TENDER FOR WORK OF SPOT MONTHLY/BI-MONTHLY BILLING AT SITE FOR CONSUMERS OF VARIOUS SUB-DIVISION OFFICES UNDER SURENDRANAGAR DIVISION

2 Estimated cost in Rs. 30,00,000/-

Tender Fee in Rs. ( non-refundable) with 18 % GST

4 Payment of tender fees at through RTGS/NEFT Only

Earnest Money Deposit amount in Rs. 30,000/-

(1 % of Tender Amount) (Payment through RTGS/NEFT Only) Rs. 30,000/-

On line ( e-tendering ) Tender offer

6 submission last Date 13/04/2026 up to 18:00 hours only

(This is mandatory )

7 Date & Time for pre bid meeting ( If Required)

Last date of submission of tender fee and EMD payment

Date: 13/04/2026 up to 18:00 hours. By RPAD or SPEED POST only

Date of opening of On Tender Fee/ EMD cover of bid at

Date 15/04/2026 @ 11:00 hours (if possible)

Date of opening of On Line Technical Bid at

Date 15/04/2026 @ 11:00 hours (if possible)

Date of on line opening of On Line Price bid,

Date-15/04/2026 @ 15:00 hours (if possible)

12 Validity of Bid 180 Days

Executive Engineer, Division Surendranagar

NOTE : The terms & condition related this mater are attached here with as a general terms & conditions as per

company norms. The condition is bound to contractor which are applicable related of works.

REF: As per D.O.P. (Individual Levels) – Works –

(1) Corporate Letter no. : PGVCL/F&A/REV/386 Dt. 13-08-25

(2) Circle Letter no. : PGCOJ/0024/09/2025 Dt. 03-09-25

(3) AS PER CORPORATE OFFICE, RAJKOT APP. NO. PGCOR/1669/09/2025 Dt. 18-09-25

The price bid in physical form shall not be accepted in any case. Bidders are instructed to submit all required

documents On Line Only

Conditional tenders are liable to be rejected.

The EXECUTIVE ENGINNER, Division Office Surendranagar reserves the rights to reject or accept any one or all

the tenders without assigning any reason thereof.

Any kind of documents will be publish only online and it will be consider final and binding to bidders.

If document’s mentioned in tender list are not submitted / incomplete submitted / wrong format submitted

will treated as a tender cancelled.

Technical Bid will not be accepted if LOI is given earlier and SD/Agreement is not done by the bidder, within

time limit given in LOI.

EXECUTIVE ENGINEER

PGVCL,DIVISION OFFICE,

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

TENDER SPECIFICATIONS

1) Bidders have to submit their offer in 2 (Two Bids) Only Online (N) procurement site, i.e.

a) Technical Bid - Only online submitting

b) Price Bid-Only online submitting.

2) The technical scrutiny committee of PGVCL shall evaluate the technical view of the

tender. PGVCL reserves the right to open or not to open the price bid of the bidders on

the basis of their past performance of their services.

Incomplete bids, amendments and additions to bids after opening of the bids will be

ignored out rightly.

The price bid of those who are technically qualified shall be opened. After technical

bid is opened, for modification, if any, all shall be given equal chance.

3) TENDER FEES:

Tender fee (Non-refundable) should invariably be paid by way of Online (Payment

through RTGS/NEFT Only)

The details of bank account is :: SBI, IFSC code : SBIN0060101 and name of account

holder _ Paschim Gujarat Vij Company Limited.

otherwise offer will be ignored out rightly.

PGVCL will not be responsible for the transit loss or misplacement.

EMD should invariably be paid by way of Online (Payment through RTGS/NEFT Only)

The details of bank account is :: SBI, IFSC code : SBIN0060101and name of account

holder _ Paschim Gujarat Vij Company Limited.

otherwise offer will be ignored out rightly.

PGVCL will not be responsible for the transit loss or misplacement.

5) IMPORTANT: -

All the relevant documents as per requirement of the Tender to be submitted online

only do not send physically copy of relevant document.

PGVCL will not be responsible for late/delay of tender irrespective of delay by post

department and the same will not be consider in competition.

6) POST TENDER CORRESPONDENCE / ENQUIRIES: -

Any correspondence or enquiry subsequent to opening of Technical and Commercial

bids are not desirable, if the same is indulged into, it will be considered for disqualifying

the tender. The tenderer will be required to abstain from pursuing / canvassing the

matter, directly or indirectly with any Officers of PGVCL, as otherwise the same would

also amount to disqualification of the tender.

7) JURIDICTION:

All questions, disputes or differences arising under out of or in connection with the

tender / Contract if concluded shall be subject to the exclusive jurisdiction of the court

under whose jurisdiction the place from which the tender / acceptance of tender is

issued, is situated i.e. Surendranagar

8) The tenderers should thoroughly read all the following clauses before submitting their

tender online on (N) procurement site. The original copy of the tender duly signed on

every page, stamped with company’s seal must be submitted along with the bid. Tender

Issuing Authority has reserved the rights to accept or reject any tender without giving

9) If any matter, public dispute arises between PGVCL and Vendor, Vendor is permitted to

represent the matter up to tender issuing authority only and decision of the tender

issuing authority will be final and binding to vendor.

10) OBJECTIVES:

It is proposed to start monthly/bi-monthly spot billing work using GPRS with Android Mobile

in all S/dn’s of under Surendranagar Division office. all logical software for billing, tariff and

exceptional reading detection will be lodged along with consumer past billing database.

Hand held equipment will print bill on the spot and these computerized bills will be

delivered to consumer at site. All billing data collected in field will be transferred

daily/within 24 hours into PGVCL database in required format.

Presently, it is proposed to start spot billing system on bi-monthly / monthly billing basis. On

successful completion of two or more billing cycles by the bidder, PGVCL may offer to

convert the billing cycle on monthly basis at the same rates and terms and conditions (As per

actual requirement). The bidder will be duty bound to accept the same if offered by PGVCL.

11) SCOPE OF WORK

The scope of work will include following:

I. The spot billing work is to be carried out as per existing route code data available from

PGVCL. If any correction is required, same may be done with the approval of engineer in-

charge of sub-division.

II. The spot billing work must be done with accurate recording of reading (kWh, MD, PF, TOD

etc) as per guideline given by concern Sub division or Division office. Maintain

confidentiality and ensure consumer satisfaction. Consumer data must not be shared with

III. During preparation of energy bills in route code, if any new consumer is noticed without

billing records of PGVCL; separate data is to be furnished immediately.

IV. The spot billing work is to be completed in scheduled program given by the concerned sub-

division office. Cycle-05 billing will be start every month 11th and completed every month

latest on dt.20th of every month. No change is permitted without pre-approval. The bidder

will engage manpower to visit all consumers of assigned area with Android based mobile

and Bluetooth printer. The deployment of the man power will be according to quantum of

work and in co-ordination with engineer in charge of the sub division or the division office.

V. Representative of the bidder will issue bills created using above equipment on the spot

after taking the meter reading. Bills will be printed on preprinted rolls of 55mm width,

approximately. The preprinted roll will be provided by the bidder without any extra

charge. All prepared bills must be signed by the concerned meter reader with his name in

VI. Bill printed by such terminals will be attached to pre-printed bills forms supplied by PGVCL.

VII. Representative of bidder will enter all abnormalities found at consumer’s premises into

the system. Terminal cover/seal not found, Body seal/ Meter Glass tempered-broken,

Meter burnt, Reading not displayed, Meter damaged, Meter on height / Meter no differ

with bill / Meter without bill / Bill without meter/ Reading mismatch with bill, MMB not at

site / meter fixed without MMB/ MMB glass, seal broken, Joint found in service line /

service line taping with meter bypassed, Power using directly by “D” status consumer,

Power not using as per tariff, Electro Mac meter found at site. This data should be

provided in excel sheet only to sub-division, Division and Circle office. (Guideline for this is

attached herewith as “Annexure-A”).

VIII. The bidder is expected to give the reports of following type:

i. Large variation in consumer consumption i.e. more/less than 30% of average

consumption of last three months.

ii. Any form of tampers or irregularities in detail.

iii. Discrepancies in usage, purpose and tariff amendments.

iv. Unbilled consumer’s details.

IX. All billing data collected through Hand Held terminals during the day will have to be

transferred within 24 Hours into PGVCL billing system on normal days. If there is a public

holiday, the work will be carried out next day accordingly.

X. The bidder is required to submit samples of printouts form by hand held terminal along

with technical bid.

XI. The period of the contract will be of one year & PGVCL has right to extend the period of

contract for further one year with same terms and condition in concurrence with

Bidder. As well as, also PGVCL have also right to extend the period of contract for

further three months with same terms and condition without concurrence with bidder,

in company interest work. Similarly, The PGVCL reserves the right to terminate this

contract or part thereof at any time during its tendency without giving notice of

Termination or reasons thereof.

XII. The quantity mentioned in scheduled – C is approximate. The payment will be made as

per actual work carried out.

XIII. The software suitable for Android mobile meter reading and spot billing etc. will have to

be approved within 20 (Twenty) days from the date of issue of order from I.T.

Department of PGVCL/ GUVNL, with tariff structure. On merit, maximum 10 days’

extension will be granted for valid and proper reason. No further extension will be

granted. The decision of PGVCL will be final.

XIV. After printing of pre-printed bill in such agency, the bidder has to collect the bills and all

types of binding works and bill cutting work will have to carry out by the bidder. This

is mandatory, if bidder is not ready to carried out the work then division has to carried

out the work by out side agencies on existing reasonable rate dully approved by circle

XV. During the work of spot billing your employee should have to wear “IDENTITY CARD”

XVI. If there is any delay, poor workmanship, or complaints, the bidder will be held

accountable. Proper documentation and reporting are required for each task. Any

violation of rules may lead to disciplinary action by the PGVCL. If the work is not done

properly or if there are repeated complaints, the company may take strict action,

including blacklisting the contractor.

Bids are invited in two parts

(a) Technical Bid. - Only on line submitting

(b) Price Bid. –Only on line submitting

EXECUTIVE ENGINEER

PGVCL,DIVISION OFFICE,

SCHEDULE – “ C “

Taking monthly / bimonthly meter reading of L.T. consumers of sub-divisions of various

divisions, as mention under, of PGVCL by GPRS-Android based mobile, generate and print bills

and serve the same to consumers on spot. Entering billing data into main system and generating

required reports at every billing cycle and submission of different reports to concerned

subdivision in required formats. The software is to be developed / updated in co-ordination

with I.T. Department of company/ GUVNL is to be used in GPRS-Android based mobile and carry

out the work as per the instructions of the Engineer-In-Charge.

Sr. Name of Circle. Name of Dn. Unit Rate Per Servic Total Rate REMARKS

No. consume e Tax with Tax

Bill consumer /

1 Surendranagar Per 4.50 Rs. As per program copy

Surendranagar Division consumer / IN given by Sdn office

2 Surendranagar Surendranagar Per 6.00 Rs. As per program copy

Division consumer / IN given by Sdn office

3 Surendranagar Surendranagar Per 10 Rs. IN As per program copy

Division consumer / AG AREA given by Sdn office

Note: Only Quotation / rates for the same submitted in online “Price bids”. only

EXECUTIVE ENGINEER

PGVCL,DIVISION OFFICE,

CONTRACTOR AGREEMENT

THIS AGREEMENT IS MADE AT on the day of .

in the Christian year Two Thousand Twenty Three between Sh. .

(Hereinafter referred to as ‘THE CONTRTACTOR’ which expression shall unless executed by or

repugnant to the contract include its successors or permitted assigns) of the One part and the

Paschim Gujarat Vij Company Ltd. having their Corporate Office at Nana Mauva main road,

Laxminagar Rajkot (Hereinafter called “The Company (PGVCL) which expression shall unless

excluded by or repugnant to the context include its successors or assigns) of the other part.

WHEREAS the aforesaid Company has accepted the tender of the aforesaid contractor

for Sub/Division as per Company’s order No.

Dt. ere in after called & the works and more particularly described

enumerated or referred to in the specification terms and conditions prescribed in the Order

letter, covering letter and other letters & schedule of price which for the purpose of

identification have been signed by Sh .

on behalf of the Contractor and by on behalf of the Company a list whereas is made out in the

schedule hereunder written and all of which said documents are deemed too from part of this

contract and included in the expression ‘The Works” wherever here used, upon the terms and

subject to the conditions hereinafter mentioned.

AND WHEREAS THE COMPANY has accepted the tender of the contractors for the constructive

of the said works for the sum of Rs upon the term and subject to the

conditions herein mentioned.

NOW THIS AGREEMENT WITNESSES AND IT IS HERE BY AGREED AND DECLARED THAT:

1. The contractors shall do land perform all works and things in this contract mentioned

and described or which are implied therein of there from respectively or are reasonably

necessary for the composition of the works as mentioned and at the times in the named

and subject to the terms, conditions and stipulations contained in this contract and

inconsideration of the due provision executions construction and completion of the

works agreed by contractors as aforesaid, the company both hereby covenant with the

contractor to pay all the sums of money as and when the become due and payable to

the contractors under the provisions of the contract. Such payment to be made at such

times and in such manner as is provided by the contract.

2. The condition and covenants stipulated herein before in this contract are subject to and

without prejudice to the rights of the company to enforce penalty for delays and/or any

another right whatsoever including the right to reject and cancel on default or breach by

the contractors conditions and the covenants as stipulated in the general conditions,

specifications forms or tender schedule drawing etc. attached with PGVCL’s order No.

The contract value, extent of supply delivery date and other relevant matters may be altered

by mutual agreements and if so altered shall not be deemed of construed to mean of apply to

affect or alter other terms and conditions of the contract and the General Condition and the

contract so altered of revised shall be and shall always be deemed to have been subject to and

without prejudice to said stipulations.

During the tendency of the work if any accident or mischief takes place, it will be the sole

responsibility of the contractor. The contractor will be also responsible for any loss of the

material lying on the site given to the contractor at site of the work place.

IN WITNESS whereof the parties hereby have set their hands and seals this day and month year

first above written.

1. Signed, sealed and delivered by Shri .

for and on behalf of the Contractor:

In the presence of Name, Full Address & Signatures.

2. Signed, Sealed and delivered by (Signature with name, Designation & Official Seal) for

and on behalf of PGVCL :

In the presence of Name, Full Address & Signature:

KNOW ALL MEN BY THESE PRESENTS that We, Sh . ( hereinafter called

“THE CONTRACTOR” which expression shall where the context so admits, include their heirs, executor,

administrators and legal representatives, successors and permitted assigns ) are hereby held and firmly

bind unto the P.G.V.C.L. Company (herein after called “ THE PGVCL CO.” which expression shall where

the context so admits, include its successors and assigns) to refund the full amount of steel, cement

and other materials supplied by the PGVCL under the terms and conditions of A/T No

. dtd. against any loss, damages or

deterioration of whatsoever nature occurs to the said materials /Papers/ Files etc. supplied by the

PGVCL and which are in the custody of the contractor at his works, site on behalf of the PGVCL Co. at

or if any of the said materials, when inspected by the officer authorized by the PGVCL Company in this

behalf is found to be damaged, lost, deteriorated in quality or quantity, the contractor hereby agree to

pay the full amount forthwith to the PGVCL Company and hereby bind himself to indemnity and at all

times keep indemnified the PGVCL Company against all loss, damages in full to the PGVCL Company

and shall also authorized the PGVCL Company to deduct the said sum from an sum due to the

contractor or any sum which at any time may become due to the contractor under the above referred

contract or any other contract entered into by the contractor with the PGVCL Company.

AND WHEREAS THE Contractor do hereby agree to by responsible for the safe custody, protection and

preservation of the said documents, papers, files etc against all risks excluding war risks and against

loss, damages and deterioration of whatsoever nature in respect of the said materials while it remains

in the custody and possession of the contractor.

AND WHEREAS the said materials shall lat all times by open for inspection by any officer authorized by

the PGVCL Company.

Now the conditions of the above written PGVCL Company are such the Contractors shall pay the full

amount forthwith to the PGVCL Company in the event of loss, damages of deterioration or whatsoever

except due to circumstances arising out of war or natural calamities in respected of the materials

supplied by the PGVCL Company and shall fully and effectually indemnify and keep indamines the

PGVCL Company against such loss, damages and deterioration in time.

The Contractor shall keep the said materials open at all times for inspection by Officers authorized by

the PGVCL Company and produce at any time when demanded.

IN WITNESS WHERE OF WE THE_______________________________________

Here to signed at CITY-2 (Signature of the Contractor with his Name, Designation & Official Seal)

In presence of with Name, Full Address & Signature:

A. Technical Bid:

Technical Bid should contain in sealed cover:

1. QUALIFYING REQUIREMENT FROM BIDDER:

I. The bidder should have an experience of such type of metering utility (Electrical/

Telecommunications/Gas/ Water meter reading work) with HHE billing work in any

Government / Semi government / reputed private firm, for at least 80,000 consumers

per month/ 1,60,000 consumers in bi-monthly billing (in a single financial year) for at

least one year or more. The bidder has to produce the experience certificate of

satisfactory completion of order from the firm along with copy of the work order. The

experience certificate must be signed by the order issuing authority or one rank below

the order issuing authority whose orders are enclosed with the tender as supporting

evidence of successful completion of work. The bidder should not be black listed /

ceased by any subsidiary company of G.U.V.N.L.

II. The bidder should have annual turn over of at least Rs.10.00 Lacs in a single financial

year for past two consecutive years.

The price bid should be compulsorily filled in on line only, technical bid covers (EMD+

tender fee cover, technical bid sealed cover) should be put in to main cover and is to be

posted by RPAD/ Speed Post only. Late tender and conditional offer will be liable for

TERMS AND CONDITIONS:

The tender should thoroughly read all the following clauses before submitting their tender.

The original copy of the commercial terms and conditions duly signed, stamped with

company’s seal must be submitted along with the bid.

1. PRICE EVALUATION:

No price preference shall be given on any account. All tenders will be evaluated on firm

price end cost basis i.e .Including all taxes, unless otherwise mentioned in the tender

documents. The parties however will have to give the detailed break-up of the end cost. If

more than one party is to be considered for placement of order, they will have to match

their end cost with L-1 end cost, which is technically acceptable. If PGVCL feels that there is

a lack of serious competition or any other reasons, PGVCL may negotiate with the L-1 party

or re-invite the tender. PGVCL’s decision shall be final and binding on all the parties.

2. VALIDITIES OF THE OFFERS:

The offer will have to be kept valid for a period of 120 days from the date of opening of the

tenderer technical bids. In case of finalization of the tender is likely to be delayed, will be

asked to extend the same without change in the prices or any terms and condition of the

offer. In any change is made, original or during the extended validity period, the offer will

be liable for out rejection without entering in to further correspondence in this regard and

no reference will also be made.

3. PAYMENT TERMS:

Payment will be done on monthly basis. You will have to submit bill at the end of a month

for work carried out during the month. Bill will be checked by Dy. Engineer of concerned

sub-division processed for payment as per procedure of P.G.V.C. Ltd. Payment will be

made within thirty days of receipt of the bill duly certified by Dy. Engineer concerned S/Dn.

from concerned division office.

1. Penalty will be charged for delay in billing Program as under:

(a) Any delays beyond two days in billing program will be penalized.

(b) Penalty will be calculated based on assessment of the area for which billing is

delayed beyond two days and calculated by formula as under:

Penalty = 0.001 x Delay in Days x {Assessment of the area affected}

As per example: If one are a of billing is delayed by five days and the

assessment of the area is about Rs. 4, 00,000/-, the penalty will be as under:

Penalty = 0.001 x 3 Days (Five Days – Two Days) x 4,00,000/-

Penalty as per the above formula or Rs.1000, which ever is higher, will be deducted.

2. Any irregularities observed in billing by your representative will be treated seriously.

All such incidences will be dealt as under:

I. Any irregularities (Incorrect calculation billing / incorrect rate application not to

serve the spot billing at the site etc.) observed in bills issued by a representative /

employee will be treated seriously. In case of such irregularities, a token of Rs.100/-

will be re covered for each such bill where a need to issue a revised bill arises.

II. Any irregularities (Less billing / Bill prepared in lock or zero reading without reaching

to consumer destination or meter / bill not prepared at site/ bill is prepared in locked

status / Zero unit without visit of the site etc.) observed in bills issued by a

representative / employee will be treated seriously. In case of such irregularities if

detected with proof by PGVCL staff, a token of Rs. 100/- will be recovered for each

such bill where a need to issue a revised bill arises or if such irregularity is more than

1% of the total consumer billed in the same month, the penalty will be liable to pay a

lump sum amount of Rs. 20,000/-, whichever is more. Either to bill a consumer from

normal to faulty or from faulty to normal, it must be permitted/granted by Deputy

Engineer of concern SDO. If such irregularities resulting in highest penalty is reported

repeatedly for three months during the period of order, the work order is liable to be

terminated and stop dealing notice in PGVCL may be issued for two years.

III. If any case is noticed by PGVCL of accumulation of energy consumption in meter,

and in such case if the earlier bills are found less issued, then 5% in case of other

than industrial category of consumers, and 1% in case of industrial category of

consumers, of the total bill amount of accumulated consumption bill will be the

penalty to the bidder.

IV. If any authorized representative / employee of agency is involved in conniving with

the consumers / indulged in mal-practice of any kind, penalty of Rs. 3,00,000/- will be

levied for each such case as a token of penalty. The above penalty is over and above

the losses to the PGVCL if assessment is not paid by consumer, which is to be

recovered from the concerned agency and legal action will be taken.

V. The person to be engaged /employed by the bidder for billing work should have

knowledge of local language and having experience of carrying out the similar type

billing work. Further it should be ensured that the person should not be involved in

electricity theft in past. Such persons will have to be produced before the

concerned Engineer-in-charge before engaging them and for approval of bio-data

latest passport size color photograph in prescribed Performa of PGVCL. The

Performa of bio-data is attached herewith as (“Annexure-B”) Approval of Engineer-

In-charge would be compulsorily obtained before engaging/employing a person by

the party for the billing work. The bio-data copy will be kept at concerned S/Dn of

PGVCL as a record of employee. The frequent change of employee is to be avoided.

The employee engaged by the bidder should always be with an official I-card issued

by the bidder while on duty & should be attached on his/her shirt in such a way so

that it is easily visible.

VI. During preparation of Energy bills in route code, if any new consumer is noticed

without billing records of PGVCL; separate data is to be furnished immediately. If

data is provided/not provided after 180 days from the connection release date,

total bill amount will be recovered from the bidder.

VII. All billing data collected through during preparation of energy bills in route code

hand held terminals during the day will have to be transferred within 24 hours into

PGVCL billing system on normal days. If there is a public holiday, the work will be

carried out accordingly. Rs.100/- will be penalized for per day delay.

VIII. The bidder has to report day to day billing progress in prescribe excel sheet or any

other format as required in standard format to respective sub-division, division and

circle by E-mail, failing which Rs.100/- will be changed for each day.

IX. The bidder has to report the different types of observation reports as per scope of

work. Clause no.20 to Sub-Division, Division falling in which Rs.1000/- will be

penalized for each cycle.

X. Bidder has to adopt all the new terms and conditions for new pattern as decided

by competent authority. In coming months GPRS based billing is going to start it

has been decided to upgrade mechanism of billing carried out by the bidder has to

upgrade his system also. As in near future our billing will switch over to android

based billing application created by GUVNL with hardware of GPRS enable android

mobile phones and Bluetooth printer. No extra cost will be paid for upgration for

hardware and software.

5. POST TENDER CORRESPONDANCE/ENQUIRIES:

Any correspondence or enquiry subsequent to opening of technical and commercial bids is

not desirable, if the same is indulging in to, it will be considered for disqualifying the

tender. The tenderer will be required to abstain from pursuing / canvassing the matter,

directly or indirectly with any officer of PGVCL, as otherwise the same would also amount

to disqualification of the tender.

6. SECURITY DEPOSIT:

Security Deposit will have to be paid by successful bidder 5% (Five percent) of the total

contract price within 7 days after receipt of LOA at DIVISION Office, PGVCL, CITY-2 The

amount will be paid in cash / DD or bank guarantee. The bank guarantee of nationalized

bank shall be valid up to 120 days after the completion of the entire contract work period.

7. IMMEDIATE IMPLEMENTATION OF TARIFF / DATA FORMATE:

Any changes in the bill, required by officer-in-charge of concerned sub

division/Division/circle/corporate office, like Tariff/Tax/Duty/Fuel charge, detail format

of consumer etc. should be done on priority basis, and on bidder cost. Delay in billing

will be liable for penalty.

8. COMPLIANCE OF LAW:

The successful bidder will certify that he has complied with provision of industrial & labor

Laws including PF Act; ESI Act etc. may be applicable. Party must produce all relevant

documents / records to be asked by PGVCL at any stage.

09. VARIATION IN THE SCOPE OF WORK:

The scope of work can be increased or decreased by 25% during the execution or

otherwise on the prorate basis by the Engineer-in-charge.

10. FORCE MAJEURE:

Force Majuro means any circumstances beyond the human control including:

(a) War and other hostilities, (whether war be declared or not), invasion, act of foreign

enemies, mobilization, requisition or embargo.

(b) Ionizing radiation or contamination by radioactivity from any nuclear fuel or from any

nuclear waste from the combustion of nuclear fuel, radioactive toxic explosive nuclear

assembly or nuclear components thereof.

(c) Rebellion, revolution, insurrection, military or usurped power and civil war;

(d) Riot, commotion or disorder, except where solely restricted to employees of the

(e) Neither party shall be considered to be in default nor in breach of his obligation under

the contract to the extent is that performance of such obligations prevented by any

circumstances of force Majuro that arise after the date of the notification of a ward.

(f) If either party considers that any circumstances of force Majeure have occurred which

may affect performance of his obligations he shall promptly notify the other party.

(g) Upon the occurrence of any circumstances of force Majeure the bidder shall endeavor

to continue to perform his obligations under the contract so far as reasonably

practicable. The bidder shall notify the Engineer-In-Charge of the steps he proposes to

take, including any reasonable alternative means for performance, which is not

prevented by force Majeure. The bidder shall not take any such steps unless directed

to do so by the Engineer-In-Charge.

(h) If circumstances of force Majeure have occurred and shall continue for a period of

days, notwithstanding, the bidder may be reason thereof, having granted an extension

of time for completion of the works, either party shall be entitled to serve upon the

other, 30 days notice to terminate the contract. If at the expiry of the period of

days force Majeure shall still continue, the contract shall terminate.

11. PARTY’S DEFAULT:

(a) If the bidder is not executing the works in accordance with the contract or is neglecting to

perform his obligations, there under, as seriously, to affect the program for carrying out of

the works, the Engineer-In-Charge may give notice to the bidder requiring him to make

good such failure or neglected.

(b) If the bidder:

(I) Has failed to comply within a reasonable time.

(ii) Assigns the contract or subcontracts the whole of the works without the Engineer-

In-Charge’s written consent, or

(iii) Becomes bankrupt, insolvent has a receiving order made against him or

compounds with his creditors, or carries on business under a receiver, trustee or

manager for the benefit of his creditors or goes into liquidation.

(c) The employer shall, as soon as possible after such termination, certify the Value of the

works and all sum then due to bidder as at the date of terminal.

(d) The Engineer-in-Charge shall not be liable to make any further payment to the bidder until

the works have been completed. When the works are so complete, the employer shall be

entitled to recover from the bidder the extra cost, if any, of completing the work allowing

for any sum due to the bidder. If there is no such extra cost the Engineer-In-Charge shall

pay any balance due to the bidder.

(e) The bidder’s liabilities shall immediately cease when the employer expels him from the

site without prejudice to any liabilities there under that may have already occurred.

(f) The bidder is fails to complete the billing cycle, as schedule given by PGVCL, for more than

10 days repeatedly (more than three times in a span of one year) is liable for termination

of complete work order by the Engineer-in-charge and the bidder shall be put in to “No

deal with PGVCL” for period of minimum 18 months from the date of order of no deal.

(g) If the bidder is not able to complete the work order / part of the work order due to any

reason and the work order is forced to close pre-maturely, the Engineer-in-charge will

submit the proposal and recommend to put the bidder in “No deal with PGVCL” for

period of minimum 36 months from the date of stop dealing order.

12. SETTLEMENT OF DISPUTES:

(a) Any disputes or differences arising out of or in connection with the contract shall, to

extent possible, settled amicably between the parties.

(b) If any dispute or difference of any kind whatsoever shall arise between the Employer

and the bidder, arising out of the contract for the performance of the works whether

during the progress for the work or after its completion or whether before or after the

termination, abandonment or breach of the contract, it shall, in the first place, be

referred to and settled by the empowered officer to be appointed by the Employer,

within a period of Thirty (30) days after being requested by either party to do so, shall

give written notice of his decision to the Employer and the bidder.

(c) Unless as hereinafter provided, such decision in respect of any matter so referred shall

be final and binding upon the parties until the completion of the works and shall

forthwith be given effect to by the bidder who shall proceed with the works with all due

diligence, whether he or the Engineer-In-charge required arbitration as hereinafter is

provided or not.

(d) If after the empowered officer has given written notice of his decision to the parties,

no claim to arbitration has been communicated to him by either party within thirty

days from the receipt of such notice, the said decision shall become final and binding

on the parties.

(e) In the event of the empowered officer failing to notify his decision as aforesaid within

thirty (30) days after being requested aforesaid, or in the event of either the owner or

the bidder being dissatisfied with any such decision, or within thirty (30) days after the

expiry of the first mentioned period of Thirty (30) days, as the case may be, either

party may require that the matter in dispute be referred to arbitration as here in after

(f) All of the above conditions are subject to CITY-2 jurisdiction only.

The bidder shall insure against liability to third parties for any death or personal injury and

loss of or damage to any physical property including the property of the Employer other

than the works arising out of the performance of the contract and occurring before the

issue of the last defect liability certificate. Such insurance shall be affected before the

bidder begins any work on the site. PGVCL is not at all responsible for any type of claim of

the bidder or his employee etc.

Copy of policy must be submitted to concern division before starting works. It should be in

force up to contract.

14. ARBITRATION:

All matters, question, dispute s, difference s and / or claims arising out of and / or

concerning and / or in connection and / or in consequences or relating to this contract

whether or not obligation of either of both parties under this contract be subsisting at the

time of such dispute and whether or not this contract has been terminated or purported to

be terminated or completed, shall be referred to the mutually agreed arbitrator under

Indian Arbitration Act 1996. The award of the arbitrator shall be final and binding on the

parties to this contract.

15. AGREEMENT AND BOND:

As per company’s rule an agreement on stamp paper of appropriate value is to be done in

the prescribed form after the receipt of LOA within 7 days. The conditions, specifications,

price-schedule and contract work booklet are to be signed by the bidder. The agreement

will be done by EXECUTIVE Engineer, Surendranagar behalf of PGVCL. You have to execute

bond of value as per norms.

16. SUBMISSION OF BILLS:

You should have to submit the bills regularly in triplicate along with relevant documents

wherever applicable, to the Executive Engineer, PGVCL, Division Office-Surendranagar,

concern through respective of sub-division office. If you are late or not submitting the bills

within time limit, PGVCL is not responsible for late OR non-payment of the bills.

17. TIME LIMIT:

You have to complete the work of meter reading by GPRS and spot billing of consumers of

all sub-division under surendranagar Division office. as per the program given by

concerned S/Dn. However, detailed time schedule has to be submitted and decided in

advance in consultation with concern sub-division office before starting of the work. Every

billing cycle should be completed with 10 days without considering the strength of

consumers of respective cycle. The penalty clause will be applicable as per the clause

No.4, if the schedule is not maintained.

18. JURISDICTION:

All tenders / offers, dispute or difference arising under, but of, or in connection with the

contract, if concluded, shall be subject to the exclusive jurisdiction of the court, with in

whose jurisdiction the acceptance of tender is issued, i.e. surendranagar only.

19. CONDITION OF CONTRACT:

All conditions of contract enumerated in Tender Form, Booklet of PGVCL for works,

technical Specification in Tender Set any further terms and condition mutually agreed

upon will form part of this contract.

20. TIME SHEDULE:

The commencement period is given for 30 days in a phased manner, which start from the

date of issue of this order, in which the initial work like recruitment of staff and training,

survey of site, arrangement of office, making list of consumer, development and approval

of the software, testing of hand machine etc. to be done. All the sub-divisions allotted will

be covered within period of 90 days from the date of issue of order. If bidder is failed to

start the work with in specified commencement period, bidder has to submit written

submission with genuine reason for extension not more then 15 days & if bidder can not

start the work in extended period, the work order will be terminated immediately and

bidder has to pay the penalty and legal action will be taken as per terms of work order.

The initial work order will be given for twelve months after commencement period. The

order can be extended for further twelve months, on the basis of performance from the

field offices or concern Executive Engineer. If the tender is gone in favor of the present

working spot billing agency, he has to start all spot billing work immediately.

You shall be liable for and shall indemnify PGVCL against all loses, expenses, or claims

arising in connection with the death or injury to any person employed by you of owner for

this work, unless caused by any acts or default of the employ. You shall be liable for and

shall indemnify the contractor against all losses, expenses or claims arising in connection

there with PGVCL is not at all responsible for any type of claim etc.

22. LEVY OF GOVERNMENT TAXES:

The taxes applicable to this order viz. Income Tax will be recovered from your all bills at

such rates as may be prevailing at the time of passing the bills. All the statutory variations

will be abide to tenderer, provided the work carried out within stipulated time.

The company reserves the right to carry out meter reading in the event of emergency or

otherwise. Unless otherwise specified, you shall abide by all the specifications and terms

and conditions of the tender documents. None of the conditions stated in your officer or

subsequent letter shall be deemed to be accepted, unless specifically stated herein.

24. The EXECUTIVE Engineer, Division Office Surendrangar reserves the rights to reject/

accept any tender without giving any reason.

: LIST OF DOCUMENTS MUST BE ATTACHED WITH TECHINCAL BID :

1. Notarized copy of “PAN CARD”

2. Notarized copy of P.F. & E.S.I. certificate.

3. Notarized copy of G.S.T. Registration No.

4. Experience certificate (as per clause no. A(1)(I) ) of schedule “B”

5. The original copy of the tender duly signed, stamped with company’s seal must be

submitted along with the bid.

6. Tender Fees & E.M.D. original Demand Draft in favour of PGVCL, DIVISION, office

7. Audited Copy of last two years P&L and Balance sheet (as per clause no. A (1)(II) of

8. Samples of print outs form by HHE technical, if any work

9. Partnership dead / MOA

10. Certificate of the person who will represent on behalf of the tenderer firm.

Note :1. All the above documents should be duly notarized and it is compulsory.

2. Technical bid without any document out of above will be rejected as well as disqualify

for competition and their’s “Price Bid” will not be opened.

EXECUTIVE ENGINEER

PGVCL,DIVISION OFFICE,

ANNEXURE – “ A “

Guidelines for the Spot Billing

1. After completion of PRT 118, bill print process data to be downloaded from e-Urja and

Upload data in sub division office’s computer where software is installed.

2. Decide meter-reading program with Spot Billing Agency. The meter readers of Spot Billing

Agency is required to be rotated in same Sub Division office each and every month. No

any area should be repeated for at least last three billings or actual no of billings in multiple

of Meter Readers. It is the Spot Billing Agency’s responsibility to collect & send the Bill

Books on daily basis after the completion of the Billing.

3. Details of consumers of each book with 119PRT are to be verified jointly (Spot Billing Agency

and sub division).

4. The data of Billing agency are to be uploaded from the computer of subdivision only on daily

5. At the time of collecting data and bill books, details of pre arranged power shutdowns

should be inquired and if requires rescheduling of reading for Digital meters may be

arranged jointly with Sub Division office. The details of updated meter change entry, list of

PDC Consumers (with last reading of meter removal) etc should be collected at the time of

collecting data & bill books daily. If once consumer declared PDC and bill served as PDC on

the basis of list provided by sub-division found repeatedly in next billing i.e. master not

updated as PDC and bill found printed, it has to be informed to the higher office by Spot

Billing Agency.

6. Spot Billing Agency verifies consumer number and staple the GPRS based calculated bill to

the regular bill being served to the consumers.

7. If the meter reading is clearly visible and previous meter status is not “F” then meter Status

“Normal“ should be given and bill should be prepared after entering the current reading

from the meter. Also it should be noted that the meter identity should be same as in the

preprinted bill. (i.e. Meter has not been changed)

8. If the meter is seen but the reading of the meter is not visible by any means the Meter

Status “F” should be given and bill should be prepared on the basis of average. Any type of

new “F” status in billing should create after consulting with respective sub division in

9. In case of the Meter is previously declared Faulty and at the time of billing again the meter

found “F” than bill should be prepared based on average.

10. If the meter is in the locked premises, then second attempt of meter reading should be

carried out after minimum duration of the One Hour and another on next day. If on next

day premises found locked, then the Meter status “L” is given and there after the bill should

be prepared and handed over or / dropped into the consumer premises. Every working day

supervisor of the

spot billing agency should remain present at sub division from 5 P.M. to 6 P.M. in for

solution of consumer grievances.

11. Bills have to be delivered to the consumer/consumer’s representative at the place of Meter

and no delivery of bills to other premises should be done.

12. At the end of the day, Spot Billing Agency must bring the data of HHD at the sub-division

and sub-division upload the data on PC from HHD data and if requires, prepare and print the

daily report in absence of second copy of calculated bill issued to consumer by meter reader

or view consumer’s bill using software provided by Sport Billing Agency only.

13. Sub-division has to prepare/maintained the control register in below mentioned format on

daily basis for the respective cycle.

Bill MR No. Book No No. of bills No. of bills Bill amount No. of Bills

Date received issued to not prepared

No. of G 41 Records No. of G11 Records Recorded / signed by Sub

Division office& Spot Billing

15. For tiny issues, one representative of Spot Billing Agency should be provided at the H.Q .of

Sub Division office so that sub division office can communicate with that representative

directly. In spite of request/force etc. from the consumer, Spot Billing Agency do not have

to provide any support to the consumer. The consumer may be informed to contact

concerned sub-division office only. In the same way, sub division offices will not send any

consumer to the Spot Billing Agency.

16. Spot Billing Agency has no authority to modify / alteration in the Bill prepared from the

Machine. In the same way, the sub-division office should not insist to the Spot Billing

Agency to modify/alter the bill. Hence the sub-division office will rectify the bill and pass

the necessary adjustments if required and deemed fit.

17. It should be advised to Spot Billing Agencies not to change the Meter Status “D” and “U”

and hence billing should be carried out after inputting the same respectively. This Meter

Status has to be changed by the S/Division office.

18. If any Consumers’ Premises not found or Meter Not found in the Premises of the Consumer

during reading cycle, then the same should be reported to the S/Division in the form of

“Activity Report” after the completion of the Billing Cycle.

19. In case of open / loose wiring / Short circuited wires near the Meter or in the path of Meter

Reading, the same has to be immediately informed to the S/Division Office in writing by

Spot Billing Agency.

20. The work of Spot billing is limited to taking Meter Reading, preparing of bills and providing

other details as per original order. Also following details are to be provided in form of

activity report in excel sheet.

 MMB not found.

 MMB Glass broken.

 MMB Seal not found.

 MMB Seal broken.

 Meter Terminal cover not found.

 Meter Terminal Cover seal not found.

 Meter Glass tempered- broken.

 Meter Body Seal broken.

 Meter fixed without MMB

 Electro Mechanical meter found at site.

 Meter Digit not visible.

 Meters dial not rotating.

 Meter Reading figures upset.

 Meter damaged.

 Meter on height.

 Tariff applied is not proper.

 M.D. Overshoot.

 Direct supply.

 Meter found on site but bill not generated.

 Bill generated but Meter not found on site.

 Joint found in Service line/Service line taping with Meter bypassed.

21. Route code, Change in Address Line, Meter Number and other details if required to be

corrected. It should be informed to Sub Division office by Spot Billing Agency in writing for

master modification after completion of the Billing Cycle in form of Input File and if deem fit

to Sub Division office, they will correct the master.

22. For Change in the Spot Billing Guidelines, DIVISION OFFICE, SURENDRANAGAR OFFICE

AFFIRMATIVE CONFIRMATION IS REQUIRED.

23. The Bills of Spot Billing Agencies should be cleared within stipulated period specified in the

24. The spot billing work must be done with accurate recording of reading (kWh, MD, PF, TOD

etc.) as per guideline of PGVCL. Maintain confidentiality and ensure consumer satisfaction.

Consumer data must not be shared with third parties.

EXECUTIVE ENGINEER

PGVCL,DIVISION OFFICE,

ANNEXURE – “ B “

BIO DATA OF STAFF MEMBER FOR METER READING.

(Minimum educational qualification is 12th pass)

DATE OF BIRTH :

PRESENT ADDRESS :

PERMANENT ADDRESS :

QUALIFICATION :

Encl: The certified copy of the educational & experience certificate.

Signature with seal of employer Signature of Employee.

Signature with seal of

CIRLCE / DIVISION AUTHORITY