Bid value in any Two years

taken together in last Three years.

6. Also submit the attested documents as detailed below.

a) PAN No.

b) Copy of receipt regarding payment of EMD.

b) Envelope II:

The envelope II should contain the tender documents with price offered in Schedule ‘A’

(Only schedule ‘A’ will not be accepted) should be properly sealed & superscibed as

below:


Envelope II (Price Bid)

“Meter Reading through Digital Photography & Data Entry for Residential, Commercial,

Street Light & Ag Consumers having the LT billing system with DTC Photo Meter

Reading in Bramhapuri Division under Gadchiroli Circle”.

The due date & time.

EMD paid.

Firm’s name & address.

1.07 The tenderer shall be deemed to have studied the specifications and all other documents

attached to the tender papers, on his having filled in tender.

1.08 The tender duly completed, sealed and super scribed with the subject of tender and due

date of opening on the face of cover, will be received up to 13.00 Hrs. on the due date

and opened on the date mentioned, if possible in the said office in the presence of

tenderer or its representatives who may choose to remain present.

1.09 It shall be definitely understood that the MSEDCL does not accept any responsibility for

the correctness or completeness of the Schedule “A” for given part and this schedule is

liable to alteration by commissions, deductions or addition in the item or quantities at the

discretion of the Superintending Engineer or his authorized representative and tenderer

would be bound to execute all the activities actually ordered/encountered during

execution at the corresponding tender prices.

1.10 The rates in the Schedule “A” shall be quoted in figures as well as in words. In case of

any differences in the rates quoted in words and figures, the lowest will be considered.

All the entries by the tenderer should be in ink; erasing and over writings are not

permissible. The tenderer should initiate all corrections and insertions.

1.11 The comparison shall be made on the basis of “Total Price” for all the activities taken

together and part contract will not be offered to the lowest in one of the activities. The

order may be given to two agencies, lowest tenderer may get order of 70% of the tender

value and second lowest may get order of 30% of the tender value. If the second lowest

mentioned not to do the work on lowest offer, the order will be given to third lowest

offer, the order will be given to third lowest & consequently. The privilege of area choice


for work may be given to first lowest. Order will be given on lowest received rates only

& rate should not be more than scheduled rates.

1.12 The tenderer on award of the contract will have to pay a Security Deposit for work

contract at the rate of 5% of the value of contract by Cash or Bank Guarantee for the

same value in the prescribed MSEDCL’s format.

1.13 Tenders which do not fulfill any or all the conditions or are found incomplete in any

respect are liable for rejection.

1.14 The undersigned reserves the right to accept or reject any part or all tenders without

assigning any reasons. Further the undersigned reserves the right to engage one or more

agencies.

1.15 The rates quoted shall remain open/valid up to 31.05.2010.

1.16 Income Tax, works contract tax/Service Tax at appropriate rate will be deducted from the

Tenderer’s bill at the prevailing rates and applicable surcharges thereon of the gross value

of the bill as per instructions laid down in Government of India Notification unless the

necessary exemption certificate from the income tax department authorized for the

purpose is produced well in time.

1.17 The tenderer on placement of the work order enumerating the contract conditions shall

within the prescribed period have to execute a written agreement on the prescribe

standard form as per MSEDCL’s rules. The regular stamp fees etc. necessary for

completing the agreement shall have to be borne by the tenderer.

1.18 Tender will be considered for acceptance unless it is accompanied by the latest income

tax clearance certificate/Pan Card No. issued by the competent authority in favour of

tenderer and attested copies should be attached with tender.

1.19 The jurisdiction of work is Gadchiroli Division. The bidder is therefore advise to get

themselves acquainted with the work area & all other aspects before preparing &

submission of bid document & entering in to a contract. The bidder should also get

acquainted with the billing patterns in different areas.

1.20 The undersigned reserves all the rights to terminate this contract at any stage of work

with out assigning any reasons, thereof, for unsatisfactory quality or progress of work.

1.21 If contractor fails to execute the order as per terms and conditions / instructions or due to

termination of order by any reason, the same will have to be completed departmentally or


through other agency and the difference in the cost, if any shall be recovered from

contractor’s bill.

1.22 The work will be carried out under the supervision of Executive Engineer of concern

division.

1.23 All the disputes and difference arising out of or in the connection with the contract shall

be subject exclusively to the Jurisdiction of Gadchiroli court. The Indian law shall govern

the contract.

1.24 The bidder should have the registered office in the State of Maharashtra.

Important.

1. Initially while opening the tenders, the Envelope No. 1 i.e. Qualifying Bid will be opened

first. The Price Bids of only those bidders who are qualified in the qualifying bid will be

opened later. For qualification, all the documents duly attested as mentioned in clause

1.06 above are required. The Price Bids of bidders who have submitted all the valid

documents as per clause 1.06 above shall only be qualified for opening of price bids.

2. In Envelope No. 2 i.e. Price Bid with tender document quoting your rates should be

enclosed.


Section-II GENERAL TENDER CONDITIONS (A) Scope of work for Meter Reading through Digital Photography: 1. The scope of work for Meter reading through Digital Camera Photography with Data Punching shall cover all residential, commercial, street light & Ag consumers aalloonngg wwiitthh DDTTCC MMeetteerrss under the LT billing system as on the date of award of the contract and shall also cover all the new consumers added on month to month basis. 2. The Complete reading through digital camera photography will be out-sourced to the Agency, who will be responsible for necessary manpower & digital camera with 3.0 Mega Pixel or above having minimum 1 GB memory card. 3. The representatives of Agency will paste pre-printed sticker containing Consumer No., Billing Unit No. & DTC Code on each meter, meter board and on the door of consumer premises of all the New Service Consumers & Replaced Meter Consumers. This will be a one time job. However, if the stickers are found damaged during the contract period, the same shall be replaced by you. Those stickers shall be provided by you free of cost. 4. MSEDCL will up-load the data from its system in respect of consumers whose readings are to be taken or will issue hard copy (R.R. Sheet). The representative of agency will take photograph of the meter in such a way that the Meter Reading, Manufacturer’s No. (Meter serial number), Consumer’s No., Billing Unit No. and DTC code on the sticker are visible in the photograph along with date and time. The work of taking photographs of the meter shall be scheduled in such away that the period of Load Shedding is avoided. If the photo is not legible, no payment will be given for that consumer. 5. DTC photo meter reading will be taken before starting the reading of LT consumers on that Transformer. Agency have to correct Route Sequence of scattered consumers or mismatched PC consumers & feed the required documents to concern IT Section in consultation with billing unit Incharge. While taking photo meter reading, any meter if found which is not included in the RR sheet, the details of such meter, location & reading of that meter should be informed to concern billing incharge immediately. 6. The agency shall take the photograph of meter reading and submit the same to the concern subdivision office in the form of disc (Soft mode). The photograph of the meter should be clear enough so that meter reading, meter number and consumer number are readable. So that the meter reading punched by the agency personnel and the meter reading on the photograph shall tally. 7. The basic software will be provided from IT section for data punching. After completion of the data entry the software will generate the necessary B30 document from the data entered. Software will be provided by MSEDCL to validate the B30 document generated by data entry software.


8. While entering the data the Agency's data entry operator will enter proper Meter Status codes by referring the image of meter. The Meter Status list is attached herewith at Annexure “D”. 9. The duly validated B30 data on CD should be handed over to the respective Billing Unit office along with images of the photographs duly indexed with Consumer No. 10. The Agency will have to maintain the confidentiality of the billing information provided by MSEDCL. Leakage of the same shall be treated as breach of contract. The complete security of MSEDCL data should be maintained by Agency. This will ensure that no data is tampered by unauthorised persons. 11. Necessary MIS reports (As per Annexure “D”) as required by MSEDCL will have to be generated and handed over to the Billing Unit Office after completion of meter reading for a particular processing cycle. 12. A separate list is to be prepared for Tampered Meters and should be handed over to Billing Unit office along with photograph. 13. The agency shall ensure 100% normal billing. The Photo meter reading is directly related to the revenue of the company, hence most care should be taken for correct photo meter reading. 14. Every effort should be made by the agency that the bill issued for the meter changed status, the consumer gets his actual consumption bill in the subsequent bill. Consumer should not be billed under lock status for more than two billing cycle. 15. The agency should inform lock status consumer's list to concern Sub-Division office with specific remarks if the meter is installed inside the premises. 16. The agency should take care that consumer's billing for consecutive two months should not be under refundable status i.e. Meter change, No meter, Meter not accessible, Lock, Reading Not Taken. 17. The bidder has to take care while taking the reading of static (Electronics) meters as some of them are having more parameters. The snap of only KWH parameter is required for correct billing. The concern staff must be aware of the same. (B) Manpower: 1. All manpower deployed by the Agency should be suitably qualified and trained for the job intended to be performed by them. 2. The manpower should be conversant with local language in addition to working knowledge of English, Hindi, Marathi so as to interact with consumers in a proper and decent way.


3. The deputed manpower should be extremely polite with consumers and should be able to address consumer grievances about bills issued. 4. The manpower shall be properly dressed. It will be mandatory for employees of Agency to display the Name batch and Identity Card at all such times when they are on the field. 5. MSEDCL will carry out independent checks on the work allocated to successful bidder and any action in contradiction to the work order will be dealt strictly as per law. 6. Sufficient number of coordinators will have to be employed by Agency to ensure smooth working with different MSEDCL offices & agency should report daily about work status. 7. Serious action shall be initiated against the agency if any of the manpower deployed by it misbehaves with any of the consumers or gets into any act that could hamper the image of MSEDCL. 8. If the employer asks the contractor to remove a person who is member of contractor's staff or work force and state the reason, the contractor is to ensure that the person leaves the site within seven days and such person will have no further connection with the work in the contract. (C) Liquidated damages: The essence of this contract is that the bills are issued to the consumers in stipulated time period and also absolutely correct in all respect. Thus it will be mandatory on agency's part to carry out the work of allotted quantity as per the scope (in totality) and as per the billing cycle of the respective sub-division within the specified time. A weekly compliance will be given by agency to the respective SDO. In case of failure to carry out the allotted quantity of work/ PC closer schedule within the stipulated period, liquidated damages will be levied Rs. 10/- per bill per delayed day. Also, the liquidated damages for any wrong bill be Rs. 20/- or actual loss for such wrong bill, whichever is higher. Also in case the Hon. Regulatory Commission penalizes MSEDCL, levies penalty/fine on account of non-compliance of standard of performance with respect to the bills issued under this contract (delay or wrong bill or for any other reason pertaining to billing) and where the agency is responsible for this the same penalty/fine will be on agency's account & it will be deducted from agency's bill. If the wrong bill exceeds 5% (in quantity) during a particular month, the contract is liable to be terminated and MSEDCL will be entitled to deduct/recover the amount of liquidated damages from the bills payable to agency or any other amount due or payable to agency against this or any other contract. (Deduction of liquidated damages against the payment of any other S/Dn for which the order is placed to agency).

The liquidated damages will be without prejudice to MSEDCL's rights of any other action/ recourse permitted under the law.


(D) Basic Machine specifications: (Generalised machine specifications to be taken from IT) All the required instruments, machines, computers, printers along with the necessary consumables will have to be arranged by you. (E) Legal: 1) Agency will indemnify MSEDCL against any liability or damages by way of

compensation arising from any accident to person or property of persons in the Agency's employment.

2) Agency shall indemnify MSEDCL against any liability or damages by way of

compensation arising from any accident to any other person related to or unrelated to Agency or MSEDCL.

3) Agency shall bear the entire responsibility, liability and risk relating to coverage of work

force under different statutory regulations including but not limited to Workmen Compensation Act, ESI Act, Factory Act, Contract Labour Act 1970, Minimum Wage Act etc. and any other relevant regulations, as the case may be.

4) Agency shall be fully responsible for payment of benefits including but not limited to

Provident Fund, Bonus, Retrenchment Compensation, Leave Encashment, etc. as per statutory provisions.

5) Necessary payment and liabilities shall be the responsibility of Agency irrespective of

payment received from MSEDCL or otherwise. 6) All taxes and dues (present or future) payable to government and or local authorities in

respect of these works shall be the responsibility of Agency and the Agency will have to indemnify MSEDCL against liabilities on account of such levies or taxes

7) If the Agency is not in a position to complete the contract or any part of contract for any

reason whatsoever, MSEDCL will make alternate arrangements to complete the work at the cost, risk and responsibility of Agency.

8) Regarding any dispute the decision of authority i.e. Chief Engineer (NZ) is final binding

on agency. (F) TERMINATION OF CONTRACT: In case agency fail to deliver the work within the specified time during the contract period or in case the services are found not in accordance with the prescribed norms, the


MSEDCL will exercise its discretionary power to avail from elsewhere, after giving due notice to agency, at agency's risk, such services and to cancel the contract reserving MSEDCL's right to recover damages, notwithstanding that the powers referred above are in addition to the rights and remedy available to the Co. under the General Law of India relating to contract. The agency shall ensure 95% normal billing for every month (also 95% photo should be taken). If agency fails to do 95% normal billing & also fails to take 95% photo as per IT report, contract will be terminated. (G) Rate: Agency shall quote all-inclusive Rate per consumer per bill with photograph of the meter. The rate should cover all statutory/non-statutory levies, taxes, etc. In case any taxes and levies are required to be paid directly by MSEDCL, the same will be debited from agency bill for making necessary payment by MSEDCL. The comparison shall be made on the basis of “TOTAL PRICE” for all the activities taken together and part contract will not be offered to the lowest in one of the activities. (H) Terms of payment: 1) MSEDCL will generally make payment after submission of correct bill as per MSEDCL rules depending on the availability of fund. No interest or penalty will be payable by MSEDCL on account of non-payment of bills or delay in releasing the payment. 2) The agency will submit the bills to the respective subdivision office monthly for payment, prepared on the basis of valid IT reports. The concern unit In-charge/ Sub-Divisional Officer who will record the work in M.B. duly certified and forward to the Division office for payment. The payment shall be effected by the concern Divisional office. 3) Agency will have to submit a Bank Guarantee issued only by a Nationalised bank for 5% of total amount of contract value or in cash within 15 days from the date of receipt of the order as Security Deposit. The said Bank Guarantee shall be unconditional and should cover a period of 3 (three) months after the end of contract period. If necessary, the said Bank Guarantee can be renewed as per Bank rules. Sample performa of Bank Guarantee is enclosed. 4) Only those registered firms with total Turnover of at least 50% of the Tender/Bid amount in any Two years taken together in last 3 years are eligible. Sub contracting by the main agency is allowed. However the contract will be between MSEDCL and main agency only. 5) Payment should be made as per B-30 file submitted and photo taken. If the photo with date & time is not submitted, payment will not be given for the consumers as considering that energy bill is not issued to that consumer. If the photo is not legible, no payment will be given to the agency for that consumer.


(I) Guarantee:

All services to be provided are to be guaranteed for correctness and conductance as per acceptable norms and in the event of any failure on the part of Agency, MSEDCL will be entitled to terminate the contract at the risk and cost of Agency. Further necessary legal course of action as deemed fit will be taken for recovery of MSEDCL dues. Contract agreement to be executed on Rs. 200/- Non-Judicial stamp paper. Sample performa enclosed. (J) Special conditions: In addition to above terms and conditions, the Division office may include special conditions for workability of this contract and it will be binding on Agency to meet MSEDCL requirements during the total contractual period. The agency shall ensure 100% normal billing. The performance after 6 months will be reviewed & if performance is not found satisfactory contract will be terminated by issuing one-month notice with penalties as mentioned in liquidated damages in addition to forfeited of S.D. Paid. For increase of percentage of photo reading, agency does any malafied practise (using of photo of another sub-division or billing cycle or any other way) contract will be terminated immediately & agency will be blacklisted. The Superintending Engineer reserves the right to reject all the offers received or cancel the tender without assigning any reason thereof. (K) The matters to be determined by the Superintending Engineer:

All disputes and differences of any kind what so ever arising out of or in connection with

the contract, whether during the progress of the work or after its completion and whether before or after the determination of the contract, shall be referred by the contract or the tendering authority shall within 120 days after receipt of the contractor’s representation make and notify decisions of all matters referred to by the contractor in writing.

(i) Demand for Arbitration :-

In the event of any dispute of difference between the parties here to as to the construction or operation of this contract, or the respective rights and liabilities of the parties on any matter in question, the dispute or difference on any account or as to the withholding by M.S.E.D.C.L. of any certificate to which the contractor may claim to be entitled to, or if the tendering authority fails to make a decision (Within 20 days) then and in any, such case, the contractor (After 120 days) but within (180 days) of his presenting his final claim on disputed matters, shall demand in writing that the dispute or difference to be referred to arbitration.

(ii) The demand for arbitration shall specify the matters which are in question, or subject of the dispute of difference as also the amount of claim item wise. Only such dispute (s) or difference (s) in respect of which the demand has been made, together with counter claims or set off, shall be referred to arbitration and other matters shall not be included in the reference.


(a) The arbitration proceedings shall be assumed to have commenced from the day, a written and valid demand for arbitration is received by the Company.

(b) The claimant shall submit his claim stating the facts supporting the claims along with al relevant documents and the relief or remedy sought against each claim within a period of 30 days from the date of appointment of the Arbitral Tribunal.

(c) The Company shall submit its defense statement and counter claims (s), if any, within a period of 60 days of receipt of copy of claims from the Tribunal thereafter unless otherwise extension has been granted by the Tribunal.


Section-III

TECHNICAL OFFER & GENERAL DETAILS

Letter to Superintending Engineer

To

The Superintending Engineer, O&M Circle, M.S.E.D.C.L., Gadchiroli- 442 605.

SUB: For Engagement of agency for Meter Reading through Digital Camera Photograph of Res, Com, street light, Ag consumers & other under Bramhapuri Division.

Dear Sir, We have procured the bid documents for engagement of agency for LT Residential,

Commercial, Street light, Ag consumers & DTC Meters photograph to be taken on the spot by using Digital Camera and Machines as per specifications, data entry of same & processing of bills at IT center of various Sub-Divisions under Bramhapuri Division. We are submitting the proposals with complete set of enclosures.

The details asked for are being furnished in accordance with the following. AA.. GGEENNEERRAALL PPRROOFFIILLEE OOFF TTHHEE BBIIDDDDEERR

1 NAME & COMMUNICATION DETAILS

1. Full legal name of the Company / firm :

2. Date and location of establishment :

3. Registered Office address :

4. Address for communication :

5. Telegraphic address :

6. Telephone number :

7. Fax number :

8. E – mail address :

9. Date and location of Establishment :

10. Authorized person(s) to be contacted :

11. Names and addresses of the proprietors/partners/consortium members :

2. Personnel capacity 2.1 The bidder should possess adequate trained manpower / personnel suitably qualified and trained for Digital Photography, so that all activities are carried out in a highly professional manner.


2.2 The manpower deployed should be conversant with the local language in addition to working knowledge of English, Hindi & Marathi to enable them to interact with consumers. 2.3 The bidder should have a minimum of two years experience in any of the man management technical activities consisting of Managers, Technical and semi-skilled personnel. 2.4 As far as possible the Bidder shall not change the officer in-charge / nodal officer frequently. Any change in officer in-charge/nodal officer should be mutually agreed upon and communicated to MSEDCL in writing. 2.5 Manpower details

2.5 a) MANAGERS:

i) Individual’s Name

ii) Qualifications

iii) Present position of office

iv) Professional experience and details of work carried out.

v) Years with the applicant

2.5 b) STAFF / WORKMEN:

i) Individual’s Name

ii) Qualifications

iii) Present position of office

iv) Professional experience and details of work carried out.

v) Years with the applicant

3. Infrastructure Availability 3.1 The Bidder should confirm that they own sufficient number of latest digital cameras having 3.0 Mega Pixels & above capacity for smooth and speedy execution of the work. The Bidder should spell out the infrastructure facilities he shall provide for the proposed job. a. Bidder should be a qualified contractor who regularly undertakes the turnkey projects of the type specified and has adequate technical knowledge and practical experience. b. Does not anticipate change in the ownership during the proposed period of work. (if such a change is anticipated, the scope and effect thereof shall be


defined). c. Has adequate field service organization to provide the necessary field survey and management services required to successfully collect field data, test and commission software as required by the specifications and documents; and 3.2. The above stated requirements are a minimum and MSEDCL reserves the right to request for any additional requirement and also reserves the right to reject the proposal of any bidder, if in the opinion of MSEDCL, the qualification data is incomplete or the bidder is found not qualified to satisfactorily perform the works. 4 EXPERIENCE: 4.1. The bidder shall provide necessary evidences in support of meeting above qualifying requirement like copies of purchase order, performance certificate from the concerned utilities etc. 4.2 The bidder should have done spot billing/Meter reading/Data Punching for at least one Indian Electricity Distribution Companies / SEBs in the last two years. 4.3 The bidder should possess adequate trained manpower, machines and the requisite stationery. 4.4 The bidder should have handled employees/contract workers for any utility field activities.

55.. AAddddiittiioonnaall IInnffoorrmmaattiioonn 55..11 PPlleeaassee aadddd aannyy ffuurrtthheerr iinnffoorrmmaattiioonn wwhhiicchh iiss rreelleevvaanntt iinn rreeggaarrdd ttoo tthhee ccaappaabbiilliittiieess 55..22 PPlleeaassee ggiivvee bbrriieeff nnoottee iinnddiiccaattiinngg wwhhyy tthhee aapppplliiccaanntt ccoonnssiiddeerrss hhiimmsseellff eelliiggiibbllee ffoorr pprreeqquuaalliiffiiccaattiioonn ffoorr tthhee wwoorrkk.. 6. Other Details 6.1. Whether quoted for any other Circle/Division under Nagpur Zone/Other Zone? 6.2 If EMD is exempted valid registration of SSI in Maharashtra. 6.3 PAN No. 6.4 Valid works contract registration/Service Tax registration. 6.5 Registration and labour laws as may be applicable as per relevant acts. P.F. registration with labour commissioner. 6.6 Copy of receipt regarding payment of EMD. 6.7 The Bidder should have total turnover of at least 50% of the Tender/Bid value in any Two years taken together in last Three years.


We understand that MSEDCL reserves the right to invite detailed proposals from any

private entrepreneur-company; irrespective of the fact whether the company or entrepreneur has been pre-qualified. We also understand that the MSEDCL reserves the right to reject any or all of the bids without assigning any reason thereof. We agree to abide by all the conditions governing the bids and decisions of the MSEDCL. The validity of the rate quoted is 365 days from date of opening of Bid. It is certified that we have quoted for all areas prescribed in this specification; we understand that in case any area is not quoted in financial offer, our offer will be rejected irrespective that we are qualified and even the lowest one.

Thanking you.

Yours faithfully,

Encl: As above


FINANCIAL OFFER

1 CLARIFICATION REGARDING BID PRICE SCHEDULE

1.1 In part – B (financial offer) the break up of price is only for reference and comparison

purpose the evaluation and award of contract shall be made on total price worked out for all the items and for the charges for one years ( Rates of sub division X No of Consumer at present)

1.2 The quantity of total no. of consumer mentioned in Sub Division is on average basis and

may increase up to total consumers in Circle, however the payment shall be made as per the actual work made during the month.

1.3 The bidder will furnish the break-up of the quoted price indicating rate and type of each

tax clearly, as per the prevailing rate on the bid date any statuary variation and imposing new tax by government subsequently during the currency of contract shall be on Agency’s account.

1.4 The consumers located up to Taluka level city are considered as urban area consumers

and the city where population is more the concern billing unit in-charge will decide the category. Other than Taluka level are considered as rural areas.


SCHEDULE “A” To The Superintending Engineer, O&M Circle, M.S.E.D.C.L., Gadchiroli. 442 605. SUB: For engagement of agency for Meter Reading through Digital Camera Photograph of

Res, Com, street light, Ag consumers under Bramhapuri Division.

Dear Sir,

We have procured the bid documents for engagement of agency for Meter Reading through Digital Camera Photograph of Residential, Commercial, street light, Ag consumers having the LT billing system with DTC meters. Photographs taken on the spot by using Digital Camera and Machines as per specifications, data entry of same & processing of bills at IT center of various Sub-Divisions under Bramhapuri Division. We are submitting our lowest offer for each activity with complete set of enclosures.

The details asked for are being furnished in accordance with the following.

S.No Particulars Work details Scheduled Rate (in Rs.)

UNIT PRICE (In Rs.)

(In Figure)

(In Words)

A B C D

1)RC Consumers up to Taluka HQ (Urban & Semi-Urban areas.) + DTC meter. 2)RC Consumers in rural area (Other than those covered in sr. no. 1 above.) + DTC meters. 3) Metered Agricultural Consumers + DTC meters. Stickers

1. Meter reading through Photography & creation of CD. 2. Data Punching/ entry. 1. Meter reading through Photography & creation of CD. 2. Data Punching/ entry. 1. Meter reading through Photography & creation of CD. 2. Data Punching /entry. Supply and pasting of stickers to all LT new service consumers & replaced meters.

03.00 00.50 04.00 00.50 08.00 00.50 1.00 (Per sticker)


* Ready to do the work on lowest offer:- Yes/No. NOTE:- 1. The rates quoted above should include up-loading and downloading of data

from billing machine to IT section’s computer and vice versa including report of unbilled consumers because of any reason to be submitted to sub-divisions or other reports if any required.

2. The rate should be quoted including all taxes, levies, octroi & labour etc in last COLUMN for all Activities.

3. If rates are not quoted for any one of the activities the offer is not accepted & offer will be accepted on the basis of total price.

The Bidder has to paste pre-printed stickers indicating consumer number, DTC code number & PC number on the consumers meter body, box, consumer premises wherever necessary in bar code also to all the New service Consumers & Replaced Meters. Before pasting sticker the approval of concerned SDO is required. This will be one time Job no extra charge will be given.

Name: …………………. [Seal & Signature of the Tenderer]


SSCCHHEEDDUULLEE ––11

SCHEDULE OF DEVIATIONS TTEECCHHNNIICCAALL DDEEVVIIAATTIIOONNSS

SS..NNOO MMSSEEDDCCLL’’SS SSPPEECCIIFFIICCAATTIIOONN CCLLAAUUSSEE DDEEVVIIAATTIIOONN SSOOUUGGHHTT BBYY TTHHEE BBIIDDDDEERR

11

22

33

44 55 66 77 88 CCOOMMMMEERRCCIIAALL DDEEVVIIAATTIIOONNSS

SS..NNOO MMSSEEDDCCLL’’SS SSPPEECCIIFFIICCAATTIIOONN CCLLAAUUSSEE DDEEVVIIAATTIIOONN SSOOUUGGHHTT BBYY TTHHEE BBIIDDDDEERR

11

22

33

44 55 66 77 88


Annexure “A”

Scope for Meter Reading through Digital Camera & Data Entry thereof.

The successful bidder / agency will follow following sequence of operations while taking the Photo Meter Reading:

1. The representative of Agency will paste pre-printed sticker containing consumer no, billing unit no. & DTC Code on each meter, meter board as well as on the door of consumer premises. This will be one time job.

2. The representative of Agency will take photograph of the meter in such a way that the

Meter Reading, Meter Manufacturer’s No., Consumer’s No., Billing Unit No. and DTC code on the sticker is visible in the photograph/image along with day and time stamp.

3. The Camera to be used for this operation should be 3.0 Mega Pixel or above having

memory card of minimum capacity for image store one GB.

4. The data entry software will be provided by MSEDCL to load these images and to do the data entry work. After completion of the data entry the software will generate the necessary B30 document from the data entered.

5. The data validation software also will be provided by MSEDCL to validate the B30

document generated by the data entry software referred at Sr.No.3 above.

6. Suitable training will be given by the local IT Centers to the representatives of Agency for operation of data entry software and data validation software.

7. While entering the data the Agency’s data entry operator will enter proper Meter Status

codes by referring the image of Meter. The Meter Status list is attached herewith at Annexure “D”.

8. The duly validated B30 data should be handed over to the respective Billing Unit office

along with images of the photographs duly indexed with consumer no. on CD.

9. The exceptional report, a list of which is attached herewith at Annexure “D” is also to be

generated and handed over to the Billing Unit Office.

10. A separate list is to be prepared for Tampered Meters and should be handed over to

Billing Unit office on daily basis along with photograph/image


Annexure “B” Scope for only Meter Reading through Digital Camera.

TThhee ssuucccceessssffuull bbiiddddeerr // aaggeennccyy wwiillll ffoollllooww ffoolllloowwiinngg sseeqquueennccee ooff ooppeerraattiioonnss wwhhiillee

ttaakkiinngg tthhee MMeetteerr RReeaaddiinngg::

1. The representative of Agency will take photograph of the meter in such a way that

the Meter Reading, Meter Manufacture’s No., and Consumer’s No. sticker is

visible in the photograph/image along with day and time stamp.

2. The Camera to be used for this operation should be 3.0 Mega Pixel or above.

3. The Agency will prepare a CD by down loading the data and will handover the

same to the Billing Unit/IT section at the end of every day.


ANNEXURE “C” A) Scope for only Data Entry by referring Photographs taken with Digital

camera.

The successful bidder / agency will follow following sequence of operations while doing data entry:

11 TThhee CCDD ooff pphhoottooggrraapphhss wwiillll bbee uusseedd ffoorr tthhee DDaattaa EEnnttrryy..

2 The data entry software will be provided by MSEDCL to load these images and to do the data entry work. After completion of the data entry the software will generate the necessary B30 document from the data entered.

3 The data validation software also will be provided by MSEDCL to validate the

B30 document generated by the data entry software referred at Sr.No.2 above. 4 Suitable training will be given by the local IT Centers to the representatives of

Agency for operation of data entry software and data validation software. 5 While entering the data the Agency’s data entry operator will enter proper Meter

Status codes by referring the image of Meter. The Meter Status list is attached herewith at Annexure “D”.

6 The duly validated B30 data should be handed over to the respective Billing Unit

office along with images of the photographs duly indexed with consumer no. on CD.

7 The exceptional report, a list of which is attached herewith at Annexure “D” is

also to be generated and handed over to the Billing Unit Office.

8. A separate list is to be generated for Tampered Meters and should be handed over to Billing Unit office on daily basis along with photograph/image

b) Scope for only Bill Distribution (If Required).

The successful bidder / agency will follow following sequence of operations while distributing the bills: The Agency will collect the printed bills from the Billing Unit Office and will distribute the same to the consumer at his premises / address as printed on the Bill.


ANNEXURE “D” Meter Status 0 or Space Normal Meter Reading

1 Faulty Meter, Reading is required to be entered

2 Lock

3 Overflow

4 Meter Change

5 Meter Inaccessible, Glass broken, burnt etc.

7 No Meter

9 Tampered Meter

List of Exceptional Reports

1. List of Consumers having Excessive Consumption. 2. List of Consumers having Abnormal Consumption.

3. List of Consumers having zero Consumption.

4. List of Consumers having 1 to 30 Units consumption in a month.

55.. LLiisstt ooff TTaammppeerreedd CCoonnssuummeerrss..

6. List of Consumers having 25% variation in consumption.

7. List of Consumers whose meter is changed.

8. List of Consumers whose meter is not read with reason.

99.. SSttaattiissttiiccss ffoorr TToottaall NNoo.. ooff CCoonnssuummeerrss,, CCoonnssuummeerrss RReeaadd,,

CCoonnssuummeerrss nnoott rreeaadd..

10. Statistics of Meter Status wise No. of Consumers.


SAMPLE FORM FOR CONTRACT AGREEMENT. (To be executed on Rs. 200/- Non-judicial stamp paper).

THIS AGREEMENT made the …......... day of …...... between (the Superintending Engineer, MAHARASHTRA STATE ELECTRICITY DISTRIBUTION COMPANY LIMITED, O&M Circle, Gadchiroli (Maharashtra State, India) (hereinafter “the employer”) of the one part and M/s. …...................................... (name of Contractor) of (city and country of Contractor (hereinafter “the contractor”) of the other part. WHEREAS the employer is desirous that certain contracts should be executed by the Contractor, viz, “METER READING THROUGH DIGITAL PHOTOGRAPHY & DATA ENTRY FOR RESIDENTIAL, COMMERCIAL, STREET LIGHT & AGRICULTURAL CONSUMERS HAVING LT BILLING SYSTEM ALONG WITH DTC METERS” with software as per MSEDCL's specifications of Bramhapuri Division under Gadchiroli Circle as defined in the bid document and has accepted a bid by the contractor for the execution of the contract in the sum of Rs. …................ in words Rs. …............................ only. (Hereinafter “the contract price”) NOW THIS AGREEMENT WITNESSETH AS FOLLOWS: 1) In this agreement words and expressions shall have the same meanings as are respectively assigned to them in the conditions of contract referred to. The tender document shall be deemed to form and be read and construed as part of this agreement, viz. a) Section I, II, III of Bid document. b) Employer's Letter of acceptance. 2) In consideration of the payments to be made by the Employer to the contractor as hereinafter mentioned, the Contractor hereby covenants with the employer to execute the Contract and to remedy defects therein in conformity in all respects with the provisions of the contract. 3) The Employer hereby convenience to pay the contractor in consideration of the execution of the contract and the remedying of defects therein, the contract price of such other sum as may become payable under the provisions of the contract at the times in the manner prescribed by the contract. IN WITNESS whereof the parties hereto have caused this Agreement to be executed in accordance with their respective laws the day and year first above written. Signed, Sealed and Delivered by the said. Superintending Engineer, In the presence of: Signed sealed and delivered by the said M/s. : In the presence of : --------------------------------


DRAFT BANK GUARANTEE (On a stamp paper of value Rs. 100/-)

1) In consideration of M/s. Maharashtra State Electricity Distribution Company Limited

(MSEDCL), a company registered under the Companies Act. 1956 having its registered office at commercial section, 5th floor, Prakashgad, Bandra(East), Mumbai 40005 (hereinafter referred to as 'Beneficiary' which expression unless repugnant to context shall include its administrators, successors & assigns) having agreed to accept Bank Guarantee from M/s. …................................ (hereinafter called the “Principal” of Rs. ….......... (Rupees …..................... only) towards security deposit instead of depositing the security deposit by way of demand draft under the terms & conditions of Beneficiary's letter No. ….................. dt. ….........(hereinafter referred to as the “letter”), we …........................ Bank(hereinafter referred to as the “Bank”) do hereby undertake to pay the beneficiary an amount not exceeding Rs. …............(Rupees .......................... only) against any loss or damage caused to or suffered or would be caused to or suffered by Beneficiary by reason of any breach by the said principal of any of the terms or conditions contained in the said letter.

2) We ….............. Bank do hereby undertake to pay the beneficiary any all monies payable under this guarantee without any demur or protest and without recourse to the Principal, merely on you first written demand or authenticated tele-transmission message starting that the amount(s) claimed are due by ways of loss or damage caused to or would be caused to or suffered by the beneficiary by reason of any breach by the said principal of any of the terms or conditions contained in the said letter. We the Bank further agree that the beneficiary shall be the sole judge to decide whether the principal has committed any breach of terms and conditions of the said letter and that the decision of the Beneficiary shall be final and binding as to factum of breach and amount(s) payable by the Bank. However, our liability to this Guarantee shall be restricted to an amount not exceeding Rs……………..…............. (Rupees ….......................... only).

3) We, …........................... Bank further agree that the guarantee herein contained shall be effective upon its issue and shall remain in full force and effect until all dues of the beneficiary under or virtue of said letter have been fully paid and its claims satisfied or discharged or till the beneficiary certifies that the terms & conditions of the said letter have been fully and properly carried out by the said principal & accordingly discharge the guarantee. Unless a demand or claim under this guarantee is made on us in writing within 3 months of this date i.e. on or before …..............., we shall be discharged from all liability under this guarantee thereafter. 4) We, …................. Bank further agree that the beneficiary shall have the fullest liberty

without our consent and without affecting in any manner our obligations hereunder to vary any of terms and conditions of the said letter or to extend time of performance by the said principal or to postpone any time or from time to time or any of the powers exercisable by the beneficiary against the said principal and to forbear or enforce any of the terms & conditions relating to the said letter and we the Bank shall not be relieved from our liability be reason of any such variation or extension being granted to the said industries Ltd. or for any forbearance, act or omission on the part of the beneficiary or any indulgence by the beneficiary to the said principal or by any such matter or thing


whatsoever which under the low relating to sureties would but for this provision have effect of so relieving us.

5) We, …........................ Bank further undertake not to revoke this guarantee during its currency except with the previous consent of Beneficiary in writing. 6) This guarantee shall not be affected by any change in the constitution of the Contractor or us, nor shall it be affected by any change in the beneficiary's constitution. 7) The Bank confirms that it has power to issue this Guarantee and the undersigned has full power and authority to act for & on behalf of the Bank in respect of this Guarantee and has been appropriately stamped as per laws prevalent in Maharashtra. 8) Notwithstanding anything contained herein our liability under this Bank Guarantee shall not exceed Rs. …...............(Rupees…........................... only). This Bank Guarantee shall be valid until …................... and we are liable to pay the guaranteed amount or any part thereof under this Bank guarantee only and only if you serve upon us a written claim or demand on or beofore. …....................... IN WITNESS WHEREOF the undersigned for & on behalf of the Bank has signed this Guarantee on ….......... day of …............. month ….......... year. FOR & ON BEHALF OF THE BANK. AUTHORISED SIGNATURE.