TENDER FOR WORK OF SPOT MONTHLY/BI-MONTHLY BILLING AND BILL DISTRIBUTION FOR SMART METER AT SITE FOR CONSUMERS OF VARIOUS SUB-DIVISION OFFICES UNDER SURENDRANAGAR DIVISION

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

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

4 Payment of tender fees at through RTGS/NEFT Only

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

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

On line ( e-tendering ) Tender offer

6 submission last Date 04/07/2026 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

8 Date: 04/07/2026 up to 18:00 hours. By RPAD or SPEED POST

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

Date 06/07/2026 @ 11:00 hours (if possible)

Date of opening of On Line Technical Bid at

Date 06/07/2026 @ 11:00 hours (if possible)

Date of on line opening of On Line Price bid,

Date-06/07/2026 @ 15:00 hours (if possible)

12 Validity of Bid 360 Days

Executive Engineer,

PGVCL,D.O.S’nagar

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

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

 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,D.O.S’nagar

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

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

Executive Engineer,

PGVCL,D.O.S’nagar

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

with any Officers of PGVCL, as otherwise the same would also amount to disqualification of the

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.

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 any reason.

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-

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 third parties.

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

Executive Engineer,

PGVCL,D.O.S’nagar

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

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 rubber stamp.

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

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

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

Executive Engineer,

PGVCL,D.O.S’nagar

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

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

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

GENERAL INFORMATIOS FOR BIDDERS

1.1 The "PGVCL" shall mean the Executive Engineer Surendranagar Division, PASCHIM GUJARAT VIJ

COMPANY LTD., having its corporate office at Nanamava Main Road, Laxminagar, Rajkot. With

expression shall unless repugnant to the context include its permitted assigns or successor /

authorized representatives.

1.2 The "Contractor" / Successful Bidders shall mean the Bidders, whose tender has been accepted by

the PGVCL for award of the contract and shall include his authorized representatives.

1.3 The "Engineer-in-Charge" shall mean the authorized officer of the PGVCL to act as Engineer-in-

Charge to supervise the work – for the purpose of the contract.

1.4 The "Specification" shall mean the tender forming a part of the contract along with Performa,

schedules and drawings.

1.5 The "Order" shall mean the official letter issued by the PGVCL, informing the bidder that his tender

has been accepted.

1.6 The "Contract" shall mean the agreement to be entered into by the PGVCL with the contractor

and shall include the commercial technical and general conditions, schedules, drawings and any

other conditions specifically agreed between the parties forming a part of the contract.

1.7 The "EMD" shall mean Earnest Money Deposit.

1.8 The "Contract Value" shall mean the total amount indicated in the contract agreement as per

1.8 The "Contract Value" shall mean the total amount indicated in the contract agreement as per

order placed by the PGVCL and calculated from the quantities indicated in the tender.

1.9 The "Completion Period" shall mean the period starting from the date of issue of "Order" and

required to complete the work in all respect.

1.10 The "Work" shall mean activities to carry out for the entire scope of this Tender.

1.11 “Inspector” shall mean the any person nominated by PGVCL from time to time to inspect the

works under the contract and/or duly authorized representative of the PGVCL “Letter of Award”

Executive Engineer,

PGVCL,D.O.S’nagar

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

shall mean the official notice issued by the PGVCL notifying the contractor that his bid has been

1.12 “Date of Contract” Shall mean the date on which Letter of award has been issued.

1.13 “Month” shall mean the calendar month day or days unless herein otherwise expressly defined

shall mean calendar day or days of 24 hours each.

1.14 “A Week” shall men the continuous period of seven days.

1.15 Electricity Rules: - All the works shall be carried out in accordance with latest rules under

Electricity Act-

2 PRE QUALIFICATION CRITERIA / ELIGIBLE CRITERIA FOR BIDDERS

Following documents are mandatory for the Bidders.

1. Work Completion certificate (by Order Issuing Authority only) with copies of Work Orders for the

similar works executed.

2. Memorandum of Association or partnership deed.

3. Document showing P.F. Number obtained by the bidder.

4. Power of attorney if any for signing the bid documents.

5. Latest solvency certificate issued by Nationalized or scheduled bank for a sum of Minimum 20% of

6. Registration Number under Shop and Estt. Act (If as case may be applicable)

7. PF Code Number allotted by concerned PF Authority

8. Labour License (If as case may be applicable)

9. Registration under ESIC (If as case may be applicable)

10. Type test certificates for Cable Box, Straight through Joints (In Case of UG Work Involved).

11. E. P. F. Registration in the name of bidder.

12. GST Registration Certificate in the name of bidder

13. PAN card in the name of bidder

14. Valid Labour Insurance Policy in the name of bidder

15. Latest bank solvency certificate from any Nationalized/Scheduled bank

16. Adhar Card (Optional) (In case of Bidding is done on Individual name)

3.0 INSTRUCTIONS FOR e TENDERING (ON LINE TENDERING) TO BIDDERS

3.1 Bidders willing to participate in tender will have to get themselves registered on website

www.nprocure.com

3.2 Bidders willing to participate in tender should have valid digital certificate / Digital Signature as per

Information technology Act 2000 using which they can sign their electronic bids. Bidders can also

procure the same from (n) code solutions, a division of GNFC Ltd., who are licensed certifying

authority by Govt. of India. Download tender Documents from PGVCL web site up to date shown

in the tender document.

3.3 For details regarding digital certificate and related training the below mentioned address may be

contacted (n) Code Solution A division of GNFC, 403, GNFC Info Tower, Bodakdev, Ahmedabad

Mob: 9327084190; 9898589652, E-mail: [email protected]

3.4 Bidders who already possess valid Digital certificate need not procure a new digital certificate.

3.5 Bidders can prepare and edit their offers number of times before tender submission date and time

as mentioned in these tender details table no1. After tender submission date and time, bidder

Executive Engineer,

PGVCL,D.O.S’nagar

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

cannot edit their offer submitted in any case. No written or online request in this regard shall be

3.6 Bidder shall submit their offer, i.e. Technical Bid as well as price bid in Electronic format on

website www.nprocure.com before the validity period mentioned in tender details Table no1.

3.7 Offers submitted without digitally signed will not be accepted.

3.8 Offers only in physical form will not be accepted in any case.

4 UNDERSTANDING AND CLEARIFICATIONS ON DOCUMENTS AND SPECIFICATIONS

4.1 All interested parties are requested to understand this Tender Document in detail in order to

comply with PGVCL’s requirements including but not limited to the Tender fees, EMD and

deadlines, selection criteria, selection methodology, scope of work, and minimum technical

4.2 The Bidder is required to carefully examine the specifications and documents and fully inform

himself as to all the conditions and matters which may in any way affect the Work or the cost

thereof. If any Bidder finds discrepancies or omissions in the specifications and documents or is in

doubt as to the true meaning of any part, he shall at once request in writing in advance before

filling in the tender, within the time limit as per Table no 1, for an interpretation / clarification by

the PGVCL Surendranagar Division office.

Then The PGVCL Surendranagar Division office will issue interpretation and clarifications as he may

think fit of such interpretations and clarifications, the Bidder may submit his bid but within the

time and date as specified in the Table no1. All such interpretations and clarifications shall form a

part of the specifications and documents, and accompany the bidder's proposal. In case of

difference of opinion about interpretation of specification etc. the decision of Executive Engineer,

Surendranagar Division will be final and shall be binding to the contractor.

4.3 Verbal clarifications and information given by the PGVCL or his employee(s) or his

representative(s) shall not in any way be binding on the PGVCL.

4.4 All interested parties requested to strictly abide by all terms prescribed in this RFP Document and

provide accurate information to the best of their knowledge without misleading PGVCL to be

considered for participation in this Project.

4.5 Bidders should be in touch with websites https://pgvcl.nprocure.com &www.pgvcl.com for

information regarding revision / corrigendum / Amendment in the Tender Document till due date of

online / off line submission and thereafter. No separate information shall be sent in this regards and

also not publish in newspaper.

5 TENDER FEES (Non Refundable & Non-transferable)

Existing rate of GST will be levied on following tender fees as per GST Rules in force during this

5.1 The Tender fees is payable, as per following Table, between the dates mentioned in Table no 1 , by

cash & DD or Banker’s Cheque Or RTGS/NEFT if total amount of Tender fees plus applicable GST is

cash & DD or Banker’s Cheque Or RTGS/NEFT if total amount of Tender fees plus applicable GST is

less than Rs 10,000/- or only by Demand Draft (DD), if the said amount is more than Rs 10,000/, in

favour of the Paschim Gujarat Vij Company Limited payable at Surendranagar on any Nationalized

/Scheduled banks

Executive Engineer,

PGVCL,D.O.S’nagar

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

Tender Fees in Present rate of Total Tender

Sr. No. Tender Amount

Above Rs 5,00,000/-

Above Rs 10,00,000/-

Above Rs 25,00,000/-

5.3 The tender fees once paid for tender document will not be refunded under any circumstances or

not transferred to other bidder.

5.4 The Tender Fees is Non-refundable under Normal Circumstances. However, if purchaser Company

decides to scrap/cancel the Tender, by one or another reason, in which Bidders are not

responsible for cancellation/scarp of Tender fee without GST amount may be refunded to

bidder(s), at sole discretion of the Purchaser Company

6 EARNEST MONEY DEPOSIT (EMD)

6.1 The EMD payable, between the dates mentioned in Table no 1, by cash if total amount of EMD is

6.1 The EMD payable, between the dates mentioned in Table no 1, by cash if total amount of EMD is

less than Rs 10,000/- or by Demand Draft (DD) or Banker’s Cheque, if the said amount is more

than Rs 10,000/-, in favour of the Paschim Gujarat Vij Company Limited payable at Surendranagar

on any Nationalized /Scheduled banks or by Bank guarantee from any Nationalized/Scheduled

nationalized bank decided by Government of Gujarat time to time only. The EMD Amount is 1 % of

the Tender Estimated Cost.

6.2 The money receipts of payment of Tender fees and EMD or DD or BG for tender fees & EMD

should be submitted in sealed cover & this cover shall be clearly marked “Tender fees & EMD

Cover for Tender no. ______” along with the name and stamp of bidder.

6.3 The EMD of all unsuccessful bidders except that of the successful bidder will be returned after

the award of the contract.

6.4 EMD of the successful bidder to whom a contract is awarded will be returned after the said

bidder pays the security deposit and signs the contract agreement.

6.5 If the successful bidder fails to submit a Security Deposit within 15 days from the date of LOA of the

contract or fails to sign the contract agreement then the EMD amount will be forfeited in favour of

PGVCL without any notice or and action for “Stop deal” will be initiated as decided by tender

inviting authority

6.6 No interest will be payable by the PGVCL on the above Deposit.

6.7 NSIC or any other certificate such Udhyam Registration, certificate of CSPO, certificate of DGS&D

should not be allowed for exemption of EMD payment in works/Service tender, Such

benefit/exemption is to be allowed in purchase/supply tender only.

Executive Engineer,

PGVCL,D.O.S’nagar

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

6.8 Tenders submitted without Earnest Money Deposit by the firms, who are not eligible for any

exemption, will be rejected without entering in to further correspondence in this regard and no

reference will also be made.

7 In case of On line Tenders

7.1 Technical & Commercial Bid cover:

7.1.1 Following documents are mandatory and to be in submitted through sealed cover. This cover

should be clearly marked “Technical & Commercial Bid Cover for Tender no. __________” along

with the name and stamp of bidder

1 Attested Copy of successful work Completion certificate

2 Attested copy of Memorandum of Association or partnership deed.

3 Attested copy of document showing P.F. Number obtained by the bidder.

4 Attested copy of power of attorney if any for signing the bid documents.

5 Attested copy of latest solvency certificate issued by Nationalized or scheduled bank.

6 Attested Copy of registration Number under Shop and Estt. Act (If as case may be applicable)

7 Copy of PF Code Number allotted by concerned PF Authority

8 Copy of Labour License (If as case may be applicable)

9 Copy of Registration under ESIC (If as case may be applicable)

10 All Annexures of this tender documents, duly signed by the bidder, in chronological order only.

11 Certificate – A

12 Copy of Tender Document duly signed and stamped on each page.

13 The contractor shall have a separate provident fund code of RPFC and the Contractor who do not

possess separate P.F. Code shall not be considered for acceptance of tender.

14 Contractor has to submit such certificate showing separate P.F. Code along with tender.

15 Copy of documents mentioned in Section 1, Clause No. no 2 of this tender.

7.2 Commercial / Price Bid:

7.2.1 The bidder must clearly quote their rates in Schedule – B of this tender, in percentage above

than, below than or equal to, the tender rate in figure as well as in words. The bidder should

specify whether the quoted rates are with or without prevailing taxes, if applicable, in force at that

time, The bidder must work out the total price of their tender offered accordingly and the total

amount should be clearly written in words & figure, in case of any discrepancy whatever written in

words shall prevail. Company shall at liberty to decide the matter as it deem fit.

7.2.2 In case of non SOR rate, Item wise rate should be mentioned and item wise rate will be consider

for the lowest party.

7.2.3 Further bidders, for “On line tenders”, are requested to submit price – bid on-line only and not to

submit the price bid in physical form. This is mandatory. If price bid is submitted in physical form,

same will not be opened and only on-line submitted price bid will be considered for evaluation. In

On Line price Bid, GST is to be mentioned in separate raw/Column.

PGVCL reserves the right to reject any OR all tenders without assigning any reasons thereof.

8 In case of Off line Tenders

8.1 Technical Bid cover

8.1.1 All the documents as specified in Section I Sr. no. 7.1 are mandatory and to be in submitted

through sealed cover. This cover should be clearly marked “Technical Bid Cover for Tender no.

__________” along with the name and stamp of bidder

Executive Engineer,

PGVCL,D.O.S’nagar

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

8.2 Commercial / Price Bid cover:

8.2.1 All the documents as per Section 1 Sr. No. 8.2.2 & 8.2.3 are mandatory and should be submitted in

sealed cover. This cover shall be clearly marked “Commercial Bid Cover for Tender no. ______”

along with the name and stamp of bidder

8.2.2 The bidder must clearly quote their rates in Schedule – B, attached with this tender, in percentage

above than, below than or equal to, the tender rate in figure as well as in words. The bidder

should specify whether the quoted rates are with or without prevailing taxes, if applicable, in force

at that time, The bidder must work out the total price of their tender offered accordingly and the

total amount should be clearly written in words & figure, in case of any discrepancy whatever

total amount should be clearly written in words & figure, in case of any discrepancy whatever

written in words shall prevail. Company shall at liberty to decide the matter as it deem fit.

8.2.3 In case of non SOR rate, Item wise rate should be mentioned and item wise rate will be consider

for the lowest party.

8.2.4 No deviation in terms & condition in Schedule-B and Technical Specification will be entertained. All

the documents related to this Tender shall be final and binding to all the bidders. Any ignorance

for this shall not relieve the contractor from their contractual liability arising as per Tender

9. The works referred herein shall cover the entire scope of the Tender.

10. The issuance of bid document would not mean that the bidder has qualified for the bidding. Hence

bidders should ensure themselves of their credentials before submitting their offer.

11. Executive Engineer, PGVCL, Surendranagar Division reserves the right to spread the order if

12. Does not anticipate change in the PGVCL ownership during the proposed period of work.

13. AMENDMENT TENDER

13.1 At any time prior to the deadline for submission of bids, as mentioned in Table1, PGVCL may, for

any reason, whether at its own initiative or in response to a clarification requested by a respective

bidder, modify the bidding documents by amendments.

13.2 The amendment will be notified, only on PGVCL Website & n-procure website in case of on line

tender, PGVCL will bear no responsibility or liability arising out of noncompliance of the same in

time or otherwise.

13.3 Such amendments, clarification etc. shall be binding on the bidders and will be given due

consideration by the bidders while they submit their bids and invariably enclose such documents

as a part of the bid.

14. SUBMISSION OF TENDERS

14.1 Follow all the instructions narrated this tender document for submission and no any further

communication in the matter will be entertained.

The Bidders must ensure that all the Annexures are completely filled in their tenders and the

information called for is given in totality. A set of complete tender documents is required to be

submitted duly signed and stamped by authority competent to sign on behalf of bidder on each

page as a token of unconditional acceptance to the conditions of various clauses of tender

documents. The bidder's bid and the documents attached there to shall be considered for forming

part of the contract documents.

Executive Engineer,

PGVCL,D.O.S’nagar

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

14.2 For “On Line Tenders”

14.2.1 Tender Papers & Specifications may be down-loaded from Web site

https://pgvcl.nprocure.com (For view, download and on line submission) and PGVCL web site

www.pgvcl.com (For view & down load only).

14.2.2 The bidder has to follow instruction given in this section point no 4 to 7. Both these covers, as

mentioned in this section point no 6.2, 7.11, should be submitted in one main cover, this cover shall

be clearly marked “EMD Cover, Technical _Commercial bid covers for Tender no. __________” along

with the name of the Bidder and his address.

 Price bids to be submitted ON LINE only before time limit specified in “Tender Details” Table no1 of

14.3 For “Off Line Tenders”

14.3.1 Tender Papers & Specifications may be down-loaded from PGVCL web site www.pgvcl.com (For

view & down load only).

14.3.2 The bidder has to follow instruction given in this section point no 4 to 8. All these three covers, as

mentioned in this section point no 6.2, 7.11, 8.2 ,should be submitted in one main cover, this cover

shall be clearly marked “EMD Cover, Technical , Commercial bid covers for Tender no. __________”

along with the name of the Bidder and his address.

This main cover must be submitted physically, within time limit as mentioned in table no1, by

registered Post A.D. or Speed Post only, “NO COURIER SERVICE OR HAND DELIVERY” will be allowed,

to following address:

Executive Engineer,

PASCHIM GUJARAT VIJ COMPANY LTD.,

Surendranagar Division,

Address:- Nr. Shiv Hotel S T Stand Road Surendranagar.

15. REJECTION OF TENDER:

15.1 The Bidders is expected to examine all instructions, terms, conditions, schedules and other details

called for in this specification and keep himself fully informed about all which may, in any way,

affect the work, or cost thereof. The bidder should sign on each page of tender documents , as

mentioned in Section 1 point no. 2.15, failure to furnish the required information or submission of

tender not as per the specification will be at the Bidders risk may result in rejection.

15.2 The offer is liable summarily rejected if it contains.

a) Deviation/Addition/Alternations/Omissions in bidding schedules.

b) Deviation and contradictions to the terms and conditions specified in this tender.

15.3 If any bidders firm or/and partner or proprietary firm anywhere in companies (PGVCL, UGVCL,

PGVCL, GETCO, DGVCL, GSEC) under GUVNL are under criminal investigation for any kind of fraud

for public and theft of material or/and with handlings the material and any civil and/or criminal

case pending at any stage than offer of such bidder /firm will be out rightly rejected.

15.4 Bids submitted after the time and date fixed for the receipt of bids as set out in the Table no1,

shall be rejected.

15.5 Any deviation found in Data/Details/Documents between online offer (e-tendering) and physically

submitted documents of bidder, offer of the same shall be liable for rejection at the discretion of

Executive Engineer,

PGVCL,D.O.S’nagar

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

15.6 The Bidders shall specifically note that any over writing or corrections or manuscript in the bid

shall be ignored and will not be considered authentic unless same are signed with Bidder's

Stamp/Seal as mentioned in Section

15.7 Conditional bids shall not be accepted.

15.8 DELAYED AND LATE TENDERS:

No tender shall be accepted/opened, as mentioned in the Table no 1, in any case which are received

after due date and time of the receipt of tender irrespective of delay due to postal services of any

other reasons and company shall not assume any responsibility for late receipt of tender. Any

correspondence in the matter will not be entertained.

16. LANGUAGE OF THE TENDER

All information in the bid shall be in English. Information in any other language shall be

accompanied by its translation in English. Failure to comply with this may disqualify a bid. In the

event of any discrepancy in meaning, the English language copy of all documents shall govern.

17. SIGNATURE OF BIDDER

17.1 The bid must contain the name, residence, address and place of business of the person or persons

making the bid and must be signed and sealed by the bidder with his usual signature. The name of

all persons signing should also be typed or printed below the signature.

17.2 Bids by corporation/ company must be signed with the legal name of the corporation/ company by

the President, Managing Director or by the Secretary or other person or persons authorized to bid

on behalf of such corporation/ company in the matter.

17.3 A bid by a person who affixes to his signature the word 'President', 'Managing Director' 'Secretary',

'or other designation without disclosing his principal will be rejected.

17.4 Satisfactory evidence of authority of the person signing on behalf of the Bidder shall be furnished

17.5 The Bidder's name stated on the tender shall be exact legal name of the firm.

17.6 Erasures or other changes in the bid documents shall be over the initials of the person signing the

17.7 The bidder should sign, as described above, on each page of tender documents & then they have

to submit this tender documents.

18. PRICE BASIS CURRENCY AND PAYMENTS

Bidder shall indicate bid prices in Indian Rupees only.

19. EFFECT AND VALIDITY OF TENDER

The bid should be kept valid for a period of 120 DAYS from the date set for opening of the

20. EVALUATION AND COMPARISION OF TENDERS

Generally the qualifying price bids, Bid price shall mean the bid price quoted by each bidder in his

bid for the complete scope of works including all duties and Taxes, will be evaluated by the PGVCL

to ascertain the best and lowest evaluated bid in the interest of the PGVCL, for the complete

works covered under these specifications and documents.

Executive Engineer,

PGVCL,D.O.S’nagar

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

21. ARITHMETICAL ERRORS

Arithmetical errors will be rectified on the following basis:

If there is a discrepancy between words and figures, the amount in words will prevail. If there is

discrepancy between the unit price and the total price which is obtained by multiplying the unit price

and quantity, or between sub-total and the total price, the unit or sub-total price shall prevail, and

the total price shall be corrected. In case of discrepancy between sub-total price obtained by adding

various prices in the schedule and the sub-total price indicated for that particular schedule, the sub-

total obtained by addition of various arithmetically corrected prices would be considered for

However, the PGVCL shall be entitled to award the contract at the lowest of the prices arrived at

from various schedules, identified for that purposes, in the bid proposal sheets. If the bidder does not

accept the correction of the errors as above, his bid will be rejected.

22. AWARD OF CONTRACT

22.1 Notification of award of contract will be made in writing to the successful bidder by the PGVCL.

22.2 The contract will be awarded to the best qualified and responsive bidder offering the lowest

evaluated bid in conformity with requirements of these specifications and documents and PGVCL

shall be the sole judge in this regard and subject to the provisions of these instructions to bidders

and other terms and conditions detailed out in these documents and specifications. A responsive

bid is one which accepts all terms and conditions of these specifications and documents without

any modifications.

22.3 PGVCL Reserves the right to award separate contract to two or more parties in line with the terms

and conditions specified in the specification.

23. ADDITIONAL DOCUMENTS:

At the time of evaluation of tender PGVCL Surendranagar Division office may ask bidder to submit

required documents other than mentioned in section I Point no 2., if required.

24. COMPLETION PERIOD

The contractual period for execution of the work stated in Schedule – B of this Tender consist

________ Days. The commencement date of Order shall be Date of issue of the Order.

25. VENDOR REGISTRAION

Vendor registration must be require for applying tender. Tender is not accepted without Vendor

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/

Executive Engineer,

PGVCL,D.O.S’nagar

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

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/

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 rejection.

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

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.

Executive Engineer,

PGVCL,D.O.S’nagar

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

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 along with 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

Executive Engineer,

PGVCL,D.O.S’nagar

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

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

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. 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.

3. 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

4. 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 365+30

days after the completion of the entire contract work period.

5. 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

6. 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.

Executive Engineer,

PGVCL,D.O.S’nagar

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

7. 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.

8. 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 bidder.

(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 365 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 30 days force Majeure shall still

continue, the contract shall terminate.

9. 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.

Executive Engineer,

PGVCL,D.O.S’nagar

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

(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 the

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, who 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, and no

claim to arbitration has been communicated to him by either party within thirty (30) 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 provided.

f) All of the above conditions are subject to Surendranagar 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

Executive Engineer,

PGVCL,D.O.S’nagar

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

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

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

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

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.

Executive Engineer,

PGVCL,D.O.S’nagar

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

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.

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,D.O.S’nagar

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

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

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

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

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 advance.

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

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.

Executive Engineer,

PGVCL,D.O.S’nagar

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

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

basis for the respective cycle.

Bill Date MR No. Book No No. of bills No. of bills issued Bill amount No. of Bills not

received to consumers 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

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

 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.

Executive Engineer,

PGVCL,D.O.S’nagar

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

 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 order.

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.

SPECIAL TERMS AND CONDITIONS

Electricity being a very important utility, there is a constant need of improving the facilities available and

making them commercially viable. It is felt that the deficiencies of the existing network may be studied

and then remedial measure be taken accordingly. It is therefore considered that in order to improve the

efficiency of the existing system, there is need to establish a comprehensive data relating to electrical

distribution networks and its consumers. For this, the Pashchim Gujarat Vij Company Ltd (hereinafter

called PGVCL) wishes to outsource “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 of

software and Server/Network infrastructure of PGVCL” for 11 Nos. of Sub divisions of surendranagar

SPOT BILLING SYSTEM

The specification covers outsourcing services of Spot Billing System and its accessories meant for

carrying out spot billing for LT category of consumers. The Spot Billing System shall enable meter

reading activities by transferring relevant consumer information database from billing system, like

consumer number, address, area route code, meter number, phase, load, MF, old meter readings,

meter status, old status, category, arrears (if any) etc.

The PGVCL wishes to outsource “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

Executive Engineer,

PGVCL,D.O.S’nagar

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

device, Bluetooth Printer and Stationary” using “Android Mobile Application, Web Based Software and

Server/Network infrastructure of PGVCL” for 11 Nos. of Subdivisions of surendrangar division”.

The Spot Billing system shall consist of Android Based Personal Digital Assistant (PDA) or smart phone

with GSM/GPRS modem and Bluetooth portable Impact Dot Matrix printer (PP), connected to each

other suitably. This scheme of two independent units provides for redundancy and better equipment

utilization in the event of failure of any one unit. Android based GSM/GPRS based Personal Digital

Assistant (PDA) or smart phone fulfilling the Functional and Technical specifications of Tender Document

can be considered for spot billing system. The Android based PDA with Bluetooth Portable Impact Dot

Matrix printer, PDA with PP or other new technologies satisfying required criteria will be hereinafter

called Online (Real Time) GPRS based Spot Billing Machine (OGSBM).

(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 PGVCL 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 PGVCL before its use in the field.

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

Vodafone/BSNL/Airtel/Idea/Aircel 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 PGVCL

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 PGVCL before its use in the field.

[III] PAPER ROLLS:

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

papers of slips should be approved by PGVCL 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

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.

Executive Engineer,

PGVCL,D.O.S’nagar

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

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

PGVCL. While on duty, ID card should be hung around his/her neck in such a way that it is easily visible.

F. PGVCL 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

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 PGVCL.

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

PGVCL 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 PGVCL by

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 courteous.

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 PGVCL shall maintain utmost decency . Any

ill behavior noted by the Sub-Divisional officer concerned may lead to immediate termination of services

of the Contractor.

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 PGVCL 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.

[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.

Executive Engineer,

PGVCL,D.O.S’nagar

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

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 area/village.

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

distribution in defined areas of PGVCL 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

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

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 PGVCL. Meter faulty, Meter not readable, Seal broken etc. the bidder shall report these

exceptions / observations in separate report to respective subdivision/division/circle of PGVCL.

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 PGVCL 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 PGVCL 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 PGVCL 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.

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

M. You shall ensure regular and prompt uploading/ downloading/Push up of meter reading data to the

PGVCL’s billing system/Server. PGVCL reserves the right to amend the meter reading schedule as and

Executive Engineer,

PGVCL,D.O.S’nagar

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

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

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

Q. PGVCL 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 schedule.

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 PGVCL.

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 PGVCL’s Staff.

V. PGVCL 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.

PGVCL’s scope of work:

[I] BILLING SOFTWARE and ANDROID BASED MOBILE APPLICATION:

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

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

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

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

[II] SERVER INFRASTRUCTURE:

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

[III] NETWORK INFRASTRUCTURE:

PGVCL will provide Network Connectivity for connecting OGSBM/PDA/Mobile devices in the field to

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

Vodafone/BSNL/Airtel/Idea/Aircel etc. shall be the Agency’s Responsibility, and recurring charges of same

to be borne by Agency.

A. PGVCL 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

Executive Engineer,

PGVCL,D.O.S’nagar

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

OGSBM/PDA within 7 days on receipt of required database for uploading the same in the OGSBM/PDA

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

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

E. Cycle wise billing Programme of Sub Division will be provided by PGVCL once and as per scheduled,

Billing Programme has to be carried out by Agency. Delay in billing Programme will be penalized

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 specific.

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 server.

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

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 PGVCL

server in real time mode. The

Executive Engineer,

PGVCL,D.O.S’nagar

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

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 PGVCL.

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.

SCHEDULE – “ B “

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

report of the same should be submitted.

Sr. Observation code CODE

1 Faulty Meters F

2 Metal Meter Box Not at Site BN

3 Meter Mismatch MM

4 Box Seal Broken BS

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

Executive Engineer,

PGVCL,D.O.S’nagar

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

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-

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

No. consumer / per with Tax

1 Surendranagar Per 6.00 Rs. IN As per program

Surendranagar Division office consumer / URBAN copy given by

circle office Per bill Subdivision office

2 Per 7.00 Rs. IN

consumer / RURAL

3 Per 12.50 Rs. IN

consumer / AG AREA

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

Executive Engineer,

PGVCL,D.O.S’nagar

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

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

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

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.

Executive Engineer,

PGVCL,D.O.S’nagar

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

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

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:

Executive Engineer,

PGVCL,D.O.S’nagar

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

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:

Executive Engineer,

PGVCL,D.O.S’nagar

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

Executive Engineer,

PGVCL,D.O.S’nagar

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

Executive Engineer,

PGVCL,D.O.S’nagar

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

Executive Engineer,

PGVCL,D.O.S’nagar

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

Executive Engineer,

PGVCL,D.O.S’nagar

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

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

Executive Engineer,

PGVCL,D.O.S’nagar

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