Maharashtra State Electricity Distribution Company Limited

MAHARASHTRA STATE ELECTRICITY DISTRIBUTION COMPANY LIMITED GANESHKHIND URBAN CIRCLE, PUNE

TENDER NO SE/GKUC /T-19/2007-2008

For Monthly meter reading through Digital photography& creating of CD , data punching /Entry , Bill distribution along with DTC to reading under Pimpri Division under GANESHKHIND URBAN CIRCLE, PUNE

Tender Price Rs: 1500/- Tender sale 10.07.07 to 19.07.07 From 10.30to 15.00 hr. Pre-bid meeting 18.07.07 at 11.00 hrs Last date of submission 23.07.07 up to 15.00 hrs. Date of opening 23.07.07 at 16.00 hr. Estimated cost Rs. 50 lac E.M.D Rs. 50000/- Performance guarantee Rs. 5 lacs

Phone : 025630245/46(PBX) Fax : 020 25673750

SUPDTG. ENGINEER (GKUC), MSEDCL,PUNE

MAHARASHTRA STATE ELECTRICITY DISTRIBUTION COMPANY LIMITED GANESHKHIND URBAN CIRCLE, PUNE Office of the Phone : 25630245 /46 Suptd. Engineer (GKUC) Senapati Bapat Road, FAX : 020 25633750 Ganeshkhind, Pune,

TENDER NO. SE/GKUC/T- 19 /2007-2008 Tender cost : Rs. 1500/- (Rs. One thousand Five Hundred only) Non refundable. Tender cost paid vide M.R. No. & Date ; ______.

Identification Copy No. :

Tender form issued to : M/S. ______

TENDER FOR : “Monthly meter reading through Digital Photography & creating of CD, Data punching/Entry, Bill distribution along with DTC Photo Reading” under Pimpri Division

Estimated cost of tender : Rs. 50 Lakhs. Earnest money deposit : Rs. 0.50 Lakhs. Performance Bank Guarantee: Rs. 5.0 Lakhs. Pre-Bid meeting : 18/07/07 at 11.00hrs Last Date of Submission : 23/07/07 Up to 15.00 Hrs. Date of Opening : 23/07/07 At 16.00 Hrs. ISSUED ON BEHALF OF THE SUP. ENGINEER, GKUC, PUNE

A.O. Suptd. Engineer GKUC, PUNE GKUC, PUNE

Note :- The tender should be submitted on or before 23.07.2007 up to 15.00 Hrs. The tender will be opened at 16.00 hrs. on 23.07.2007, (if possible) or on next working day at the same time, at the office of the Suptd. Engineer, GKUC, Senapati Bapat Road, PUNE The tenderer or his representative may remain present while opening the tender. The rates should be quoted in the prescribed schedule attached with this tender and not on any other form.

For office use : Total no of Tenders received ------Opened on------in presence of

2 AE AO EE SE GKUC GKUC GKUC GKUC

MAHARASHTRA STATE ELECTRICITY DISTRIBUTION COMPANY LIMITED GANESHKHIND URBAN CIRCLE, PUNE Office of the Phone : 25630245 /46 Supdt. Engineer (GKUC) Senapati Bapat Road, FAX : 020 25673750 Ganeshkhind, Pune,

To M/S______

Dear Tenderer,

Please quote the lowest rates for the “Monthly meter reading through Digital Photography & creating of CD, Data punching/Entry, Bill distribution along with DTC Photo Reading under Pimpri Division as defined in bid document as per activity and price schedule attached herewith.

Complete tender document including cover page should be submitted duly filled- in and signed by the tenderer. Rates should be quoted in the attached ‘Activity and Price schedule’ only. Tenders in any other form or on the letterheads will not be acceptable. If at all, you desire any additional information to be submitted, you may attach separate sheets to the tender documents.

SUPTD. ENGINEER (GKUC) PUNE

3 MAHARASHTRA STATE ELECTRICITY DISTRIBUTION COMPANY LIMITED GANESHKHIND URBAN CIRCLE, PUNE

Sr. Tender No. Particulars Estimated Tender sale Last Dt. of Date & Time No cost from submitting of for opening of In Rs/ dtd Tender tender E.M.D.. & Time 1 SE/GKUC/T- Monthly meter reading through Digital 50 lac 10-07-07 23-07-07 23-07-07 17 Photography and creation of CD, Data to upto at punching/Entry, Bill distribution along with 0.5lac 19-07-07 15.00hrs 16.00 hrs DTC Photo Reading under Kothrud Division 2 SE/GKUC/T- Monthly meter reading through Digital 50 lac 10-07-07 23-07-07 23-07-07 18 Photography and creation of CD, Data to upto at punching/Entry, Bill distribution along with 0.5lac 19-07-07 15.00hrs 16.00 hrs DTC Photo Reading under Shivajinagar Division

3 SE/GKUC/T- Monthly meter reading through Digital 50 lac 10-07-07 23-07-07 23-07-07 19 Photography and creation of CD, Data to upto at punching/Entry, Bill distribution along with 0.5lac 19-07-07 15.00hrs 16.00 hrs DTC Photo Reading under Pimpri Division

4 SE/GKUC/T- Monthly meter reading through Digital 50 lac 10-07-07 23-07-07 23-07-07 20 Photography and creation of CD, Data to upto at punching/Entry, Bill distribution along with 0.5lac 19-07-07 15.00hrs 16.00 hrs DTC Photo Reading under Bhosari Division

TENDER NOTICE Super scribed and sealed tenders are invited from registered and reputed firms/companies/corporations/ Govt contractors for implementation for following

TERMS & CONDITIONS : - Tender documents can be obtained from the Office of the Superintending Engineer. Maharashtra State Electricity. Distribution Company Limited. Ganeshkhind Urban Circle, Senapati Bapat Road. Pune 411016 on non-refundable. payment of Tender Fee of each above tender will be Rs. 1500/- by cash or D.D. in favor of the Superintending Engineer. Maharashtra State Electricity. Distribution Company Limited. Ganeshkhind Urban Circle. The pre Bid- meeting will held on 18.07..07 The details of tender is available on MSEDCL Web site www.mahadiscom.in The undersigned reserve the rights to accept or reject above tenders without assigning any Reason. Please note that to request to send tender document by post will not be considered

SUPERIENTENDING ENGINEER

4 GKUC PUNE

MAHARASHTRA STATE ELECTRICITY DISTRIBUTION COMPANY LIMITED GANESHKHIND URBAN CIRCLE, PUNE

TABLE OF CONTENTS ------Sr. No. Particulars Contents ------1 Section I Instructions to Bidder & general terms and conditions.

2 Section II Sample forms

3 Section III Activity / price Schedule, Tech. Specification.

5 MAHARASHTRA STATE ELECTRICITY DISTRIBUTION COMPANY LIMITED GANESHKHIND URBAN CIRCLE, PUNE

SECTION – 1.

INSTRUCTION TO BIDDERS, GENERAL TERMS AND CONDITIONS TABLE OF CLAUSES

Clause No. Description 1 Scope of Bid. 2 Qualification for Bidders. 3 One Bid per Bidder 4 Cost of Bidding. 5 Site Visit.

6 Content of Bidding Document 7 Clarification of Bidding documents. 8 Amendments of Documents. 9 Preparation of Bid. 10 Rates to be quoted. 11 Bid Validity. 12 Bid Security. 13 Alternative Proposals by the Bidders. 14 Format and signing of Bids. 15 Submission of bids 16 Dead line for submission of bids 17 Late Bid. 18 Bid opening 19 Process to be confidential

20 Clarification on Bids. 21 Correction of errors. 22 Prohibition for post correspondence 23 Award of contract. 24 Employers right

25 Agreement. 26 Time; The essence of contract. 27 Contract period. 28 Other important general terms. 29 Man power 30 Guarantee. 31 Notices. 32 Details :Confidential 33 Contractor’s risk 34 Force Majeure 35 Payment terms 36 Liquidated Damages. 37 Incentive and disincentive Scheme 38 Arbitration

6 INSTRUCTIONS TO BIDDERS, GENERAL TERMS AND CONDITIONS

1]Scope of Bid :- The Executing Agency (also referred to as “the Employer “in these documents) invites sealed bids form eligible bidders for “Monthly meter reading through Digital Photography & creating of CD, Data punching/Entry, Bill distribution along with DTC Photo Reading under Pimpri Division. 2. The successful bidder has to start work simultaneously under all the Subdivisions as per monthly scheduled billing program. The successful bidder will have to execute the works every month. 3. 2]Qualification of the Bidder

1. This invitation of Bid is open to eligible bidders. 2. The intending bidders shall inter-alia meet the following conditions to qualify for the award of contract. The bidders shall include the following information and documents with their bids.in following sequence.

a) Proof regarding payment of E.M.D. in the form of unconditional Bank Guarantee / Demand Draft from Nationalized/ Schedule Bank valid during the period 2007-08 of Rs. 50,000/- ( Rs.Fifty thousand Only ). b) Performance guarantee, 10% of tender value should be submitted along with Tender by cash of in form of bank guarantee of Nationalize /Schedule bank valid for current year 07-08.The agency must be having its Head Office in Maharashtra c) Solvency Certificate valid for the current year (2007-08) from Nationalised/ Schedule Bank for Rs.50,00,000/- ( Rs.Fifty lakh Only ) d) The agency must be registered under Bombay Sales Tax e) Service tax Registration Certificate issued by Central Excise & Custom Dept. of Govt of India. f) Documentary evidence for orders given by other offices or experience certificate issued by Officers for executed work after the year 2004. (1) The agency should have a prior experience of at minimum Two lacs meter reading for a month with MSEDC LTD after 2004. The agency should have completed orders of minimum Rs. 50 lacs in one calendar year after 2004 related to meter reading. (2) The agency should have a prior experience in any of man management, technical activities with the employees and managers, semi skilled personnel. The said agency should have contracted at least 25 personnel, which should have been enrolled under EPF act at least for last 6 month. (3) The bidder has to submit the certificate from the respective MSEDCL office for satisfactory completion of the work with order value related to metering activity stated above at Sr. No. f)1). (4) Experience certificate of Photo reading or Spot Billing for the six Monthly Billing cycles as a Prime Contractor with MSEDCL after 2005. (5) Agency having higher experience related to Photo Reading or Spot Billing with MSEDCL will be given preference. 7 (6) Photo reading information along with photo and reading should be saved immediately on line will be an additional qualification.

3. One Bid per Bidder

Each bidder shall submit only one bid for one project.

4. Cost of Bidding The bidder shall bear all costs associated with the preparation and submission of his bid and the Employer will in no case be responsible of liable for those costs.

5. Site Visit :- The Jurisdiction of work is Ganeshkhind Urban Circle. The Bidder is therefore advise to get themselves acquainted with the work area & all other aspects before preparing & submission of bid document & entering in to a contract. There should not be any delay in realizing Board’s revenue due to change from present system of Billing. The bidder should also get acquainted with the billing patterns in Different areas.

The tentative consumers in different Division areas are given below. ------Sr. No. Name of Div. No. of LT consumers ------

1 Kothrud 128000

2 Shivaji Nagar 122000

3 Bhosari 100000

4 Pimpri 120000 ------

The employer will not entertain any claim at any stage from the bidder on the plea of having him self not acquainted sufficiently to the site conditions / consumer billing procedures.

6. 6. Contents of Bidding Documents

a) The set of bidding document comprises the documents in the table below and any Addenda issued in accordance with Clause No. 7[ii] (Amendment of Bidding document)

Section I :- Instructions to Bidder & general Terms and conditions.

Section II :- Sample forms

Section III :- Activity & price Schedule, tech, Specifications.

8 b) Only one set of Tender document is being issued to interested parties and same has to be returned duly signed and filled in proper manner. You can make copies of the same as per your requirement.

c) The Bidder is expected to examine all instructions, terms and conditions, forms and specifications in bidding document and fully inform himself as to all the conditions and matters which may in any way affect the works or the cost thereof.

d) Further, failure to furnish all information required by the bid document or submission of a bid not substantially responsive to the bidding document in every respect will be at the bidder’s risk and may result in the rejection of his bid.

7. Clarification of Bidding Documents A prospective bidder requiring any clarification of the bidding documents may notify the Employer in writing or by cable (hereinafter, “cable” includes telex and Tele-Fax) at the Employer’s address. before Pre- Bid meeting.

(8 )Amendment of Bidding Documents

a) Before the deadline for submission of bids, the Employer may modify the bidding documents by issuing addenda. b) addendum thus issued shall form part of the bidding documents and shall be communicated in writing or by cable to e-mail all purchasers of the bidding documents. Prospective bidders shall acknowledge receipt of each addendum by cable e-mail to the Employer. c) To give prospective bidders reasonable time in which to take an addendum into account in preparing their bids, the Employer may extend the deadline for submission of bids by a maximum period of 15 days.

(9) Preparation of Bids

1. Language of bid :- All documents relating to the bid shall be in the English language only.

2. Bid not covering entire scope of the project shall be treated an incomplete and hence, are liable to be rejected.

(10) Rates to be quoted

a) The bidder shall fill rate per Consumer basis of meter reading towards the work described in the Activity Schedule. The rates quoted by the Bidder shall be inclusive of all costs towards “Monthly meter reading through Digital Photography and creation of CD, Data punching/Entry, Bill distribution along with DTC Photo reading under Pimpri Division under GKUC , Pune .

9 b) The rates quoted by the Bidder shall be firm and not subject to price variation during the subsistence of the contract on account of cost escalation, changes in taxes etc.

(11) Bid Validity

1.Bids shall remain valid for a period of 90 days after the deadline. 2.In exceptional circumstances, the Employer may request the bidders to extend the period of validity for a specified additional period. The request and the bidders responses shall be made in writing . A bidder may refuse the request without forfeiting his bid security. A bidder agreeing to the request will not be required of permitted to modify his bid, but will be required to extend the validity of his bid security for the period of the extension.

(12) Bid Security (EMD) a) The bid must be accompanied with EMD in form of D.D. / Xerox copy money receipt /BG of nationalize schedule bank valid for three month . b) A The bid must be accompanied with additional Performance Bank Guarantee. in the form of a Bank guarantee issued by any branch located in Maharashtra of Nationalized / scheduled bank should be valid for 13 month i.e. beyond 1 month of validity period of the bid. c) Any bid not accompanied by an original Bid Form and adequate EMD & Additional Performance Bank Guarantee with correct bid reference in original shall be rejected by the Employer and not be considered for evaluation. d)The EMD & Additional Performance Bank Guarantee of the unsuccessful bidders will be returned as soon as possible after completion of the bid validity period given in clause 11. The Bidder has to submit application for return of the EMD & Additional Performance Bank Guarantee to this office. e)The EMD of the successful bidder will be discharged when the bidder has signed the Agreement and performance guarantee will be retained till completion of work. f) No interest shall be payable by MAHARASHTRA STATE ELECTRICITY DISTRIBUTION COMPANY LTD on the above EMD & Additional Performance Bank Guarantee. g)The EMD & Additional Performance Bank Guarantee will be forfeited if….. a. If the bidder withdraws his bid during the period of bid validity, or b. In the case of successful bidder, if he fails within the specified time limit to Sign the Agreement

13) Alternative Proposals by Bidders Bidders shall submit offers, which comply with the requirements of the bidding documents, including the basic technical design as indicated in the specifications. Alternative proposals shall not be considered.

14) Format and Signing of Bid a) The bid shall be typed or written indelible ink and shall be signed by a person or persons duly authorized to sing on behalf of the bidder. The person of persons signing the bid shall initial all pages of the bid where entries and amendments have been made.

10 b) The bid shall contain no alterations or additions, except those to comply with instructions issued by the Employer, or as necessary to correct errors made by the bidder, in which case the person or persons signing the bid shall initial such corrections.

15) Submission of Bids

The Bid shall be submitted to the MAHARASHTRA STATE ELECTRICITY DISTRIBUTION COMPANY LIMITED at the following address :

THE SUPERINTENDING. ENGINEER, MSEDC LTD, Senapati Bapat Road, Ganeshkhind Pune 411016 ( MAHARASHTRA )

The envelopes shall also bear the following identification : Bid for “Monthly meter reading through Digital Photography and creation of CD, Data punching/Entry, Bill distribution along with DTC Photo reading under Pimpri Division”. - Bid reference No. : SE/GKUC/ T – 19 /2007-2008

In addition to the identification given above the envelope shall indicated the name and address of the bidder to enable the bid to be returned unopened in case it is received “late”, pursuant to Clause 17. Bid shall be submitted in two envelopes containing documents stated below :-

Envelope-I: D.D/B.G. in original for The EMD & Additional Performance Bank

Guarantee, Attested Xerox copies of ST registration, PF registration,

Documents related to Experience, Turn over, Work completed of minimum

Rs. 50.00 lacs in one financial year after 2004 & other related documents

mentioned in qualifying criteria at Sr. no. 2

Envelope-II: Commercial offer including price / activity schedule in complete bid

document .

Each envelope shall be superscripted Envelop – I or Envelop – II, sealed and marked in accordance with the details given above. Both the envelopes I and II should be placed in one envelop, which should bear the identification as, mentioned above.

16. Deadline for Submission Bids

a) Bid must reach to the Employer at the address specified above not later than 15.00 hours on date: 23/07/2007

11 b) The Employer may extend the deadline for submission of bids by issuing an amendment in accordance with Clause 7.The Employer also reserves the right to extend the bid submission date without assigning any reason. In such case (s) all rights and obligations of the Employer and the bidders previously subject to the original deadline will then be subject to the new deadline.

17.Late Bids

Any bid received by the Employer after the deadline prescribed in Clause 14 shall be rejected and/or returned unopened to the bidder.

18. Bid Opening

a. The Employer will open the Envelope-I of the bids in the presence of the bidder’s representatives who choose to attend at 16.00 hours on date: 23/07/2007. The bidder’s representatives who are present shall sign a register evidencing their attendance.

b. The bidders name the presence or absence of The EMD & Additional Performance Bank Guarantee and other details as the employer may consider appropriate, will be announced by the Employer at the time of opening of Envelope-I

c. The Employer will examine the document under Envelope-I of the bid in accordance with the requirements with the bid document. If any of the documents under Envelope-I is found to be not complying with the requirement of the bid document, the bid will be considered as non-responsive. Envelop-II of the corresponding bid will not be opened for further evaluation.

d. The responsive bidders of the Envelope-I shall be notified by the Employer to attend the opening of the Envelop-II of the bids. The price bid i.e. Envelope. II of the responsive bidder will be opened on Dt. 23.07.2007 at 16.00 Hrs. The Employer will announce the bid price, discount, and such other details, as the Employer may consider appropriate, at the time of opening of envelope of the bids.

19. Process to be Confidential

Information relating to the examination, clarification, evaluation and comparison of bid and recommendations for the award of a contract shall not be disclosed to bidders or any other persons not officially concerned with such process until the award to the successful bidder has been announced. Any effort by a bidder to influence the Employer’s processing of bids or award decisions shall result in the rejection of his bid.

20. Clarification of Bids.

To assist in the examination, evaluation and comparison of bids the Employer may, at his discretion, ask any bidder for clarification of his bid, including breakdown of the prices in the Activity Schedules. The request for clarification and the response shall be in writing or by cable, but no change in price or substance of the bid shall be sought, offered, or 12 permitted expect as required to confirm the correction of arithmetic errors discovered by the Employer in the evaluation of the bids in accordance with Clause 21. ……………………………………………………………………………………………… 21. Correction of Errors

Bids determined to be complied with all qualifying conditions will be checked by the Employer for any arithmetic errors. The Employer will correct errors as follows : where there is a discrepancy between the amounts in figures and in words, the amount whichever is lower will govern.

22. Prohibition for Post tender Correspondence. The Bidder should note that no correspondence shall be entertained or considered after the due date and time of submission of tender unless otherwise sought by the Employer.

23. Award of Contract Subject to Clause, 24 , the Employer will award the Contract to the bidder whose bid has been determined to be substantially responsive to the bidding documents and who has offered the Lowest Evaluated Bid Price, provided that such bidder has been determined a) to be eligible in accordance with provisions of Clause 1, and (b) qualified in accordance with provisions of Clause 2.

24. Employer’s right to accept or reject, any or All Bid(s). The Employer does not bind himself to accept the lowest or any bid, neither will any reason be assigned for the rejection or part of bid. It is also not binding on the Employer to disclose any analysis report on bids.

25. AGREEMENT

In the event of acceptance of particular bid for award of Contract such successful bidder has to execute contract Agreement as per attached form.

26. TIME: THE ESSENCE OF CONTRACT

The Contractor shall begin the Works on the Start Date and is to carry out the Works in accordance with the program issued to him by executing officer time to time. Work- Order will be issued after signing of agreement.

27. Contract Period

The period of this contract will be for one year i.e. monthly twelve billing cycles or the order amount which ever comes earlier. The decision of the Supdt. Engineer in connection with operating schedule and instruction will be final and binding to the Agency.

13 28. OTHER IMPORTANT GENERAL TERMS.

a) Effect and jurisdiction of contract :

The contract shall be considered as having come on to force from the date of issue of Letter of Award by the Employer.

b) Patent Rights and Royalties:

Royalties and fees for patents covering materials, articles, apparatus, devices, equipments, software and processes used in the works shall be deemed to have been included in the contract price. The Contractor shall satisfy all demands that may be made at any time for such Royalties of fees and he alone shall be liable for any damages or claims for patent infringements and shall keep the Employer indemnified in that regard.

29. Manpower :

a) All manpower deployed by the Agency should be suitably qualified and trained for the job intended to be performed by them. b) The manpower should be conversant with local language in addition to working knowledge of English, Hindi, so as to interact with consumers. c) The deputed manpower should be extremely polite with consumers and should be able to address consumer grievances about bills issued. d) It will be mandatory for employees of Agency to display the Identity Card issued by MSEDC LTD. e) MSEDC LTD will carry out independent checks, as required. f) Sufficient number of coordinators will have to be employed by Agency to ensure smooth working with different MSEDC LTD offices.

If the Employer asks the contractor to remove a person who is a member of Contractor’s staff or work force and state the reasons, the Contractor is to ensure that the person leaves the site within seven days and such person will have no further connection with the work in the contract.

30. GUARNTEE :

The All services to be provided are to be guaranteed for correctness and conductance as per acceptable norms.

31. NOTICES:

Any notice to be given to the Contractor under the terms of the contract shall be served by sending the same by registered post or leaving the same at the Contractor’s principal place of business (or in the event of Contractor being a company to or at its

14 registered office.) Any notice to be given to the Employer under the terms of the Contract shall be served by sending the same by registered post at the Employer’s address.

32. DETAILS : CONFIDENTIAL.

The Contractor shall treat the contract and everything contained therein as private and confidential. In particular, the Contractor shall not publish any information, drawings or photograph concerning the works and shall not use the sites for the purpose of advertising except with written consent of the Supdt. Engineer (GKUC), MSEDC LTD, PUNE and subject to terms and conditions as he may prescribed.

33. Contractor’s Risks

(1) The agency has to submit the details of Staff engaged for meter Reading to Div. Office in detail. (2) The Previous Billing Data will be provided through our IT Section Pune & by the Sub Div. Office. 34. Force Majeure

The term “Force-Majeure” as employed therein shall mean acts of God, strikes, lockouts, or other industrial disturbances, acts of the public enemy wars, blockades, insurrection, riots, epidemics, landslides, earthquakes, storms. Lightning, floods, washouts, civil disturbances, explosions, and any other similar events, not within the control of either party and which by the exercise of due diligence neither party is able to overcome. By any reason, if employer withdraws /discontinue the order, agency will be compensated suitably.

35. Payment Terms

a) MSEDC LTD will make payment within 45 (Forty Five) days of submission of bill as per MSEDC LTD rules. No interest or penalty will be payable by MSEDC LTD due to non-payment of bills. b) Work is to be measured as per standard procedure. c) The Contractor shall be directly responsible for payment of wages to his workmen. d) The Contractors shall submit the bills to the respective Sub divisional officer monthly for payment indicating quantum & value of the work completed, who will record the work in M.B. duly certified and forward the same to the Division office for payment.

e) The reading programme should be strictly observed & all their required reports with Digital photo reading, DTC reading should be submitted on next day after completion of schedule programme to Sub Dn. Office with copy to Dn. Office Otherwise penalty @ Rs. 1000/- per day will be charged for delay period max upto 10000/-.

36. LIQUIDATED DAMAGES : (PENALTY)

If any discrepancy is observed by MSEDC LTD while cross checking the readings taken by the Agency, penalty @ 5 (five) times the amount of per bill payable to Agency shall be recovered for each occurrence. 15 37. INCENTIVE & DIS INCENTIVE SCHEME :

01 If Agency does normal billing from 90% up to 2% and including 92% 02 If Agency does normal billing from 93% to and 4% including 94% 03 If Agency does normal billing from 95% to and 6% including 96% 04 If Agency does normal billing from 97% to and 8% including 98% 05 If Agency does normal billing more than 99% 10%

Similarly, we also propose disincentive scheme if the normal billing is below 90% and the rate of disincentive will be as follows :

01 If Agency does normal billing below and 20% including 80% 02 If Agency does normal billing below and 16% including 83% 03 If Agency does normal billing below and 12% including 85% 04 If Agency does normal billing below and 8% including 87% 05 If Agency does normal billing below and 4% including 89%

In case of incentive scheme, the agency will be paid extra amount over and above his bill for improvement in billing work and if the agency fails to do the normal billing upto 90% then amount in % as prescribed will be deducted from his bills for the same work. The above incentive scheme will be applicable from first Billing month but disincentive scheme will be applicable from the third billing cycle. Normal billing includes status 0,1, 3 & 4.

The agency should co-ordinate with agency engaged for faulty / stop meter replacement.

The agency should coordinate with section office / Sub Div. Office to make meters accessible and for meter replacement report so as to stop average billing.

If agency brings billing less than 90% of normal billing continuously for more than two months / Two billing cycles than their contract will be liable for termination.

16 38) Arbitratial On disputed matters, shall demand in writing that the dispute or difference to be referred to arbitration.

i) The demand for arbitration shall specify the matters, which are in question, or Subject of the dispute or difference as also the amount of claim itemwise. Only Such dispute (s) or difference (s) in respect of which the demand has been made, together with counter claims or set off, shall be referred to arbitration and other Matters shall not be included in the reference. a) The arbitration proceeding shall be assumed to have commenced from the day a written and valid demand for arbitration is received by the Board b) The claimant shall submit his claim stating the facts supporting the claims along With all relevant documents and the relief or remedy sought against each claim Within a period of 30 days from the date of appointment of the Arbitral Tribunal. c) The Board shall submit its defence statement and counter claims(s), if any, within a period of 60 days of receipt of copy of claims from the Tribunal thereafter unless otherwise extension has been granted by the Tribunal.

ii) No new claim shall be added during the proceedings by either party. However, a party may amend or supplement the original claim or defence thereof during the course of arbitration proceedings subject to acceptance by Tribunal having due regard to the delay in making it.

iii) If the contractor(s) does/do not prefer his/their specific and final claims in writing, within a period of 90 days of receiving the intimation from the Board, that the final bill is ready for payment, he/they will be deemed to have waived his/their claims(s) and the Board

17 shall be discharged and released of all liabilities under the contract in respect of these claims

2. Obligation during pendency of Arbitration : Work under the contract shall, unless otherwise directed by the Engineer continue during the arbitration proceedings, and no payment due or payable by the Board Shall be withheld on account of such proceedings, provided, however, it shall be open for Arbitral Tribunal to consider and decide whether or not such work should be continued during arbitration proceedings. i) In cases where the total value of all claims in question added together does not exceed Rs. 1,00,00,000/- ( Rupees one crore) the Arbitral Tribunal shall consist of a Sole Arbitrator who shall be either the C.E. of the Board or serving or retired officer of the Board/Government not below the grade of C.E. or equivalent nominated by the Chairman of the Board in that behalf. The Sole Arbitrator shall be appointed within 60 days from the day when a written and valid demand for arbitration is received by the Board. ii) In cases the value of the claim exceeds Rs. 1,00,00,000/- ( Rupees one crore) as above, the Arbitral Tribunal shall consist of panel of 3 serving or retired officer of MAHARASHTRA STATE ELECTRICITY DISTRIBUTION COMPANY/Govt. not below the grade of S.E.(A.O. as the Arbitrators. For this purpose, the Board will send a panel of more than 3 names of arbitrators of one or more department of the Board/Govt. to the contractor who will be asked to suggest to the Chairman at lease 2 names for appointment as contractor’s nominee. The Chairman shall appoint atleast one of them as the contractor’s nominee and will also appoint the balance number of arbitrators either from the panel or from outside the panel duly indicating the presiding arbitrators from amongst the three (3) arbitrators so appointed. While nominating arbitrators, it will be necessary to ensure that one of them is or has worked in Accounts Department. iii) If one or more arbitrators appointed as above refuses to act as arbitrator, withdraws from his office as arbitrator or vacates his/their office/offices or is/are unable or unwilling to perform his functions as arbitrator for any reason whatsoever or dies or in the opinion of the Chairman fails to act without undue delay, the Chairman shall appoint new arbitrator/s to act in his/their place in the same manner in which the earlier arbitrator/s

18 had been appointed. Such reconstituted Tribunal, may as its discretion proceeds with the reference from the stage at which it was left by the previous arbitrators(s). iv) The Tribunal shall have powers to call for such evidence by way of affidavits or otherwise as the Arbitral Tribunal shall think proper, and it shall be the duty of the parties hereto do or cause to be done all such things as may be necessary to enable the Arbitral Tribunal to make the award without any delay. v) While appointing arbitrator(s) as above, due care shall be taken that he they is/ are not the one/those who had an opportunity to deal with the matters to which the contract relates or who in the course of his/their duties as Boards servant(s) expressed views on all or any of the matters under dispute or difference. The proceedings or the Arbitral Tribunal or the award made by such Tribunal will, however , not be invalid merely for the reason that one or more arbitrator had, in the course of his service, opportunity to deal with the matters to which the contract relates or who in the course of his their duties expressed views on all or any of the matters under dispute. vi) Arbitral award shall state itemwise, the sum and reasons upon which it is based. vii) A party may apply for corrections of any computational errors, any typographical or clerical errors or any other error of similar nature occurring in the award and interpretation of specific point of award to tribunal within 30 days of receipt of the award. viii) A party may apply to Tribunal within 30 days of receipt of award to make an additional award as to claims presented in the arbitral proceedings, but omitted from the arbitral award. ix) In case of the Tribunal, comprising of three members any ruling or award shall be made by a majority of Members of Tribunal. In the absence of such majority, the views of the Presiding Arbitrator shall prevail. x) Where the arbitral award is for payment of money, no interest shall be payable on whole or any part of the money for any period till the date on which the award is made. xi) The cost of the arbitration shall be borne equally by the respective parties. The cost shall inter-alia include fees of the arbitrators as per the rates fixed by the Board from time to time. Provided that the fees payable per arbitrator for claims up to Rs. One crore , shall not exceed Rs. 2,000/- per sitting subject to a maximum of Rs.25,000/- and the fees payable per arbitrator for claims over Rs. One crore, shall not exceed Rs.2,000/- per subject to a maximum of Rs.50,000/- . Provided further that the arbitrators who are in

19 service of Govt./MAHARASHTRA STATE ELECTRICITY DISTRIBUTION COMPANY shall draw fees at half of the rates mentioned above. xii) Board shall maintain a list of arbitrators. The Chairman shall have full powers to delete or add the name of the arbitrators in the list or to make amendments to the said list as per his discretion. xiii) The arbitral proceedings should be completed and the award be finalized within one year form the date of appointment of arbitrators. xiv) Subject to the provisions as aforesaid, Arbitration & Conciliation Act, 1996 and the rules there under, and any statutory notification thereof shall apply to the arbitration proceeding under this clause.

20 MAHARASHTRA STATE ELECTRICITY DISTRIBUTION COMPANY LIMITED Ganeshkhind Urban Circle, Pune

SECTION II SAMPLE FORMS OF BID, QUALIFICATION INFORMATION, SECURITIES, LETTER OF ACCEPTANCE, CONTRACT AGREEMENT (Bidders are advised to note the contents of the following Sample forms, which form the part of Bidding Document.)

Sample Form Description Sr. no Form Number Description Page no.

1 Form “A” Bid Form 2 Form “B” Qualification information 4 Form “D” Contract Agreement 5 Form “E” Unconditional Performance Security

21 SAMPLE FORM- “A”

Bid Form BID NO.______(On Bidder’s Letterhead) For.______

To, The Supdt Engineer (GKUC) MAHARASHTRA STATE ELECTRICITY DISTRIBUTION COMPANY LIMITED, Ganeshkhind Urban Circle, Pune - 411016

Sir, I/We the undersigned have carefully examined and understood the bid documents. I/We hereby agree for “Monthly meter reading through Digital Photography and creation of CD, Data punching/Entry, Bill distribution along with DTC Photo reading” under Pimpri Division as defined in the bid document and in accordance with the conditions of the contract and other prices identified in the Contract Data accompanying the bid. I/We accept the arbitration procedure under Clause 36 of instructions to Bidders in Section-I This bid and your written acceptance shall be the basis for Contract Agreement. I/We understand that you are not bound to accept the lowest or any bid you receive of assign any reason thereof. I/We further agree to sing an agreement to abide by the General Conditions of Contract and carry out all works according to specific clauses. I/We, agree to keep this Bid open for acceptance for 90 days from the date of opening thereof and also agree not to make any modification in its terms and conditions on my/our own accord.

Signed this day______of 2007. Yours faithfully,

Witness : 1)______Signature. 2)______Name Address :

Signature Address of the company Date Seal of the Company

(To be filled in by the Bidder, together with his particulars and date of submission at the bottom of Bid.)

22 SAMPLE FORM-“B”

(On Bidder’s Letter head) BID No.______Qualification Information

(The information to be filled in by the bidder in the following pages will be used for purposes of post qualification) for individual Bidders

1.1 Constitution of legal status of Bidder (Attach copy)

Place of registration : ______

Principal place of business : ______

Power of attorney of signatory Of bid (Attach copy) ------1.2 Total annual volume of Years Amount Works performed in last ------Three years ( if possible ) 1 2 By Prime contractor. ------2004-2005 ------

2005-2006 ------

2006-2007 ------

1.3 Work performance as prime / sub contractor on works of a similar nature and volume over the last one years. ------Project Client name Type and quantity of Nature of Contract Value of Work performed Contract With Year of completion. ------1) 2) 3) 4)

23 1.4 Qualification and experience of key personnel proposed for administration and execution of the contract. Attach details.

Position Name Years of Experience Years of experience (General) in the proposed position. I, the undersigned hereby certify that (name of the Contractor) has been incorporated and registered in (name of the eligible source state), has its appropriate facilities for providing the services in (name of eligible source) and actually conducts its business there”.

Signature

Name & designation

Date : Name of Co.

Place : Address

24 SAMPLE FORM-D CONTRACT AGREEMENT (To be executed on Rs. 100/-non-judicial stamp paper)

THIS AGREEMENT made the ______day of ______Between (The Suptd. Engineer, MAHARASHTRA STATE ELECTRICITY DISTRIBUTION COMPANY LIMITED, GKUC Pune, of (Maharashtra State, India) ( hereinafter “the Employer” of the one part and M/s ______(name of Contractor) of (city and Country of Contractor) (hereinafter “the Contractor”) of the other part. WHEREAS the Employer is desirous that certain Contracts should be executed by the Contractor, viz, “Monthly Meter Reading, Spot Billing & Issuing Bill to the Consumer at their Premises by Spot billing Machine of all L.T. consumers with Software as per MSEDCL’s Specifications, with “Digital Photo” reading & Monthly DTC Reading of all LT Consumer in Pimpri Div. under Ganeshkhind Urban Circle Pune as defined in the bid document and has accepted a bid by the Contractor for the execution of the Contract in the sum of Rs.______in words (Rs.______only) (Hereinafter “the Contract Price”)

NOW THIS AGREEMENT WITNESSETH AS FOLLOWS: 1. In this agreement words and expressions shall have the same meanings as are respectively assigned to them in the Conditions of Contract referred to.

The tender document shall be deemed to form and be read and construed as part of this Agreement, viz. a) Section I, II, III of Bid document. b) Employer’s Letter of Acceptance. 2. In consideration of the payments to be made by the Employer to the Contractor as hereinafter mentioned, the Contractor hereby covenants with the Employer to execute the Contract and to remedy defects therein in conformity in all respects with the provisions of the Contract. 3. The Employer hereby convenience to pay the Contractor in consideration of the execution of the Contract and the remedying of defects therein, the Contract Price of such other sum as may become payable under the provisions of the Contract at the times in the manner prescribed by the Contract. IN WINTENN whereof the parties hereto have caused this Agreement to be executed in accordance with their respective laws the day and year first above written.

Signed, Sealed and Delivered by the said

Supdt. Engineer, MAHARASHTRA STATE ELECTRICITY DISTRIBUTION COMPANY LIMITED Ganeshkhind Urban Circle, Pune

In the presence of:

Signed sealed and delivered by the said M/s. :

In the Presence of: ______

25 SAMPLE FORM – E

PERFORMANCE SECURITY (BANK GUARANTEE)

(To be executed on Rs. 100 non-judicial stamp paper purchased in the name of issuing bank) To, The Supdt. Engineer, MSEDC LTD, Ganeshkhind Urban Circle, Pune

WHEREAS M/s ------(hereinafter called “the Contractor”) has undertaken, in pursuance of Contract No. ______dated____for ______as defined in the order.

AND WHEREAS it has been stipulated by you in the said Contract that the Contractor shall furnish you with a Bank Guarantee by Scheduled / Nationalized with the sum specified therein as security for compliance with his obligations in accordance with the Contract.

AND WHEREAS we have agreed to give the Contractor such a Bank Guarantee;

NOW THEREFORE we hereby affirm that we are the Guarantor and responsible to you, on behalf of the Contractor, up to a total of amount of guarantee) ____ (in words) _____, and we undertake to pay you, upon your first written demand and without cavil or argument, any sum or sums within the limits of (amount of guarantee) as aforesaid without your needing to prove or to show grounds or reasons for your demands for the sum specified herein.

We hereby waive the necessity of your demanding the said debt from the Contractor before presenting us with the demands.

We further agree that no change or addition to or other modification of the terms of the Contract or of the Woks to be performed there under or of any of the Contract documents which may be made between you and the Contractors shall in any way release us from any liability under this guarantee, and we hereby waive notice of any such change, addition or modification.

SIGNATURE OF AUTHORISED SIGNATOTY AND SEAL OF THE BANK: Name of Bank ______Address ______Date ______

IN WITNESS WHEREOF THE SURETY HAS WXECUTED THIS DEED IN

PRESENCE OF WITNESS: (Signature)

Name and Address. 26 MAHARASHTRA STATE ELECTRICITY DISTRIBUTION COMPANY LIMITED Ganeshkhind Urban Circle, Pune

SECTION III

Activity / Price Schedule

Tender No. SE/GKUC/T- 19/2007-2008 for Pimpari Div.

Schedule Rates to be Particulars Approx. Rates Per Quoted Per Consumer Sr. Quantity Consumer in in Rupees ( Limited to No Rupees fifty lakhs Only) 1 a)Monthly meter reading 1.20 Lack Rs in Rs in through Digital Photography Consumers words figures and creation of CD, b)Data punching/Entry a) Rs 03.00 c) Bill distribution under Pimpri Division b) Rs 00.50

c) Rs 00.75

Total : a+b+c = Rs 4.25 2 Monthly DTC Reading on RR As actual Sheet along with photo reading given by MSEDCL in Pimpri Div. under Ganeshkhind Urban Circle Pune

Note : 1. The rates should be quoted including all taxes .levies, octal , labours in last column for all activities. 2. The rate should be quoated for each activity in above price schedule 3. Offer will be accepted on the basis of total price for sr no .1

Seal and Signature of the tenderer

AE AO EE SE GKUC GKUC GKUC GKUC

27 Annexure “A”

Scope for Meter Reading through Digital Camera & Data Entry thereof.

The successful bidder / agency will follow following sequence of operations while taking the Meter Reading:

1. The representatives of Agency will paste pre-printed sticker containing consumer no, billing unit no. & DTC Code on each meter, meter board as well as on the door of Consumer premises. This will be a one time job. 2. The representative of Agency will take photograph of the meter in such a way that the Meter Reading, Meter Manufacture’s No., and Consumer Nos’ sticker is visible in the photograph/image along with day and time stamp. 3. The Camera to be used for this operation should be 3.0 Mega Pixel or above. 4. The data entry software will be provided by MSEDCL to load these images and to do the data entry work. After completion of the data entry the software will generate the necessary B30 document from the data entered. 5. The data validation software also will be provided by MSEDCL to validate the B30 document generated by the data entry software referred at Sr.No.4 above. 6. 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. 7. While entering the data the Agency’s data entry operator will enter proper Meter Status codes by referring the image of Meter. The Meter Status list is attached herewith at Annexure “D”. 8. The duly validated B30 data should be handed over to the respective Billing Unit office along with images of the photographs duly indexed with consumer no. on CD. 9. The exceptional report, a list of which is attached herewith at Annexure “D” is also to be generated and handed over to the Billing Unit Office. 10. A separate list is to be generated for Tampered Meters and should be handed over to Billing Unit office on daily basis along with photograph/image

28 Annexure “B”

Scope for only Meter Reading through Digital Camera.

The successful bidder / agency will follow following sequence of operations while taking the Meter Reading:

1. The representatives of Agency will paste pre-printed sticker containing consumer no, billing unit no. & DTC Code on each meter, meter board as well as on the door of Consumer premises. This will be a one time job.

2. The representative of Agency will take photograph of the meter in such a way that the Meter Reading, Meter Manufacture’s No., and Consumer Nos’ sticker is visible in the photograph/image along with day and time stamp.

3. The Camera to be used for this operation should be 3.0 Mega Pixel or above.

4. The Agency will prepare a CD by down loading the data and will handover the same to the Billing Unit and the end of every day.

29 ANNEXURE “C”

a) Scope for only Data Entry by referring Photographs taken with Digital Camera.

The successful bidder / agency will follow following sequence of operations while doing data entry:

1. The CD of photographs will be handed over to the Data Entry Agency by the Billing Unit Office. 2. The data entry software will be provided by MSEDCL to load these images and to do the data entry work. After completion of the data entry the software will generate the necessary B30 document from the data entered. 3. The data validation software also will be provided by MSEDCL to validate the B30 document generated by the data entry software referred at Sr.No.2 above. 4. 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. 5. While entering the data the Agency’s data entry operator will enter proper Meter Status codes by referring the image of Meter. The Meter Status list is attached herewith at Annexure “D”. 6. The duly validated B30 data should be handed over to the respective Billing Unit office along with images of the photographs duly indexed with consumer no. on CD. 7. The exceptional report, a list of which is attached herewith at Annexure “D” is also to be generated and handed over to the Billing Unit Office. 8. A separate list is to be generated for Tampered Meters and should be handed over to Billing Unit office on daily basis along with photograph/image

b) Scope for only Bill Distribution .

The successful bidder / agency will follow following sequence of operations while distributing the bills:

The Agency will collect the printed bills from the Billing Unit Office and will distribute the same to the consumer at his premises / address as printed on the Bill.

30 ANNEXURE “D”

Meter Status

0 or Space Normal Meter Reading 1 Faulty Meter, Reading is required to be entered 2 Lock 3 Overflow 4 Meter Change 5 Meter Inaccessible, Glass broken, burnt etc. 7 No Meter 9 Tampered Meter

List of Exceptional Reports

1. List of Consumers having Excessive Consumption.

2. List of Consumers having Abnormal Consumption.

3. List of Consumers having zero Consumption.

4. List of Consumers having 1 to 30 Units consumption in a month.

5. List of Tampered Consumers.

6. List of Consumers having 25% variation in consumption.

7. List of Consumers whose meter is changed.

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

9. Statistics for Total No. of Consumers, Consumers Read, Consumers not read.

10. Statistics of Meter Status wise No. of Consumers.

11. List of consumer whose route sequence are required to be corrected.

12. List of location wise meters found which is not included in PR sheet

13. Statistics for total no of consumers , consumers read ,

consumers not read and consumers not attended .

14. Statistics of meter status wise no .of consumers .

15. Statistics of Dist T/f meter reading