Annual work of spot monthly/bi-monthly billing at site for approx. 38,500 consumers under 4 nos. of sub-division of Halwad Division, under Circle Office, Morbi

4 Estimated cost in Rs. Rs.25,00,000/-

5 Earnest Money Deposit amount in Rs. Rs.25,000/-

6 On line ( e-tendering ) tender / offer submission last

date up to 18.00 hours only (This is mandatory)

7 Physical submission of all the relevant

documents and samples, last date up to 20-03-2026

18.00 hours. By RPAD or SPEED POST only

8 Date of opening of Tender fee , EMD cover &

Technical bid physical as well as on – line opening at 23-03-2026

9 Tentative Date of on – line opening of

Price bid at 12.00 Hours

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

TENDER SPECIFICATIONS

1) Bidders have to submit their offer in 2 (Two Bids) duly sealed cover separately, i.e.

a) Technical Bid

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

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) Rs.1000/- with 18% GST Rs.180/- is Total Rs.1180/- should

invariably be paid through online mode only; otherwise offer will be ignored out rightly. The

envelope shall be addressed to The Superintending Engineer, PGVCL, Circle office; Morbi and

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

EMD Rs.25000/- should invariably be paid through online mode RTGS/NEFT only otherwise offer

will be ignored out rightly. The envelope shall be addressed to The Superintending Engineer,

PGVCL, Circle office; Morbi and PGVCL will not be responsible for the transit loss or

“Tender fee Demand Draft & EMD Demand Draft must be kept in the cover of EMD;

otherwise supplier’s offer is liable as rejected”

All the relevant documents as per requirement of the Tender to be submitted physically along with

the receipt transaction of Tender Fee & EMD, in sealed cover on or before due date and time. All

such documents should be strictly submitted by RPAD/speed post only. Otherwise the offer will

not be considered and no any further communication in the matter will be entertained. Also tender

no. & last date of submission must be mention on tender cover. The Following tender document

submits in 2 separate sealed cover.

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

Also clearly mention “Tender Fee & EMD” on the cover.

Includes all the required Technical documents with “Technical Bid” on cover No.

All Two covers are included in one Big cover & subscribe on this cover “Tender No.

& Due Date” All the covers are opened stage wise undersign have rights to reject any

party at any stage without given any reason thereof.

6) POST TENDER CORRESPONDENCE / ENQUIRIES:-

Any correspondence or enquiry subsequent to opening of Technical and Commercial bids

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

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

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

amount to disqualification of the tender.

7) JURIDICTION :

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

Contract if concluded shall be subject to the exclusive jurisdiction of the court under whose

jurisdiction the place from which the tender / acceptance of tender is issued, is situated i.e.

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

tender. 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 arise 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.

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

10) OBJECTIVES:

It is proposed to start monthly/bi-monthly spot billing work using GPRS Base Personal Digital

Assistant (PDA) with Blue Tooth Printer in Subdivisions of Halwad Divisions under Circle

Office Morbi, all logical software for billing, tariff and exceptional reading detection will be

lodged along with consumer past billing database. PDA will print bill on the spot with blue

tooth printer and these computerized bills will be delivered to consumer at site. All billing data

collected in field will be automatically updated in GPRS server however for offline billing all

bills to be updated in GPRS after coming to connectivity area within same time.

Billing cycle will be monthly or bi-monthly as directed billing to be completed. Monthly billing

to be started on 11th of each month without fail and completed on or before 20th of each month

& Bi-monthly billing program to be started on or before 21st of each month but to be completed

on or before 10th of next month without fail.

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 Sub Division office. If any correction is required, same may be done with the

approval of engineer in-charge of sub-division.

II. 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.

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

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

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

engage manpower to visit all consumers of assigned area with PDA and Blue Tooth 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.

IV. Representative of the bidder will issue bills created using PDA and Blue Tooth Printer on the

spot after taking the meter reading. Bills will be printed on pre-printed 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/Code in rubber

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

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

VI. 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 and other observation provided by PGVCL time to Time .

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”)

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

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

of last three months.

ii. Any form of tampers or irregularities in detail.

iii. Discrepancies in usage, purpose and tariff amendments.

iv. Unbilled consumer’s details.

VIII. All billing data collected through PDA/Blue Tooth Printer during the day will have to be

ensured online updated in GPRS server, for offline billing same day data to be updated after

coming of connectivity area on same time 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.

IX. The bidder is required to submit samples of printouts form by PDA/Blue Tooth Printer along

with technical bid.

X. 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 PGVCL has right to terminate the contract without showing any reason with one

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

actual work carried out.

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

XII. The software in PDA and Blue Tooth Printer to be ensured from IT department and L1/L0

Champion of PGVCL/GUVNL within 20 days from issue of order. Extension will be

subjected to approval of SE-Circle Office, Morbi limited to 10 Days.

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

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

mandatory; if bidder is not ready to carry out the work then division has to carry out the work

by outside agencies on existing reasonable rate dully approved by circle office.

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

duly signed by SDO’s of respective sub division and authorized representative of Billing

Bids are invited in two parts

(a) Technical Bid.

(b) Price Bid. –Only on line submitting

Superintending Engineer

PGVCL, Circle Office, Morbi.

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

SCHEDULE – “ C “

Taking monthly / bimonthly meter reading of L.T. consumers of 4 Nos. of sub-divisions of Halwad

division, as mention under, of PGVCL by PDA/Blue Tooth Printer, generate and print bills and

serve the same to consumers on spot. Ensuring billing date in GPRS Online server 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 PGVCL/ GUVNL is to be used in PDA/Blue Tooth Printer and carry out the work

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

Sr. Name of Name of Area Nos of Total Unit Rate Per consumer / GST Total Rate

No. Circle. Division consumers per Bill with GST

(approx). consumer

1 Morbi Halwad Halwad Monthly/ Per Urban- Rs.

Taluka- Bi-monthly- consumer / Rural- Rs.

Urban 38500 Per bill Agriculture- Rs.10.00

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

Superintending Engineer

PGVCL, Circle Office, Morbi.

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

This agreement is made at Morbi on the_____ Day of _________between ______ (hereinafter

referred to as “The Contractor” which expression shall unless excluded by or repugnant to the context

included its successors or permit assigns) of the one part and the PGVCL having the Head Office, At

Nana Mava main road, Laxminagar, Rajkot (hereinafter called “The PGVCL” which expression shall

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

Whereas the aforesaid PGVCL has accepted the tender of the aforesaid contractor

for __________________________. as per PGVCL’s LOA Order No_____________________

hereinafter called “The works” and more particularly desorbed enumerated or referred to in

specifications, terms and other letters and schedule or price which for the purpose of identification

have been signed by The Executive Engineer PGVCL, Division Office, Morbi on behalf of the PGVCL,

a list where of is made out in the schedule here under written and all of which said documents are

deemed to form part of this contract and include in the expression “The Works” wherever herein

used,upon the terms and subject to the conditions hereinafter mentioned. And whereas the PGVCL has

accepted the tender of the contract for _______________________. up on the terms and subject

to the conditions herein mentioned.

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

or which are implied therein of there form respectively or are reasonable necessary for the completion

of the work as mentioned and at the time in the manner and subject to the terms and conditions

and stipulation contained in this contract and in consideration on the due provision, executions,

contusion and completion of the work agreed to by the contractor as aforesaid the PGVCL both

hereby convenient with the contractor to pay all the claim of money as and then they become due

and payable to the contractor under provision of the contract such payment to be made at such times

in such manner as is provided by the contract.

The conditions and convenient stipulation herein before in this contract are subject to and without

prejudice to the right of the PGVCL to enforce for delay and or any other right to reject and cancel

on defaulter breach by the contract of the conditions and the convenient as stipulated in the

general conditions specifications form or tender schedule drawing etc., attached with the PGVCL Order

The contract value extent of providing service, specifications as other relevant matters may

be altered by mutual agreement and if so altered shall to be deemed of constructed to mean and

to effect or alter other terms and conditions of the contract and the contract so altered or revised

shall be and shall always be deemed to have been subject.

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

List of documents forming part of the contract:-

In witness where of the parties here to have set their hands and seal this day and

month year first above written.

1.Signed sealed and delivered by for

and behalf on the presence of name

1.Signed sealed and delivered by for

And on behalf of PGVCL.

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

In consideration of the Paschim Gujarat Vij Company Limited hereinafter

known as the PGVCL having given contract for the work of

___________________ as per Work Order ________________aand all future

contract that may be awarded to me in the next one year and in terms of the

condition in Clause 33 of the PGVCL tender and contract for work.

I, ____________ residing at ____________ by this Bond bind myself

responsible for and shall pay compensation to my workmen payable under the

workmen’s compensation Act-1923 (viii of 1923) hereinafter called the said Act for

death or injuries caused to the workmen engaged by this presents, if such

compensation is paid by the PGVCL as principal under such Sub-Section )1) of

Section 12 of the said Act on behalf of me, to pay such amount of compensation on

demand within 48 hours to the PGVCL that it might have to send as legal and other

incidental charges in defending any suit or action arising out of the death of injuries

in regard to compensation paid to the workmen or heir of the deceased workmen.

For the condition of the said written bond is such as a suit or action arising out

of the death on injuries to the workmen engaged by me. During the execution of the

work of said contract and all future contracts that may be awarded to me in the next

one year is filed by the worker against the PGVCL.

I, _____________ shall reimburse to the PGVCL such sum that the PGVCL is

required to the spend as legal and other incidental charges in defending such suit or

action and also the amount that may be ordered to be paid to the worker/or his heir

as compensation and that the above written bind shall remain in full force and virtue

till the PGVCL is required to defend such suit or action filed by the workers and or

heirs against the PGVCL.

Signature of the Executant

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

A. Technical Bid:

Technical Bid should contain in sealed cover:

1. QUALIFYING REQUIREMENT FROM BIDDER:

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

Telecommunications/Gas/ Water meter reading work) with HHE billing work/PDA-Blue

tooth Printer in any Government / Semi government / reputed private firm, for at least

50,000 consumers per month/ 1,00,000 consumers in bi-monthly billing (in a single

financial year) for at least one year or more. The bidder has to produce the experience

certificate of satisfactory completion of order from the firm along with copy of the work

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

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

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

by any subsidiary company of G.U.V.N.L and by any government, semi-government PSU.

II. The bidder should have annual turnover 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 as per prevailing GST, 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.

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

2. VALIDITIES OF THE OFFERS:

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

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

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

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

for out rejection without entering in to further correspondence in this regard and no reference

will also be made.

3. PAYMENT TERMS:

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

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

division processed for payment as per procedure of P.G.V.C.L. Payment will be made within

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

concerned division office.

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

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

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

is delayed beyond two days and calculated by formula as under:

Penalty = 0.01 x Delay in Days x {Assessment of the consumers affected}

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

assessment of the consumer is about Rs. 4000/-, the penalty will be as under:

Penalty = 0.01 x 3 Days (Five Days – Two Days) x 4000/-

For any abnormalities/issues in billing agency has to inform immediately in writing the

reasons which may be responsible for Delay billing from either side, The concern SE and

AO-R will take proper decision in the case of penalty with due justification for which

records to be maintain.

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 penalties are

 Two times of correct bill amount for any irregularities

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

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. In case of such irregularities penalties are

 Two times of correct bill amount for any irregularities

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 by PGVCL may be issued for two years.

III. 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.

5. POST TENDER CORRESPONDANCE/ENQUIRIES:

Any correspondence or enquiry subsequent to opening of technical and commercial bids is not

desirable, if the same is indulging in to, it will be considered for disqualifying the tender. The

tenderer will be required to abstain from pursuing / canvassing the matter, directly or

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

disqualification of the tender.

6. SECURITY DEPOSIT:

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

contract price within 7 days after receipt of LOA at PGVCL, Circle Office, Morbi. The

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

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

7. IMMEDIATE IMPLEMENTATION OF TARIFF / DATA FORMATE :

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

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

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

liable for penalty.

8. COMPLIANCE OF LAW:

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

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

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

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

9. 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 Executive Engineer of Division Office.

10. FORCE MAJEURE:

Force majeure 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 majeure that arise after the date of the notification of a ward.

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

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

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

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

The bidder shall notify the Engineer-In-Charge of the steps he proposes to take, including

any reasonable alternative means for performance, which is not prevented by force

Majeure. The bidder shall not take any such steps unless directed to do so by the

Engineer-In-Charge.

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

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

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

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

Majeure shall still continue, the contra ct shall terminate.

11. PARTY’S DEFAULT:

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

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

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

good such failure or neglected.

(b) If the bidder:

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

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

Charge’s written consent, or

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

(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 sums then due to bidder as at the date of terminal.

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

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

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

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

any balance due to the bidder.

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

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

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

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

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

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

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

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

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

minimum 36 months from the date of stop dealing order.

(h) Bidder has to ensure require PDA/Blue Tooth Printer for timely billing and also ensure spare

considering damages, repair. So, billing cannot be a affected due to lack of devices.

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.

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

(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

(f) All of the above conditions are subject to MORBI District jurisdiction only.

(g) Bidder may provide any difficulties immediately in writing as to justify the any

abnormality in billing etc. and to have proper resolution of dispute.

13. INSURANCE :

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

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

force up to contract.

14. ARBITRATION :

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

and / or in connection and / or in consequences or relating to this contract whether or not

obligation of either of both parties under this contract be subsisting at the time of such dispute

and whether or not this contract has been terminated or purported to be terminated or

completed, shall be referred to the mutually agreed arbitrator under Indian Arbitration Act

1996. The award of the arbitrator shall be final and binding on the parties to this contract.

15. AGREEMENT AND BOND:

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

prescribed form after the receipt of LOA within 15 days. The conditions, specifications, price-

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

done by Superintending Engineer, Circle Office, Morbi behalf of PGVCL. You have to

execute bond of value as per norms.

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

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, Morbi, 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 with PDA and Blue Tooth Printer and spot

billing of consumers of various sub-division of Division office, Morbi of PGVCL, Circle

Office, Morbi as per the program given by Dy. Engineer 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 monthly billing cycle should be completed

with 10 days and bimonthly billing cycle in 20 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. Morbi only.

19. CONDITION OF CONTRACT :

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

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

will form part of this contract.

20. TIME SHEDULE:

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

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

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

software, testing of PDA/Blue Tooth Printer etc. to be done. All the sub-divisions allotted

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

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

submission with genuine reason for extension not more then 15 days & if bidder cannot 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 month, 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.

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/GST and other tax if any time to time 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 Superintending Engineer, Circle Office, Morbi is reserve the rights to reject / accept

any tender without giving any reason.

: LIST OF DOCUMENTS MUST BE ATTACHED WITH TECHINCAL BID :

1. Attested copy of “PAN CARD”

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

3. Attested copy of Service Tax Registration No.

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

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

be submitted along with the bid.

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

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

of schedule “B”

8. Samples of print outs form by PDA/Blue tooth printer, if any work

9. Partnership dead / MOA

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

Note : 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.

Superintending Engineer

PGVCL, Circle Office, Morbi

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

ANNEXURE – “ A “

-: Guidelines for the Spot Billing through GPRS System:-

1. 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 the Bill Books on daily

2. 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 in

HHE & 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.

3. Spot Billing Agency verifies consumer number and staple the bill HHD calculated bill to the

regular bill being served to the consumers.

4. 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)

5. 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.

6. 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.

7. If the meter is in the locked premises then second attempt of meter reading should be carried

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

found locked then the Meter status “L” is given and there after the bill should be prepared and

handed over or / dropped into the consumer premises. Every working day supervisor of the

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

of consumer grievances.

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

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

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

9. At the end of the day, Spot Billing Agency must bring the data of PDA to the sub-division and

sub-division upload the data on PC be transfer 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.

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

basis for the respective cycle.

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

Date received issued to not prepared

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

Division office& Spot

12. 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.

13. 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.

14. 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.

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

15. 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.

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

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

Billing Agency.

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

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

report in excel sheet.

 MMB not found.

 MMB Seal not found.

 MMB Seal broken.

 Meter Terminal cover not found.

 Meter Terminal Cover seal not found.

 Meter Glass tempered- broken.

 Meter Body Seal broken.

 Meter fixed without MMB

 Electro Mechanical meter found at site.

 Meter Digit not Clear/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.

 Meter Down in box

 Meter Mismatch

 Normal Reading

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

18. 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 daily Billing in form of Input File and if deem fit

to Sub Division office, they will correct the master.

19. For Change in the Spot Billing Guidelines, Morbi circle office AFFIRMATIVE

CONFIRMATION IS REQUIRED.

20. The Bills served at site by Spot Billing Agencies should be cleared within stipulated period

specified in the order.

Superintending Engineer

PGVCL, Circle Office, Morbi

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

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

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

physically along with the Tender Fee & EMD cover in sealed cover on OR before due

date and time . All such documents should be strictly submitted by RPAD/speed post

only. Otherwise the offer will not be considered and no any further communication in

the matter will be entertained.

Any deviation found in Data / Details / Documents between on line offer (e-tendering)

and physically submitted documents (Tender document fee, EMD, Vender

Registration, Technical and commercial documents etc.) of bidder, offer of the same

bidder will not be considered and no any further communication in the matter will be

Further bidders are requested to submit price – bid (Schedule – A) 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.

It is mandatory for all the bidders to submit their tender documents by viz. on – line (

e – tendering ) or physically(mandatory) in schedule time. If tender documents

submitted in only on line, in that case the same tender will not be considered, physical

submission is compulsory. Any discrepancy arises between online and physical data,

online data should be considered for evaluation.

Any technical questions, information and clarifications that may be required

pertaining to this enquiry should be referred to THE SUPERINTENDING

ENGINEER, PACHIM GUJARAT VIJ COMPANY LTD., CIRCLE OFFICE

MORBI, OLD POWER HOUSE COMPOUND, VEGETABLE ROAD, MORBI. –

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

Superintending Engineer

PGVCL, Circle Office, Morbi

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

E- TENDER NO. ___________

Download Tender Documents in (PDF Format) which consists of:

Part – I :- Commercial Terms & Conditions, Schedule “A”

Part - II:- Technical Specifications , Schedule “B”

To view the PDF file please use “Acrobat Reader” software which can be downloaded

from “Adobe” website

In case bidder needs any clarification or if training is

required for participating in online tender, they can contact

the following office:

(n) Procure Cell

(n) code solutions-A division of GNFC Ltd.,

403, GNFC Infotower, S.G. Road, Bodakdev

Ahmedabad – 380054 ( Gujarat )

Email: [email protected]

Other Terms & Conditions as per detailed tender document

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