EASTERN POWER DISTRIBUTION COMPANY OF A.

P LIMITED
VIZIANAGARAM

BID DOCUMENT

BID No. SE/O/VZM/DE/T/ADE/C/AE/Pur/20/2019-20

For

“Carrying out continuous monthly Spot Billing work on contract basis in

Municipalities/Mandal Head Quarters/Rural/Agency Areas of Town Vizianagaram Sub-
Div., Operation Div./Vizianagaram of Vizianagaram Circle for a Period of one year
from 01.02.2020 to 31.01.2021.’’

Superintending Engineer, Phone: 08922-279951

Operation Circle, A.P.E.P.D.C.L.,
Vizianagaram
EASTERN POWER DISTRIBUTION COMPANY OF A.P.LIMITED
OPERATION CIRCLE :: Vizianagaram

Tender Notice No : SE/O/VZM/APEPDCL/AE/Pur/ 20/2019-20

Contents of Tender Schedules:

S. No Description Annexure/ Page/

Format Numbers.
1 Notice Inviting Tender Details
A Newspaper advertisement Annexure 1a 3
B Online version Annexure 1b 4
2 Proforma of checklist for Bidders PROFORMA-II 41
3 Bid Document
4 Price Schedule 42-44
 Annexure 1a
Newspaper advertisement

EASTERN POWER DISTRIBUTION COMPANY OF A.P. LIMITED

OPERATION CIRCLE : : Vizianagaram

E-Procurement Notice

The APEPDCL is opting for e-Procurement for the work of “Carrying out continuous
monthly Spot Billing work on contract basis in Urban/Rural/Agency Areas of Town
Vizianagaram Sub-Div., Operation Div./ Vizianagaram of Vizianagaram Circle for a
Period of one year from 01.02.2020 to 31.01.2021.’’

Tender Notice No. SE/O/VZM/DE/T/ADE/C/AE/Pur/20/2019-20

Sl.No Description of item Approximate Estimated value
1. “Carrying out continuous monthly
Spot Billing work on contract basis in
Urban/Rural/Agency Areas Town
Vizianagaram Sub-Div.Operation
Div./Vizianagaram of Rs.6692279
Vizianagaram Circle for a Period of
one year from 01.02.2020 to
31.01.2021.’’
2. Schedule opening date on line 13.01.2020 @ 10.00 Hrs
3. Bid Submission Closing Date on line 27.01.2020 @ 12.00 Hrs
4. Technical Specifications Bid Opening 27.01.2020 @ 12.30Hrs
Date on line (Technical Bid stage)
5. Price Bid Opening Date(probable) on 27.01.2020 @ 15.00 Hrs
line (Financial Bid Stage)

All the interested bidders may visit www.eprocurement.gov.in to view and download
tender documents free-of-cost.

Those who are interested to submit bids will have to register in the above-mentioned
site and also have to obtain Digital Certificates. The details and procedure for obtaining
digital certificates are mentioned in the website or contact the helpdesk of the site.

Bids received from the registered bidders of APEPDCL or any A.P. Government
Department only will be considered.
 On line version

OPERATION CIRCLE :: Vizianagaram

Tender Notice No: SE/O/VZM/APEPDCL/AE/Pur/20/2019-20

Annexure 1b

Notice Inviting Tender Details

S.No Description
1 Department Name A.P.E.P.D.C.L.
2 Office SE/O/Vizianagaram
3 Tender Number SE/O/VZM/APEPDCL/AE/Pur/20/2019-20
4 Tender Subject Carrying out continuous monthly Spot Billing
work on contract basis in Urban/Rural/Agency
Areas of Town Vizianagaram Sub-Div.,
Div./ Operation Vizianagaram of
Vizianagaram
Circle for a Period of one year from 01.02.2020 to
31.01.2021.’’
5 Delivery Schedule As per Bid document
6 Tender Type Open
7 Tender Category Works
8 Registration Registered and eligible bidders
9 Bid Security (INR) 2% of the value of work (i.e. Rs.133900)
10 Bid Security Payable to i) In the form of MICR DD / Pay Order on any
Nationalized Bank payable at Vizianagaram
drawn in favour of the Accounts Officer/
Expenditure/Circle Office/Vizianagaram
Bank Guarantee from any Nationalized/
scheduled Bank in favour of Superintending
Engineer/Operation Circle/ APEPDCL/
Vizianagaram
11 Transaction Fee The participating bidder has to pay transaction fee
@ 0.03% of E.C.V for all works with E.C.V up to
Rs.50 Crores, in favour of Vupadhi Techno
Services Pvt. Ltd. mandatory through the
electronic payment gateway as per G.O.Ms.No.13,
Dt.05-07-2006. The participating bidder has to pay
@ 18% levied by Government of India towards
GST on the above transaction fee in favour of
Vupadhi Techno Services Pvt. Ltd. , through the
electronic payment gateway as per G.O.MS. No.
13, Dt. 5-7-2006.
Corpus Fund: In addition , the successful bidder
has to pay @ 0.04% of E.C.V with a cap of Rs.
10,000/- the time of agreement, towards e-
procurement corpus
fund in the shape of D.D in favour of A.P.
Technological services, Government of Andhra
Pradesh, Hyderabad
12 Transaction Fee Payable to APTS., Hyderabad
13 Schedule opening date 13.01.2020 @ 10.00 Hrs
14 Schedule Closing Date 27.01.2020 @ 11.00 Hrs
15 Bid Submission Closing Date 27.01.2020 @ 12.00 Hrs
16 Bid submission On Line.
17 Pre-Qualification & Technical 27.01.2020 @ 12.30Hrs
Bid Opening Date (Qualification and
Eligibility Stage and Technical Bid
Stage)
18 Price Bid Opening (Probable) Date 27.01.2020 @ 15.00 Hrs
(Financial Bid Stage)
19 Place of Tender Opening Circle Office, APEPDCL, Vizianagaram
20 Officer Inviting Bids/Contact Person Superintending Engineer/Operation Circle/
APEPDCL/, Vizianagaram
21 Address/E-mail id Superintending Engineer/Operation Circle,
A.P.E.P.D.C.L., Vizianagaram
Email id: [email protected]
22 Contact Details/Telephone, Fax Ph. No. 08922-279951

23 Eligibility Criteria As per bid document

24 Procedure for Bid Submission a) Bids shall be submitted online on

www.eprocurement.gov.in platform
b) The participating bidders in the tender
should register themselves free of cost on
e-procurement platform in the website
www.eprocurement.gov.in.
c) Bidders can log-in to e-procurement
platform in Secure mode only by signing
with the Digital certificates.
d) The bidders who are desirous of
participating in e-procurement shall
submit their price bids as per the standard
formats available at the e-market place.
e) The bidders should scan and upload the
following documents in support of
technical bids. The bidders shall sign on
all the statements, documents certificates
uploaded by him, owning responsibility
for their correctness/authenticity:
f) 2% Bid Security should be furnished (i.e.

Rs.133900)
g) Contractor’s Registration certificate
h) Duly filled and signed proforma as per
Format A.
Transaction fee payable to Vupadhi Techno
Services Pvt. Ltd.
1. The rates of taxes applicable should be
quoted in online only
2. After uploading the documents copies of
the uploaded statement, certificates,
documents, original Demand Drafts in
respect of Bid Security (except the Price bid
/ offer / break-up of taxes) are to be
submitted by the bidder to the
Superintending Engineer/Operation
Circle/APEPDCL/Vizianagaram so as to
reach before the date and time of opening
of the technical bid . Bids ( hard copies)
 received after due date & time will be
opened after approval from competent
authority. Failure to furnish any of the
uploaded documents, certificates, on or
before the date and time of opening of
technical bid will entail in rejection of the
bid. The Department shall not hold any risk
on account of postal delay. Similarly, if any
of the certificates, documents, etc.,
furnished by the bidder are found to be
false / fabricated / bogus, the bidder will be
disqualified, blacklisted, action will be
initiated as deemed fit and the Bid Security
will be forfeited.
3. The department will not hold any risk and
responsibility regulating non-visibility of
the scanned and uploaded documents.
4. The Documents that are uploaded online on
e-Procurement platform will only be
considered for Technical Bid Evaluation.
5. Important Notice to Contractors, Suppliers
and Department users :
In the endeavor to bring total automation of
processes in e-Procurement, the Govt. has
issued orders vide G.O. Ms. No. 13 dated.
5.7.2006 permitting integration of
electronic
Payment Gateway of ICICI/HDFC Banks
with e-Procurement platform, which
provides a facility to participating
suppliers/contractors to electronically pay the
transaction fee online using their credit cards.
25 Rights reserved with the Department APEPDCL reserves the right to accept or reject any
or all of the tenders received without assigning any
reasons therefore. The APEPDCL also reserves
the right to split the tender and place orders on
more than one bidder at its discretion
26 General Terms and Conditions As per tender documents.

#Approved by#
SUPERINTENDING ENGINEER
OPERATION CIRCLE
APEPDCL /VIZIANAGARAM
 IMPORTANT INSTRUCTIONS TO BIDDERS:

The works covered by this specification are to be completed strictly in

accordance with the program given. The bidders may furnish the details of
previous experience in utility billing and proof of their financial standing along
with their bid.
Eligibility:

a. Bids from joint ventures are not acceptable

b. Sub-contractor’s experience and resources shall not be taken into
account in determining the bidder’s compliance with the qualifying
criteria
c. The bidding agency shall have a turnover of at least 1.5 times the bid
value per annum during the previous financial year.
d. The Private Accounting Agencies presently working with APEPDCL are not
eligible to participate in the bid. This is being done to avoid conflict of
interests.
e. Those bids from existing Spot Billing Agencies which have had adverse
performance experience in APEPDCL are liable for rejection.
f. The bidder shall have latest contract registration with APEPDCL
g. Sub-contractor’s experience and resources shall not be taken into
account in determining the bidder’s compliance with the qualifying
criteria.
h. Performance certificates/ citations confirming the successful execution of
the above mentioned activities (as per Eligibility Clause ‘c’) shall be
enclosed with the technical bid.
i. The bidder has to submit a consent letter for submitting an undertaking letter
entered with the Bank authorities towards payment of monthly salaries
,EPF,ESI to the respective accounts of the manpower engaged by the him
within one day of receiving payments from EPDCL

Bids received from those not having the financial standing will not be
considered. To ensure this, the following procedure shall be adopted in
submission of sealed bids.

The bidders shall submit their bids in two parts, in separate sealed covers
i.e., Part (A) and Part (B) super scribed Part ‘A’ as “Technical Bid” and Part ’B’ as
“Price Bid”.

While opening the bids the Technical bid will be opened first on the date
notified for opening of bids and read out. In case the requirements are found to
be inadequate after examination of Technical bid the cover containing Price bid
will be returned unopened. Only those bids which contain the full information and
which comply with requirements regarding financial standing etc., will qualify for
opening the Price bid. The date of opening of Price bids will be intimated to
qualified bidders after examining the Technical bids. In this regard the decision
of the Superintending Engineer/Operation Circle/ APEPDCL/ Vizianagaram is final.
A. i). TECHNICAL BID COVER:
The bids should have the following Superscriptions on the bid covers
without fail. Covers not bearing these superscriptions are liable for rejection.
1. Name and Address of the Bidder
2. Technical bid for Carrying out continuous monthly Spot billing work on
contract basis in Urban/Rurals/Agency areas of Town Vizianagaram Sub-
Div., Operation Div./Vizianagaram of Vizianagaram Circle for a Period of one
year from 01.02.2020 to 31.01.2021.’’ from the date of commencement of
the work.
3. Bid Security enclosed in the form of DD. No……………… Date……………../ Bank
Guarantee No. …………………… Date ……………..
4. Bid is valid for 120 days from the date of opening of Price bid.
5. Accepted APEPDCL terms of payment.
6. Works Contract Registration No. with APEPDCL for Spot Billing.
The Technical bid cover should contain the following:
i) Particulars of registration as a contractor in APEPDCL
ii) Proof of experience in utility billing (For existing Contractors only)
iii) Satisfactory Certificate in case of existing spot billing agencies not
less than the cadre of Divisional Engineer.
iv) Proof of Turn Over duly certified by a Chartered Accountant.
v) Copy of Service tax registration Certificate
vi) Attested copy of verified latest Income Tax Certificate issued by
Income Tax Department
vii) Copy of the PAN Card
viii) Copy of Aadhar card
ix) Specific confirmation that the bid is valid for 120 days from
the date of opening of Price bid, which will be intimated
separately.
x) A consent letter for submitting an undertaking letter entered with the
Bank authorities towards payment of monthly salaries ,EPF,ESI to the
respective accounts of the manpower engaged by the him within one day
of receiving payments from EPDCL

A.ii). BID SECURITY : Bid security should contain in separate sealed

cover.

B) PRICE BID COVER :

1) Price bid for Carrying out continuous monthly Spot billing work on contract
basis in Urban/ Rural/Agency areas of Town Vizianagaram_Sub-
Div.,Operation Div./Vizianagaram of Vizianagaram Circle for a Period of one
year from 01.02.2020 to 31.01.2021’’ from the date of commencement of the
work
2) Tender is valid for 120 days from the date of opening of Price bid.
3) Accepted APEPDCL terms of payment.
4) Schedule - II duly signed by the bidder

The price bid tender cover should contain (a) the terms and conditions and
(b) Schedule of work both duly signed by the contractor.
 In case any bid cover is received without the above superscriptions and
consequently got opened before the due date due to absence of any indications
on the cover that it is a bid, it will be disqualified.

The bids will be opened in the presence of bidders or their authorized

representatives present at the time of opening.

Bids not received in two parts will be returned unopened.

The APEPDCL is not responsible for any delay or loss of bid sets, during
transit if sent by post or by any means.
The APEPDCL reserves the right to transfer the above work to the Panel of
Short Listed Tenders as per Clause 18.2 General, if they matches the L1 rates,
where L1 becomes ineligible or is incapable of doing the work.
The Superintending Engineer/Operation Circle /APEPDCL/Vizianagaram
reserves the right to reject any bid or all the bids received, without assigning any
reasons there for and to open the bids of such of those bidders whom he
considers to have the capacity to execute the work and return the other bids
unopened. No correspondence will be entertained in this regard.

#Approved by#
SUPERINTENDING ENGINEER
OPERATION CIRCLE
APEPDCL /VIZIANAGARAM
 DETAILED TENDER NOTICE

1 Tenders (Hard copies) will be received by the Superintending Engineer, Operation Circle,
/Vizianagaram 27.01.2020 up to 13.00 Hrs for the work of “Carrying out continuous
monthly Spot Billing work on contract basis in Urban/Rural/Agency Areas of
Town Vizianagaram_Sub-Div., Operation Div./ Vizianagaram of Vizianagaram
Circle for a Period of one year from 01.02.2020 to 31.01.2021.’’
The bid document in the prescribed form obtainable from the website
www.apeprocurement.gov.in. The tender will be opened on line by the Superintending Engineer,
Operation Circle, / Vizianagaram in his chambers, Circle Office, .

2 Tender must be submitted in sealed cover and should be addressed to the Superintending
Engineer, Operation Circle, Vizianagaram the name of the bidder and the name of the work
being noted on the sealed covers. If the tender is made by individual, it shall be signed with his
full name and his address shall be given. If it is made by a firm, it shall be signed with
co-partnership name by a member of the firm, who shall also sign his own name and the name
and address of each member of the firm shall be given. If the tender is made by a Corporation, it
shall be signed by a duly authorised officer who shall produce with his tender, satisfactory
evidence of his authorisation. Such tendering corporation may be required to furnish evidence of
its corporate existence, before the contract is executed.

3. Each bidder must also send a certificate of Income Tax verification from the appropriate
Income Tax authority under prescribed forms therefore. In the case of proprietary of partnership
firm it will be required to produce the certificate aforesaid for the proprietary/proprietors and for
each of the partner as the case may be. The PAN Number should be invariably furnished.
If a certificate has already been produced by the bidder during the calendar year in which
the bidding is made in respect of previous tender, it will be sufficient if particulars regarding
previous occasion on which the certificate was produced are given. All the tenders received
without a certificate as afore mentioned will be summarily rejected.
4. (I) Each tender must pay as Bid security a sum of Rs.133900 /- (Rupees Rupees One lakh
thirty three thousand nine hundred Only only) by Crossed Demand Draft in favour of Accounts
Officer/Expenditure/Circle Office/ Vizianagaram. No cheques will be admitted. This Bid
Security will be returned to the; unsuccessful bidder on application after intimation is sent for
rejection of the tender or at the expiration of four months from the date of tender which is earlier.
Tenders not accompanied by the Crossed Demand Draft for the Bid security are liable to
be rejected.

4(II) The Bid security will be retained in the case of the successful tender and will not carry
any interest. It will be dealt with as provided in the tender.

4(III) The tenders received will be decided within a period of 4 months after the expiry of the
last date prescribed for the receipt of tenders and the decision regarding the disposal of the
tenders will be indicated at any time within the said period. During the above mentioned period
no plea by the bidder for any sort of modifications of the tender based upon or arising out of any
alleged misunderstanding or misconception or mistake or for any reason will be entertained.
4(IV) In consideration of the Superintending Engineer undertaking to investigate and to take
into account each tender in consideration of the work thereby involved all Bid Security deposited
by the bidder will be forfeited to the A.P.E.P.D.C.LTD in the even of such tender either
modifying or withdrawing his tender at his instance within the said period of four months.

4(V) The bidder shall submit an undertaking entered with the Bank saying that amounts
paid by the EPDCL shall be immediately remitted to the respective Bank Accounts of the
man power and EPF, ESI within one day of the payments received from EPDCL. This
undertaking should be submitted at the time of entering in to the Agreement.

5. The bidder whose tender is under consideration shall attend the office of the
Superintending Engineer/Operation/A.P.E.P.D.C.Ltd/ Vizianagaram on the date fixed by the
written intimation to him. He shall forthwith upon intimation being given to him of acceptance
of his tender, make a Performance Bank Guarantee for a further amount equal to 3% of the
accepted tender value in one of the forms prescribed in the Andhra Pradesh Public Works
Account Code and sign on agreement of the contract. If the contractor desires to submit
Performance Bank Guarantee equivalent to 5% of the value of the contract, the Bid Security
submitted along with the bid will be returned on submission of 5% Performance Bank
Guarantee.
Further 5% of the value of the work done will be recovered from the running bills for the
due fulfilment of the contract.

The Performance Bank Guarantee amount will be returned to the contractor after the
completion of guarantee period.

Failure to attend the office of Superintending Engineer/Operation/APEPDCLTD /

(Name of the Operation Circle) on the date fixed in the written intimation from such office or to
enter into the required agreement or to make the security deposit as defined in the above
paragraph shall entail forfeiture of the Bid security. The written agreement to be entered into
between the contractor and the A.P.E.P.D.C.Ltd., shall be the foundation of the rights of both the
parties and the contract shall not be deemed to be completed until the agreement has first been
signed by the contractor and then by the proper officer authorized to enter into contract on behalf
of the Eastern Power Distribution Company of Andhra Pradesh Ltd.

6. Every bidder is expected before quoting his rates to inspect site of the proposed work.

7. The contractor shall closely pursue all the specification clauses which govern the rates
which he is tendering and shall abide the same.

#Approved by#
CONTRACTOR SUPERINTENDING ENGINEER,
OPERATION: VIZIANAGARAM

(Contd….. )
8. A schedule of quantities accompanies this tender notice. It shall be definitely understood
that APEPDCL does not accept any responsibility for the correctness of completeness of the
schedule and that this schedule is liable to alternations by omissions, deductions or additions at
the discretion of the Superintending Engineer/ Operation/ Vizianagaram or as per the conditions
of the contract. The bidder will however, base his lumpsum tender on this schedule of
quantities. He should quote specific rates for each item in the schedule and same should be
written both in the words and figures and the units in words. The bidder should also show the
totals of each item and the grand total of whole contract and quote in the whole work subject to
the conditions of the contract such lumpsum agreeing with the total amount of schedule ‘A’.
The schedule accompanying the tender shall be written legibly and free from erasures,
overwriting or conversion of figures. Corrections wherever unavoidable should be made by
crossing out, initialling dating and rewriting.
9. Bidders offering a percentage deduction from or increase on the estimate amount and
those not submitted in proper form or in due time will be rejected. Rates or lumpsum amounts
for items not called for shall not be included in the tender. No alteration which is made by the
bidder in the contract from the conditions of contract, specifications or quantities accompanying
same will be recognized and if any such alterations are made, the tender will be abide.

10. The price at which and the source from which certain particulars materials shall be
obtained by the contractor are given at the end of the schedule accompanying the tender form.
Not with standing any subsequent change in the market value for these materials the charges to
the contractor will remain as originally entered in the written contract. No charges or incidental
charges will be borne by the APEPDCL in connection with this supply. The rates and prices
entered by the contractor in the schedule of quantities when tendering shall be firm till the work
is completed.

11. No part of the contract shall be sublet without written permission of the Superintending
Engineer/Operation Circle/A.P.E.P.D.C.Ltd. / Vizianagaram or shall transfer to be made by the
power of attorney authorizing other to receive payments on the contractor’s behalf.
12. If any further information is required the Superintending Engineer/Operation
Circle/APEPDCL / Vizianagaram will furnish but it must be clearly understood that tenders
must be received in order and according to instructions.
13. The Superintending Engineer/Operation Circle/A.P.E.P.D.C.Ltd/Vizianagaram reserves
the right to reject any tender or all tenders without assigning any reasons therefore.
14. Preference in the selection from among the tenders will be given other things being equal
to those who are themselves professionally qualified or who undertake to employ qualified men
at their cost to look after the work.
15. A bidder submitting a quotation which the tender accepting authority considers excessive
or inadequate of the sufficient knowledge of current prices or definite attempt at profiteering will
render himself liable to be bared permanently from tendering or for which period as the tender
accepting authority may decide.

16. The tender shall be valid for acceptance for a period of not less than 120 days (4 months)
from the date of opening the tender.

17. Tenders giving validity of less than 120 days are liable for rejection.

#Approved by#
CONTRACTOR SUPERINTENDING ENGINEER,
OPERATION:VIZIANAGARAM

(Contd… )
18. SUPPLEMENTAL TERMS :-
(a) The contractor is bound to execute all supplemental items that are found essential, incidental and
inevitable during execution of works.
(b) The Superintending Engineer/ Operation is authorized to award work in excess of that specified
in the bid document to an extent of 100% in terms of geographical area for which the present bid is
quoted or 100% of the financial quote made in this bid agreement as an extension to the original work
awarded. However the same cannot be claimed at a right by any bidder and it is within the discretion of
the Superintending Engineer/ Operation / Vizianagaram decide up on the same.
Whenever the need of the execution of excess quantity beyond the quantities, stipulated in the
agreement is noticed, the tenders shall give notice in writing to the Divisional Engineer and obtain orders
before commencing the execution of such excess quantity.
19. A retired officer of the A.P.E.P.D.C.Ltd., is disqualified from tendering for any work for which
Board funds are used for a period of two years from the date of retirement without the previous
permission of the A.P.E.P.D.C.Ltd., The contract is liable to be cancelled if either the contractor or any of
his employees is found at any time to be such a person who had not obtained the permission of the
A.P.E.P.D.C.Ltd., as aforesaid before submission of the tender of engagement in the contractor’s service.
A contractor shall not be eligible to tender for works in a division where any of his* relatives are
employed in the rank of supervisor or Asst.Engineer and above on the Engineering side and Lower
Divisional Clerk and above on administrative side. The contractor shall intimate the names of persons
who are working with him in any capacity or are subsequently employed. He shall also furnish a list of
A.P.E.P.D.C.Ltd., employees related to him. Failure to furnish such information shall render him liable to
be removed from the list of approved contractors and his contract liable for cancellation.
* NOTE:- Near relatives include :
1 Sons, Stepsons, Daughters & Step daughters 6 Wife/Husband
2 Son-in-laws and Daughter-in-laws 7 Father-in-law and Mother-on-law
3 Brother-in-laws and Sister-in-laws 8 Nephews, Nieces, Uncles and Auntie’s
4 Brothers and Sisters 9 Cousins and
5 Father and Mother 10 Any persons residing with the contractors.
20. Every contractor, who employees five or more, should obtain valid licence from the
competent authority as per contractor labour Act. 1923.
21. Disputes & Jurisdiction
21.1 The agency shall indemnify and hold harmless the APEPDCL, against any/and all claims,
demands,
and/or judgments of any nature brought against APEPDCL arising out of the services by agency and
its staff under this Contract. The obligation under this clause shall survive the termination of this
Contract.
21.2 All and any disputes or differences arising out of or touching the order based on this specification
shall be decided by a panel of arbitrators as detailed below:
Superintending Engineer of the APEPDCL
i) Disputes involving amounts upto
other than the circle to which the dispute
Rs.10,000/- and below
relates.
ii) Disputes involving amounts ranging from
Any Chief General Manager of the APEPDCL.
Rs.10,001/- to Rs.50,000/-
There shall not be any reference of disputes, if the value is above Rs. 50,000/- to
arbitration. The parties shall approach the competent Courts having Jurisdiction, if any such
disputes arise and where the value is more than Rs.50,000/-.
In case of any legal dispute arising out of this tender/contract, the jurisdiction will be
the court at Vizianagaram (circle head quarter).
#Approved by#
CONTRACTOR SUPERINTENDING ENGINEER,
OPERATION:VIZIANAGARAM

(Contd… )
 FAIR WAGE CLAUSE :

1. The contractor shall pay not less than fair wages to the personal engaged
by him for the spot billing work.

2. a) ‘Fair Wages’ means whether for time or piece-work notified by the

Government from time to time in the area, in which the work is situated.

b) The contractor shall not with standing the provisions of any contrary,
cost of be paid on the Labourer, indirectly engaged on the work,
including any labour engaged by the Sub-Contractor in connection with
the said work, as if the labourer had been directly employed by him.

c) In respect of labour directly or indirectly employed in the works for the

purpose of the contractor’s part of the agreement the contractor shall
comply with the rules and regulations on the maintenance of suitable
records prescribed for this purpose from time to time by the Government.
He shall maintain his accounts and vouchers on the payment of wages to
the personnel to the satisfaction of the Deputy Executive Engineer/
Incharge.

d) The Deputy Executive Engineer shall have the right to call for such
records as required to satisfy himself on the payment of the fair wages to
the Labourers and also have the right to deduct from the contract amount
a suitable amount for the losses suffered by the workers of works by
reason of the ‘Fair Wage’ (clause to the workers).

3. a) The contractor shall be primarily liable for all payments to be made and
for observance of the regulations framed by the Government from time
to time without prejudice to his right to claim indemnity from his
contractors.

b) Any violation of the conditions above shall be deemed to be a breach of

his contract

#Approved by#
CONTRACTOR. SUPERINTENDING ENGINEER,
OPERATION: VIZIANAGARAM
 GENERAL

1. SCOPE OF Work

The APEPDCL invites bids for the work of Carrying out continuous monthly
Spot Billing work on contract basis in Urban/Rural/Agency Areas of
Town Vizianagaram Sub-Div.,Operation Division Vizianagaram of
Vizianagaram Circle for a Period of one year from 01.02.2020 to 31.01.2021.’’
2. ELIGIBILITY

2.1 Contractors with valid registrations with APEPDCL

2.2 If not a registered contractor, shall be registered with APEPDCL if qualified in

the tender before awarding of the work.

3. QUALIFICATION OF THE BIDDER

Bidder should have valid registrations with APEPDCL.
4. SUBMISSION OF BIDS
4.1 The tender containing all documents required to qualify in the technical bid shall
be submitted in a sealed cover and percentage excess/less on estimated amount should
be noted in online only.
4.2 The following information should be clearly written on the sealed cover.

1. Name and Address of the Bidder

2. Technical bid for Carrying out continuous monthly Spot billing work
on contract basis in Urban/ Rural/Agency areas of Town
Vizianagaram Sub-Div., Operation Div./Vizianagaram of
Vizianagaram Circle for a Period of one year from 01.02.2020 to
31.01.2021.’’ from the date of commencement of the work.
3. Bid Security enclosed in the form of DD. No……………… Date……………../
Bank Guarantee No. …………………… Date ……………..
4. Bid is valid for 120 days from the date of opening of Price bid.
5. Accepted APEPDCL terms of payment.
6. Works Contract Registration No. with APEPDCL for Spot Billing.
4.3 The Bidder must enclose the following documents along with the bid.
a) Particulars of registration as a contractor in APEPDCL
b) Proof of experience in utility billing (in case of existing contractors
only)
c) Satisfactory Certificate in case of existing spot billing agencies not
less than the cadre of Divisional Engineer.
d) Proof of Turn Over duly certified by a Chartered Accountant.
e) Copy of Service tax registration Certificate
f) Copy of verified latest Income Tax Certificate issued by Income
Tax Department
g) Copy of the PAN Card
h) Copy of Aadhar card
 i) Specific confirmation that the bid is valid for 120 days from
the date of opening of Price bid, which will be intimated
separately.
j) The bidder has to submit a consent letter for submitting an
undertaking letter entered with the Bank authorities towards payment
of monthly salaries ,EPF,ESI to the respective accounts of the
manpower engaged by the him within one day of receiving payments
from EPDCL
4.4 Authenticity of the documents
Every page of tender document along with enclosure must be signed by the
tenderer .The tenderer, in case, applied for more than one section/sub
division/division as the case may be, the supporting document (part-I, part-II
and Bid Security) may be submitted with the tender for one section/sub
division/division and only reference should be mentioned with the tender
documents for other sections/sub divisions/divisions.

5. DEAD LINE FOR SUBMISSION OF BIDS

Bids must be received online before .2020 @ .00 Hrs. And

hard copies to the employer at the address specified above on or before
.2020 @ .00 Hrs
5.1 In the event of the specified date for the submission of bids declared a
holiday for the Employer, the Bids will be received up to the appointed
time on the next working day.

5.2 The employer may extend the deadline for submission of bids by issuing
an amendment in accordance with Clause 9, in which case all rights and
obligations of the Employer and the bidder previously subject to the
original deadline will then be subject to the new deadline.

6. LATE BIDS
Documents uploaded in time and hard copies received after dead line
will be opened only after approval from competent authority.

7. 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
and liable for those costs.
8. 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 facsimile) at the Employer’s address indicated
in the invitation to bid. The Employer will respond to any request for
clarification, which he received earlier than 15 days prior to the deadline
for submission of bids. Copies of the Employer’s response will be
forwarded to all purchasers of the bidding documents, including a
description of the enquiry but without identifying its source.

9 AMENDEMENT OF BIDDING DOCUMENTS

9.1 Before the deadline for submission of bids, the Employer may modify
the bidding documents by issuing addenda.
9.2 Any addendum thus issued shall be part of the bidding documents and
shall be communicated in writing or by cable to all the purchasers of
 the bidding documents. Prospective bidders shall acknowledge receipt
of each addendum by cable to the Employer.
9.3 To give prospective bidder reasonable time in which to take an
addendum into account in preparing their bids, the Employer shall
extend as necessary the deadline for submission of bids, in accordance
with Sub-Clause 5.2 above.

10. LANGUAGE OF THE BID

All documents relating to the bid shall be in the English language
11. BID PRICES
11.1 The contract shall be for whole works as described in Clause 1, based on the
priced Bill of Quantities exhibited in e-tender schedule.
11.2 The Bidder shall note rates and prices for all items of the Works described in the
Bill of Quantities in e-tender schedule.
11.3 All duties, taxes, and other levies payable by the contractor under the contract, or
for any other cause shall be included in the rates, prices and total Bid Price
submitted by the Bidder.
11.4 The rates and prices quoted by the bidder shall be fixed
11.5 The rates quoted by Bidders shall be firm for complete period of Contract

12. CURRENCIES OF BID AND PAYMENT

12.1 The unit rates and the prices mentioned entirely in Indian Rupees.
13. BID VALIDITY
13.1 Bids shall remain valid for a period not less than 120 days after the deadline date
of bid submission specified in Clause 5. A bid valid for a shorter period shall be
rejected by the Employer as non-responsive.
13.2 In exceptional circumstances, prior to expiry of the original time limit, the
Employer may request that the bidders may extend the period of validity for a
specified additional period. The request and the bidder’s responses shall be
made in writing or by cable. A bidder may refuse the request without forfeiting
his bid security. A bidder agreeing to the request will not be required or
permitted to modify his bid, but will be required to extend the validity of his bid
security for a period of the extension.
14. BID SECURITY
14.1 The Bidder shall furnish, as a part of his bid, a bid security for an amount
equivalent to 2% of tender amount. The bid security should be submitted in the
form of demand draft drawn in favour of the Accounts
Officer/Expenditure/Circle Office/Vizianagaram payable at Vizianagaram
drawn on any nationalized bank.
14.2 In case of successful tenders the bid security will be retained and adjusted
towards performance security deposit
14.3 The details of bid security amount should be super scribed on the bid cover and
any bid not accompanied by an acceptable Bid Security and not secured as
indicated in Sub-Clauses 14.1 above and if the amount of bid security furnished
not tallies with 2% of quoted value, the bid shall be rejected by the Employer as
non-responsive during opening of bid on line.
14.4 The Bid Security of the unsuccessful bidder will be returned within 28 days of the
end of the bid validity period specified in Sub-Clause 13.1
14.5 The Bid Security will not carry any interest
14.6 The bid security will not be received in cash by the officer inviting tender
14.7 The Bid Security may be forfeited
(a) If the Bidder withdraws the Bid after Bid opening during the period of
Bid validity:
(b) If the Bidder does not accept the correction of the Bid Price, pursuant to
Clause 25; or
(c) In the case of successful Bidder, if the Bidder fails within the specified
time limit to
(i) sign the Agreement or
(ii) furnish the required Performance Security.

15. CORRECTION OF ERRORS

15.1 Bids determined to be substantially responsive will be checked by the Employer
for any arithmetic errors. Errors will be corrected by the employer as follows:
(a) Where there is a discrepancy between the rates in figures and in words,
the rate in words will govern, and the rate quoted by the bidder in words
are absurd when compared to estimate rates, market rates, purchase rates
of APEPDCL, the tender will be treated as disqualified.
(b) Where there is a discrepancy between the unit rate and the line item total
resulting from multiplying the unit rate by the quantity the unit rate as
quoted will govern.
15.2 The amount stated in the Bid will be adjusted by the Employer in accordance
with the above procedure for the correction of errors and with the concurrence
of the Bidder, shall be considered as binding upon the Bidder. If the Bidder
does not accept the corrected amount the Bid will be rejected, and the Bid
security may be forfeited in accordance with Sub-Clause 14.7 (b).
16. ACCEPTANCE
16.1 It is not binding on the APEPDCL to accept the lowest or any other tender. The
Superintending Engineer, Operation Circle, Vizianagaram reserves the right for
acceptance, rejection or cancellation of any particulars or any tenders without
giving the reasons there of to the tenders.
The successful bidder will be asked to enter into an Agreement and commence
the work without any delay. Failure to enter in to Agreement and take up the
work before the due date fixed shall cause forfeit the Bid security paid.
*Tenders with less quoted amounts will be liable for out right rejection
17. REJECTION OF TENDER
17.1 Superintending Engineer, Operation Circle, Vizianagaram reserves the right
either to reject or cancel any of all the tenders without assigning any reasons
thereof.
APEPDCL has got full powers to decide the tenders and is not bound to accept
the lowest tender.
APEPDCL also reserves the right to cancel or reject all or any of the
Tender (s) without assigning any reason thereof and without being liable to
refund the cost of Tender document there upon.
18.1 INCOME TAX CLEARANCE
Bidder must also enclose the Income Tax clearance certificate issued by the
appropriate Income Tax authority in the form prescribed therefore. The certificate will
be valid for one year from the date of issue of all tenders submitted during the period. In
the case of proprietary or partnership firm it will be necessary from each of the partner
as the case may be furnished. If certificate had already been produced by the Bidder
during the calendar year in which the tender is made in respect of a previous occasion
when the Certificates was produced. No part of contract shall be altered /modified
without written permission of the Superintending Engineer, Operation Circle, (Name of
the Operation Circle) or shall transfer be made by power of attorney authorizing other
to receive payments on behalf of the contracts.

18.2 PANEL OF SHORTLISTED TENDERERS

After awarding the work to the L-1 tenderer, a panel of the short listed
tenderers will also be prepared out of the successful tenderers other than L-1
tenders. In case of unsatisfactory performance or otherwise the work being done
by L-1 tenderers may be allotted to another shortlisted tenderers on same rate and
terms & conditions of L-1 tenderers. However this condition will be applied only
during 120 days of bid validity period.
19. PERFORMANCE SECURITY

19.1 On intimation of acceptance of the tender the successful bidder shall pay the
balance amount deducting the Bid Security towards additional performance
security deposit which amounts to 5% of total tender cost in the form of
DD/Bank Guarantee and attend the office of the Superintending Engineer,
Operation Circle, Vizianagaram during the office working hours for signing the
agreement on a stamped paper Rs.100/- (Rupees one hundred only) (to be borne
by the bidder) and other relevant documents. In case of failure to comply with
the above, the Superintending Engineer, Operation Circle, Vizianagaram
reserves the right to forfeit the Bid Security and rejection of Offer of such
bidder.
19.2 The Bid Security will not carry any interest the bid security will not be received
in cash by the officer inviting tender
20. TERMINATION OF THE CONTRACT
If in view of the Superintending Engineer, Operation Circle, Vizianagaram
during the period of Contract, if the performance is not being satisfactory as per
the terms and conditions of the contract, the Superintending Engineer, Operation
Circle, Vizianagaram reserves the right to terminate the contract and recover
the extra expenditure and loss if any incurred by the APEPDCL due to such
termination and carrying out the work either departmentally, or by other agency.
The Superintending Engineer, Operation Circle Vizianagaram shall terminate
the agreement by giving 7 days (seven days) notice in writing.
If the contractor fails to execute the contract either in full or if the conduct of the
contractor or any of the persons employed by him and working on behalf of the
contractor is such that in opinion of Superintending Engineer, Operation Circle,
Vizianagaram is undesirable to continue the contract. The Superintending
Engineer, Operation Circle, Vizianagaram shall recover from the contractor
any loss and or expenditure incurred by the APEPDCL to avoid any
inconvenience caused out of such termination of the contract.
The contractor shall be responsible for any accident, damage caused to the
property or personnel or any other person arising out of carelessness and
negligence on the part of himself or his employees or his authorized agents
during the period of Contract. The contractor is under an obligation to
indemnify the Superintending Engineer/Operation/ (Name of the Operation
Circle) to the cost of damages for such incidents.
21. AGREEMENT
a) The successful bidder should enter into an Agreement on Non-Judicial
stamped paper of value specified by the APEPDCL with in 15 days after receipt
of letter of intent failing which his Offer will be rejected and the Bid security
shall be forfeited.

b) The period of Contract shall be for one year and further extension shall be at
the sole discretion of APEPDCL.
c) The successful tenderer will have to arrange manpower and other
infrastructure immediately after issue of letter of acceptance (LOA).

d) Agency shall submit an undertaking entered with the Bank saying that
amounts paid by the EPDCL shall be immediately remitted to the respective
Bank Accounts of the man power and EPF, ESI within one day of the payments
received from EPDCL. This undertaking should be submitted at the time of
entering in to the Agreement.

22. PAYMENT
22.1 Payment to the agency for the work done shall be made on monthly basis by
1st of every month on submission of bill and Satisfactory Performance
Certificates (SPCs) issued by Assistant Accounts officers/ERO.

22.2 No interest will be paid for late payments in case of delay in Administrative
procedures.

22.3 The agency shall pay the Service tax and all other taxes, duties and other
legally possible duties and levies and other impositions levied under
applicable law.

22.4 The payment of Wages to the manpower engaged by the agency and
consequent statutory EPF, Insurance etc. shall be made by the agency in
accordance with the applicable law from time to time.

22.5 The bidder has to submit a consent letter (Annexure-V) for submitting an
undertaking letter entered with the Bank authorities towards payment of
monthly salaries ,EPF,ESI to the respective accounts of the manpower
engaged by the him within one day of receiving payments from EPDCL

22.6 The Insurance, Service Tax shall be paid by the agency.

22.7 The EPF paid to the agency shall be remitted to the respective EPF Accounts
of the man power engaged by the agency.

22.8 The agency shall intimate the EPF Code, ESI No. allotted by the P.F.
Authorities to the Pay Officer / APEPDCL.

22.9 Bank scrolling reports towards proof of payment of salaries,EPF, Insurance

and Service Tax shall be submitted with the bill for the succeeding month
along with the bills.

22.10 Agency shall submit an undertaking entered with the Bank saying that
amounts paid by the EPDCL shall be immediately remitted to the
respective Bank Accounts of the man power and EPF, ESI within one day of
the payments received from EPDCL. This undertaking should be submitted
at the time of entering in to the Agreement.

22.11 The payment to the manpower engaged by the agency shall be made
through Bank to the respective bank accounts of each of the personnel and
the proof of the same shall be furnished along with the succeeding month’s
bill. If not the bill for the succeeding month will not be admitted.

22.12 The agency shall submit the bills to the concerned Executive Engineers by
25th of every month through respective Assistant Engineer/Assistant
Executive Engineer along with list of manpower engaged by him, with
Aadhar No., Bank Account No., EPF No. and ESI No. and also the particulars
of the deductions if any and the concerned Executive Engineer will
scrutinize the bills and apply to LOCs by 31st of every month.
22.13 Concerned Executive Engineers will scrutinize the bills and apply for LOC
along with the regular LOCs to enable payments to the agencies by 1st of
every month. From 2nd month onwards the contractor should submit the
bank scrolling reports in proof of payment of salaries, EPF and ESI to the
manpower engaged by him.
 22.14 The agency shall obtain Clearance certificate from the EPF authorities to
the effect that agency has fully remitted the EPF contribution to the PF
authorities and complied with all the statutory obligations under the EPF
and Misc. Act.1952 and shall submit the same along with the bill for the
last month of the agreement, failing which last month bill and deposits will
not be released. This includes handing over of EPF slips to the persons
employed

22.15 Whenever it is found that the Contractor has received any excess payment by
mistake or if any amounts are due to APEPDCL due to any reason, and
when it is not possible to recover such amounts, APEPDCL reserves the
right to collect the same from any other amount(s) due to APEPDCL and or
the Bank Guarantee given by the bidder.
23. Penalty for incorrect billing/delay in billing
23.1
Proposed Penalties to be levied in the Spot Billing Agreement Conditions

Sl.No Type of Irregularity Proposed Penalties

i. Non-IR Port Billing for IR Port No remuneration will be allowed for Non-IR
metered Sc.s Port billing of IR Port metered Sc.s if the %of
IR Port billing of IR Port metered Sc.s is
less than 98% in Non-Agency areas and less
than 80% in Agency areas.
ii. Delay in Billing
2 days delay beyond scheduled date No penalty
3 to 5 days delay beyond scheduled 50% of delayed Sc.s remuneration
date
More than 5 days delay beyond No remuneration will be paid.
scheduled date
iii. Wrong Bills Amount to be deducted @ Rs.50/- per
service
Amount to be deducted @ Rs.100/- per
service for wrong bills over 0.25% of total
bills
iv. DL/ RNF bills & Un scanned Nil No remuneration to be paid.
Consumption Services

If the incorrect billing/ delay in billing and MNE billed services

exceeds 0.5% of total billed services of that particular section (per month)
is continued for 3 consecutive months, then the agreement will be
terminated and spot billing agency will be black listed duly forfeiting their
security deposits.
If the delays continued for consecutive 3 months and penalties
levied for 30% or more, the agreement will be terminated without any
notice besides black listing of the firm.

24. STATUTORY RULES, ACT & REGULATIONS

The sole responsibility against all claims which are arising out of this
contract by anybody including the personnel employed by him rests with the Contractor
only.
25. COMPLAINCE AND REGULATIONS
The rules and regulations issued by the APEPDCL time to time have to
be followed by the tenderer.

#Approved by#
SUPERINTENDING ENGINEER
OPERATION CIRCLE
APEPDCL /VIZIANAGARAM
 SPECIAL CONDITONS

1) The contractor should submit the bills promptly every month to the concerned
officer and the contractor should intimate the date of submission of such bill to
the Superintending Engineer/Operation Circle/ Vizianagaram invariably.
2) Sub-Contracts by the qualifying contractors are not accepted. The agreement
must be entered by the contractor, whom the work is assigned and deviations
observed if any, the Agreement will be terminated.
3) Agreement to be entered within 15 days from the date of awarding the Contract,
if any delay caused, the work will be given to the next qualified lowest bidder.
4) Black-listed contractors are not eligible to participate in the tender process.
The tenderer should not be blacklisted by any State Electricity Board / Power
Sector Companies/ State Govt./ Central Govt./State and Central Undertakings
and/ or convicted by a Court of law. The tenderer shall submit an Affidavit in
this regard in the prescribed format.
5) Existing contractors who are participating in the Tender should enclose the
satisfactory certificate given by concern Executive Engineers/Operation
regarding their performances.
** without the satisfactory performance certificate for the existing
contractors the work will not be awarded even if they qualify in the tender
 TERMS & CONDITIONS

1. Name of the work: Carrying out continuous monthly Spot billing

work on contract basis in Urban /Rural /Agency areas of
Town Vizianagaram Sub-Div., Operation Div./ Vizianagaram of
Vizianagaram Circle for a Period of one year from 01.02.2020 to 31.01.2021
from the date of commencement of the work. (Approximate Number
of Services to be billed, Municipality wise in the Section is given in
Annexure-I) The A.P.E.P.D.C.L proposed to entrust the job of taking
the meter readings, preparation of CC bill on the spot and issue of
bills on the spot to the consumers of Cat-I, II & IV services with hand
held computers in all the Municipal Towns of Town Vizianagaram Sub-
Div., Operation Div./ Vizianagaram of Vizianagaram Circle on
contract basis.

2. Payment: Payment for the Spot Billing work will be made up to 95

% of the contract work at the rates approved in the Schedule of
Work, within thirty days, from the date of receipt of the bill in
complete shape. However this is not guaranteed and the contractor
cannot claim interest charges for the delayed payments. The bill shall
be submitted in duplicate. The balance 5 % will be paid after
completion of 12 months from the date of commencement of work.

a) Spot Billing Agency shall furnish the remuneration bills to the

respective Asst.Exec Engineers/Operation for each month so that the
bills should reach the division office by 25th of every month ensuring
that all bills are issued to all the services in the section as per the
schedule.
b) The Asst. Exec Engineer/Operation will process the bills and
submit to the Dy Executive Engineer/Operation for Counter
Signature. Then the bill shall be forwarded to the Asst. Accounts
Officer/ERO for passing and submission to Executive /Operation
through Accounts Officer(Revenue)/ Senior Accounts Officer by 25th
of every month. Payments will be made after 30 days of receipt of
bills.

3. Agency shall submit an undertaking entered with the Bank saying that amounts
paid by the EPDCL shall be immediately remitted to the respective Bank
Accounts of the man power and EPF, ESI within one day of the payments
received from EPDCL. This undertaking should be submitted at the time of
entering in to the Agreement.

4. 4.1 The payment to the manpower engaged by the agency shall be made
through Bank to the respective bank accounts of each of the personnel and the
proof of the same shall be furnished along with the succeeding month’s bill. If
not the bill for the succeeding month will not be admitted.

4.2 The agency shall submit the bills to the concerned Executive
Engineers by 25th of every month through respective Assistant Exec Engineers
along with list of manpower engaged by him, with Aadhar No., Bank Account
No., EPF No. and ESI No. and also the particulars of the deductions if any.
4.3 Concerned Executive Engineers will scrutinize the bills and apply for
LOC along with the regular LOCs to enable payments to the agencies by 1st of
every month. From 2nd month onwards the contractor should submit the bank
scrolling reports in proof of payment of salaries, EPF and ESI to the manpower
engaged by him.
5. Proposed Penalties to be levied in the Spot Billing Agreement Conditions

Sl.No Type of Irregularity Proposed Penalties

i. Non-IR Port Billing for IR Port No remuneration will be allowed for Non-IR
metered Sc.s Port billing of IR Port metered Sc.s if the %of
IR Port billing of IR Port metered Sc.s is
less than 98% in Non-Agency areas and less
than 80% in Agency areas.
ii. Delay in Billing
2 days delay beyond scheduled date No penalty
3 to 5 days delay beyond scheduled 50% of delayed Sc.s remuneration
date
More than 5 days delay beyond No remuneration will be paid.
scheduled date
iii. Wrong Bills Amount to be deducted @ Rs.50/- per
service
Amount to be deducted @ Rs.100/- per
service for wrong bills over 0.25% of total
bills
iv. DL/ RNF bills & Un scanned Nil No remuneration to be paid.
Consumption Services

If the incorrect billing/ delay in billing and MNE billed services

exceeds 0.5% of total billed services of that particular section (per month)
is continued for 3 consecutive months, then the agreement will be
terminated and spot billing agency will be black listed duly forfeiting their
security deposits.

If the delays continued for consecutive 3 months and penalties

levied for 30% or more, the agreement will be terminated without any
notice besides black listing of the firm.

6. Disputes: Any Disputes or differences arising out of or touching this

agreement shall be decided by Court of Law situated at competent
courts situated at their jurisdiction only.
7. Income Tax: An amount as applicable as per Government orders
and as per finance act issued from time to time will be recovered
towards Income Tax.
8. Scope of work:

a. The contractor (hereinafter called Spot Billing Agency)

should undertake the work of taking meter readings,
preparation of CC bills with hand held computers on the
spot and issue of CC bills on the spot to the consumers at
their premises of all the specified services.

b. In addition to the above wherever required the contractor

(hereinafter called Spot Billing Agency) should undertake
the work of taking meter readings through IrDA scanners
where ever IrDA port meters are available, preparation of
CC bills with hand held computers on the spot and issue of
CC bills on the spot to the consumers at their premises of
all the specified services.
 9. The “Spot Billing Agency” is responsible for taking of meter
readings, preparation of CC bills on the spot and serving of the CC bills on
the consumer on the spot duly taking acknowledgements in token of
having served the bills. These acknowledgements are to be handed over to
the concerned Asst. Engineer/ Operation of the APEPDCL.

10. The “Spot Billing Agency” shall procure adequate number of LINUX
based online Hand Held Machines with GPRS Modems (Not less than 1
Hand Held Machine for every 1500 Nos of services out of the total
services that are to be billed in a month) to have compatibility for online
billing and ensure testing of each and every machine to suit online billing
since online billing is implemented in EPDCL to bill the services as per
schedule in the true spirit. The agency shall have to keep adequate
number of spare Hand Held Computers to meet contingencies such as
non performance etc.

11.Software necessary for billing shall be procured from the Hand Held
Computer manufacturer which will be validated and approved by
APEPDCL. The SIM Cards for online spot billing machines and cost
of software should be borne by the Spot Billing Agency. The Spot
billing agency should procure sufficient preprinted stationary and
printer ribbons for issue of spot bills. The space on back side of the
spot bill shall be reserved for APEPDCL.
12.Software necessary for billing shall be procured from the Hand Held
Computer manufacturer which will be validated and approved by
APEPDCL. Further the software should have the provision to record the
following information
1. Meter fixed to outside the premises or not
2. Whether the wiring is concealed/ open
3. The existing meter is high accuracy or not
4. Readings are to be recorded by the SPOT BILLING
AGENCY for IR Port Meter at their cost of material only.
The Compatibility of SBM to read the IR port meter is
the responsibility of SPOT BILLING AGENCY only.
13.The "Spot Billing Agency" may engage persons (Meter Readers) as may
be required by them for the said work and it may be made clear in the
orders of engagement given to persons engaged by them that they are
their employees and that they are not engaged by "APEPDCL" at all and
will have no claim for employment in the APEPDCL.
14.The “Spot Billing Agency” shall issue necessary Identity Cards with
recent photograph to the Meter Readers engaged for the above work
and the Meter Readers shall have carry the same while taking the
readings at consumer premises.
15. The Meter Readers engaged by the agency shall have a minimum
qualification of 10th class.
16.The "Spot Billing Agency" is responsible for payment of remuneration to
such staff, for providing amenities to such staff, as may be provided by
any law for the time being in force and for the fulfillment of any
formalities under any provisions of any law rule or regulation for the
time being in force and that the "APEPDCL" is not in any way responsible
for any of the matters connected with the employees of the authorized
agent. The "Agency” is completely responsible for proper fulfillment of
labor contract etc., and minimum wages and other statutory obligations
as necessary and as per laws and acts which are amended from time to
time till the completion of this agreement period.
17.The SPOT BILLING AGENCY is responsible for taking all the meter
readings. If there is any data found missed in the uploaded data the
same is to be identified by the meter reader and intimated to concerned
AE/ADE in observation register. The meter reader should invariably
inform the concerned section officer towards unbilled services if any
identified.
1. The SPOT BILLING AGENCY is responsible to read all the services
available in the pole and confirm all the services of DTR as per the
ERO record / AE record billed without any deviation.
2. The spot billing agency is responsible for generation of bill for 2nd
time. The SPOT BILLING AGENCY should ensure that no second bill /
duplicate bill is to be generated against same service in the same
month. If it is necessary, the SPOT BILLING AGENCY should obtain
permission from AEE/AE or AAO/ERO concerned.

18. “Spot Billing Agency” will be responsible for workers compensation and
employment liability insurance for their staff on the assignment. “Spot
Billing Agency”, shall also maintain comprehensive general liability
insurance, including contractual liability coverage adequate to cover the
indemnity of obligation against all damages, costs and charges and
expenses for injury to any person or damage to any property arising out
of or in connection with the services which result from the fault of
consulting firm or its staff.

19. Agency shall submit an undertaking entered with the Bank saying that amounts
paid by the EPDCL shall be immediately remitted to the respective Bank Accounts
of the man power and EPF, ESI within one day of the payments received from
EPDCL. This undertaking should be submitted at the time of entering in to the
Agreement.
20. The Meter Readers of a particular area shall be interchanged with the
Meter Readers of another area once in every quarter or as warranted by
the situation.
21. Th e readings and other relevant data shall be entered on the meter
card provided at the consumer premises along with signature & date of
the Meter Reader.
22.While taking the readings, the status of the meter shall be noted in the
MRB.
23.While deciding the status of the meter, care has to be taken to ensure
that the bill is not issued on assumption.
24.The Meter Readers shall be courteous to the consumer and the
consumer shall be explained regarding the units consumed and amount
of the bill and the doubts if any raised by the consumer should be
clarified.
25.The "Spot Billing Agency" is responsible to post all the meter readings in
the Meter Reading Books available at concerned Section Offices and
maintain the registers with all the top entries Section wise, distribution
wise and transformer wise, or any other prescribed unit wise, as notified
from time to time by the concerned Asst. Engineer/Operation after
completion of the work every month. This work should be completed on
completion of Meter readings schedule. Without updating of MRB the
remuneration will not be admitted.
26.The Meter Reading Books maintained by the "Spot Billing Agency" will be
treated as the records maintained by the EPDCL. The MRB’s should be
updated regularly and made available with concerned section officer
only.
27.The "Spot Billing Agency" shall follow the time schedules given by
concerned AAO/ERO in taking of meter readings, preparation of bills and
serving of bills every month i.e., the meter readings must be taken on
fixed dates as per the billing program. The Spot Billing Agency should
follow the time schedule as fixed without any deviation.

28.The "Spot Billing Agency" shall have to record Meter Readers Movement
in the register kept for this purpose at Section Office every day.

o In case of big areas, meter reading schedule may be fixed

feeder wise and DTR wise.
o In the commercial area, it is preferable to take the reading
between 10 AM and 5 PM.
o In case of purely domestic area, it is preferable to take
readings in the morning and evening.

29.Service wise exceptions and observations are to be furnished in respect

of following cases on daily basis to the concerned Assistant Executive
Engineer Or Assistant Engineer/ Operation and also recorded in the
Meter Reader Observatory Register available at section offices daily. Also
the service wise exceptions observed shall be mailed to the concerned
DEE/O on daily basis.

30. Exceptions
1. Meter stuck up cases
2. Meter burnt cases
3. Door lock cases
4. Nil consumption cases
5. Abnormal high consumption compared to
previous month
6. Abnormal low consumption compared to previous
month
7. Regressive meter reading = readings less than
previous month
8. Category changes – supply used for the purpose
other than approved
9. Phase changes – supply used for three phase but
billed under single phase.
10.Disconnected service under live condition
11.Unauthorized / Un-metered service

31. Observations
1. Meter Glass Broken
2. MRT seals not available
3. TC/TC seals not available
4. Meter fixed to outside the premises or not
5. Whether the wiring is concealed / open
6. The existing meter is high accuracy or not
7. Other valid information if any

a. Regular attempt shall be made to get the readings from DL (Door

Lock) services and there shall not be any RNF (Reading Not Furnished)
and DL cases. The RNF services shall not be billed for average For the
Door lock cases, the meter reader has to attend to the consumer
premises for second time in the same schedule and obtain meter
reading. Even if, for the second visit of meter reader the consumer has
not available, then the bill may be issued accordingly as per the existing
rules. No payment will be made for the services with DL/ RNF status.
b. In case of scheduled L.R. area, the meter reader should contact the
concerned section officer and the meter readings are to be taken where
there is no L.R. schedule.

c. The bills with abnormal variation in consumption i.e., abnormal low or

abnormal high shall be served with the approval of the concerned Asst.
Engineer/ Deputy Executive Engineer only. Any abnormal / high /
abnormal low consumption recorded by meter reader, for his fault
penalty @ 2 times of service wise remuneration will be recovered in the
remuneration bill on hand.

32. Progress report with regard to services to be billed, actually billed and
services yet to be billed along with service wise details for the
exceptions and observations shall be furnished to the Asst. Engineer,
Deputy Executive Engineer and Assistant Accounts Officer/ E.R.O.
each day.

33. The SPOT BILLING AGENCY is responsible for taking meter readings
regularly on specific date as per the schedule. If any suppressed
readings identified later and apportionment of readings is required,
the loss due to apportioning of bill will be recovered from SPOT
BILLING AGENCY remuneration bill on hand without any notice.
34. The Spot Billing Agency shall handover Hand held Computers to
concerned section office to down load the data and to generate
exceptional reports including service wise details where bills are not
issued on daily basis.
35. Exceptional report shall be attended for such cases where bills are to
be issued or where issued bills are to be revised for one reason or
other and ensure that bills are issued for all services for which bills
are due.
36. Spot Billing Agency has to procure required stationery for printing
of bills, to furnish reports etc. and consumables required for Hand
Held Computers.

37. Spot Billing Agency shall adhere to the following schedule

For M1 For M2
Billing Cycle Billing Cycle
Uploading data to HHCs from concerned 3rd 13th
section office
Attending spot billing work 4th to 11th 14th to 21st
Handing over of HHCs for downloading 5th to 12th on 15th to 22nd on
concerned section office daily basis daily basis.
Obtaining exceptional reports & BBA 5th to 12th on 15th to 22nd on
daily basis. daily basis.
Attending to exceptional reports 14th / 15th 24th / 25th

However, whenever there is a change in schedule or deviation in the

billing cycle as decided by the competent authority and
communicated by the Superintending Engineer of the Circle, the
same shall be followed and adhered to by the Contractor/ Spot Billing
Agency without any deviation. And no claim for additional charges
shall be made.
38. (i) Spot Billing Agency shall ensure that as and when the power
Distribution Company notifies revision of tariff rates, are adopted
from such date as per instructions. The modifications if any required
in Spot Billing Machine the cost is to be borne by Spot Billing Agency.
The software should be approved by APEPDCL.
 (ii) Spot Billing Agency Route updation of consumers- The
consumer which are not in route meaning hereby that the consumer
is not downloaded in the SBM which has been sent his area, the
same has to be indicated along with the side consumer code and
meter reading on the reading sheet and same has to be submitted to
the AAO/ERO and Section Officer for route updation and bill
generation. Meter reader has to visit in 100% premises which may
or may not be downloaded in SBM of that Area.
39. Spot Billing Agency has to furnish final report as prescribed as to
the performance for every month by 25th of the month.
40. Spot Billing Agency is informed that period of contract is one year
effective from the date of Commencement of work by the Spot
Billing Agency and will be in force until it is terminated.
41. APEPDCL represented by its Superintending Engineer/Operation
Circle/ Vizianagaram or Divisional Engineer/Operation/ if
desired can get the agreement terminated by issuing One month's
notice

42. Spot Billing Agency shall indemnify and hold harmless the
Andhra Pradesh eastern Power Distribution Company of A.P. Ltd.,
against any/and all claims, demands, and/or judgments of any nature
brought against Andhra Pradesh Eastern Power Distribution Company
of A.P. Ltd., arising out of the services by contract firm and its staff
under this Contract. The obligation under this paragraph shall survive
the termination of this Contract. The Spot Billing Agency shall be
fully responsible for incorrect billing and shall indemnify the
company against any loss/damage arising out of the same.
43. The "Spot Billing Agency" is responsible for obtaining licenses under
Section 7 and 12 of the contract Labour (Regulation and Abolition)
Act 1970 if applicable. The "APEPDCL" is not at all responsible for
any labour disputes or follow of labour rules etc. Those are to be
abiding by the "Agency".

44. Spot Billing Agency during the term of this contract and after its
termination shall not reveal any information or provide data directly
or indirectly to any agency. It shall furnish the information or data to
the concerned APEPDCL authorities authorized to receive the
information or data.

45. Spot Billing Agency undertakes to carry out the assignment in

accordance with the highest standard or professional and ethical
competence and integrity, having due regard to the nature and
purpose of the assignment, and to ensure that the staff assigned to
perform the services under this Contract, will conduct themselves in a
manner consistent herewith.

46. Spot Billing Agency shall not assign this Contract to a sub-
contractor or any portion of it. If it found that the Agency is
sub-contracting the work, the contract will be terminated
immediately and all dues & deposits will be forfeited.

47. Spot Billing Agency shall pay the taxes, duties fees, levies and
other impositions levied under the Applicable Law and APEPDCL shall
perform such duties in this regard to the deduction of such tax as
may be lawfully imposed.
 48. Spot Billing Agency agree that all knowledge and information not
within the public domain which may be acquired during carrying out
of this Contract, shall be, for all time and for all purpose, regarded as
strictly confidential and held in confidence, and shall not be directly or
indirectly disclosed to any person whatsoever, except with the written
permission of APEPDCL.

49. EPDCL reserves the right to recover the entire loss sustained
due to the negligence or carelessness of the Spot Billing
Agency in performing their duties as per this contract.

50. Spot Billing Agency is informed that the APEPDCL is at liberty or

Superintending Engineer / Operation Circle / Vizianagaram to
revise the terms and conditions of spot billing or other related
matters at any time and they are binding on the Spot Billing Agency

51. Spot Billing Agency is informed that in case of complaints for the
irregular meter readings or issue of bills for less units than recorded
or to be billed the responsibility rest with the Spot Billing Agency to
make good any amount short billed. It has to ensure 100% of billing
especially in such cases where meters are reported stuck or changed
or dial rotations have taken place etc.
52. It is the responsibility of the Spot Billing Agency to see that the
Meter Readers have not collected any amounts from the consumer for
what so ever be the reason. Any meter reader collected any unlawful
amounts from the consumers, if proved, they will be punished by
lodging a police complaint without any intimation.
53. The Spot Billing Agency has to establish their office in the
Headquarters of the Section Office and be available at any point of
time any day.
54. The Spot Billing Agency shall attend for the performance review of
Spot Billing Agency by the concerned DEE/Operation on the first week
of every month in addition to the ERO Co-ordination meetings without
fail.
55. The spot billing contractor has to attend every co-ordination meeting
during review of spot billing issues and shall confirm the compliance
of spot billing agreement conditions.
56. Any other jobs related to spot billing not spelled out here in shall
have to be performed by the Spot Billing Agency to meet the
requirements of APEPDCL from time to time.

57. The contract is liable for cancellation if either the contractor himself
or any of his employee is found to be a Gazetted Officer of the
Government or APEPDCL retired from service and had not obtained
the permission from the Government or APEPDCL for accepting the
contract or employment within a period of two years from the date of
his retirement.

58. Any Additional works entrusted by APEPDCL like distributing

pamphlets or any other material for serving along with bills shall be
attended by meter readers without payment of additional
remuneration.

#Approved by#
SUPERINTENDING ENGINEER,
CONTRACTOR, OPERATION: VIZIANAGARAM
 ANNEXURE - I

Approximate number of Cat-I, II & IV Services in Municipalities/

MHQ’s/Rural/Agency areas in , Sub-Div.,
Operation Division Vizianagaram Circle

Sl.No Name of the Section No.of Services Uploaded for spot billing to private
agencies
M1 (Monthly) M2 (Monthly)
 ANNEXURE - II

Technical Specification for Linux based

online Hand Held Machines with GPRS modems

1 Technical Specification of Online Integrated Spot Billing Machines

2 Hand held computers for spot Billing with GSM /GPRS facility and Linux Kernel
3.2.1 OS with High Speed ARM Cortex A8 Processor with 1 Ghz or above clock
speed . and minimum of 4 GB Flash memory and Program memory of minimum
512KB.

3 Billing and Data processing software for the hand held computers.
4 Provide Standing Java Application Server (JBoss) at server level in Data Acquisition
Server.
5 Upload/Download of Billing Data should be Online in real time with In Built GSM
/GPRS with 30 supported Modem i.e modem should be support two way
communication system.
6 Modem Data interface :-SIM interface: 3V GPRS date rate: 115 Kbps max and
Modem Baud rate :supporting 300 baud to 115,200 baud and SIM Card holder :Easy
slipping arrangement and interlocking facility inside the SBM .
7 Hand Held Computer (HHC) with built in printer Impact 24 column alphanumeric
impact printer of make EPSON/Citizen with 57mm paper roll 'width with 2.5
lines/Sec. rint s eed can rint self carbonized 1 +l or l+ I carbon a er
8 Data backup for more than one year without any battery condition. Emergency
signals should be displayed well before the discharge of battery
9 30 Key Qwerty Key pad & Virtual Keypad
10 Main RS-232 port for data upload/download to PC and on to the HHC with USB port
attachment.
11 DOS & Windows based utility software based utility software provides for data
program upload/download.
12 In Built, IrDA port communication for capturing meter Readings
13 High capacity NiMH/Li-ion battery of 2600MAhr capacity and 8 hours of operation
in the filed or can print more than 500 receipts with full battery charged and can print
1000 re printed bills.
14 Chargeable Lithium ion Real Time Clock with battery backup for 10 years
15 3.5" QVGA TIT Dis lay & Touch panel
16 Intelligent fast charger (3-4 hours for full charge) with over charge protection low
battery cutoff and indication.
17 Body-Electrical insulating, high thermal stability chemical resistant, GE Cycolac
ABS plastic.
18 The HHC should cause long beep sound whenever a mal operation (Pressing wrong
key etc.,)/fault and thereby alert the operator. The HHC should cause small beep
sound for accepting the record
19 The casing of HHC should be of rugged constructions for ingress protection and
conform to IP-67 as per CBIP specification
20 The Hand Held Computers should be enclosed in good leather casing with shoulder
belt and should be capable of operating satisfactorily at all temperatures 5-50°C and
at all weather conditions and it should be weather roof
21 The hand held computers should be supplied with user manuals, HHC usage tips
(DO's and DON'T's) may be affixed/printed on bottom side of the HHC for better
life.
 22 The manual shall be with all details like syntax of language used on the HHC
libraries used, functions, mechanical details, features-available
23 Should be able to store 8000 to 10000 records of 400-500 bytes/records at a time
with 8MB & expandable upto 16MB with flash. The HHC should be of duty cycle of
producing 400-500 receipts on a day (each receipt of length about 10-15cms) in
duplicate or on 1 + 1 self carbonized or 1 + 1 carbon.
24 The HHC should be supplied with utility software for transfer of data/software
from/to windows/DOS/Linux based desktop to/from Hand Held Computer. This
software should works on desktop with Windows operating systems (including
Windows XP). This software should work on desktop with Windows operating
system/Linux OS (including Windows XP/linux). The software of this tool should be
valid and with proper license to use in the Hand Held Computers. Clear copy (soft) of
such software shall be supplied with license certificate

25 The software modification during the operation period on the account of software ,
tariff change, business rule change and any other changes in APEPDCL billing
software modification promptly and within the time frame specified by APEPDCL. If
it required, the bidder may require deputing their technical team at APEPDCL
Headquarter, Visakhapatnam for modification, testing and implementation purpose

26 Data transferred from/to Hand Held Computer to/from desktop shall be in the form of
flat (text format) files or directly portable to/from the oracle database. While transfer
of data from/to Hand Held Computer to/from desktop (PC) the data transfer shall be
of suitable baud rate.
27 The upload and download of Hand Held Computer with data shall be selective. That
is, selected records through any criteria only be down loadable from/to Hand Held
Computer to/from desktop.
28 The upload and download of Hand Held Computer with data shall be selective. That
is, selectedrecords through any criteria only be down loadable from/to Hand Held
Computer to/from desktop.
29 The hardware problems such as printer, battery. key pad, display, GPRS Modem etc.,
promptly replaces and repaired with the time frame specified by APEPDCL. The
bidder may require deputing their technical team at APEPDCL Headquarter,
Visakhapatnam for this purpose.
30 Inbuilt GPS module is required to capture the Geo rag position (Longitude &
Latitude) of each billed service

General Remarks:
Care should be taken about the common problems associated with Spot Billing
machines which
include:
1. Function keys should be free to operate. Keys should press only single time
when it is pressed.
2. Total billing data should be downloaded at once.
3. Machine should not hang while the process is going on.
4. Proper recovery mechanism shall be ensured for billing data loss if any.
II. SCHEMATIC FUNCTION:
l. Pertaining to particular area billed data is down loaded to Hand Held
Computer from desktop computer.

2. First screen will appear with request for User 1 ame and Password.

3. It should prompt for Manual mode of Search mode.

4. If Search mode on entering the consumer service number the billed details
should appear including the amount payable by Customer or if manual mode on
entering the consumer service number it shall ask the payment to be made.
 5. Amount entering shall be in the order i.e., first the bill amount, penalty for
late penalty, Security deposit, Miscellaneous charges etc.

6. The above heads depends upon the request from the DISCOM.

7. On entering the amount paid, it shall display total amount paid and on
confirmation it should ask the mode of payment - Cash/Cheque.

8. Once the cash selected and the amount collected is entered, it automatically
generates the receipts (In case of one ply paper it will generate original receipt
for customer and duplicate for office use for Discom).

9. If payment mode is cheque it should ask the cheque details like cheque
number, date, amount and bank name.

10. On entering the cheque details and confirmation the receipt shall be
generated in duplicate depending on the paper feed.

1 l. The HHC has facility to fix the total cash collection limit so that once the
total collection crosses the limit it should not allow any more transaction and
should not generate the cash receipts. There is no limit for cheque collection.

12. It shall have the facility to generate intermediate report to know the how
many cheques were collected bank wise if required, how many cash receipts
generated and amounts collected against each mode of payment.

13. At the end of the day, the data should be down loaded to desktop and
generate the BCRC report for submission to ERO office along with cash and
cheques collected.

14. The HHC shall be interfaced with 108 key computer key board for
interactive mode of operation ( optional arrangement).

15. The data downloaded to desktop shall be interfaced to Discom's website or

forwarded to central server for consolidation and report generator.

16. Printing the receipt either on plain paper roll (or) pre-printed rolls.

17. The GSM provided with The HHC shall be compatible with the existing
network providers like AIRTEL, BSNL, IDEA etc., as per EPOCL requirement.

18. Provision may be created for uploading data from HHCs to RAS at once so
as to avoid manual intervention for uploading HVC, Bi monthly and Agl data
separately.

19. Software suitable for generating a report for exhibiting the bifurcation of the
collections of different nature i.e., Cc (HVC, BM & AGL separately), RC fee,
ACD while downloading the collection data is to be provided.

20. The software suitable for featuring collection abstract single time instead
double time is to be provided.

21. Protocols: The upload and download structure is enclosed as Annexure-II(a).

Note: The above stated requirements are indicative and not exhaustive. The successful
bidder needs to customize the software as per EPDCL's requirements
 Annexure-II(a)

Upload structure (ISMB to PC) as on

S.No Field Name Data Type Size Location Format

1 USC Char 13 0
2 SC No Char 6
3 ERO Char 10 19
4 Section Char 10 29
5 Distribution Char 10 39
6 Receipt Number Number 10 49
7 Billing Date Char 8 59 DDMMYYYY
8 Billing Time Char 11 67 HH:MM:SS AM
9 Arrears + Demand Number 10 78
10 RC Collected Number 6 88
11 ACD Collected Number 9 94
12 Others Collected Number 10 103
13 RC Code Char 9 113
14 Machine Code Char 6 122
15 Last Paid Receipt No Number 10 128
16 Last Paid Date Char 8 138 DDMMYYYY
17 Last Paid Amount Number 10 146
18 TC Seal No Char 12 156
19 Remarks Char 2 168
20 Remarks Amount Number 10 170
21 Payment Mode Char 1 180
22 Cheque Number Char 7 181
23 Cheque date Char 8 188
24 CMRI Number Char 9 196
25 Vendor Type Char 1 205
 Download structure (PC to ISBM) as on
S. Field Name Data Type Size Location Format
No
1 USC NO Char 13 0
2 SCNO Char 6 13
3 Name Char 20 19
4 Address Char 15 39
5 Category Char 1 54
6 Group Char 2 55
7 ERO Char 10 57
8 Section Char 10 67
9 Distribution Char 10 77
10 Arrears Number 10 87 10.2
11 CMD Number 10 97 10.2
12 ACD Number 9 107 9.2
13 SD Available Number 9 116 9.2
14 Billed Months Date 12 125 MMYYYYMMYYYY
15 DC Date Date 8 137 DDMMYYYY
16 RC Code Char 9 145
17 Machine Code Char 6 154
18 PEFCTDT Date 8 160 DDMMYYYY
19 Load Number 10 168 6.3
20 Sub Category Char 2 178
21 Load Type Char 1 180
22 Software Char 4 181
Version
Total 185

1. Sim Cards for Online Spot Billing machines shall be procured by Spot Billing
Contractors themselves.
2. The spot billing contractors shall provide spot billing Linux based online Hand Held
Machines with GPRS modems to have compatibility for online billing and ensure
testing of each and every machine to suit online billing since online billing is
implemented in EPDCL
The SBM/ISBM shall be capable to read the data of different makes of meters with
IrDA physical layer port as specified.

#Approved by#
SUPERINTENDING ENGINEER
OPERATION CIRCLE:: APEPDCL
VIZIANAGARAM
 Annexure - III

I, ________________________ (Name &

Designation)

of M/s.
__________________________________________

do hereby solemnly declare that I have carefully read the

Notice No.84/2019-20 of SE/O/Vizianagaram along with the
terms and conditions laid down therein and accepted all the
terms and conditions. Further it is to submit that, my firm,
M/s.__________________________ is not black listed by
any State Electricity Board / Power Sector Companies/
State Govt./ Central Govt./ State and Central Undertakings
and/ or convicted by a Court of law.

Place :
Date :

Signature :
Name :
Designation :
 Annexure - IV
DETAILS OF WORKS OF SIMILAR NATURE EXECUTED BY THE BIDDER IN
LAST THREE YEARS
Name of the Bidder :
S.No Name of Location Value Agt. Actual Name of the Salient
Work of Work of Period Period of Department/ features
Work Completion Organization of the
work

Note. (i) Salient / Main features of all the above works shall be furnished.
(ii) Bidder to furnish authenticated performance records of similar works
completed by him under similar service conditions.
Signature :
______________________
Name :
______________________
Designation :
______________________
The firm/contractor :
________________
Date :
______________________

Seal of The firm/contractor

 Annexure - V

CONSENT LETTER FROM THE BIDDER

I, ---------------------------------, hereby agreed to submit an undertaking on

bond paper entered with the Bank authorities towards payment of monthly
salaries, EPF,ESI to the respective accounts of the manpower engaged by me
within one day of receiving payments from EPDCL . I will submit this undertaking
letter at the time of entering the Agreement.

Signature of the bidder

 PRE-QUALIFICATION – PROFORMA-I

PARTICULARS OF THE CONTRACTORS TO BE FURNISHED FOR THE

PURPOSE OF PRE-QUALIFICATION
1. Name of Organization /firm/company

2. Address

3. Year of establishment
4. Status of the firm
(Company/ Firm/ Proprietary)
5. Name of Directors/Partners/Proprietor i)
ii)

iii)

6. Whether registered with the registrar of

companies /registrar of firms. If so, mention
number and date.
7. Whether registered for service tax purposes. If
so, mention number and date. Furnish also
copies of service tax registration certificate.

8. Whether an assessee of income tax. If so,

mention permanent account number. Furnish
copies of income tax clearance certificate.

9. i) Particulars and place of similar works done

previously. (Furnish details in a separate sheet
and enclose copy of the employers certificate)

Note: Where copies are required to be furnished these are to be certified copies
Preferably by the concerned agencies or a Government Officer.

Place:

(… …)
 PROFORMA-II

Proforma of Checklist for Bidders

Technical Specification For “Carrying out continuous monthly Spot Billing work on
contract basis in Urban/Rural/Agency Areas of, Town Vizianagaram Sub-Div.,
Operation Div./ Vizianagaram of Vizianagaram Circle for a Period of one year
from 01.02.2020 to 31.01.2021.

(TO BE FILLED UP BY THE BIDDER)

Tender Notice No : SE/O/VZM/DE/T/ADE/C/AE/Pur/20/2019-20

1. Specification No. :
2. Name of the work :
3. Last date and time for submission of Bid :
4. Date and time for opening of Bid :
5. State whether Bid security is enclosed or not :
6. State whether the quotation is in single part/ Two part :
7. Whether willing to furnish Performance Bank Guarantee :
@ 5% if work order is placed
8. Whether accepted APEPDCL schedule of work :
9. Whether any other tax / duty payable. If so give details :
and the same is included / not included.
10. State whether APEPDCL terms of payment are :
accepted.
11. State whether 120 days validity offered :
12. Whether Penalty clause is accepted :
13. Scanned, uploaded and attached all the specified : YES/NO
documents as per Notice inviting tender details (online
version)
14. whether submitted consent letter for submitting an
undertaking letter with Bank officials
 Price Bid
Name of the work: "Carrying out continuous monthly spot billing work on
work contract basis in Urban areas of
Town Vizianagaram Sub Divison, Vizianagaram
Division, Vizianagaram Circle.

S.No. Description Rate per service

1 Towards meter reading 3.81

2 Towards paper bill 0.14

3 Towards ribbon cost per bill 0.11

4 Administration Charges 0.24

Supervision charges (max 2% for urban
5 XXXX
areas)
6 Total(1)+(2)+(3)+(4)+(5) 3.47
7 EPF @ 13 % 0.50

8 ESI @ 3.25% 0.12

9 Total (6) +(7)+(8)

10 GS Tax @ 18.0%
11 Total (9) +(10)

GST 18% excluding EPF and ESI

#Approved by#
SUPERINTENDING ENGINEER,
CONTRACTOR, OPERATION : VIZIANAGARAM
 Price Bid
Name of the work: "Carrying out continuous monthly
spot billing work on work contract basis in Rural
areas" in Town Vizianagaram Sub Divison,
Vizianagaram Division, Vizianagaram Circle.

S.No. Description Rate per service

1 Towards meter reading 4.08

2 Towards paper bill 0.14

3 Towards ribbon cost per bill 0.11

4 Administration Charges 0.24

Supervision charges (max 2% for rural
5 XXX
areas)
6 Total (1)+(2)+(3)+(4)+(5) 3.47
7 EPF @ 13 % 0.53

8 ESI @ 3.25% 0.13

9 Total (6) +(7)+(8)

10 GS Tax @ 18.0%
11 Total (9) +(10)

GST 18% excluding EPF and ESI

#Approved by#
SUPERINTENDING ENGINEER,
CONTRACTOR, OPERATION: VIZIANAGARAM
 Price Bid
Name of the work: "Carrying out continuous monthly spot billing
work on work contract basis in Agency areas" in
Town Vizianagaram Sub Divison, Vizianagaram Division,
Vizianagaram Circle.

S.No. Description Rate per service

1 Towards meter reading 5.19

2 Towards paper bill 0.14

3 Towards ribbon cost per bill 0.11

4 Administration Charges 0.24

Supervision charges (max 5% for Agency XXXX
5
areas)
6 Total (1)+(2)+(3)+(4)+(5) 3.47
7 EPF @ 13 % 0.67

8 ESI @ 3.25% 0.17

9 Total (6) +(7)+(8)

10 GS Tax @ 18.0%
11 Total (9) +(10)

GST 18% excluding EPF and ESI

#Approved by#
SUPERINTENDING ENGINEER,
CONTRACTOR, OPERATION : VIZIANAGARAM