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1
TENDER FOR THE WORK OF :
GIS BASED CONSUMER INDEXING,
FEEDER MAPPING WITH GPS AND
ASSET CODIFICATION
For
HIMATNAGAR DIVISION
Of
HIMATNAGAR CIRCLE.
Regd. & Corporate office: Visnagar road, Mehsana-384001 (North Gujarat)
Phone No. 02762-222080-81 Fax no. 02762-223574 Website : www.ugvcl.com E-Mail : [email protected] /[email protected]
2
Tender Notice No:UGVCL/ IT/68 /2009 FOR GIS WORK
Sealed percentage rate tenders are invited in two bid system i.e. technical bid and price
bid for “GIS BASED CONSUMER INDEXING, GIS MAPPING & ASSET
CODIFICATION for HIMATNAGAR DIVISION of HIMATNAGAR CIRCLE.” from
experienced Contractors who has executed work of similar nature and magnitude
successfully.
Tenderer should down load the tender documents from our Website www.ugvcl.com and submit
the same as per instructions therein only by RPAD/Speed post
Sr. No.
Name of Work
Estimated Cost Rs.
Time Limit
Tender Fee Rs.
E.M.D. Rs.
Security Deposit
01. “GIS BASED CONSUMER
INDEXING, GIS MAPPING &
ASSET CODIFICATION FOR
HIMATNAGAR DIVISION OF
HIMATNAGAR CIRCLE.”
80,35,000/-
Six months
8000/- (Non refundable)
80,000/- 5% of contract value
1) Last date of submission of tender :( Technical and Price bids): 25.06.2009 (Only by RPAD / Speed post) (During working Hrs. up to 14.00 Hrs.)
2) Due date of opening of Tech. bid: 25.06.2009 (at 16.30 Hrs. if possible)
3) Validity of tender: 90 Days from the date of opening of Technical Bid.
No tender shall be accepted / opened in case of receipt after due date and time of tender, irrespective of delay due to postal services or any other reasons and the UGVCL shall not assume any responsibility for late receipt of tender. The tenders are to be submitted by the intending bidders in single envelop with two separate sealed and super scribed envelopes as listed below: Envelope No.1: Technical bid and Pre Qualification bid data, detailed specifications,
Tender Fee and EMD Receipt etc.
Envelope No.2: Price Bid. Technical and pre qualification bid details specification (envelope No.1) will be opened first and subject to evaluation based on the qualification criteria contained in the individual bid document. Price bids (Envelope No.2) of bidders who are assessed and declared as substantially
technically responsive on evaluation of the technical bid will be opened for further
commercial evaluation.
The Earnest Money Deposit and tender fee will be accepted by cash or Demand Draft
on any Nationalized Bank payable at “MEHSANA”,& drawn in favour of “UTTAR
GUJARAT VIJ COMPANY LIMITED”. Tender without EMD and tender fee shall be
outright rejected. Two separate demand draft for Tender fee and EMD should be
submitted with technical bid.
The UGVCL reserves the rights to reject any or all tenders or accept any tender without assigning any reason thereof.
Addl.C.E. (Civil) UGVCL, MEHSANA
3
Tender fees Rs. 8000/- Paid vide M.R. No.________________ date :
Name of the Bidder:-
______________________
______________________
_______________________
INSTRUCTION TO BIDDER
&
CONDITIONS OF CONTRACT
FOR
CONSUMER INDEXING,
FEEDER MAPPING WITH GPS &
ASSETS CODIFICATION
FOR
HIMATNAGAR DIVISION
OF
HIMATNAGAR CIRCLE
TENDER ENQUIRY NO.68 /2009
UTTAR GUJARAT VIJ COMPANY LIMITED
MEHSANA
4
SECTION – I
TECHNICAL SPECIFICATION
5
TECHNICAL SPECIFICATION (PART A)
FOR
CONSUMER INDEXING, FEEDER MAPPING WITH GPS
AND ASSET CODIFICATION FOR HIMATNAGAR DIVISION
OF UGVCL CIRCLE, HIMATNAGAR.
1.0 OBJECTIVES
1.1 This specification includes proposed methodology of providing GIS based Consumer
Indexing, GIS Mapping and Asset Codification for the jurisdiction of UGVCL
DIVISION HIMATNAGAR,, viz. Himatnagar Rural,Prantij,Gambhoi,Mehtapura
and Salal Sub-Divisions having Urban/Sub-urban and rural area. Intent of this
specification is to appoint an agency to carry out Geographical Information System
(GIS) based consumer indexing, mapping and asset-coding work in line with the
methodology broadly prescribed in Annexure-IV, in the specified areas of sub-
divisions. Statistical data and particulars of all the S/Divisions involved are indicated in
Annexure-III. The field data collection for the LT customers shall be carried out as per
Part B of this tender
Scope of the bidder under this contract shall be to port the customer data with all the
associated information, asset data, mapped network diagram in graphical form,
codification of all the above entities (Assets, LT/HT customers etc.) hierarchically and
integrate them into single platform. The scope of works is described in more detail in the
later part of this document.
The uniquely codified indexed customer and asset database on the electrical system
network showing the source of supply to the particular customer is to be prepared in
graphical form. This shall enable the feeder / Distribution Transformer (DT) wise energy
accounting to commence on a scientific basis, using a billing & revenue management
software to be procured by the Owner separately, which is excluded from the scope of
this specification.
It shall be the contractor’s responsibility to ensure that each and every consumer,
corresponding to ‘point of sale’ of Power, is properly included and indexed.
The codified and indexed customer database along with network connectivity
information, when created and operational, shall be capable of being on line connected
to other business process software without any limitation.
6
1.2EXCLUSIONS TO THE SCOPE OF WORK
Main server, workstation, printer, UPS system, GIS software, Network Analysis and Load
flow software and all other hardware at the head quarters (HQ) of the UGVCL at Mehsana
and in field offices will be excluded.
Communication channels (such as ISDN/PSTN/V-SAT/GSM/UG cable) for networking
between Central server and Sub-Stations along with stabilized data communication links
on ‘WAN’ would be provided by Owner and would not be in the scope of work of the
bidder.
2.0 SCOPE OF WORK
2.1 The description given here is broad scope of work to be carried out by the contractor.
However, any work even if not specifically mentioned but reasonably implied for the
successful implementation and good performance of the system, are deemed to be
included.
The scope of work of the bidder shall include:
i. Carrying out of field survey for consumers and assets;
ii. GIS mapping, indexing and codification of consumers and all the assets.
iii. The GPS coordinates to be established using differential GPS coordinate survey and the
bidder shall establish necessary master stations during the survey work.
iv. Preparation of digital electrical network from 66KV Sub-Station to Distribution
Transformer; this to include consumers and all the assets.
v. Develop indexing for the electrical 22/11 kV feeders, feeder branches up to Distribution
transformers, L.T. lines, Switches, Service lines, Consumers etc,. shall be uniquely indexed
with defined relationships based on the normal mode of feeding envisaged. All data of line,
meters etc, for network analysis and calculation of losses should be included in data.
vi. One year’s comprehensive maintenance updation support will be provided after successful
completion of initial survey and data loading in GIS system within six month from date of
giving written work order. After which vender is required to update any change/addition in
network within 15 days from date of such changes. Payment will be made on actual work
done for such updation of network during one-year maintenance period.
7
.
TECHNICAL SPECIFICATION (PART B)
FOR LT CONSUMER INDEXING
AND ASSETS CODIFICATION
1. Background:
The UGVCL has initiated the process of feeder mapping and asset coding in respect of all
22/11 KV lines and sub-stations that would also indicate the position of Distribution
Transformers (DT’s) installed on various feeders duly indexed with reference to the feeders,
sub-stations, sub-divisions, Divisions and the Circle.
UGVCL intends to carry forward this process of consumer indexing in respect of its LT
consumers also.
2. Scope of work:
The entire work would comprise of the following main activities:
a) Updating of consumer data and indexing with reference to the feeding DT. The scope of
this work would include, though not limited, to the following activities:
• Carrying out door-to-door survey and identifying all consumers connected to each DT
separately.
• Collecting and updating data in respect of every consumer generally as per the format
at Annexure-1. While doing so, additional information viz. condition of the meter,
seals and change in connected load, phase and details of any unauthorized
connections etc. that are noticed en-route be brought out appropriately.
• The LT lines shall be checked pole to pole. All service connections / service line
connections from the LT mains shall be checked with reference to the consumers to
whom these service lines are feeding the load. Door to door survey of each locality &
pole to pole survey of each DT shall be conducted for checking the existence of the
connections in the premises, and the following shall be verified.
i) The existing connection figures in the ledger and is available in the
commercial records of UGVCL. If not, the unledgered connections shall be
reported to UGVCL.
ii) Status of connections, i.e. whether running or disconnected, shall be noted.
Commercial record of consumers with UGVCL shall be verified.
8
iii) Connections, which exist in the record of UGVCL, but are physically non-
existent. The purpose of mapping and indexing of consumers is to determine
the factual position that exists on the ground.
iv) All co-ordinates to be measured with accuracy of better than 3.0 mtr. by
differential G.P.S.
v) Consumer details should be made available for load on Distribution
transformer Phase wise & billing Data of consumer.
vi) Updating of network and consumer added during initial survey i.e. project
implementation phase.
vii) Onsite support to operational staff during project implementation and during
one-year maintenance period.
9
GENERAL TECHNICAL SPECIFICATIONS
Mapping and indexing of the consumers & electrical network shall be done by
conducting a door to door survey that should locate all the consumers on a geographical map
and identify the source from where they are fed. This will detect unauthorized connections or
connections which have not been registered on the ledgers of UGVCL on one hand and, the
connections which exist in the record of UGVCL but are physically non-existent, on the
other hand. The purpose of mapping and indexing of consumers is to determine the factual
position that exists on the ground.
• The deliverable outputs would be in a format that would enable carrying out of
the following functions
a. Asset Management
b. Consumer Data base
c. Energy Accounting
d. Utility - Customer Relationship Management
e. Interface to Consumer Billing, Analyzing, Collection and linkage to Spot Billing
• The data of the consumers shall be digitized into a digital format. The file shall have
the facility for export to existing GIS & E-Urja software of UGVCL and data shall be
uploaded /entered in GIS and e-Urja EAM module of UGVCL.
• Indexing all the consumers with respect to the DT’s and 11 KV feeders attaching an
alphanumerical code to each consumer as per the plan indicated in Annexure-II
• The list of sub-divisions, feeders and nos. of consumers for which HT & LT
consumer indexing and survey is required, are at Annexure-III.
• The consumer data so collected shall be compiled in a tabular form, feeder wise and
sub-division wise on an acceptable platform viz. Oracle 8i/9i or above.
• Consumers fed from different LT circuits on the secondary side of the DT’s shall be
identified separately.
• Plotting the Geographical location of each consumer with an accuracy of 3 meters or
better using GPS based instrument(s) with reference to local station(s) and preparing
a neat sketch of the network indicating location of each pole and the point from where
the service line to individual consumer emanates.
• This map should be to scale of 1:1000 for cities, Urban and sub urban areas &
1:10000 in rural areas and should be clear and in an uncluttered form generally
maintaining proportions. Important landmarks viz. roads, bye-lanes, water bodies,
canals, rivers, rivulets, nalahs, ponds, distributaries, block of houses, parks, school
buildings, railway lines & stations, hospitals and such other permanent structures etc.
falling en-route shall be duly incorporated / depicted.
10
• All deliverables shall be computerized outputs, which shall be submitted both in hard
as well as soft copies. The hard copies (3 in number) shall be submitted duly bound in
spiral covers and the soft copies (3 in numbers) shall be submitted on CD- ROM.
3. Owner’s contribution:
The data in respect of all HT & LT consumers as available in the Owner’s record would
be handed over to the prospective Contractor on, as is where is basis.
Owner’s staff may associate during field surveys for which the prospective Contractor
would furnish a work plan on a time scale well in advance.
The owner will detail suitable officer to work as nodal officer at each Sub-division for
co-ordination of the project till the final implementation and handing over of the project.
4. Time Schedule:
The entire work of initial survey/digitalization and data uploading for HIMATNAGAR
DIVISION should be completed within 6 months from the date of award of the work. The
Prospective Contractors shall prepare and furnish with their bids a detailed PERT Chart
for the project indicating various activities involved in the process particularly those that
would require association of the Utility’s staff.
a. The PERT chart shall be discussed with the successful bidder and mutually agreed within
15 days of the award of the Contract for optimal execution of the work.
b. One-year comprehensive maintenance support will be provided after successful
completion of the initial work of GIS based consumer indexing,feeder mapping with GPS
and Asset codification of Himatnagar Division. Than after during maintenance period
support will be provided for editing and deleting in digital GIS data for
modification/updation in existing network and editing for new consumers and HT/LT line
and DTRs added subsequently in entire Himatnagar Division.During maintenance period
data will be collected by contractor from all Sub Division offices of Himatnagar Division
within first week of the month by visiting Sub Division Offices in consultation with sub
Division Office incharge.The detail received shall be surveyed and data file shall be got
up loaded to GIS software latest by 20th
of the same month in which data is
received/collected.
5. Transition Management:
After completion of the initial survey period of six month and subsequent one year period
of maintenance support, it is accepted that contractor would impart training to
department staff of UGVCL for smooth transit of work like collecting data from field
survey,GPS based mapping of HT/LT line(taking coordinates),creating files and up
loading of same in GIS software.
11
6. Qualifying Requirements:
i) In order to qualify and be eligible to submit Bid Proposals, the bidders shall have
requisite resources in terms of professional competency (including adequately
qualified staff and Electrical Engineers and financial soundness to complete the
whole package within the stipulated time period.) To this extent, the bidder(s)
shall enclose the necessary documentary evidence with the bid.
ii) The Bidder shall not be anticipating any ownership change or change of
consortium partners during the period from Bid submission to at least 6 months
after successful commissioning of the contracted job and acceptance of the same
by the Employer.
iii) The prospective bidders would have undertaken and successfully completed
similar work in the area of GIS implementation for large utility projects
involving consumer indexing, linking of consumers and GIS mapping for at
least 50,000 consumers in India or any foreign country during the past 3
years in electric supply Utility sector. OR GIS mapping in other sector of not
less than 10 lacs Rupees in India or any foreign country.
7. Functional Requirements:
The bidder shall have requisite resources in terms of professional competency qualified
staff and shall be fully conversant with electricity rules & regulations to ensure that
adequate safety measures are adopted while carrying out the above work.
12
ANNEXURE_I
The prospective Contractor would append the following information:
1.Energy Meter Name plate Details i) Meter serial number
ii) Make of meter
iii) Year of manufacture
iv) Type of meter:
• Single phase/ Three phase four wire/ Three phase three wire
• Direct/CT and PT connected
• Electromechanical/Electronic/Tri vector Meter
v) Current rating of whole current meter
vi) In case of CT and PT connected meter
• Connected CT ratio
• PT ratio
• Dial multiplying factor
vii) Any other particulars of Name plate
viii) Physical condition of the meter:
• Approachability : Inside or approachable from
outside
• Readability : Height of mounting
• indentifiability : Clustering of meters for several
consumers
ix) Operational status of meter:
OK/Disc not rotating/Digits not visible/Smoky/Damages/Glass
broken/Digits not Changing/Figures upset
x) Sealing status:
• MCB
• Meter Cover
• Meter Terminal Block
xi) Status of wiring/Service cable: OK/Cuts/Joints/Tampering/Clustered
Receiving bill: Yes/No
xii) Telephone number and/or cell phone number/PAN No./ Bank account No.
E-mail address
2. a) Name of customer as per record
b) Name of user of the connection
c) Whether user is the owner, with status-Tenant, Descendant or
any other
d) Sanction load KW
e) Connected to Pole/DT/Feeder No
f) Phase to which connected.
g) Single phase / Three phase
13
ANNEXURE_II
Alpha-numerical codification for the sub-stations, feeders and consumers:
(A) For each HT/LT poles:
The following scheme is proposed for the above codification:
X X X X X X 1 2 3 4 5 6 7
Circle Div. S/Dn. SS Feeder Pole location
Code Code Code Code Code Code
1. The Numeric code for the Himatnagar Circle H.
2. Numeric Code for the HIMATNAGAR DIVISION will be H.
3. Each Sub-Division in the respective division would be given a numeric code to
designate each feeder/consumer in the state. Fresh numbers would be allocated in
the same series/manner to the new Divisions as & when these come up.
4. Alphanumeric code for the sub-station:
A 2-digit Alphanumeric code would be allocated for each sub-station in the
respective voltage level in each circle.
5. Alphanumeric Code for the feeder:
A 1-character code would be allocated for each feeder emanating from various
sub-stations.
6. Alphanumeric Code for the HT/LT Poles:
A 7- digit alphanumeric code will be allocated to each HT/LT pole.
Thus, a unique 13 Alphanumeric code will be created for each of the asset, i.e.
HT/LT poles.
14
(B) For the consumers:
The following scheme is proposed for the above codification:
X
X
X X X X X X 1 1 2 3 4 5 6 7 8 9 10 11
Circle Div. S/Dn. SS Feeder Dist. Consumer Consumer
Code Code Code Code Code X’mer Category Code
Code
The alphanumeric coding for the first six parameters will be as above, i.e., as per the
coding given to HT/LT poles.
7. Alphabetic Code for the Distribution Transformer:
The consumers would eventually be linked to the distribution transformer to
which they are connected with an additional 2- digit alphanumeric code.
8. Alphanumeric Code for the category of consumers:
There are about various categories of consumers based on tariff. Each one is
proposed to be designated with a 1 digit alphanumeric code A list of the codes
proposed for various categories of consumers that exist today is appended for
reference at Annexure-B.
9. Numeric Code number for consumer on that feeder:
Each consumer would be allocated a 11-digit number. This constitutes of 3 digit
sub-division code followed by 2 digit ward code and 5 digit for consumer code
and 1 digit code of Check Digit.
Each consumer would thus be designated with a 20 digit alphanumerical code that
would identify the Circle in which it falls, the sub-station and feeder it is
connected to, the Division and Sub-Division, Category and eventually the
distribution transformer to which it is connected.
15
10. Alphanumeric Code ( Tentative)
Codes for the various categories of consumers based on tariff:
Sr. No. Category Code
1. Domestic
a) Single Phase
b) Three Phase
1
2
2. Non-domestic (Commercial)
a) Single Phase
b) Three Phase
3
4
3. Industrial (LT)
a) On LT
b) On LT (EDU/C.GOVT.)
c) On LTP-3
I
E
L
4. Industrial (HT)
d) At 11 KV
e) At 33 KV
f) At 66 KV
g) At 132 kV
h) At 220 KV
H
Z
Y
X
W
5. Agricultural HP Base Tariff
Agricultural Metered Tariff
Agricultural Tatkal Tariff
Agricultural Metered -50 P/U (No Fix Chrg)
A
M
T
B
6. Trust Lighting F
7. Railway traction
a) At 11 KV
b) At 33 KV
c) At 66 & 132 KV
d) At 220 KV
R
V
U
Q
8. a) Municipal Street light
b) Street light Fixture
S
G
9. Public water works
a)Private
b)Nagar Panchayat/ Nagarpalika
c)Muni./GWSSB
P
N
K
10. Temporary
a) Industrial
b) Single Phase Ltg.
c) Three Phase Ltg.
5
6
7
11 Any other O
12 DTC D
16
ANNEXURE-III
LIST OF SUB-DIVISIONS, NO. OF CONNECTIONS ETC. FOR WHICH LT CUSTOMERS ARE TO BE SURVERYED AND
INDEXED.
Name of Division: HIMATNAGAR.
Sr.
No.
Division Name of Sub
Div.
Area in
Sq.
Consumer Details No. of
S/S
No. of
feeders
HT
ckt.
(Kms)
LT ckt
(kms.)
No. of
DT’s
Km
(Approx.) Ind Ind. Com
m
Domestic Others Total
(HT) (LT)
1 HIMAT
NAGAR
Himatnagar
Rural,Gambh
oi,Prantij,Me
htapura,Salal
1577 66 656 5514 79121 26867 112224 13 127 2585 3640 4606
Note:-Number of consumers, HT/LT line, DTR, and Sub Division offices, Division and Circles can go up by 20% during currency of
Contract. Quantities are approximate and may vary.
17
ANNEXURE-IV
SUGGESTIVE METHODOLOGY OF
CUSTOMER INDEXING AND ASSET CODING
INTENT
Intent of this methodology is to develop a system of coding of various
elements of Distribution Network like 11 Kv feeders, 11 Kv AB switches,
D.P. Structures, distribution transformers (DT’s), LT lines 3Ph/1Ph-
2/3/4/5 wires, etc.
The entire information of all the assets and object elements should be
stored in a database by unique computer generated 20 digit alphanumeric
code with ref. to Annexure-II. The coding should be on a structured
pattern and have provision for insertion of new component into the
system. This code is primarily for quick mapping and sorting of the asset
element.
On query, either on a Graphic display of network showing element on a
computer screen or based on asset code, database should be able to furnish
all the information of the particular element. The Geographical location of
electrical division & sub-division and a candidate power sub-station,
electrical connectivity and technical parameters wherever applicable etc.
shall be made available on query for tracking any asset or consumer.
The indexing has to be carried out in a way by which it would be possible
to relate the following:
i) The location / geographical area
ii) The 66 kV power sub-stations
iii) The 66 kV power transformers.
iv) The main road, the branch roads and the lane through which 11 kV
feeder passes from the 11 kV feeder code.
v) The 11/0.443 kV distribution transformers
vi) The location of poles with respect to the main road, branch roads
and lanes from the index of poles.
vii) The consumer code to indicate the type of consumer and the serial
number of consumer.
viii) The consumer and the ‘DT’ from which, he is served.
1.0 Each of the Consumers, indexed based on initial record available with the owner
and later verified by field survey, shall be given an exclusive 20 digit
alphanumeric code. This code shall also be generated by the system. The
consumer code shall provide complete identity of the consumer as well as his
18
connectivity to the electrical system profile.
2.0 Consumer code number shall be used for Metering, billing and all other service
functions. Hence this code number will be available on the front end.
3.0 Asset code number is meant for internal linkage of consumer with nearest element
and asset element with others.
4.0 The power of computer based data sorting and combining is to be used for
providing support for Billing, Customer service, MIS etc.
5.0 CONSUMER TYPE LIST (TENTATIVE) – UGVCL TO PROVIDE
Type of Consumer
LT Domestic (light & fan) – 1 phase
LT Domestic – 3 phase
LT Commercial– 1 phase
LT Commercial– 3 phase
LT Temporary- Ind./ Comm. – 1/3-ph.
LT Industrial– 1 phase
LT Industrial– 3 phase
LT Agricultural – 1 phase
LT Agricultural – 3 phase
LT Public Water Works
LT Private Water Works
LT Street Lighting
11 kV Industrial
11 kV Commercial
11 kV Bulk Supply
11 kV Water Works
33 kV Industrial
EHT Industrial
DTC
19
Technical Specification for GPS Survey and Customer Indexing
1. Overview
Building of GIS consists of three Tasks
� GPS Survey: Survey of electrical network with Global Positioning
System and preparation of Digital Map
� Base Map: Preparation of Base map using Ikonos vintage Imagery
� Customer Indexing: Identifying pole No/ Service pillar No. from
which service is released to customer
2. GPS Survey
Availability of accurate distribution network map showing physical
disposition and configuration of network is a basic pre-requisite for analysis,
planning, optimization and study of the network. The Important activities of
GPS survey and creation of digital map of the network are listed below
i. Bidder shall procure a GPS Base Station and adequate number of GPS
Rovers and establish a Base Station at a central place.
ii. GPS base station and rovers used for survey shall be survey grade and
shall provide 2 to 3 meters accuracy after differential correction. The
bidder shall provide in the bid response the Make, Type, Model and
number of instruments proposed to be used for survey, with technical
literature on instruments.
iii. Surveyors shall walk along the HV and LV feeder with a GPS Rover
and capture the spatial position of the Pole, Distribution Transformer,
Sub-station, Pump set and Industries.
iv. Collect the attribute data to be acquired, while surveying. The bidder
shall prepare attribute data model for the GPS survey and obtain approval of the utility before starting the work. The typical attribute
data to be collected is shown below
Line: Conductor Type; Conductor size; Phase& wires; Type of
support(like PSC,Round,Girder pole); Configuration
Distribution Transformer: Capacity,Make,Sr.No,Repairer
Detail ,Percentage of impedance; HV protection; LV protection;
Number of LV feeders; LV feeder protection; transformer
Mounting
v. Differential correction should be performed on spatial data captured.
20
vi. Collect details of internal arrangement of all Sub-stations, Distribution
Transformer stations, Ring mains, Four pole structures etc., and
digitise them.
vii. Cross check by supervisor of all the attribute data & spatial positions
captured by the surveyors to the minimum extent of 3%. The bidder
should maintain the documentary evidence of the cross check and
submit it along the bill.
viii. On completion of survey, map to the scale of 1:2500 shall be printed
and hard copies shall be submitted for approval
ix. Map shall be resubmitted, incorporating all the omissions pointed out
by utility
3. Creation of base map of project area:
i. The availability of a base map showing Land based features of area
like Roads, Rivers etc., is necessary for planning new distribution
network and identification of assets. The digital map of the
network will be overlaid on the base map. The important of
activities of creation of base map and integration with network
digital map are listed below:
ii. The bidder should procure municipal maps, Tika maps, SOI maps,
IKONOS satellite vintage imagery, etc. as per requirement of the
specifications. The requisition letter will be provided by the
utility. The cost of maps/satellite vintage imagery should be a part
of the bid.
iii. The maps shall be rectified and joined to create a Mosaic
iv. The bidder shall identify adequate number of ground control points
on the map. The number of ground control points should be at least
5 for Sq. KM of the area.
v. The bidder shall capture the latitude and Longitude of ground
Control points using GPS instruments that provide accuracy of 1
centimetre. Wherever GPS instruments could not be used because
of building shades or any other obstructions, optical total station of
1 cm accuracy shall be used. The bidder shall provide in the bid
response the Make, Type, Model and number of instruments
proposed to be used for survey, with technical literature on
instruments.
21
vi. The bidder should geo reference the satellite vintage imagery with
ground control points captured
vii. Digitize all the important features of imagery like Buildings,
Roads, and Water bodies and create a spatial database.
viii. The attribute data to be collected for the Land base features shall
be obtained from Utility. A typical attribute data to be collected is
given in Annexure. The attribute data model shall be finalized in
consultation with the utility before taking up the work.
ix. The bidder shall overlay the network map on the base map and
make final quality checks to ensure the perfect match.
x. Print a base map alone and also base map with network overlay to
the scale of 1:2500 in hard copy and submit for approval
xi. Map shall be resubmitted, incorporating all the omissions pointed
out by utility
4. Customer Indexing:
The location of customer on the network is basic requirement for providing
reasonably good customer service. The customer indexing or integration of
geographic information system and Customer information system is
implemented by creating unique coding for each pole/service pillar and
identifying which customer is fed from which pole or Service pillar. The
customer indexing in turn will identify the feeder, substation through which
customer gets his supply. This information is of great help in Energy Audit,
Trouble Call Management, Transformer Load Management, Service Call
Management, Network Planning, New Customer Management,Load Flow
analysis, incorporating SCSDA activities, Locating proper load centre,
improving Voltage Regulation etc.,
The bidder shall use Personal Digital Assistants (PDA) or Hand Held
Computers (HHC) for customer indexing. The important activities of
customer indexing are listed below:
i. Surveyor shall walk along with the line and identify the customers
to whom supply is released from each pole / service pillar
ii. The customer billing data given by the utility should be integrated
with the GIS through customer indexing.
iii. The bidder shall submit transformer wise list of consumers
iv. The data captured by the surveyor shall be crosschecked by the
supervisor at least to the extent of 1%. The bidder should maintain
22
the documentary evidence of the cross check and submit it along
with the bill.
5. Deliverables
The deliverables of all the above tasks are listed below
i. Digital map of network of project area with unique legends like for
pole, DTR, AB switch, RMUs etc in full detail.
ii. Base map of project area overlaid with network map
iii. Creation of Spatial and non –spatial data base for electrical objects
and non –electrical objects
iv. Build GIS of project area
v. Customer indexing, integrating GIS and CIS
23
SECTION - II
INSTRUCTIONS TO BIDDERS
24
INDEX
CLAUSE NO. DESCRIPTION
1. Local conditions –site visit
2. Cost of Bidding
3. One Bid per Bidder
4. Format of Bid
5. Signature of Bid
6. Language of Bid
7. Bid shall include the following information
8. Proposal for submission of Bid
9. Submission of Bid documents
10. Late Bids
11. Clarification on Bid documents
12. Amendments in bid documents
13. Bid validity
14. Opening of Bids
15. Modification and withdrawn of Bid
16. Award Criteria
17. Notification of award
18. Signing of contract
19. Security Deposit /Performance Guarantee
20. Contract quality assurance
21. Storage of material
22. Confidentiality
25
INSTRUCTIONS TO BIDDERS
1. Local Conditions – Site visit:
It will be imperative on each Bidder to fully inform himself of all local conditions and
factors, which may have any effect on the execution of the Contract covered under
these documents and specifications. The Employer shall not entertain any request for
clarifications from the Bidders, regarding such local conditions. The prospective
Bidders are, therefore, advised to visit and examine the site(s) of Works and its
surroundings and obtain on their own responsibility all information that may be
necessary for preparing the Bid and entering into a Contract for execution of Works.
2. Cost of Bidding:
The Bidder shall bear all the cost and expenses associated with preparation and
submission of its Bid including post Bid discussions, technical and other
presentations etc. and Employer will in no case be responsible or liable for these
costs, regardless of the conduct or outcome of the bidding process.
3. One Bid per Bidder:
Each Bidder shall submit only one Bid by himself or as a partner in a firm. The
bidder, who submits or participates, in more than one Bid will be disqualified.
4. Format of Bid
a) The Bidder shall prepare the Bid in duplicate, clearly marking each copy as
“Original Bid” or “copy of Bid”, as appropriate. In the event of any discrepancy
between them, the original shall govern.
b) The original and copy of the Bid shall be typed or written in indelible ink and
shall be signed by the Bidder or a person or persons duly authorized to bind the
Bidder to the Contract. The letter of authorization shall be submitted by way of
written power of attorney accompanying the Bid. All pages of the Bid shall be
initialled by the person or persons signing the Bid.
c) The Bid shall contain no interpolation, erasure or overwriting except as necessary
to correct errors made by the Bidder. In that case, each such correction shall be
initialled by the person or persons signing the Bid.
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5. Signature of Bid:
a) The Bid must contain the name, residence and place of business of the person or
persons making the Bid and must be signed and sealed by the Bidder with his
usual signature. The names of all persons signing the Bid should also be typed or
printed below the signature.
b) Bid by a partnership must be furnished with full names of the all partners and be
signed with the partnership name, followed by the signature(s) and designation(s)
of the authorized partner(s) or other authorized representative(s). Copy of the
Partnership deed must be supplied along with the Bid.
c) Bid by Corporation/Company must be signed with the legal name of the
Corporation / Company by the President, Managing Director or by the Secretary/
other person/or persons authorized to Bid on behalf of such Corporation/Company
in the matter.
d) A Bid by a person who affixes to his signature the word ‘President’ ‘Managing
Director’, ‘Secretary’, ‘Agent’ or other designation without disclosing name of his
firm will be rejected. Satisfactory evidence of authority of the person signing on
behalf of the Bidder shall be furnished with the Bid.
e) The Bidder’s name stated on the proposal shall be the exact legal name of the
firm.
f) Bids not conforming to the above requirements of signing may be disqualified.
6. Language of Bid:
The Bid and all correspondence and documents relating to the Bid shall be written in
the English language.
7. Bids shall include the following information:
a) Copies of original documents defining the constitution or legal status, place of
registration and principal place of business, written power of attorney of the
signatory of the Bid to commit the Bidder.
b) Performance as prime Contractor for having executed works of similar nature
during the last 3 years and details of other works and contractual commitments
presently in hand. The work order along with quantified details of the works
carried out may be supplied for proper assessment.
c) Description of the tools and Plants for carrying out the works.
d) Qualification and Experience of key personnel, proposed for carrying out the
Work.
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e) Reports on the financial standing of the Bidder including certified copies of profit
and loss statements, balance sheets and auditors’ reports of the past five years and
an estimated financial projection for the next two years.
f) Information regarding any litigation, current or during the last two years, in which
the Bidder is involved, the parties concerned and disputed amount.
g) The proposed methodology and program of executing the job backed with
equipment planning and deployment, quality control procedure to demonstrate the
adequacy of Bidder’s proposal to meet the technical specification and completion
schedule as per milestones. It would be preferable to give this information in a
self-contained write-up.
h) Bids submitted by the joint venture/consortium of firms as partner shall comply
with following requirements:
� The lead partner must fulfil 100% of the qualification criteria.
� One of the partners shall be nominated as lead partner, and this authorization
shall be evidenced by submitting a power-of attorney signed by legally
authorized signatories of all the partners.
� Only the lead partner shall be authorized to incur liabilities and receive
instructions for and on behalf of any and all partners of the joint venture and
the entire execution of the Contract including payment shall be done
exclusively with the lead partner.
� All partners of the joint venture/consortium shall be liable jointly and
severally for the execution of the Contract in accordance with the Contract
terms and a statement to this effect shall be included in the Bid Form and in
the Contract Form.
� A copy of the agreement entered in to by the joint venture/consortium partners
shall be submitted along with the Bid. Failure to comply with this requirement
may result in rejection of joint ventures/ consortium Bid.
The Employer reserves the right to ask for any additional information and also
reserves the right to reject the proposal of any Bidder, if in the opinion of the
Employer, the qualification data is incomplete or the Bidder is found not qualified
satisfactorily to perform the Contract.
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8. Proposal for Submission of bid
The bidders will submit the offer for the entire project in two separate parts; viz.,
(A) Technical Bid & (B) Price Bid.
Technical bid should contain:
1. Experience certificate of the party
2. Turnover certificate of the party
3. Details of equipments available & proposed to be acquired by the bidder
4. Proposed methodology to carry out this work.
9. Submission of Bid Documents
a) Unless otherwise stated in the bidding documents, bid must be submitted in
duplicate.
b) Bid must be submitted in sealed envelopes, complete in all respects, which will be
received up to 14:00 hrs. on the due date at the following address:
Addl.Chief Engineer (Civil)
UGVCL,Corporate Office,Mehsana.Pin-384001.
c) The above two envelopes and a third one containing earnest money and Tender
fee paid shall all be clearly marked outside so as to identify each envelope,
without opening the covers. All the sealed envelopes should be properly tagged
and placed in one common sealed cover bearing on the top “Tender
NoUGVCL/IT/68/2009 Due On 10.06. 2009, for CONSUMER INDEXING,
FEEDER MAPPING, & ASSET CODIFICATION for HIMATNAGAR
Division. Name of the bidder with address, validity period and particulars of the
Bid Security against the work.
d) The Bidders have the option of sending the Bid by registered post or speed post.
Bids submitted by telex/telegram will not be accepted.
e) Bidders have to download the tender from our website www.ugvcl.com and have
to pay/send Tender fee separately without which bid stands rejected.
10. Late Bids:
Any Bid received after the due time and date fixed or extended for submission of
Bids will be rejected and/or returned unopened to the Bidder.
11. Clarifications on bid documents:
a) The Employer may, if considered necessary, hold a joint conference after opening
of the bid so as to clarify various components of the proposed work covered under
29
this enquiry. The date of the bid conference, if held, will be intimated to all the
Bidders who have submitted their tender documents.
b) If any Bidder finds discrepancies or omission in the specifications / document or
is in doubt as to the true meaning of any part, he shall make a request, in writing,
for interpretation / clarifications to the Employer. The Employer then will issue
interpretations and clarifications as he may think fit in writing. After receipt of
such interpretations and clarifications, the Bidder may submit his Bid but within
the time and date as specified in the Invitation to Bid. All such interpretations and
clarifications shall form a part of the Bidding document and shall accompany the
Bidder’s proposal.
12. Amendments in bid documents:
a) At any time prior to the deadline for submission of Bids, the
Employer may, for any reason, whether at its own initiative or in response to
a clarification required by a prospective Bidder, modify the bidding
documents by amendment(s).
b) The amendment will be notified in writing or by Fax or email to all
prospective bidders, who have purchased the bidding documents, at the
addresses contained in their respective letter of request for the issue of
bidding document. Employer will bear no responsibility or liability arising
out of non-receipt of the same in time or otherwise.
c) In order to afford prospective Bidder reasonable time in which to take
the amendment into account in preparing their Bids, the Employer may, at
its discretion, extend the deadline for the submission of Bids.
d) Such amendments, clarifications etc. shall be binding on Bidders.
13. Bid Validity:
The bid shall be valid for a period of 90 (Ninety) calendar days from the date of
opening of Bid, failing which, tenders / bids shall be rejected.
14. Opening of Bids:
Bids will opened in presence of bidders present on scheduled date and time.
15. Modification and withdrawal of Bids:
a) The Bidder may modify or withdraw its Bid after the Bid’s submission provided
that written notice of the modification or withdrawal is received by the Employer
prior to the deadline prescribed for submission of Bids.
30
b) The Bidder’s modification or withdrawal notice shall be prepared, sealed, marked
and dispatched in accordance with the procedure given in Clause 10.
c) No Bid may be modified subsequent to the deadline for submission of Bids.
d) No Bid may be withdrawn in the interval between the deadline for submission of
Bids and the expiration of the period of Bid validity. Withdrawal/modification of
a Bid during this interval may result in the forfeiture of the Bidder’s earnest
money.
16. Award Criteria:
a) The contract will be awarded for the package as a whole, including both the sub-
packages to the successful bidder whose Bids have been determined to be
substantially responsive and the Bidders are determined to be qualified to perform
the Contract satisfactorily, as decided by the Purchase Committee after
negotiations.
b) The Employer reserves the right to accept or reject any Bid, and to annul the
Bidding process and reject all Bids at any time prior to award of Contract, without
thereby incurring any liability to the affected Bidder or Bidders or any obligation
to inform the affected Bidder or Bidders on the grounds for the Employer’s
action.
c) The employer’s reserves the discretion & the rights not to award further work on
second batch of packages if it not satisfied with the performance of the contractor
for any other reason.
17. Notification of Award:
a) Prior to the expiration of the period of Bid validity and extended validity period,
if any, the Employer will notify the successful Bidder in writing by registered
letter or by email or Fax, to be confirmed in writing by registered letter, that his
bid has been accepted.
b) The notification of award through a Letter of Award will constitute the formation
of the Contract.
c) Upon the successful Bidder’s furnishing of performance guarantee pursuant to
Clause 19, the Employer will promptly notify each unsuccessful Bidder and will
discharge their earnest money.
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18. Signing of Contract:
a) At the same time as the Employer notifies the successful Bidder that its Bid has
been accepted the Employer will send the successful Bidder the Contract Form
incorporating all agreements between the parties.
b) Within fifteen (15) days of the Notification of the Award the successful Bidder
shall sign and date the Contract and return it to the Employer.
19. Security Deposit :
a) Within 15 days of receipt of notification of award from the Employer, the
successful Bidder, to whom the Work is awarded, shall be required to furnish a
Security Deposit for an amount equal to 5% (Five percent) of the total Contract
Price towards faithful performance of the Contract in accordance with the terms
and conditions specified therein. The guarantee shall be valid up to 90 days after
the completion of the entire contract work. The amount of earnest money would
be adjusted against the performance guarantee (Security Deposit).
b) The Performance guarantee will be returned to the Contractor without any interest
at the end of the 90 days after the completion of the entire contract work.
20. Contract Quality Assurance:
a) The Data so collected and compiled shall be accurate and in a flexible format that
would permit updating and modifications with ease.
b) The Bidder shall include in his proposal the Quality Assurance Program
containing the overall quality management and procedures, which he proposes to
follow in the performance of the Contract during various phases as detailed in
relevant Clauses of the technical specification. The employer reserves the right to
suitably make changes in the quality assurance program management and
procedure, so as to ensure suitable quality.
21. Storage of Material:
The Bidder may, if so required, store his Material/Equipment in the well-maintained
place at his cost. Storage facilities wherever possible may be made available by the
Employer free of cost but the safe keeping of the items stored will remain the
responsibility of the successful bidder.
22. Confidentiality:
All information thus obtained shall be treated as confidential and shall be used solely
for the purpose intended under the contract and shall be returned to the Utility on
32
completion of the work. The successful Contractor shall be required to sign an
undertaking for maintaining confidentiality.
33
SECTION-III
CONDITIONS OF CONTRACT
34
INDEX
CLAUSE NO. DESCRIPTION
1. Notice, Consent and approvals
2. Employer’s decision and Instructions
3. Sub contracting
4. Contractor’s Representative
5. Compliance with Laws
6. Personal
7. Penalty for delay in the completion of work
8. Completion of work, verification of
data and release of payments
9. Earnest money deposit(EMD)
10. Suspension of works, Delivery or Erection
11. Effects of suspension
12. Set off & Risk procedure
13. Risk and Responsibility
14. Accidents
15. Insurance
16. Force Majeure
17. Contractor’s Default
18. Settlement of Disputes
19. Arbitration
20. Taxes and Duties
21. Advertising
22. Compliance of laws
23. Variation in the scope of work
24. Deviations/Exclusion
25. Evaluation for the purpose of allotment of work
35
1. Notice, Consent and approvals:
Wherever in the Contract, provision is made for giving notice, consent or approval by
any person, such consent or approval shall not be unreasonably withheld. Unless
otherwise specified, such notice, consent or approval shall be in writing and the word
“notify” shall be construed accordingly. Engineer-in-charge shall be the Nodal
Officer in this respect. He may delegate his powers to a subordinate officer wherever
required. All such letters and notices shall be addressed by the Contractor to the
Engineer-in-Charge, as required, with a copy to the Engineer. However, routine
correspondences may be exchanged by him with the Engineer with a copy to
Engineer-in-charge.
2 Employer’s Decisions and Instructions:
a) The Contractor shall proceed with the decisions and instructions given by the
Engineer-in-Charge or its representative in accordance with these conditions.
b) The Contractor may require the Engineer-in-Charge to confirm in writing any
decision or instruction of the Engineer-in-Charge that is not in writing. The
Contractor shall notify the Engineer-in-Charge of such requirement without undue
delay. Such a decision or instruction shall not be effective until the written
confirmation thereof has been received by the Contractor from the Engineer-in-
Charge or the Engineer. assigned by him for the purpose.
3. Sub Contracting:
a) Except where otherwise provided under the contract, the contractor shall not sub-
contract any part of the works without the prior written consent of the Engineer-
in-Charge. Any such consent, if given, shall not relieve the contractor from any
liability or obligation under the contract and he shall be responsible for the acts,
defaults and neglects of any sub-contractor, his agents, servants or Workmen as
fully as if they were the acts, defaults or neglect of the Contractor, his agents or
employees.
b) If any Sub-Contractor, engaged upon the Work either executes any Work which
in the opinion of the Engineer-in-Charge is not in accordance with the contract, or
for any other reason is undesirable, the Engineer-in-Charge may require the
Contractor by written notice to terminate the sub-contract and the Contractor shall
immediately dismiss the Sub Contractor and later shall forthwith leave the Site.
c) All correspondence from any Sub-Contractor to the Engineer-in-Charge shall be
submitted only through the Contractor. Correspondence by the Sub-Contractor
36
sent directly to the Engineer-in-Charge will not be acknowledged or taken
cognizance of.
4. Contractor’s Representative
a) The Contractor shall, in addition to a project coordinator, employ one or more
competent representatives to supervise the works carried out at site. They shall be
fluent in the language used in day-to-day communication. Their names shall be
communicated in writing to the Engineer-in-Charge before Work at site begins.
b) Any instruction or notice that the Engineer-in-Charge gives to the Contractor’s
representative, shall be deemed to have been given to the Contractor. At least one
of the Contractor’s competent representative on each Site shall be fluent in
speaking, writing, reading and understanding English.
c) The Contractor shall, upon the Engineer-in-Charge’s written instruction remove
from the Works
d) Any person employed by him in the execution of Works, who misconduct
himself or is incompetent or negligent.
e) No persons, other than the employees of the Contractor and his Sub-Contractor,
shall be allowed on the Site except with the written consent of the Engineer-in-
Charge. Facilities to inspect the Works shall at all times be afforded by the
Contractor to the Engineer-in-Charge and his representatives.
5 Compliance with Laws:
a) The Contract shall in all respects be interpreted in accordance with the laws in
force in India, including any such laws passed or made or coming into force
during the period of the Contract.
b) The Contractor shall be fully responsible for deducting the P.F. of the
employees/labour Working under him as per statutory regulations and depositing
the same with the concerned authorities.
c) The Contractor shall comply with the laws of India for manufacturing of
equipment/material.
6 Personnel:
a) The Contractor shall, unless otherwise provided in the Contract, make his own
arrangements for the engagement of all the required personnel and for their
payment, housing, feeding and transport.
b) The Contractor will be expected to employ on the Work only his regular skilled
employees with experience of the particular type of Work. No female personnel
37
shall continue with the work after darkness. No person below the age of eighteen
years shall be employed.
c) In case, the Employer becomes liable to pay any wages or dues to the personnel or
any Government agency under any of the provisions of the Minimum Wages Act,
Workmen Compensation Act, Contract Labour Regulation Abolition Act or any
other law due to act of omission and commission of the Contractor, the Employer
may make such payments and shall recover the same from the Contractor’s bills.
7. Penalty for delay in the completion of Work:
Penalty would be applicable @ 0.5% of the cost of unfinished work per week of
delay subject to a maximum of 10% of the cost of uncompleted work.
For the purpose of counting the completion of work and/or application of penalty,
work would be counted in modules of one complete feeder. This would be in
addition to compensating the Utility for taking to other recourses for completing
the work such re-contracting the work at the risk, cost & responsibility of the
Contractor etc.
8. Completion of work, verification of Data and release of payments:
a) The progress of work would be monitored 11KV feeder wise on monthly basis
with reference to the time schedule agreed upon at the commencement of the
Project. The contractor would submit an exception report to the Owner’s
representative bringing out the progress made during the month under report as
also explanatory notes on the hurdles in achieving the targets together with
comments on how he proposes to address these hurdles towards timely
completion of the work.
b) The Prospective Contractor would furnish completion reports in respect of each
feeder where upon, the Owner shall conduct sample surveys on approximately
10% of the 11 KV feeders in each sub-division to verify the accuracy of data
furnished by the Contractor within 30 days of its submission. Any
omissions/discrepancies in excess of 5% of the total consumer population on a
particular feeder shall be considered lack of diligence in carrying out the works
that would entail carrying out the survey for that feeder afresh at his own cost.
c) If inconsistencies are found again, penalties may be levied upon the Contractor
for compensating the Owner for repeating the sample survey. This would be
without prejudice to other penalties that may become leviable on account of delay
in the completion of work.
38
d) In case lack of diligence in carrying out the work is observed in more than 10 No.
11KV feeders in any one Circle then the Owner reserves the right to cancel the
contract and initiate action to get the work completed from alternative means at
the risk & cost of the Contractor.
e) Assessment of the total payment due to the contractor shall be made on the basis
of per 11 kV feeder, per consumer in case of LT / HT consumers’ indexing, per
km. covered in case of GIS based feeder Mapping & Asset Codification and per
substation in case of mapping & asset codification of substations.
f) After completion of work feeder wise Invoices will be raised by successful bidder
in triplicate at Corporate Office, Mehsana.Corporate office on verification of the
data with concerned Sub Division office and certificate regarding authenticity of
data will process for payment against actual work done.
g) Rates should be clearly indicated in PRICE BID SCHEDULE separately both for
initial survey work and one-year maintenance support. Rates quoted for updating
will be applicable to only those amount of work which is executed during one-
year maintenance period only after completion of initial survey work. Payment
will be released every month after verification of the data with concerned sub
division office and certificate regarding authenticity of data
9. Earnest Money Deposit (EMD):
a) The Bidder shall furnish, as part of the Bid, an Earnest Money of Rs. 80,000/-
(Eighty Thousands Only) payable in the shape of Demand Draft drawn in
favour of , UGVCL, payable at Mehsana.
b) Bids not accompanied by Earnest Money shall be rejected out-rightly
c) The EMD shall be refunded to the unsuccessful bidders within 90 days of the
award of Contract. This amount would not attract any interest during the
period of deposit.
d) The earnest money may be forfeited.
• If the Bidder withdraws his Bid after opening of the Bid.
• In the case of successful Bidder, if he fails within the specified time limit to
sign the agreement, or furnish the required performance guarantee
10. Suspension of Works, Delivery or Erection:
The Engineer-in-Charge may at any time instruct the Contractor to: -
a) Suspend progress of the Works, or
39
b) The Contractor shall during suspension protect and secure the Works or
Equipment affected at the Contractor’s Works or elsewhere or at the Site, as the
case may be against any deterioration, loss or damage.
11. Effects of Suspension:
a) The additional cost incurred by the Contractor in protecting, securing and insuring
the Works or Plant and in following the Engineer-in-Charge’s and in resumption
of the work, shall be added to the Contract Price except that no such addition to
the Contract Price shall be made if the suspension or deemed suspension is for a
period less than 10 days.
b) The Contractor shall not be entitled to be paid any additional cost if such
suspension is necessary, by reason of a default on the part of the Contractor or for
the proper execution, or for the safety of the Works or Plant, unless such necessity
results from any act or default of the Employer or in consequence of any of the
Employer’s Risks.
c) The Contractor shall not be entitled to additional cost unless he notifies the
Engineer-in-Charge of his intention to make such claim, within 10 days after
receipt of the order to suspend progress or delivery of the date of deemed
suspension under sub clause 8 a).
12 Set Off & Risk Procedure:
a) Any such money due and payable to the Contractor under the Contract may be
appropriated by the Engineer-in-Charge and set-off against any claim of the
Engineer-in-Charge for the payment of a sum of money arising out of under this
Contract or any other Contract entered into by the Contractor with the Engineer-
in-Charge.
b) In the event of breach of any of the terms and conditions by the Contractor, the
Engineer-in-Charge can terminate the Contract without any notice to the
Contractor at any stage and the Contractor shall have no claim whatsoever on the
Engineer-in-Charge on this account. But the Contractor shall be liable to pay to
the Engineer-in-Charge a sum equivalent to 5% of the value of the Contract as
liquidated damages and not as penalty. The Contractor shall in addition and
without prejudice to the above said damages, make good any loss or damage that
may be incurred by the Engineer-in-Charge in getting the left out Works executed
from elsewhere at the risk and cost of the Contractor.
c) In case of delay in the execution of Works, the Engineer-in-Charge will have the
right to get the Work executed from any alternative source, at the sole risk and
40
cost of the Contractor. Any extra expenditure incurred in such action shall be
recoverable in full from the Contractor in addition to Owner's right of claim for
liquidated damages.
13. Risk and Responsibility:
The Risk of loss or damage to physical property and the death and personal injury
that arises in consequence of the performance of the Contract shall be allocated
between the Employer and the Contractor as follows:
a) Employer’s Risks
• In so far as they relate to the area where the works are to be erected:
• War and hostilities (whether war be declared or not), invasion, act of foreign
enemies
• Rebellion, revolution, insurrection, military or usurped power or civil war.
• Ionizing radiation or contamination by radioactivity from any nuclear fuel,
radioactive toxic explosives or other hazardous properties of any explosive
nuclear assembly or nuclear component, thereof.
• Use or occupation of the works or any part thereof by the Employer.
• The act, neglect or omission or breach of Contract or of statutory duty of the
Employer
b) Contractor’s Risks
• The Contractor’s Risks are all risks other than those identified as the
Employer’s Risks.
14. Accidents:
The Contractor shall be liable for and shall indemnify the Employer against all losses,
expenses or claims arising in connection with the death of or injury to any person
employed by the Contractor or his sub Contractors or employees of the Owner for the
purposes of the Works, unless caused by any acts or defaults of the Employer. In the
latter cases the Employer shall be liable for and shall indemnify the Contractor
against all losses, expenses or claims arising in connection therewith.
15. Insurance:
The Contractor 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
41
occurring before the issue of the last Defect Liability Certificate. Such insurance shall
be effected before the Contractor begins any Work on the Site.
16. Force Majeure.
Force Majeures means any circumstances beyond the control of the parties including:
a) War and other hostilities, (whether war be declared or not), invasion, act of
foreign enemies, mobilization, requisition or embargo;
b) Ionizing radiation or contamination by radioactivity from any nuclear fuel or from
any nuclear waste from the combustion of nuclear fuel, radioactive toxic
explosive, or other hazardous properties of any explosive nuclear assembly or
nuclear components thereof;
c) Rebellion, revolution, insurrection, military or usurped power and civil war;
d) Riot, commotion or disorder, except where solely restricted to employees of the
Contractor.
e) Neither party shall be considered to be in default or in breach of his obligations
under the Contract to the extent that performance of such obligations is prevented
by any circumstances of Force Majeures that arise after the date of the
Notification of Award.
f) If either party considers that any circumstances of Force Majeures 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 Majeures the Contractor shall
endeavor to continue to perform his obligations under the Contract so far as
reasonably practicable. The Contractor shall notify the Engineer-in-Charge of the
steps he proposes to take including any reasonable alternative means for
performance, which is not prevented by Force Majeures. The Contractor shall not
take any such steps unless directed so to do by the Engineer-in-Charge.
h) If circumstances of Force Majeures have occurred and shall continue for a period
of 180 days, notwithstanding, the Contractor may by reason thereof, having been
granted an extension of Time for Completion of the Works, either party shall be
entitled to serve upon the other, 30 days notice to terminate the Contract. If at the
expiry of the period of 30 days Force Majeures shall still continue, the Contract
shall terminate.
42
17. Contractor’s Default:
a) If the Contractor 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 Contractor requiring him to make good such failure or neglect.
b) If the Contractor:
i) Has failed to comply within a reasonable time
ii) Assigns the Contract or Sub-Contracts the whole of the Works without the
Engineer-in-Charge’s written consent, or
iii) Becomes bankrupt or 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 Engineer-in-Charge may, after giving 15 days notice to the Contractor,
terminate the Contract and expel the Contractor from the site. Any such expulsion
and termination shall be without prejudice to any other rights or powers of the
Employer, or the Contractor under the Contract. The Employer may upon such
termination complete the Works himself or by any other Contractor. The
Employer or such other Contractor may use for such completion, Contractor’s
equipment which is on the Site and as he or they may think proper, and the
Employer shall allow the Contractor a fair price for such use.
d) The Employer shall, as soon as possible after such termination, certify the value
of the Works and all sum then due to Contractor as at the date of termination.
e) The Engineer-in-Charge shall not be liable to make any further payments to the
Contractor until the Works have been completed. When the Works are so
complete, the Employer shall be entitled to recover from the Contractor the extra
costs, if any, of completing the Works after allowing for any sum due to the
Contractor. If there is no such extra cost the Engineer-in-Charge shall pay any
balance due to the Contractor.
f) The Contractor’s liability shall immediately cease when the Employer expels him
from the Site without prejudice to any liability there under that may have already
occurred.
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18. Settlement of Disputes:
a) Any dispute(s) or difference(s) 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 Contractor, arising out of the Contract for the performance of
the works whether during the progress for the works 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 Contractor.
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 Contractor who shall proceed with the
Works with all due diligence, whether he or the Engineer-in-Charge required
arbitration as hereinafter provided or not.
d) If after the Empowered Officer has given written notice of his decision to the
parties, and no claim to arbitration has been communicated to him by
either party within thirty (30) days from the receipt of such notice, the said
decision shall become final and binding on the parties.
e) In the event of the Empowered Officer failing to notify his decision as aforesaid
within thirty (30) days after being requested aforesaid, or in the event of either the
Owner or the Contractor 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 matters in dispute be referred to
arbitration as hereinafter provided.
19. Arbitration:
All matters, question, disputes, differences 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 obligations of either of both parties under this Contract be subsisting at
44
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.
20. Taxes and Duties:
a) All custom duties, excise duties, sales taxes and other taxes and duties, levies
payable by the Bidders in respect of the transaction between the Bidders & their
vendors/sub-suppliers while procuring any components, sub-assemblies, raw-
materials and equipment shall be included in the Bid price and no separate claim
on this behalf will be entertained by the Employer.
b) Wherever excise duty is applicable, the credit due under the MODVAT
policies wherever applicable, shall be taken into account by the Bidder while
quoting the Bid price. Compliance of this clause shall be confirmed by the Bidder
along with his Bid.
c) As regard the Income Tax, surcharge on Income Tax and other taxes including
tax deduction at source, the Bidder shall be responsible for such payment to the
concerned authorities with in the prescribed period.
d) Deduction of Works Sales Tax at source as per provisions of Sales Tax Act
shall be made from the Bills of the Contractor.
21. Advertising:
Any advertising stating the subject of this Contract by the Contractor in India or
in other foreign countries shall be subject to approval of the Employer prior to the
publication. Publication of approved articles, photographs and other similar
materials shall carry approval of the Employer.
22. Compliance of Laws
The successful bidder will certify that he has complied with the provisions of
Industrial & Labour Laws including PF Act, ESI Act etc. as may be applicable.
23. Variation in the Scope of Work
The scope of work can be increased/decreased by 25% during the execution or
otherwise on the pro-rata basis by the Engineer-in-Charge.
45
24. Deviations/Exclusions
The bidder is to mention the deviations/exclusions in the schedule given and also
to mention the cost of the withdrawal the price bid (Part-II). The
deviations/exclusions mentioned anywhere else will not be entertained and it will
be presumed that there is no deviation/exclusion in the tender.
25. Evaluation for the purpose of allotment of work
Though the rates per unit have been asked for in the price schedule A, the total cost of
the package will be calculated on the basis of total quantities mentioned in the bid
document for the purpose of comparison of lowest bidder before and after the
negotiations by Purchase Committee. However, the prices lowered during the
negotiations will be reduced pro-rata on all the items in the same proportion.
Sr. no. Consumer Details ( Tentative)
1 Name of Consumer
2 Father’s / Spouse Name
3 Full address of the premises at which the supply is availed / provided:
4 Permanent Residential Address
5 If tenant, Land Owners’ name & address:
6 Connected to Pole No.
7 a) LT Feeder No.
b) Size of ACSR
8 Fed from DT No.
9 Tariff Category
10 Energy Meter Details (Make & Class)
11 Meter No.
12 Type of Meter (EM / STM)
13 Date of Meter Installation / Last Calibration Date
14 Position of viewing glass
15 History of supply reconnection / Change in Connected Load / Change of Name
16 Physical Location of Meter
46
a) Approachability : Inside or approachable from outside
b) Readability : Height of Mounting
c) Identification : Clustering of meters for group of consumers
17 Sanctioned Load (kW)
18 Telephone no.
19 Cell Phone No.
20 Voter ID Card No.
21 PAN No.
22 Bank Name & Account No.
23 Driving License No.
24 Group Housing Society Name
Registration No.
LEGEND:
E M Electromechanical Energy Meter
STM Static Energy Meter
47
SECTION - IV
BID PROPOSAL SECHEDULE
48
BID PRICE SCHEDULE
A. WORK/SERVICE PORTION AND PORTING/LOADING & HANDING OVER OF DATA/MAPS
Sr.
No.
Description Unit Qty
Unit
Price
Total
Prices
(Rs.)
Lacs
Total value at
UGVCL inclusive
of all Taxes &
Duties (Rs.)
1.0
1.1
1.1(a)
1.1(b)
1.2
1.3
1.4
1.5
INDEXING, MAPPING & ASSET CODIFICATION
WITH GPS COORDINATES
HT & LT customer indexing and tabulation of same, based
on the registers / ledger record of the owner for all the
consumers of each Area / Division. Field survey works,
physical verification of coded data base of customer based
upon electrical system codification, and source of supply to
a particular customer
LT Consumers excluding HT and Agricultural Consumers
HT and Agricultural Consumers
GIS mapping of 11 kV feeder/LT line from the substation
up to the last distribution transformer and Asset
codification of the electrical assets on 11 kV feeders from
substation to last DT and LT lines
Painting of numbers on Pole/Transformers etc. with back
ground colour as per instruction and black numbers
Affixing bar-coded customer code stickers on meter board
at consumer premises
Satellite Vintage imagery(not more than 1yr.old) using
IKONOS and vectorization for approx. 1577 sq.kms area(
Where required)
Per
consumer
Per km.
Per No.
Per No.
Per sq.
km.
.
99120
17710
6225
165470
116830
1577
49
Sr.
No.
Description Unit Qty
work
Unit
Price
Total
Prices
(Rs.)
Lacs
Total value at UGVCL
inclusive of all Taxes &
Duties (Rs.)
2.0
2.1
2.1(a)
2.1(b)
2.2
2.3
2.4
2.5
2.6
INDEXING, MAPPING & ASSET CODIFICATION
WITH GPS COORDINATES DURING MAINTENANCE
PERIOD AFTER COMPLETION OF INITIAL SURVEY
WORK
HT & LT customer indexing and tabulation of same, based
on the registers / ledger record of the owner for all the
consumers of each Area / Division. Field survey works,
physical verification of coded database of customer based
upon electrical system codification and source of supply to
a particular customer during one-year maintenance period
after completion of initial survey work.
LT Consumers excluding HT and Agricultural Consumers
HT and Agricultural Consumers
GIS mapping of 11 kV feeder/LT line from the substation
up to the last distribution transformer and Asset
codification of the electrical assets on 11 kV feeders from
substation to last DT and LT lines added during one year
maintenance period after completion of initial survey work
Painting of numbers on Pole/Transformers etc. with back
ground colour as per instruction and black numbers added
during one year maintenance period after completion of
initial survey work
Affixing bar-coded customer code stickers on meter board
at consumer premises added during one year maintenance
period after completion of initial survey work
Updating HT/LT poles and DTRs feeder coding and
modification in system data base
Updating Consumer’s feeder and DTR coding and
Consumer’s meter and other detail in GIS system data base
Per
consumer
Per km.
Per No.
Per No.
Per No.
Per No.
12000
1500
300
6000
13500
10000
20000
Total Cost-A
Amount in words: Rupees__________________________________________________________________________________
Signature of Contractor Authorized Signatory ,UGVCL
50
Note:
1. The prices arrived at in this schedule should match with the prices indicated in bid submission format.
2. Prices to be quoted both in figures and in words.
3. Prices quoted should be F.O.R. basis inclusive of all Taxes and levies.
4. In case of any discrepancy between the two, the rates quoted in words shall prevail.
Signature of Contractor Authorized Signatory
UGVCL, Mehsana