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Tender Value
₹30 L
EMD Value
₹30,000
Closing Date
13 Apr 2026, 6:00 pmClosed
Similar tender results from the same govt authority in the past 3 years.
EXECUTIVE ENGINNER
TENDER FOR WORK OF SPOT MONTHLY/BI-MONTHLY BILLING AT SITE FOR CONSUMERS OF VARIOUS SUB-DIVISION OFFICES UNDER SURENDRANAGAR DIVISION
293428
NIVIDA NO-12
Open
Miscellaneous Works
Surendranagar
17 documents required · 17 mandatory
₹1,475
Paschim Gujarat Vij Company Ltd
₹30,000
2 Apr 2026
2 Apr 2026
2 Apr 2026
13 Apr 2026
2 Apr 2026
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
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