Annual Contract for “Outsourcing the services of Meter Reading through GPRS based Mobile devices and On Spot bill generation, on spot printing of bills and on spot delivery of bills with your “Manpower, Mobile device, Bluetooth Printer and Stationary” using “Android Mobile Application, Web based Software and Server/Network infrastructure of MGVCL “ for 10 Nos. Of Subdivisions of Vishwamitri WestDivision.

40% of the estimated cost.

b. Two similar completed works costing not less than the amount equal to

50% of the estimated cost.

c. One similar completed work costing not less than the amount equal to

80% of the estimated cost.

2. Average Annual financial turnover during the last 3 years, ending 31st March of the

previous financial year, should be at least 30% of the estimated cost. The above

average annual financial turnover should be supported by certificate of CA.

3. The bidder shall have requisite resources (details enclosed) in terms of professional

competency and financial soundness to complete the whole package within the

stipulated time, i.e. number of OGSBM / PDA and Bluetooth Portable printer

already available, number of persons employed, PF no. , PAN/VAT number, GST

number, conveyance details, as it is required to take meter reading in the field being

village/town/city areas.

Bidder shall possess PF code, ESI No, labour license (which could be obtained on

award of contract and the bidder shall be responsible for compliance of all labour

4. The bidder shall provide necessary evidences in support of meeting above

qualifying requirements like copies work order and its relevant certificates, balance

sheets, annual turnover of last 3 years duly certified by Chartered Accountant, PF

numbers, manpower details etc. These documents are to be submitted with the Bid.

1. The offer of the Bidders not satisfying the any of the above criteria are likely to be

rejected out rightly. The bidder should posses the entire qualifying requirement

mentioned above. The bidder shall not be allowed to form consortium to meet the

qualifying requirements.

2. Before opening of price bid, if required/desired by MGVCL, the bidder shall give live

demonstration with sample hardware as mentioned in the tender, in real time mode

using OGSBM/PDA/Mobile Device in client/server environments satisfying

functionalities specified by MGVCL.

SEAL AND SIGNATURE OF CONTRACTOR/AGENCY Page 2 of

MADHYA GUJARAT VIJ COMPANY LIMITED

Vishwamitri West Division, Old Padra Road, Vadodara –

Website: www.mgvcl.com ; Email: [email protected]

Bidding Process:

The bidder shall quote rates for a Division or a group of Divisions.

Bids are invited into two parts.

a) Technical Bid

Technical Bid should contain following documents with seal and sign of the bidder:

1. Experience details i.e. order executed for similar type of works carried out in subsidiary

company of GUVNL and other DISCOM/ SEB. With relevant completion certificate.

2. Turn over details of last 3 years.

3. Details of equipments available with the bidder.

4. Proposed methodology to carry out this work of spot billing.

5. Information of hardware i.e. Android based OGSBM/Mobile Device, Portable Bluetooth

Printers, Paper Rolls proposed to be used for this work.

6. Performance Reports for similar type of works carried out in subsidiary company of

GUVNL and other DISCOM/ SEB

7. Supporting documents for evidence of PF no. , PAN/VAT number, GST number, ESI No,

labour license etc.

8. Live Demonstration information with all functionalities proposed by MGVCL.

The bidder should go through all the following clauses before submitting the tender:

1. Tender fee (Non refundable) as notified in the tender notice should invariably be

paid by way of Cash (up to 10000/- Rs. Only) /NEFT/ RTGS or Online mode of

Payment only. Otherwise offer will be ignored out rightly. Indian postal Orders

(IPO’s) & cheques are not acceptable.

2. Alternatively, the bidder can pay the tender fee in Cash (up to 10000/- Rs. Only) at

MGVCL Vishwamtri west division office, Vadodara Cash counter and upload its

receipt in online tender document. Otherwise bidder’s offer is liable to be rejected.

The offer received without EMD shall be straightaway rejected.

No late tender / delayed tender shall be considered.

Specification framed out by MGVCL shall be separately brought out in the tender

documents. No deviation in specification shall be allowed and MGVCL decision

shall be final. The technical scrutiny committee of MGVCL shall evaluate the

techno-commercial view of the tender. MGVCL reserves the right to open or not to

open the price bid of the bidders on the basis of their past performance of their works

carried out. Tender should be in two bids. a) Preliminary Bid-Technical bid and b)

Price Bid. Incomplete bids and amendments and additions to bids after opening of

the bids will be ignored out rightly.

The price bid of those who are techno-commercially qualified shall be opened. After

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

SEAL AND SIGNATURE OF CONTRACTOR/AGENCY Page 3 of

MADHYA GUJARAT VIJ COMPANY LIMITED

Vishwamitri West Division, Old Padra Road, Vadodara –

Website: www.mgvcl.com ; Email: [email protected]

Terms & Conditions of contract:

1. Earnest Money Deposit: E.M.D of 1%/- is payable either in Cash (up to 10000/- Rs. Only) or

NEFT/ RTGS or Online mode of Payment only.

2. EMD and Tender Fees: It should contain Documents towards payment of Earnest Money

Deposit (EMD) & Tender Fee may please upload in the Technical Bid only.

3. Validities of the Offers: The validity of the offers will have to be kept open for a period of

days from the date of opening of technical bids. In case if finalization of the tender is likely to be

delayed, the Bidders will be asked to extend the same without change in prices or any terms &

conditions of the offer. If any change is made, original or during the extended validity period, the

offers will be liable for outright rejection without entering into further correspondence in this

regard and no reference will be made.

4. Prices: Prices quoted shall be FIRM. The Bidder shall indicate the applicable rates of

Govt. taxes & duties while quoting the prices. Any statutory variation in Govt. tax /duty occurs

during execution, the same can be claimed by agency.

5. Security Deposit:-

a. Within 30 days of receipt of notification of award from the MGVCL, the

successful bidder, to whom the work is awarded, shall be required to furnish

a Security Deposit for an amount equal to 5% (Five percent) in the form of

bank guarantee of the total contract price towards the performance of the

contract in accordance with the terms and conditions specified therein. The

guarantee shall be valid up to 90 days after completion of the entire contract

work. The amount of earnest money shall be adjusted against the

performance guarantee (Security Deposit)

b. The performance guarantee will be returned to the bidders without any

interest after 90 days of the completion of contract period.

c. Security Deposit if paid will be returned on successful completion of the

order and only after the performance guarantee condition is fulfilled.

d. In the case of Bank Guarantee, you should undertake to renew the guarantee

one-month before the expiry of the validity date failing which MGVCL will

encash the Bank Guarantee.

e. Refund of Security deposit will only be made on return of the original

Receipt stamped or otherwise given by MGVCL or in case of loss thereof by

furnishing an Indemnity Bond duly stamped under the Bombay Stamps Act.

f. This Security Deposit is for the due performance of contract and the same is

liable to forfeiture by MGVCL in the event of your non-fulfillment of the

terms and conditions of this contract.

6. Payment of Bills:

All payments against this tender will be made through the NEFT/RTGS/ subject to a stamped

receipt for the payments as advises, being sent in advance. Such advance receipt may be headed

Advance Receipt.

7. Extension in the Contractual Delivery Date:

SEAL AND SIGNATURE OF CONTRACTOR/AGENCY Page 4 of

MADHYA GUJARAT VIJ COMPANY LIMITED

Vishwamitri West Division, Old Padra Road, Vadodara –

Website: www.mgvcl.com ; Email: [email protected]

It will be contractor’s responsibility to ensure that goods/works are to be maintained /

repaired/executed within the stipulated delivery period. However, if on account of reasons beyond

ones control as laid down in the DGS & D Force Majeure Conditions the MGVCL may consider

extension of delivery period with or without penalty & with or without statutory variations.

However, delivery extensions will be considered only after execution of the order fully and upon

submission of documentary evidence for the reasons of delay.

However, such extension will be subject to the following conditions shown hereunder.

a) That no increase in price on account of any statutory increase in or fresh imposition of customs

duty, excise duty, sales tax or on account of any other tax or duty leviable in respect of the stores

specified in the said acceptance of the tender which may take place on or after the contractual

delivery date of the contract referred to above shall be admissible on such of the

said stores as are delivered after the original contractual delivery date and

b) That notwithstanding any stipulation in the contract for increase in price on any other ground,

no such increase which has become effective on or after the contractual delivery date of this said

contract shall be admissible on such of the said stores as are delivered after the original contractual

c) But nevertheless, the purchaser shall be entitled to the benefit of any decrease in price on

account of reduction in or remission of customs duty, excise duty, sales tax or on account of any

other tax or duty or on any other ground as stipulated in the Contract, which takes place or on after

the contractual delivery date of the said Contract.

8. Contract period:

The term shall be initially be for a period of 06 (SIX) MONTHS and extendible for a period at the

discretion of MGVCL as mutually agreed. However, the performance will be monitored every

THREE months and if the performance is not found satisfactory contract may be terminated.

9. Repeat Order / Additional Order (Extension of Contract Period):

The MGVCL reserves the right to extend the contract for a period at the discretion of MGVCL at

the same rate, terms and conditions of original contract, if mutually agreed.

10. Terms of Payment:

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

work carried out during the month. Bills will be checked and verified by sub-division engineer-in-

charge and proceed for payment as per procedures of MGVCL.

You have to submit the bills in triplicate along with advance stamped receipt at the end of each

month to engineer-in-charge of sub-division office for work carried out during the month. Along

with the invoice, following documents are required to be attached:

1. Copy of meter-reading and billing program allotted by sub-division/division before starting

of monthly billing

2. Date wise billing output against the allotted date wise program by sub-division

3. Statement showing the details of late billing more than 02 days along with assessment

involved and nos. of days delayed against each case i.e. consumer wise details of the late

billing is required to be attached if any.

SEAL AND SIGNATURE OF CONTRACTOR/AGENCY Page 5 of

MADHYA GUJARAT VIJ COMPANY LIMITED

Vishwamitri West Division, Old Padra Road, Vadodara –

Website: www.mgvcl.com ; Email: [email protected]

4. Consumer wise Abnormality/Exception reports as per Clause No:30 (i.e. Deliverables of

5. Challans related to statutory compliances like PF, ESI,GST etc. to be enclosed wherever

Payment will be made on actual billed consumers verified by sub-division offices.

100 % payment against the invoice submitted with documents indicated above shall be paid by the

concerned division office within 30 days after verification, checking and getting work completion

certificate of engineer-in-charge of concerned sub-division office for the bill period. Any penalty

and recoveries, if any are to be deducted while making the payment.

Note: if the house locked cases in a particular month are more than 04% of total consumers billed by

the Contractor/Agency, then total house lock cases shall be deducted while making payment to the

11. Statutory Variation:

Any statutory increase or decrease in GST as applicable or in the event of introduction of new

tax/cess or cessation of existing tax/cess subsequent to the offer if it takes place within the original

contractual completion date will be to COMPANY‟s account subject to the claim being supported

by documentary evidence. However, if any decrease takes place after the contractual delivery date,

the advantage will have to be passed on to COMPANY.

12. Jurisdiction:

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. MGVCL

as well as supplier / contractor will be bound by rules and regulation of Indian Contract act.

13. Arbitration:

All questions, disputes or differences whatsoever which may at any time arise between the parties

to this agreement touching the agreement or subject matter thereof, arising out of or in relation

there to and whether as to construction or otherwise shall be referred to the decision of the Sole

Arbitrator, appointed by the Chairman / MD MGVCL, for that purpose, who shall be a retired

High Court Judge or retired District and Sessions Judge, and the decision of the said Arbitrator

shall be final and binding upon the parties. Reference to the arbitration shall be governed by the

provisions of Indian Arbitration & Conciliation Act. 1996 as amended from time to time and the

rules made there under.

The prices should be quoted Exclusive of GST. The amount / percentage of GST should clearly

be indicated separately.

15. Technical Deviations

The execution of works should be offered strictly confirming to Tender

specifications/Technical & functional specification / Agency Scope of Work & Deliverables

given in the tender. If the tenderer’s desires to quote with any technical deviations they

SEAL AND SIGNATURE OF CONTRACTOR/AGENCY Page 6 of

MADHYA GUJARAT VIJ COMPANY LIMITED

Vishwamitri West Division, Old Padra Road, Vadodara –

Website: www.mgvcl.com ; Email: [email protected]

should specifically quote the deviation in the body of the tender itself under the Annexure-

12 of e-tender only.

If technical deviations furnished by the Tenderer are not agreeable to MGVCL, the offers

may be ignored. However it will be solely at MGVCL discretion to consider the technical

deviations OR not for considering the Tenderer. No correspondences of the Tenderer after

opening of the bid will be entertained in this matter.

16. Penalty: The best performance is the essence of the contract. If the performance is not

found up to the benchmark, the service providers will be imposed penalties as under:-

1) The wrong reading or any calculation error, if detected at subsequent date, shall be

penalized @ Rs. 100 per case. The amount shall be detected from the payments in

the next month immediately after such detection. The procedure for detecting the

wrong reading is explained as under. Generally, the difference of 10 units in actual

reading and that taken by agency will be allowed. Any difference, more than

units (higher or lower side) will be penalized, for example:-

Date of reading taken by agency 15.03.16

Reading noted by agency

Date of cross verification by MGVCL 17.03.16

Per day Avg.consumption of consumer 2 unit

The reading taken by MGVCL

The actual projected reading of15.03.06 = 2006 - ( 2 x 2) =

The difference of Units =2002-2001 = 1 unit

This difference is within the limit of 10 units. Thus no penalty will be

charged for such cases

Date of reading taken by agency 15.03.16

reading noted by agency

Date of cross verification by MGVCL 17.03.16

Per day Avg. consumption of consumer 2 unit

The reading taken by MGVCL

The actual projected reading of 15.03.06 = 2025 - ( 2 x 2) =

The difference of Units = 2021 -2001 = 20 unit

SEAL AND SIGNATURE OF CONTRACTOR/AGENCY Page 7 of

MADHYA GUJARAT VIJ COMPANY LIMITED

Vishwamitri West Division, Old Padra Road, Vadodara –

Website: www.mgvcl.com ; Email: [email protected]

This difference is more than limit of 10 units. Thus penalty will be charged for such

2) Any irregularities observed in in the work execution will be treated seriously. In case of

Any/All following irregularities, a token of Rs. 100 will be recovered for each such bill

where a need to issue a revised bill arises.

If such irregularities are more than 1% of total consumers billed in the same month, then

the penalty will be 1% of billed amount of the billing cycle or in lump-sum amount of Rs.

20,000 whichever is more.

a. No Meter reading Taken even though house not locked OR house reachable etc.

b. Wrong reading taken

c. House closed/House Locked even though house is not locked

d. “N” Status Bill to consumers even though the premises of the consumer is

easily approachable to the meter reader

e. If consumer is using power supply , but due to stop meter, unit consumption is

not recorded in the meter and meter reader issues ‘0’ consumption bill instead of

f. If consumer is using power supply and there is a recorded unit consumption,

meter reader issues ‘0’ consumption bill without reaching the consumer’s

destination and not handed over to the consumer at site OR even in case the

meter installed at the premises of the consumer is easily accessible to the meter

reader, but the meter reader issues ‘L’ status bill

g. Billing Without Bluetooth printer OR OGSBM/Mobile Device

h. Serving bills without use of pre-printed paper rolls

i. Reading data not uploaded on real time basis to MGVCL server

j. Bill prepared but not served to the consumer

k. Master with no bills

l. Billing Data in Bill issued to consumers(i.e. bill book data) and Billing data

entered/shown in the system are different

m. Meter reading not done citing the reason planned shutdown in the Meter reading

area/villages and average bills issued. It is agency’s responsibility to confirm

regarding Planned Shutdown with concerned Sub-Division officer on daily basis

regarding availability of power in particular area/village where meter reading is

to be done before reaching the respective area/village.

n. Any breach/violation of the contract terms and conditions, scope of work and

deliverables of agency etc.

3) If it is established that person of agency has deliberately accumulated, the units, then

penalty will be levied as per rules and notice will be issued to agency. If such type of

default is observed for more than 3 times, in the same sub division, during the contractual

period, even after serving the notice, the contract will be terminated without prejudice to

other terms & condition of the contract and the remaining work of meter reading will be

completed by other agency/agencies at the risk & cost of the original agency, to whom the

order is placed by MGVCL.

4) Penalty will be charged for Delay in billing program (Cycle Wise and Consumer Wise

SEAL AND SIGNATURE OF CONTRACTOR/AGENCY Page 8 of

MADHYA GUJARAT VIJ COMPANY LIMITED

Vishwamitri West Division, Old Padra Road, Vadodara –

Website: www.mgvcl.com ; Email: [email protected]

based on daily bill book basis) by more than 03 days compared to schedule date.

Following formula is to be used to calculate the penalty.

Penalty=0.001 X Delay in Days X {Previous assessment of the same billing cycle of the

As per Example: If one area of billing is delayed by Six 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 (Six Days – Three Days) X 4, 00,

5) If it is established that person of agency has deliberately records wrong reading of

meter or no reading of meter, then penalty will be levied as per rules and notice will be

issued to agency. If such type of default is observed for more than 3 times, in the

same sub division, during the contractual period, Competent Authority of MGVCL

will charge necessary penalty. In case you will fail to deliver, the work will be

taken from other Agency at your risk & cost.

6) If any authorized representative / manpower of agency are involved in conniving with the

consumer / indulged in mal- practice like reversal of meter, bypassing of meter etc.

penalty of Rs. 50,000/- will be levied for each such case as a token of penalty.

7) Your authorized representative / manpower will not enter into any money transaction with

the consumer of MGVCL. He will not accept any bill amount from consumer for payment

of customer bill. If any such incidence is observed, then it will be responsibility of the

agency to compensate the consumer as well as MGVCL regarding any financial losses

suffered from such money transactions.

8) You will not be allowed for frequent change of Meter reading personnel. Only Two

changes will be permitted during the year. For any subsequent changes a penalty of Rs.

5000/-would be payable, However if found incompetent by MGVCL, the Meter reading

personnel will be changed by you.

9) In addition to the liquidated damages/penalty as per clauses mentioned above, in case

the Hon’ble Gujarat Electricity Regulatory Commission (GERC) or any other court

penalizes MGVCL on account of non-compliance of standard of performance with

respect to the works executed under this contract, the same penalty / fine shall be

the responsibility of the bidder and it shall be deducted from the bidder’s bill.

17. Compliance of law:

You will certify that your firm has complied with provision of Industrial & labor laws including

PF Act, ESI Act etc. as may be applicable.

You will bear the entire responsibility, liability and risk relating to coverage of work force under

different statutory regulations including but not limited to Workman Compensation Act, ESI Act,

Factory Act, Contract Labour Act 1970 etc. and any other relevant regulations, as the case may be.

You will be fully responsible for payment of benefits including but not limited to Provident Fund,

Bonus, and Retrenchment Compensation. Leave Encashment etc. employed by you as per

statutory provisions.

18. Variation in the quantity of scope of work:

The quantity mentioned in Schedule-B can be increased or decreased by 25% during the execution

or otherwise on the prorate basis by MGVCL. No Claim For Variation In Quantities of Work

SEAL AND SIGNATURE OF CONTRACTOR/AGENCY Page 9 of

MADHYA GUJARAT VIJ COMPANY LIMITED

Vishwamitri West Division, Old Padra Road, Vadodara –

Website: www.mgvcl.com ; Email: [email protected]

Quantities shown in the tender are approximate and no claim shall be entertained for

quantities of work actually executed, being either more or less up to any extent than those entered

in the tender or less than those entered in the tender or estimate

19. Additional Scope/work:

Any additional work beyond the scope enumerated in the work order above shall be carried out by

you only after written confirmation from the signatory of the work order. The Company shall not

entertain any claim or increase in the order value due to execution of such additional work beyond

the scope defined in the work order. Any such claim shall stand automatically null and void unless

accompanied with a formal amendment to the work order.

A. This work order is not transferable and under no circumstance, you shall be allowed

to sub-contract with any other person/party.

B. The bidder shall carefully study the work to be carried. The Company will not

pay any extra or rate for any reason in case the contractor claims, after

acceptance of contract, to have misjudged the site condition.

C. No deviations from the Terms & Conditions of the Contract & / or

Technical Specification stipulated in this Contract shall be permitted & the tenders

received with deviations shall summarily be rejected.

D. The contract or any part thereof shall not be subject to change without the

written permission of the SE (O&M), Baroda city Circle Office, Madhya

Gujarat Vij Company Ltd or his authorized representatives

E. The notice inviting tender, general instructions to the contractors & all documents

of this tender shall form part of the contract.

F. Company reserves the right to delete any item of Schedule-B for which

contractor shall not have any right to claim on this account.

G. Submissions of tender by a contractor implies that he has read the

instructions and condition of contract herein contained and has made himself aware

of the scopes and specifications of the work to be done and local conditions and

other factors bearing on the execution of the work. He Company will not therefore,

after acceptance contractor’s rate, pay any extra charge for lead or for any other

reason. In case the contract or is found later on, to have misjudged the site

H. The tender document shall be written legibly and free from erasure, over

writing or conversions of figures. Correction where unavoidable, shall be made by

crossing out, initialing, dating and rewriting.

I. MGVCL reserves the right to cancel any or all the offer / bids or to accept any offer

without assigning any reasons. MGVCL reserves the right to place the order by

splitting the tender items / quantity by awarding to more than one contractor.

21. Restriction/Termination of Contract:

The MGVCL reserves the right to reduce the quantity of contract quantity without any

financial implication. No compensation or financial benefit will be given in case of

decrease of the quantity or contract value.

The MGVCL, upon written notice of default to the contractor, shall terminate in the

SEAL AND SIGNATURE OF CONTRACTOR/AGENCY Page 10 of

MADHYA GUJARAT VIJ COMPANY LIMITED

Vishwamitri West Division, Old Padra Road, Vadodara –

Website: www.mgvcl.com ; Email: [email protected]

circumstances detailed as under:

1. If, in the opinion of the MGVCL, the contractor fails to complete the work specified

in the scope of works given in Schedule-B within the time specified for the same in the

contract or within the period for extension has been granted by MGVCL to the

2. If, in the opinion of the MGVCL, the contractor fails to comply with any of the other

provision of the contract the MGVCL shall also be empowered to cancel the contract,

if any deficiency in work and or bad performance is noticed the work specified in the

scope of works given in Schedule -B within the time specified for the same in the

contract or within the period for extension has been granted by MGVCL to the

However, MGVCL reserves the right to terminate this rate contract at any time during

its tendency without giving notice of termination or any reasons thereof. The MGVCL

may upon such termination complete the work at own or by other agencies at the risk &

cost of Agency at the rate quoted by other agency. Suppliers will not be entitled for

any compensation / damages / losses, whatsoever, on account of such termination

of the contract.

22. Liabilities:

The MGVCL does not accept any responsibility as regards to Factories Act, Workmen

Compensation Act, Minimum Wages Act or any other acts or rules, which is concerned with the

labors. You will be fully responsible for the persons/labors engaged by you, for any activities to be

completed as per scope of this contract.

Necessary payment and liabilities of your manpower will be your responsibility, irrespective of

payment received from MGVCL or otherwise.

You will have to submit the list of the persons along with their full permanent address, who are

Engaged by you for this project.

The contractor shall indemnify and keep indemnified the MGVCL and every officer and

employees of the MGVCL and also Engineer -In-Charge and his staff against all actions,

proceedings, claims, demands, costs and expenses whatsoever arising out of or in connection

with the matters referred in above clauses and elsewhere and against all actions, proceedings,

claims, demands,costs and expenses which may be made against the MGVCL by any

manpower of the contractor or any sub contractor and / or from any liability may arise to any

manpower of the contractor or any sub contractor under any laws, rules or regulation having

the force of law including but not limited to claims against the owner under employees’s

compensation Act, 1923. The employee’s Provident Act 1952, and / or the contract Labour

(Abolition and Regulation) Act 1979. The MGVCL shall not be liable for or in respect of or in

consequence of any accident or injury to any workmen or other person in the employment of

the contractor or his sub-contractors, and the contractor shall indemnify and keep indemnified

the MGVCL against all such damage and compensation and against all claims, demands,

proceedings costs, charges and expenses whatsoever in respect thereof or in relation thereto.

23. Force Majeure:

Force Majeure means any circumstances beyond the control of the parties including.

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

enemies, mobilization, requisition or embargo.

SEAL AND SIGNATURE OF CONTRACTOR/AGENCY Page 11 of

MADHYA GUJARAT VIJ COMPANY LIMITED

Vishwamitri West Division, Old Padra Road, Vadodara –

Website: www.mgvcl.com ; Email: [email protected]

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, or other

hazardous properties of any 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 manpower of the agency.

E. Neither party shall be considered to be in default nor in breach of obligation his

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

any Force Majeure that arise after the circumstances of date of the Notification of

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 agency shall endeavor to

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

The Contractor 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 Agency shall not take any such steps unless directed so to do by the

engineer-in-charge.

H. If circumstances of Force Majeure have occurred and shall continue for a period of

days, notwithstanding, the agency may by reason thereof, having been 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

30 days Force Majeure shall still continue, the contract shall terminate.

24. Billing Pattern/Methodology:

Billing shall be carried out as per directive of DE (O&M), Sub-division office for ensuing billing

cycle work. The contractor is bound to complete the work within the specified period for each

work given by the DE (O&M), Sub-division office.

Priority of works would be decided by the DE (O&M), Sub-division office and the contractor shall

carry out the work within stipulated time as per instructions given by the DE (O&M), Sub-division

As per circular No. MGVCL/Accounts/Rev./738 Dt. 30.08.2012, Billing Program of LT

Consumers should be completed within 20 days For example: L.T. Consumers whose bi-monthly

billing cycle is April-May billed in June, its billing program will commence from 20th May and

complete by 10th of June. Billing Program of LT Consumers should be completed within 20 days

of standard schedule.

However, MGVCL reserves the right to change the Billing Pattern and Nos. of consumers to be

billed at any time. Payment will be made on actual billed consumers verified by sub-division

As confirmed by you in your offer, all tools-tackles and miscellaneous consumables like pre-

printed stationary, staple pins etc. required to complete the job/work mentioned in the tender shall

have to be borne by you.

25. Contract Agreement: The successful contractor will have to sign an agreement as per the

Madhya Gujarat Vij Company’s rules on stamped paper & the necessary stamp duty charges shall

be borne by the contractor.

SEAL AND SIGNATURE OF CONTRACTOR/AGENCY Page 12 of

MADHYA GUJARAT VIJ COMPANY LIMITED

Vishwamitri West Division, Old Padra Road, Vadodara –

Website: www.mgvcl.com ; Email: [email protected]

You shall ensure that all materials as well as information which may come into its possession or

knowledge in connection with this contract or the performance thereof, whether confidential and

proprietary data or not, whose disclosure to or use by third parties may cause damage or loss to the

MGVCL, shall at all times be held in strictest confidence. You shall not make use of the same

other than for discharging its obligation as per Contract and to release it only to those manpower

who require it for discharging the obligation arising out of the Contract and not to any other party.

The vendor shall confirm that appropriate action shall be taken as regards contractor personnel to

ensure that the obligation of non-use and non-disclosure of confidential information are fully

The contractor personnel will maintain the confidentiality of consumer data of MGVCL. You will

be required to take appropriate actions in respect of his personnel to ensure that obligations of non-

use and non-disclosure of confidential information.

In case, there is a breach of confidentiality by the contractor either by its personnel provided on

site on behalf of contractor or the contractor himself, the contract shall be terminated without

giving any notice or reason. The decision of the bureau shall be final in that case.

You shall be liable for and shall indemnify the employer against all losses, expenses, or claims

arising in connection with the death or injury to any person employed by the contractors or

employee of owner for this work; unless caused by any acts or default of the employer. You shall

be liable for and shall indemnify the contractor against all losses, expenses or claims arising in

connection there with.

A. The contractor shall indemnity the Company against any claims which may be made

under the workman’s compensation Act, 1923, or any statutory modification or

otherwise for or in respect of any damages or compensation payable in consequence of

any accident or injury caused, by fault of contractor & sustained by any workmen

or other person on the employment of the contractor . In every case in which by

virtue of the provisions of subsection (1) of section 12 of the workman’s

Compensation Act, 1923, the Company is obliged to pay compensation to a workman

employed by the contactor in execution of the work, the Company will recover from the

contractor the amount of compensation so paid, and without prejudice to the rights of

the Company under subsection 12 of the said Act, such amount will be paid back

to the Company in 30 days, failing which the Company will be at liberty to recover

such amount of any part thereof by deducting it from the dues by the Company to the

contractor under this contract or otherwise. The Company shall not be bound to contract

any claim made against either of them under Section 12, subsection (1) of the said Act,

except on written request from the contractor & upon his giving to the Company full

security for all costs for which the Company might become liable in consequence for

entertaining such claims.

B. The contractor named in the contract shall indemnity the Company against all claims

based upon injury or death to any person in the employment of the contractor or

sub contactor, or to the third parties under paragraph (a) 2 or condition no.47 to the

extent of any sums recovered under the insurance policy.

C. On occurrence of the accident which result on the death of workman employed by the

contractor, which is so serious as to be likely to result in the death of any workman, the

contractor shall within 24 hours of happening of such event intimate in writing to the

Engineers of the Company the fact of such accidents. The contractor shall indemnity the

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MADHYA GUJARAT VIJ COMPANY LIMITED

Vishwamitri West Division, Old Padra Road, Vadodara –

Website: www.mgvcl.com ; Email: [email protected]

Company against all loss or damage sustained, by the Comp any resulting directly or

indirectly from his failure to give intimation in the manner aforesaid including penalties

or fine if any, payable by Company as a consequence of Company’s failure, to give

notice under workman’s compensation Act or otherwise to confirm to the provisions of

the said Act in regard to such accident.

You shall have to insure against liability to Third Parties for any death or personal injury

and loss of or damage to any physical property, including your property, other than the

works arising out of performance of the contract and occurring before the issue of the last

defect liability certificate. Such Insurances shall be effected by you before starting any work

at the site & should be valid up to completion or extended period of work completion.

29. Workmen’s Compensation Fund and Employers Liability Insurance: -

The contractor shall cover all his manpower under Workmen’s Compensation Fund and

under the Liability Insurance.

The contractor shall employ adequate number of experienced staff at site for daily

supervision and for maintenance of various registers and records required under the law and

contract. No payment for supervision shall be admissible.

Contractor to Indemnify the Company

The contractor shall indemnify and keep indemnified the Company and every officer and

employees of the Company and also Engineer-In-Charge and his staff against all actions,

proceedings, claims, demands, costs and expenses whatsoever arising out of or in

connection with the matters referred in above clauses and elsewhere and against all actions,

proceedings, claims, demands, costs and expenses which may be made against the Company

by any manpower of the contractor or any sub contractor and / or from any liability may

arise to any workman / employees of the contractor or any sub contractor under any laws,

rules or regulation having the force of law including but not limited to claims against the

owner under workman‟s compensation Act, 1923. The employee‟s Provident Act 1952, and

/ or the contract Labour (Abolition and Regulation) Act 1979. The Company shall not be

liable for or in respect of or in consequence of any accident or injury to any workmen or

other person in the employment of the contractor or his sub-contractors, and the contractor

shall indemnify and keep indemnified the Company against all such damage and

compensation and against all claims, demands, proceedings costs, charges and expenses

whatsoever in respect thereof or in relation thereto.

Workmen’s Compensation And Employer’s Liability Insurance: - Insurance shall be

affected for the entire contractor‟s for all the contractor‟s employees engaged in the

performance of this contract. If any of the work is sublet to the sub-contractor, the contractor

shall require that he or his sub-contractor to provide workmen‟s compensation and

employer‟s liability insurance for the latter‟s employees unless such employees recovered

under the contractor‟s insurance.

The Company reserves the right to terminate this rate contract at any time during its

tendency without giving notice of termination or any reasons thereof.

The Company will be entitled to deduct directly from the bills, to be paid to the Sub-

contractor and Laborers any sum or sums payable by contractor and which sum/sums the

Company is required to pay as a principal employer on account of contractor‟s default in

respect of all liabilities referred to in above clauses.

Nothing in the contract document stated shall any wise constitute any workmen/ employees

SEAL AND SIGNATURE OF CONTRACTOR/AGENCY Page 14 of

MADHYA GUJARAT VIJ COMPANY LIMITED

Vishwamitri West Division, Old Padra Road, Vadodara –

Website: www.mgvcl.com ; Email: [email protected]

of the contractor or any sub-contractor as or to be workmen/employee of the power, or place

obligation or liability in respect of any such workmen/ employee upon the Company.

NOTE: -The prevailing Act at the time of execution of work over and above act specified

herein shall be binding to the contractor

30. Industrial Labour Laws

Wages to be paid and time of payment etc. by the Contractor:-

The contractor shall pay minimum wages as prescribed by Labour Department

Person below the age of 18 years shall not be employed for the work. No female worker

shall be employed in the night shift between 7.00 p.m. to 6.00 a.m. Identity cards as

prescribed under the factories Act with photo affixed thereto, the same for identification of

31. Contractor Liable for all Damages:

Compensation for all damage done intentionally or unintentionally by contractor’s laborer,

whether in or beyond the limit of Company’s property, shall be estimated by the Engineer

In-Charge, or such other office, as he may appoint and the estimate of the Engineer

In-Charge, subject to the decision of the Engineer In-Charge, on appeal, shall be final

and the contractor shall be bound to pay the amount of the assessed compensation

demand, failing which, the same will be recovered from the contractor as damages

or deducted by the Engineer in charge from any sums that may be due to or become due

from Company to the contractor under this contract or otherwise.

The contractor shall bear the expenses of defending any action or other legal proceedings

that may be brought by any person for injury sustained by him owing to neglect of

precautions to prevent the spread of fire and he shall also pay any damage and costs that

may be awarded by the court if in consequence.

32. Site Visit:

The contractor is advised to visit the site and examine the sub-division consumer base

and geographical area, Where in the work is proposed to be carried out and to get himself

fully acquainted at his own responsibility for all information that may be necessary for

quoting the tender bid and entering in to contract. All cash and liabilities arising out of the

site visit shall be at bidder account.

33. Inspection of Works:

The Company’s Engineer s or their authorized representatives shall have at all times

power to inspect the works, wherever in progress, either on field, on the contractor’s

premises in connection with this contract. Further, the contractor shall not allow any

person other than Company’s Engineers or their authorized representatives to the work sites.

The contractor shall, during working hours, maintain supervisors of sufficient training

& experience to supervise the work as a whole. All orders & directions given to such

supervisors or other staff shall be deemed to have been given to the contractor.

Further the Company may by due notice, desire a high ranking member of the

supervisor staff of the contractor to be present on any specified inspection & the

contractor shall comply with such directions.

34. Failure to Execute the Contract:

On failure to execute the order placed on successful bidder, under the terms & conditions set forth

therein, to the satisfaction of MGVCL, the contractor will be liable to make good the loss

SEAL AND SIGNATURE OF CONTRACTOR/AGENCY Page 15 of

MADHYA GUJARAT VIJ COMPANY LIMITED

Vishwamitri West Division, Old Padra Road, Vadodara –

Website: www.mgvcl.com ; Email: [email protected]

sustained by MGVCL. Under such circumstances, MGVCL shall cancel the order and forfeit the

SD. MGVCL may also go for fresh order on other party at the risk & cost of successful tendered or

may carry out departmentally, debiting the cost to the successful bidder / contractor.

35. Execution program and Co-ordination procedure:

A. The spot billing work is to be completed in schedule billing program given by the

concerned sub-division office, No change is permitted without prior approval. You

shall deploy sufficient number of qualified skilled and efficient workmen, supervisors

and engineers so as to ensure that the various jobs completed in time. Details of such

manpower and other resources shall be provided by you to Engineer-in-charge of sub-

division for concurrence and MGVCL reserves the right to ask you to augment

additional manpower or resources for ensuring timely completion of all tasks as per the

schedule provided by MGVCL to you.

B. You shall submit to the Company written detailed execution plan with necessary

manpower deployment plan under this work order .

C. You shall finalize with MGVCL within one week from this award a detailed checklist

for certification or compliance of all activities detailed in the work order which shall be

the basis for processing the payment.

D. You should not rotate your Meter Reading personnel frequently. In case of unavoidable

circumstances, you should inform the MGVCL in writing well in advance about the

change of Meter Reading personnel.

E. You shall submit progress schedules in the form of bar charts, statements &/or

reports as may be necessary & directed by the Company’s representatives.

In the case of unsatisfactory progress by the contractor not proceeding as per the

Scheduled Programme approved by the Company, suitable actions shall be taken in

accordance with Clauses No. 3 & 4 of the booklet prescribed by the Company

for “Tender & Contract for Works’’.

36. Deliverables of the Agency

(A) You shall also prepare and submit (in each month) consumer wise exception reports in

support of assigned tasks undertaken and completed as under:

1. Report on tampering and abnormalities as mentioned in Schedule-C.

2. submit the list of meters which are found missing at site, stand shifted

from one locations/premises to the other and having different Sr. No. and

make than in the database handed over to him by the concerned Sub-Division.

3. Report the cases where extension of power supply has been taken from authorized

to another unauthorized premises.

4. Status of the Energy meter i.e. Meter Dead, Sticky, Meter damaged, glass

broken, meter burnt, hole in Meter Body, Gap between the Meter Glass,

Meter Body to facilitate X-Ray film to interfere with Energy Recording

Mechanism, erratic display in case of Electronic Meter, abnormal reading in

5. Status of service wire whether peeled off or directly tapped etc.

6. Meters without seals, seals tampered

7. Meters without terminal covers

SEAL AND SIGNATURE OF CONTRACTOR/AGENCY Page 16 of

MADHYA GUJARAT VIJ COMPANY LIMITED

Vishwamitri West Division, Old Padra Road, Vadodara –

Website: www.mgvcl.com ; Email: [email protected]

8. Ghost Consumers list (Consumers are existing in the database but actually not in

9. Electricity is being used without any Energy meter.

10. List of consumer whose route sequences are required to be corrected.

11. Suspected by-passing and/or extension of power

12. Load to be enhanced

13. Category to be changed

14. Disconnected but availing power

15. Meter is running at site but defective in database

16. Meter installed but line not charged

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

18. List of Consumers with No Meter

(B) In addition, you shall submit a consolidated report by the 25th day of each month

giving therein the details of meter read, not read, abnormalities noticed, remedy

required etc. as per prescribed format. The report and numbers of bills

billed/consumption etc. should tally with MGVCL’s Billing report called PRT

(C) Immediate implementation of tariff/bill calculation logic/Electricity Duty/other

business processes change should be done whenever required in co-ordination with

37. Default in performance by Agency:

1. In the event that you fail to complete the billing cycle, as per schedule given by

MGVCL, for more than 10 days frequently (more than three times in as span of

six months), then you will be liable for termination by MGVCL.

2. Contractor shall maintain a valid labour license under the Contract Labour

(Regulation and Abolition Act) for employing necessary manpower to be

required by him. In the absence of such license the contractor shall be liable to be

terminated without assigning any reason thereof.

3. If you are not executing the works in accordance with the contract or is

neglecting to perform his obligations, the MGVCL may give notice to you. The

notice will be issued on occurrence of any event described hereunder.

A. You have failed to comply with any rule/regulation within reasonable

B. You assign the contract or subcontracts whole of the works or part hereof.

C. The contractor/agency 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.

D. Any other instance, which violate the terms & condition of this detailed

SEAL AND SIGNATURE OF CONTRACTOR/AGENCY Page 17 of

MADHYA GUJARAT VIJ COMPANY LIMITED

Vishwamitri West Division, Old Padra Road, Vadodara –

Website: www.mgvcl.com ; Email: [email protected]

The quantities mentioned in the tender Schedule-‘A’ and Schedule-‘B’ is only approximate. Actual

Nos. of consumers to be billed may increase or decrease according to the billing programme of

ensuing cycle given by DE(O&M), sub-division office. The Company reserves the right of

revising or deleting Nos. of the consumers to be billed during the execution of the contract.

39. Goods & Services Tax (GST):

MGVCL GST Registration No. is 24AADCM7439H1ZE

The rates offered shall remain firm and exclusive of Goods & Service Tax as applicable. The

amount and rate (%) of GST as applicable should clearly be indicated separately. (GST

means all applicable Tax/Cess under GST Laws. GST Laws means IGST Act, GST

(Compensation to the State for Loss of Revenue) Act, CGST Act, UTGST Act and SGSCT

Act, 2017 and all related ancillary legislations). Contractor should charge GST in Invoice at

the rate as agreed to / mentioned in acceptance of tender only and any deviation in the same

shall not be accepted. Further, any additional liability of GST (later on due to wrong

mentioning of GST rate, mis-interpretation of HSN/SAC Code, etc.) over and above as

charged in the invoice shall be borne by the Contractor. However, any refund received by

the contractor on account of GST charged from the Company; such refund shall have to be

passed on to the Company, along with interest if any. Such refund along with interest needs

to be passed on suo-motu by the contractor. Further, the Company has a right to recover the

amount Of GST along with penal interest at the rate of 15% per annum or interest/fees and

penalty charged under GST Law, whichever is higher if GST charged is not paid / short paid

to the government or failed to upload the details or uploads inaccurate particulars on GSTIN

portal by the Contractor within the stipulated time limit.

40. CONTRACT PERIOD:

The contract will remain in force for the period of Six month from commencement of the first

work. The contractor is bound to complete the work within the specified period for each work

given by the Engineer-in-charge. Priority of works would be decided by the Sub division Deputy

Engineer (O&M) and the contractor shall carry out the work within stipulated time for order issued

by Deputy Engineer.

41. Minimum Manpower requirement:

The contractor shall provide manpower as mentioned in tender till completion of ARC / work

order. For non-providing required persons as mentioned in sub-order or providing less number of

persons; following action shall be initiated against the contractor.

On the First instance: notice shall be issued to contractor to provide required

On the Second instance: Show cause notice shall be issued to contractor to comply within

days. If complied satisfactorily then allow with penalty of 10% of sub work order value.

On the Third instance: termination notice shall be issued and process for

Completion of work at risk & cost of the contractor shall be initiated by giving

Contract to next bidder of tender (if available) or by way of inviting new tender.

42. Conflict of Interest:

SEAL AND SIGNATURE OF CONTRACTOR/AGENCY Page 18 of

MADHYA GUJARAT VIJ COMPANY LIMITED

Vishwamitri West Division, Old Padra Road, Vadodara –

Website: www.mgvcl.com ; Email: [email protected]

A bidder shall not have conflict of interest with other bidders for particular quoted item. Such

conflict of interest can lead to anti-competitive practices to the detriment of Procuring Entity‟s

interests. The bidder found to have a conflict of interest shall be disqualified. A bidder may be

considered to have a conflict of interest with one or more parties in this bidding process for

particular quoted item, if:

a) They have proprietor/ partner(s)/ Director(s) in common; or

b) They receive or have received any direct or indirect subsidy/ financial stake from any of them;

c) They have the same legal representative/ agent for purposes of this bid; or

d) They have relationship with each other, directly or through common third Parties, that puts

Them in a position to have access to information about or influence on the bid of

Another bidder; or

e) Bidder participates in more than one bid in this bidding process. Participation by a bidder in

more than one Bid will result in the disqualification of all bids in which the parties are involved.

However, this does not limit the inclusion of the components/ sub-assembly/ assemblies from one

bidding manufacturer in more than one bid.

f) In cases of agents quoting in offshore procurements, on behalf of their principal manufacturers,

one agent cannot represent two manufacturers or quote on their behalf in a particular tender

enquiry. One manufacturer can also authorize only one agent/ dealer. There can be only one bid

from the following:

1. The principal manufacturer directly or through one Indian agent on his behalf; and

2. Indian/ foreign agent on behalf of only one principal.

g) A Bidder or any of its affiliates participated as a consultant in the preparation of the design or

technical specifications of the contract that is the subject of the Bid;

h) In case of a holding company having more than one independently manufacturing units, or more

than one unit having common business ownership/ management, only one unit should quote.

Similar restrictions would apply to closely related sister companies. Bidders must proactively

Declare such sister/ common business/ management units in same/ similar line of business.

i) Bidder shall not act in contravention/ violation to the provisions of competition act, as amended

from time to time.

43. Audit Inspection

MGVCL reserves its right to carry out random and surprise inspection at any time of the ongoing

work / completed work for ensuring its quality and compliance with the REC standards OR CEA

construction standards OR any Indian Standard OR Technical specifications of MGVCL. If during

such audit inspection, any violation of Standards OR Safety regulation is observed, which may be

unsafe for the general public or for the employee of Distribution licensee, MGVCL shall intimate

the Contractor immediately by any written communication medium (either through mail/ sms /

whatsapp / letter) and on such intimation, the contractor shall rectify such defects, within such

period, (as may be specified by the MGVCL, depending upon the quantum of such defects) and

SEAL AND SIGNATURE OF CONTRACTOR/AGENCY Page 19 of

MADHYA GUJARAT VIJ COMPANY LIMITED

Vishwamitri West Division, Old Padra Road, Vadodara –

Website: www.mgvcl.com ; Email: [email protected]

shall submit the written report along with site photographs indicating such rectification to the

Engineer In-Charge. Nevertheless,

Following actions shall be taken against the Contractor on detection of substandard work.

1. On first instance, a stringent penalty of 3% of total value of Sub-work order shall be

imposed. In addition to the above, if the contractor fails to rectify the substandard work despite

being served the legal notice under clause 43, MGVCL shall get the work rectified through the

other contractor and shall recover the total expense incurred for such rectification including

labour and any other amount paid to the other contractor as the case may

be which it has to incur for such rectification.

2. On detection of second instance of Substandard work in the same work order OR in different

work order(s) under jurisdiction of MGVCL, the defective/ substandard orders shall be terminated

by following procedure as mentioned in tender terms and conditions in addition to the actions as

mentioned above in Clause 24 B (1).

1. On detection of third instance of Substandard work in jurisdiction of entire MGVCL by

same contractor during the last three years, the Contractor shall be stop-dealed after

following due procedure and after giving opportunity to represent as per principles of

natural justice.

Definition of Substandard work

The work executed by the Contractor, which is not in compliance to the REC

Construction standards or CEA Construction Standards or any Indian standards (IS) OR

violates the provisions of GERC Distribution Code or Grid Code or CEA Safety regulations

or in contradiction to any tender condition as amended time to time, shall be considered as

Substandard work.

44. Bank details for online payment as under.

IFSC Code: BARB0ALKAPU Fifth character is Zero.

45. Relationship with employee:

Every bidder should, at the time of submission of bid, give a declaration as under,

“If in any Bidder Company/firm, the interest(i.e. shareholding in company and share in partnership

firm) of any employee of the tendering company or his/her relative as defined in section 2(77) of

the company’s Act 2013 is 10% or more, the tendering Company will not deal with such

Company/Firm at all.

Tenderer therefore, must specifically disclose this fact in his technical bid. Non –disclosure

of such facts would immediately disqualify the tenderer for further dealing with the

tendering Company”

SEAL AND SIGNATURE OF CONTRACTOR/AGENCY Page 20 of

MADHYA GUJARAT VIJ COMPANY LIMITED

Vishwamitri West Division, Old Padra Road, Vadodara –

Website: www.mgvcl.com ; Email: [email protected]

(1) Contractor’s/Agency’s Scope of Work:

[I] ANDROID BASED OGSBM/PDA WITH SIM CARD:

Procurement of Android based OGSBM/PDA as per specifications of MGVCL shall

be bidder’s job. The Agency shall be responsible for providing adequate numbers of

Android based OGSBM/PDA for meter reading to ensure timely submission of

accurate meter reading data as per the schedule given by the Company. The quantity

of such requirement will be constantly reviewed by the Company and the Company

could demand to the Agency to augment the same immediately. The sample Android

based OGSBM/PDA should be approved by MGVCL before its use in the field.

The individual Mobile GPRS Connectivity from the ISP (Internet service provider)

i:e Vodafone/BSNL/Airtel/Idea/Aircel/reliance jio etc. shall be the Agency’s

Responsibility, and recurring charges of same to be borne by Agency.

[II] BLUETOOTH IMPACT DOT MATRIX PRINTER:

Procurement of Portable/Attached Bluetooth Impact Dot Matrix Printer as per

specifications of MGVCL shall be bidder’s job. The Agency shall be responsible for

providing adequate numbers of Portable/Attached Bluetooth Printer for printing the

Bills to ensure that bills are served along with on spot printing on pre-printed paper

rolls at consumer premises. The quantity of such requirement will be constantly

reviewed by the Company and the Company could demand to the Agency to augment

the same immediately. . The sample Printer should be approved by MGVCL before its

use in the field.

[III] PAPER ROLLS:

The procurement of Paper Rolls shall be bidder’s job as per the specifications of

MGVCL. The sample papers of slips should be approved by MGVCL before its use in

the field. Blank Paper rolls is to be used.

A. All manpower deployed by your firm should be suitably qualified and trained for the

job intended to be performed by them.

B. The bidder should possess adequate trained manpower/personnel suitably qualified

and trained for meter reading, data entry and validation, so that all activities are

carried out in a highly professional manner.

C. The manpower should be conversant with local language “Gujarati” in addition, they

should have working knowledge of English, Hindi, so as to interact with Consumers.

D. The deputed manpower should be extremely polite with consumers and should be

able to address consumer grievances about bills issued.

SEAL AND SIGNATURE OF CONTRACTOR/AGENCY Page 21 of

MADHYA GUJARAT VIJ COMPANY LIMITED

Vishwamitri West Division, Old Padra Road, Vadodara –

Website: www.mgvcl.com ; Email: [email protected]

E. You shall provide the ID Cards to the personnel deployed by him/her stating

addresses of locations of MGVCL. While on duty, ID card should be hung around

his/her neck in such a way that it is easily visible.

F. MGVCL will carry out independent checks, as required.

G. Sufficient number of co-coordinators will have to be employed by the agency to

ensure smooth working with different offices.

H. The manpower employed should have dress code/Uniform, and their integrity should

not be doubtful.

I. To wear specified dress by the person employed by you is must and the color of

dress should be mutually agreed upon. While on duty, person employed by you must

wear the mutually agreed dress.

J. Suitable training will be given by the local IT Centers to the representatives of

Agency for operation of data entry software and data validation software.

K. Serious action shall be initiated against the agency if any of the manpower deployed

by it misbehaves with any of the consumers or gets into any act, which could hamper

the image of MGVCL.

L. As far as possible the Bidder shall not change the meter reading staff/ co-ordinator

frequently. Any change in meter reading staff/ co-ordinator should be mutually

agreed upon and communicated to MGVCL in writing.

M. The persons so deputed will conduct in a decent manner all the time. The

service providers would be responsible for his/her good conduct,

antecedents and any intentional damage caused to MGVCL by him/her.

N. The outsourced persons will not involve in any altercation or quarrel with the

consumers during billing. He/she will not use any

abusive/unparliamentarily/threatening language. His/her behavior should always be

O. The outsourced persons of the service provider should ensure that there is no dispute

with the consumer with respect to the reading on the energy meter and

wherever possible he will show his reading to the consumer. They shall

behave with the consumer in decent manner and any legal complication arisen out

of misbehavior shall be the full responsibility of the service provider . The

outsourced personnel while dealing with the consumers of MGVCL shall

maintain utmost decency . Any ill behavior noted by the Sub-Divisional

officer concerned may lead to immediate termination of services of the

P. The personnel would be allowed to work on the project provided him/her

performance is of high quality. In case of non-performance ,misconduct,

misbehavior, doubtful integrity or any other reason, he/she would be taken out

of the project and necessary suitable replacement acceptable to MGVCL will

have to be provided by the Contractor immediately.

Q. Person below the age of 18 years shall not be employed for the work.

R. The personnel shall not undertake distribution of any other advertisements,

pamphlets, etc along with the electricity bills.

SEAL AND SIGNATURE OF CONTRACTOR/AGENCY Page 22 of

MADHYA GUJARAT VIJ COMPANY LIMITED

Vishwamitri West Division, Old Padra Road, Vadodara –

Website: www.mgvcl.com ; Email: [email protected]

[V] CONSUMER METER READING/SPOT BILLING:

A. The Agency will have to furnish the meter reading programme along with the

name and numbers of meter readers prior to starting the reading in a particular

designated area every month.

B. It is agency’s responsibility to confirm regarding Planned Shutdown with concerned

Sub-Division officer on daily basis regarding availability of power in particular

area/village where meter reading is to be done before reaching the respective

C. The scope of work includes meter reading, bill generation through GPRS based device

and bill distribution in defined areas of MGVCL which included urban/rural areas for

monthly and bimonthly billing, for LT consumers as mentioned in Schedule-B.

D. It is proposed to outsource the service of recording of meter readings, bill generation,

bill printing and bill distribution of above consumers as per the schedule ‘B’ attached.

These services shall be provided by the service provider as an integrated service, i.e.

Consumer meter reading and the firm should not be allowed to carry out any one

service. The consumers indicated in Schedule ‘B’ are approximate.

E. Data collection and billing operation in the field, the billing information in the

OGSBM/PDA should be updated into the Base Billing system/server for updating master

database in ONLINE MODE(Real Time). The information would contain the consumer

number, present meter reading, present status of the meter, bill date and time, units

consumed, average units, billed amount, due date, disconnection date etc.

F. In areas where GPRS connectivity is not available, billing is to be continued in OFFLINE

MODE. All the Billing Data collected during OFFLINE BILLING are to be uploaded on

Server as soon as the GPRS Connectivity is available without fail on the same day.

G. The meter reading staff shall visit to site as per the billing program schedule and

capture meter readings and other observations along with any exceptions/observations

with specified codes as per guidelines of MGVCL. Meter faulty, Meter not readable,

Seal broken etc. the bidder shall report these exceptions / observations in separate

report to respective subdivision/division/circle of MGVCL.

H. Reading the meters, bill generation, printing & distribution through device & store the

same on server as a single activity at the premise of consumer, through OGSBM/PDA.

Also, OGSBM/PDA shall have interface with PC/Server for uploading & downloading

of data in online mode.

I. You shall carry out spot billing as per reading & billing schedule provided by

MGVCL for all single phase & three phase consumers. You shall deploy & organize

the manpower accordingly.

J. You shall procure/arrange the required number of OGSBM/PDA as per MGVCL

requirement. Mobile Deivce/Operating System/Licenses/GPRS connectivity/SIM

rent/Virus Scan etc. shall be in your scope. You shall maintain/update/upgrade all

hardware/licenses etc. in consultation with MGVCL during contractual period.

K. Representative of your firm will enter all abnormalities found at consumers premises

into the system e.g. broken meter seal, broken MMB seal, any lose wires, stopped

meter etc, as given in Schedule-C. This data shall be uploaded from OGSBM/PDA to

PC/Server in real time mode using high level software and on completing a cycle the

validation check of data shall be carried out.

SEAL AND SIGNATURE OF CONTRACTOR/AGENCY Page 23 of

MADHYA GUJARAT VIJ COMPANY LIMITED

Vishwamitri West Division, Old Padra Road, Vadodara –

Website: www.mgvcl.com ; Email: [email protected]

L. You shall take Fool proof measures for ensuring the security of consumer and billing

M. You shall ensure regular and prompt uploading/ downloading/Push up of meter

reading data to the MGVCL’s billing system/Server. MGVCL reserves the right to

amend the meter reading schedule as and when required.

N. MGVCL shall provide necessary inputs like new connections, disconnections etc time

O. You shall generate exceptions/observations on these reading with specific codes such

as Meter faulty, Meter not readable, Seal broken etc, as mentioned in Schedule-C. You

shall report these exceptions/observations in separate report to MGVCL.

P. You shall keep a proper check on meter reading taken and as a quality checks, you

shall take at least 2% random meter reading. The accuracy of meter reading is the

responsibility of you and necessary edit and correction shall fall under your scope of

Q. MGVCL shall make available to you, consumer database & other documents like

meter books etc, required for uploading the data in the OGSBM/PDA as per reading

R. You shall further optimize route sequence to get better productivity.

S. You shall take innovative measure to improve the meter reading processing and to

maximize the revenue earning of MGVCL.

T. You shall have to submit a report in a form of ledger on the very next days in respect

of meter reading work carried out on the previous day without fail.

U. You shall have to arrange for uniform to its manpower as per mutual agreement, so as

to differentiate them from local MGVCL’s Staff.

V. MGVCL would not consider cases of “Address Not Traceable” as a valid

excuse for missing meter readings. Unless, the Agency is able to establish its

case before the sub-division officer of the concerned stiff penalties would be

imposed accordingly.

(2) MGVCL’s scope of work:

[I] BILLING SOFTWARE and ANDROID BASED MOBILE APPLICATION:

A. MGVCL will provide Server Side Web based software having functionalities like billing

Data Download/upload to and from mobile device, MIS Reports etc.

B. MGVCL will provide Android based Mobile Application for Meter Reading and Bill

C. In software all possibility include by MGVCL. We provide Agency wise access to each

[II] SERVER INFRASTRUCTURE:

MGVCL will provide Server for hosting Web based software, Database etc.

[III] NETWORK INFRASTRUCTURE:

MGVCL will provide Network Connectivity for connecting OGSBM/PDA/Mobile devices

in the field to MGVCL Server.

SEAL AND SIGNATURE OF CONTRACTOR/AGENCY Page 24 of

MADHYA GUJARAT VIJ COMPANY LIMITED

Vishwamitri West Division, Old Padra Road, Vadodara –

Website: www.mgvcl.com ; Email: [email protected]

The individual Mobile GPRS Connectivity from the ISP (Internet service provider)

i:e Vodafone/BSNL/Airtel/Idea/Aircel/reliance Jio etc. shall be the Agency’s

Responsibility, and recurring charges of same to be borne by Agency.

A. MGVCL shall make available to the agency, customer database and other documents like

meter books etc. required for uploading the data in the OGSBM/PDA and route

sequencing. The Agency shall continue to carry on with meter reading and bill distribution

activities using the meter reading books and shall not on any pretext hold up activities for

want of any inputs from the Company for carrying out the activities with OGSBM/PDA.

However, the agency shall switch over to Meter reading with OGSBM/PDA within 7 days

on receipt of required database for uploading the same in the OGSBM/PDA from MGVCL.

B. The Company shall manage the database for all the customers and any changes shall be

communicated to agency on 10th of the month of the meter reading date i.e. billing

program by concern Sub Division Office.

C. MGVCL will carry out independent random checks, as and when required

D. MGVCL shall take prompt action to render all possible assistance in case consumer denies

access to meter.

E. Cycle wise billing programme of Sub Division will be provided by MGVCL once and as

per scheduled, Billing programme has to be carried out by Agency. Delay in billing

programme will be penalized.

SEAL AND SIGNATURE OF CONTRACTOR/AGENCY Page 25 of

MADHYA GUJARAT VIJ COMPANY LIMITED

Vishwamitri West Division, Old Padra Road, Vadodara –

Website: www.mgvcl.com ; Email: [email protected]

Functional Specifications

1. OGSBM/GPRS or GSM based Mobile Device:

A. GSM with GPRS intelligent modem in-built Multi band/PSTN/CDMA modem to connect

remote central server from meter reading of energy meter installations at fields.

B. The OGSBM/PDA shall have the capability to collect and store meter readings at any time

of the meter reading route and should be capable of issuing the spot bill. Concurrently it

should store/update billing information data at remote server in online real time mode.

C. The Device should provide sufficient “OFFLINE” working capability, so that any

unforeseen or unexpected break in GSM/GPRS connectivity does not adversely affect the

ongoing billing program and on achieving the connectivity later the same offline served bill

must be transferred automatically to server with all relevant information.

D. Device should have security features (i.e. password etc. for authentication) to make it user

E. Consumer’s billing data and other information required for spot billing should seamlessly

transfer between the remote server and OGSBM/PDA and vice versa.

F. The device must store billing as well as billed DATA till synchronization with remote

G. The device should have camera with capability of fetching clear images. Minimum

resolution of the camera should be 5 Megapixels with auto focus.

H. The device should have facility for data transfer/software transfer by GPRS confirming to

standard PC/server to communicate for uploading/downloading of billing data from/to

OGSBM/PDA in ONLINE MODE.

I. The application software should be connected with API or ODBC, to connect OGSBM/PDA

with Remote server through GPRS and send required billing parameters to server. Bill calculation

is to be carried out at server side and transmit the printable data to OGSBM/PDA for spot bill

printing. In the absence of GPRS connectivity the bill calculations and printing should be carried

out by OGSBM/PDA as standalone (OFFLINE) mode and as and when connectivity becomes

available, transmit the bill data from OGSBM/PDA to server. Application software should push

the bill data from remote server to MGVCL server in real time mode. The Application software

should have capability to re-check the offline data sent by OGSBM/PDA, for software version and

calculated elements of the bill. If any ambiguity is found, it should be stored in event logs for

analysis and effects in next billing. This Application Software will be provided by MGVCL.

J. The instrument should have in built security law to prevent the possibility of manipulation of

reading, change of slab system etc, as stated above.

K. The serial numbers of OGSBM/PDA should be software readable to keep track of meter

readers and their associated regions of work.

L. GPS enabled device to track the HHE/OGSBM/PDA movement in field and compare

coordinates of locations visited with master data on remote server.

SEAL AND SIGNATURE OF CONTRACTOR/AGENCY Page 26 of

MADHYA GUJARAT VIJ COMPANY LIMITED

Vishwamitri West Division, Old Padra Road, Vadodara –

Website: www.mgvcl.com ; Email: [email protected]

Descriptions of Work Approximate Quantity

“Outsourcing the services of

Meter reading through GPRS

based Mobile devices and On

Spot bill generation, on spot

printing of bills and on spot

delivery of bills with your 501120Consumers for

“Manpower, Mobile device, meter reading for SIX

Bluetooth Printer and MONTHS(Bio-monthly)

Stationary” using “Android WITH GST

requirement (Column-C of

Mobile Application, Web Based Schedule-‘B’)

Software and Server/Network

infrastructure of MGVCL” for

10 Nos. of Subdivisions of

Vishwamitri West Division

under Baroda City Circle”.

Offer Rs. 2944781.56 (in words) Rs. Twenty Nine Lacs Fourty Four Thousand

Seven Hundred Eighty One and fifty six Paisa Only.

SEAL AND SIGNATURE OF CONTRACTOR/AGENCY Page 27 of

MADHYA GUJARAT VIJ COMPANY LIMITED

Vishwamitri West Division, Old Padra Road, Vadodara –

Website: www.mgvcl.com ; Email: [email protected]

Following points are to be noted during the meter reading and consolidated report

of the same should be submitted.

Sr. Observation Code

1 Faulty Meters F

2 Metal Meter Box Not at Site BN

3 Meter Mismatch MM

4 Box Seal Broken BS

5 Body Seal Broken SB

6 Terminal Seal Broken TB

8 Meter at Height MH

9 Direct Supply DS

10 Glass Broken GB

11 Premises Locked L

12 Digit Not Clear / Visible DV

13 Permanent Disconnected X

14 Meter Change C

15 Round Over RO

16 Meter Inside MI

17 Meter down in box MD

18 Meter Lost ML

SEAL AND SIGNATURE OF CONTRACTOR/AGENCY Page 28 of