TENDER SPECIFICATION FOR Data Entry/Digitization of consumer master data of 61 Sub-divisions of HPSEBL

BID SPECIFICATION No. CESO&P/IT CELL/DD/5/12- HIMACHAL PRADESH STATE ELECTRICITY BOARD LIMITED TENDER SPECIFICATION FOR Data Entry/Digitization of consumer master data of 61 Sub-divisions of HPSEBL Office of the: Chief Engineer (SO&P) TEL : 91-177-2653119 H.P. State Electricity Board Limited FAX : 91-177-2656485 Vidyut Bhawan, Shimla-171004, Email : ceso@hpseb.in Himachal Pradesh, INDIA. Website: www.hpseb.com 1

Section I: Notice Inviting Tender 2

(Iii.NOTICE INVITING TENDER. Himachal Pradesh State Electricity Board Limited invites sealed tenders (in Duplicate)!. for "Data Entry/Digitization of consumer master data of 61 Sub-divisions of -HPSEBL"_ -Any interested bidder may inspect the tender documents in the office of Superintending Engineer (IT), HPSEB Limited, Vidyut Bhawan Complex, Shimla-171004 during working hours. The tender documents can be purchased on submission of written application at the address given below and upon payment of a non-refundable fee of Indian ~ 500/ only through bankers' cheque or Demand Draft in favour of Sr. Accounts Office (Banking), HPSEB Limited, Vidyut Bhawan, Shimla-171004 (H.P) payable at Shimla. The tender document will be sent by ordinary post or by registered post only at an additional cost of ~ 50/- to be remitted alongwith the cost of the tender but Himachal Pradesh State Electricity Board Limited will not be responsible for delay in deliveries, if any. Sale of Tender documents shall start on 10/5/2012 and be available till 26/5/2012. The tender documents shall ~also be available for download against payment through crediu debit carcf at http://www.hpseb.com. Tenders (in duplicate) must be delivered at the address given below on or before _28/5/2012 up to 14.30 hours and will be opened on same day in the presence of the tenderers or their authorised representatives who wish to attend at the address given -below at 15:00 hours. Earnest money amounting to ~ 5,000/- shall be in the shape of bankers' cheque or Demand Draft only drawn in favour of Sr. Accounts Office (Banking), HPSEBL, Vidyut Bhawan,'Shimla-171004 (H.P) payable at Shimla. The Chief Engineer (System Operation & Planning) reserves the right to change the scope of work and to reject any or all the t~nders, without assigning any reasons thereto. 3 Tel:+911772653119,Fax:+911772656485

SECTION-II: TERMS & CONDITIONS 4

1.0 SCOPE: 1.1. The scope of work includes digitization of Master records of HPSEBL Consumers (approx 4,00,000) of 61 Electrical Sub-Divisions in Himachal Pradesh. a) Data entry of Master records of HPSEBL Consumers (approx 4,00,000 consumers) in the specified format (Annexure-B) of 61 Electrical Sub-Divisions in Himachal Pradesh as per section-iii (Annexure- A ) b) Generation and printing of check lists for verification c) Updating the errors pointed out after verification by HPSEBL concerned Sub- Divisional office. d) Data entry of transaction data after validation/approval of master data as and when desired by IT cell as per Annexure- C 1.2. Submission of validated final data in CD/Softcopies (2 copies for each Sub-Division) and final print out of consumer details) to concerned Electrical Sub-Division. 1.3. Data entry will be carried out of the data sheets /registers/ledgers to be made available DTR-wise by the concerned Sub-Division. The successful bidder is free to develop data entry software/format at their costs which should be compatible with HPSEB Billing software. For digitization job/work, infrastructure shall be provided by the concerned Electrical subdivision. 1.4. The AEE/AE of the concerned Electrical Sub-Division shall be the nodal officer to provide the consumer data/transaction data and also for verification/validation. 1.5. This project is a time bound project. In view of the priorities, the project must be completed strictly within three months from the issue of the work order, However HPSEBL reserves the rights to extend the time for completion depending upon the circumstances. The firm should submit a monthly report to reflect the progress of the data entry. The progress is expected to be in the ratio of time lapsed. 2.0 ELIGIBLE TENDERERS:- 2.1 The following minimum conditions have to be met by tenderers participating in the tender and they must submit the documentary evidence in support of these requirements:- a) The tenderer should be financially sound and annual turnover of the tenderer for the past three years ending 31 st March, 2012 should be at least 30 lac. (Certificate from the Chartered Accountants with year wise break-up or copy of year wise audited balance sheet is to be supplied) 5

b) The Tenderer should have sufficient manpower at his disposal for providing services as per the scope of work indicated in clause 1.0 above. c) Data entry operator to be deployed should have basic knowledge of Computers (basic computer course minimum 3 months, on windows/ms Office from any recognized institute. CVs of data entry operator shall be attached along with offer. d) The tenderer should have experience of providing manpower for jobs of similar nature for the last three years (Preference to experience in power sector shall be considered) (Proof of at least one such award order/ work during last three years shall be attached). e) The tenderer shall submit an undertaking that he will deposit the monthly pay/ emoluments of Data Entry Operator in any scheduled bank in their account. f) The tenderer preferably should have site office in Himachal Pradesh. g) The tenderer shall submit a declaration that he is not black listed by any State or agency (Self certificate is to be provided). 2.2 The tender documents are non-transferable i.e., only those firms can submit the tenders who have purchased the tender documents in their name. 2.3 It will be responsibility of the successful tenderer to ensure that the wages of Data Entry Operators should not be less than the minimum wages prescribed by the HP State Govt. for category of Data Entry Operator as notified from time to time. 2.4 Each tenderer shall submit only one tender for the entire scope of work. A tenderer who submits more than one tender or part tender, his tender will be treated as non-responsive and rejected. 2.5 A prospective tenderer requiring any clarification related to the tender documents, may notify to the Chief Engineer (System Operation & Planning) in writing. The Chief Engineer (System Operation & Planning) will respond to any request for clarification received within 3 days prior to the deadline for submission of tenders. Copies of the response will be forwarded to all purchasers of the tender documents, including a description of the inquiry, but without revealing its source. 3.0 PLACE AND PERIOD OF SERVICE CONTRACT The Service Contract is exclusively for the "Data Entry/Digitization of consumer master data and transaction data of 61 Sub-divisions of HPSEBL at the respective subdivision of HPSEBL or at firm s premises. The service contract period shall be initially for three months. 4.0 VALIDITY OF OFFER 6

The offer of the tenderers shall remain FIRM & valid for acceptance for a period of 90 days from the date of submission. 5.0 DOCUMENTS COMPRISING THE TENDER 5.1 The Tender submitted by the Tenderer shall comprise of: a) Earnest Money in a separate cover marked Earnest Money. b) Qualification information and supporting documents in line with qualifying criteria as specified in clause No. 2.0 read with clause No. 12.0 of this section. c) Undertaking that the bid validity shall remain valid for the period of 90 days. d) Details and document proof of work performed as Service Contract Provider (in the same name and style) of a similar nature and volume. e) Details of company s support infrastructure. f) Any other information/ documents required to be completed and submitted by tenderers, g) A declaration that the information furnished in the tender document is correct to the best of his knowledge and belief. h) Form of Financial Tender as specified in Form-II of Section-III in separate sealed cover. i) Form-VII, Compliance sheet 5.2 The following documents, which are not required to be submitted with the tender, will be deemed to be part of the tender. a) Notice inviting tenders. b) Instructions to the tenderers 6.0 SEALING AND MARKING OF TENDERS 6.1 The Tenderer shall place the three separate envelopes (called inner envelopes) marked EMD for tender, Technical Tender and Price Tender in one outer envelope. 6.2 The inner and outer envelopes containing the Tenders shall a) be addressed to the Chief Engineer (System Operation & Planning), HPSEB Limited, Vidyut Bhawan Shimla-4 7

b) bear the name and Identification number of the tenderer; and c) Provide a warning in bold not to open before the specified time and date for Tender opening. d) The inner Envelope marked as EMD for tender shall contain the EMD as specified in Clause No.12.0 in a manner as specified in clause No. 5.1 a). e) The inner envelope marked as Technical tender shall contain all the details documentary evidence and brochures, literatures as specified in clause No. 5.1 b) to g) and i). f) The inner envelope marked as Price tender shall contain price schedule and discounts offered, if any as specified in clause No. 5.1 h). 6.3 In addition to the above, each of the envelopes shall indicate the name and address of the Tenderer to enable the Tender to be returned unopened in case it is declared late. 7.0 OPENING OF TENDERS 7.1 The tenders will be opened as follow: a) The Inner envelope marked as EMD for tender shall be opened first. b) The Inner envelope marked as Technical tender shall be opened only & only if the EMD envelope is there and the EMD found in order as per requirement specified in clause No.10.0. c) The Inner envelope marked as Price tender shall be opened only & only if the Technical tender contains all the documents as specified in clause No. 5.1 b) to g) and i) to the satisfaction of the tender opening committee. In case, the Tender Opening Committee decides to open the financial tenders after thorough scrutiny of the technical proposals, date for opening for the price tenders shall be intimated separately. d) Tenders declared late shall be returned to the tenderer subject to clause No. 6.3 above. 8.0 PRICE BASIS & BASIS OF EVALUATION 8.1 All unit rates and amounts are to be quoted by the tenderer in Form-II of Section- III on FIRM price basis. 8.2 In case of any deviation on these terms and conditions, the offers of such tenderers shall be rejected and shall not be considered for evaluation. 8

8.3 All the taxes, duties and levies etc shall be applicable but shall have to be indicated separately in the price schedule. Comparison of rates shall be made including all taxes, duties and levies. 9.0 PAYMENT TERMS 9.1 10% payment towards mobilization advance will be made within 45 days on submission of the following: a) Invoices in triplicate in favour of Chief Engineer (System Operation & Planning). b) Bank Guarantee (BG) equivalent to 10% of the total amount of the value of total SERVICE CONTRACT and its acceptance by Chief Engineer (System Operation & Planning), HPSEBL, Vidyut Bhawan, Shimla-4 in here after referred to as HPSEBL, at the time of signing of contract. This BG shall be valid upto 2 months beyond the expiry of SERVICE CONTRACT period in the form of irrevocable, valid & fully enforceable BG from Scheduled Commercial Bank, as notified by the Reserve Bank of India, in favour of HPSEBL as per proforma attached as Form-III of Section-III. c) Upon signing of the contract agreement with HPSEBL. d) Submission of undertaking that the Data Entry Operators have been mobilized at all the 61 locations along with list of locations. 9.2 50% payment will be made within 45 days of submission of invoices in triplicate in favour of Chief Engineer (System Operation & Planning) along with certificate issued by concerned Sub Division regarding completion of master data entry and its submission for verification/validation. 9.3 20% payment shall be made within 45 days on submission of invoices in triplicate in favour of Chief Engineer (System Operation & Planning) along with certificate regarding verification/validation of master data by the respective subdivision. 9.4 Balance 20% payment will be made within 45 days of submission of invoices in triplicate in favour of Chief Engineer (System Operation & Planning) along with certificate regarding verification/validation of transaction data by the respective subdivision and submission of digitized master/transaction data to subdivision office in CD. 9

9.5 The performance BG shall be returned after completion of the contract period. 10.0 EARNEST MONEY DEPOSIT (EMD) 10.1 EMD of ` 5,000/- is required to be submitted along with the tender documents in the shape of Demand Draft only from a Scheduled Commercial Bank as notified by Govt of India in favour of the Sr. Accounts Officer (Banking) HPSEB Limited, Vidyut Bhawan, Shimla-4 payable at Shimla. 10.2 The EMD of the successful tenderer shall be returned only after the receipt of performance BG in the requisite shape and upon signing of the Contract Agreement. The EMD of the unsuccessful tenderers shall be returned only after issue of award of contract to the successful tenderer, submission of performance BG by him and on receipt of pre-receipted hand receipt as per Form-V, Section- III. 11.0 MANPOWER 11.1 In order to maintain the services as per contract terms, the tenderer shall keep spare and equally experienced substitutes to be deployed, in case the serving manpower has to proceed on leave or end his/ her contract with the tenderer during the currency of the contract. It will be the responsibility of the tenderer to provide services strictly as per contract terms. 11.2 The manpower deployed shall always carry photo identity issued by the service provider and signed by the Sr. Executive Engineer (IT)/ Addl. Superintending Engineer (IT), HPSEBL. He/ She will conduct in a decent manner all the time and the service provider would be responsible for his/ her good conduct, antecedents and any intentional damage caused to the systems of HPSEBL by him/ her. 11.3 HPSEBL stands indemnified from any claim that the deployed manpower may opt to have by virtue of working on the project for whatever period. HPSEBL also stands indemnified from any compensation arising out of accidental loss of life or injury sustained by the hired personnel working on the HPSEBL project. 11.4 The deployed manpower would be allowed to work for the project duration provided his/ her performance is of high quality. In case of non-performance, for what so ever reasons, he/ she would be taken out of the project and necessary replacement have to be provided by the service provider. The personnel deputed with HPSEBL shall be employees of the service provider for HPSEBL project only and in no way can be construed as employment by HPSEBL. 12.0 EXPERIENCE/ QUALIFYING CRITERIA 10

12.1 The minimum turnover in respect of SERVICE CONTRACT should be as specified in clause No. 2.1 a) (Documentary proof to be attached in the shape of reports Certified by CA). 12.2 Tenderer shall enclose the documentary evidence in favour of above experience. The tenderer not having the criteria will be out rightly rejected without any further evaluation. The details of the SERVICE CONTRACTS in hand or executed shall be given in FORMAT T1, Section-III. Incomplete tenders shall be rejected straightway. 12.3 The tenderer should have at least 10 experienced/ qualified manpower at their permanent roll. The list of such manpower shall invariably be supplied with their names, qualifications, experience (Complete CVs) alongwith tenders otherwise such tenders shall not be evaluated. Further, irrespective of the commercial ranking. In future, if it comes to the notice of HPSEBL that the information supplied by the successful tenderer in respect of qualified manpower is incorrect or forged, seven days notice shall be served to such tenderer to prove the credentials of manpower supported with their respective original qualification certificates, failing which SERVICE CONTRACT shall be terminated with forfeiture of performance BG/ EMD and any payment due thereafter. 12.4 The tenderer should preferably have sufficient experience of executing SERVICE CONTRACT of similar nature. Tenderers shall enclose the documentary evidence in favour of above experience/ criteria at the time of submission of tenders. The detail of the SERVICE CONTRACTS in hand or executed during last three years shall be given in FORMAT T1, Section-III supported with the letters from the purchasers/ concerned officials of Govt. Deptts./ PSUs/ CPSUs with proper letter heads/ name and addresses, telephone/ fax numbers, e-mail address etc and copies of the contract agreements, if any with whom SERVICE CONTRACTS have been executed. The tenderers not having the qualification criteria and documentary evidence will be straightway rejected without any further evaluation. Incomplete tenders where addresses/ prices etc have not been filled in properly shall also be rejected. In case at any later stage, it is found that the any documents submitted by the firm are not genuine, or forged, the contract shall be annulled and Performance BG/ Warranty shall be forfeited and any payment due thereafter shall also not be paid irrespective of the provisions otherwise in the contract elsewhere. 11

12.5 In case during the course of tendering process, HPSEBL is of the opinion that due to lack of qualification criteria by the tenderers, there is not enough competition, HPSEBL at its discretion shall relax the qualification criteria to a certain extent (which otherwise is not changing any ranking of the tenderes) in order to have sufficient competition irrespective of the provisions existing elsewhere in this document. HPSEBL may overlook/ approve the minor infirmities in the tender itself before opening of price bids if it is satisfied that the tenderer has sufficient experience/ manpower to execute the contract successfully. But such relaxation shall not be made an excuse to bring such tenderers in the ambit of qualified, which otherwise are not having sufficient experience/ manpower. 13.0 EVALUATION OF TENDERS 13.1 HPSEBL will examine the tenders to determine whether they are complete, whether any computational errors have been made, whether required EMD have been furnished, whether the documents have been properly signed and whether the tenders are generally in order. The incomplete tenders, tenders with invalid EMDs, unsigned tenders or tenders not supported with original documentary evidence shall be rejected. The documentary evidence submitted alongwith tenders will be verified from the concerned offices/ Deptts. In case of such evidence found to be forged or containing false information, tenders of such tenderers shall be rejected and shall not be evaluated further irrespective of their ranking. Such tenderers shall also be blacklisted for future participations in any tenders for SERVICE CONTRACT within HP. 13.2 Arithmetical errors will be rectified on the following basis: If there is a discrepancy between the unit price and the total price that is obtained by multiplying the unit price and quantity, all arithmetical errors will be rectified on the basis of the unit price or total price (in figures and in words) whichever is more beneficial to the purchaser. If the Bidder does not accept the correction of the errors as above, his bid will be rejected and the amount of Bid guarantee forfeited. 12

13.3 Prior to the detailed evaluation and opening of tenders, HPSEBL will determine the substantial responsiveness of each tender to the tender documents. For purpose of these Clauses, a substantially responsive tender is one that conforms to all the terms and conditions of the tender documents without material deviations. A material deviation is one, which affects in any way the prices, quality, quantity or SERVICE CONTRACT period of the equipment or which limits in any way the responsibilities or liabilities of the tenderer of any right of the HPSEBL as required in these documents. 13.4 A tender determined as not substantially responsive will be rejected by the HPSEBL and may not subsequently be made responsive by the tenderer by correction of the non-conformity. 13.5 The HPSEBL may waive any minor non-conformity or irregularity in a tender, which does not constitute a material deviation, provided such waiver, does not prejudice or affect the relative ranking of any tenderer. 13.6 HPSEBL shall award the SERVICE CONTRACT to overall lowest responsive tenderer only based on the evaluation and qualification criteria specified above. No negotiation with second lowest tenderer shall be held whatsoever as per guidelines of Central Vigilance Commission. 14.0 REPORTS 14.1 Regular fortnightly reports will be provided through e-mail at the addresses specified at the time of award. Additional reports shall be furnished as and when required on the formats specified at that time. 15.0 LIQUIDATED DAMAGES 15.1 In the event of delay in execution of work, specified in this Contract / furnishing of deliverables, the tenderer shall be liable to LD charges @ 0.5% per week of the value of work order for every week of delay, up to a maximum of 10%, after which Chief Engineer (SO&P)shall be at liberty to cancel the award. For the purpose of this clause, part of a week shall be considered to be a full week. However in case of delay in providing data or delay in verification of data from the part of HPSEB, the penalty shall not be applicable. In this eventuality, HPSEBL will compensate the actual cost of idle time. 13

16.0 CHANGE OF QUANTITY/ CONTRACT PRICE 16.1 During the execution of the contract, HPSEBL reserves the right to increase or decrease the number of sub divisions and the master/transaction data at each subdivision of manpower to be provided under the service contract. 16.2 Such variation shall not be subject to any limitations for the individual items but the total variation in all such items under the contract shall be limited to + 25% of the contract price as awarded. The contract price shall be adjusted accordingly during the currency of the contract. 16.3 The base unit rates, as identified in the contract shall remain FIRM during the currency of the contract subject to variation as specified in clause 8.1 above. 17.0 SIGNING OF CONTRACT 17.1 Within 30 days after notification of award, the HPSEBL & the successful tenderer shall enter into a Contract with Superintending Engineer (IT) o/o Chief Engineer (System Operation & Planning), HPSEBL, Vidyut Bhawan, Shimla-171004, who shall sign Service Contract Agreement on behalf of HPSEBL. The contract Form is attached as Form No. IV, Section-III which shall specifically include the Service Level of Agreement clause. 18.0 SUB-CONTRACT 18.1 The tenderer shall not sublet, transfer or assign any part of this service contract without the prior written approvals of the HPSEBL. 19.0 ARBITRATION & CONCILIATION ACT 19.1 If at any time, any question, dispute or difference, whatsoever, shall arise between the purchaser or the engineer and the supplier or company upon or in relation to or in connection with the contract, either party may forthwith give to the other, notice in writing of the existence of such question, dispute or difference and the same shall be referable only to the sole Arbitration of Chairman, HPSEBL, Shimla-4 or his nominee against purchase orders/supplies made and shall be subject to the provision of Indian Arbitration and Conciliation Act-1996 or any statutory modification or re-enactment thereof and the rules framed 14

there-under and for the time being in force. The award of the Arbitrator shall be final and binding on both the parties of the contract. 19.2 The objection that the arbitrator so appointed is a Government servant and that he had to deal with the matters to which the contract relates and that in the course of his duties as Government servant, he had expressed his views on all or any of the matters in dispute or difference, shall not be considered as a valid objection/bar to his acting as such in the arbitration proceedings, under this clause. 19.3 Party invoking arbitration shall specify the dispute(s) to be referred to the arbitration under this clause together with the amounts(s) claimed in respect of each dispute. If work under the contract has not been completed when a dispute or any matter what-so-ever is referred to arbitration, the contractor shall not be entitled to suspend such work to which the dispute relates and payment to the contractor shall be continued to be made in terms of the contract. 19.4 It is also a term of the contract that if the contractor(s) omit/neglect to prefer any claim(s) in writing within 90 (ninety) days of the date on which the dispute first arises during the execution of the work for which such dispute is sought to be raised or date of intimation of the preparation of the bill therefore, whichever is earlier, the claim of the contractor will be deemed to have been waived and absolutely barred and the HPSEBL shall be discharged and released of all the liabilities under the contract in respect of such claim(s). Likewise all dispute(s) referred to above shall be preferred as provided above within 90 (Ninety) days of execution of work(s) otherwise all claim(s) shall stand extinguished. Provided, in the event of the rejection of Contractor s claim (s) by the HPSEBL, the contractor shall within 30 days after receiving intimation in writing of such decision shall give notice in writing to the HPSEBL requesting the dispute(s) may be referred for arbitration. In all cases referred for arbitration, the Arbitrator shall assign reasons under all circumstances on which the decision is based. The decision of the Arbitrator shall be conclusive, final and binding on the parties. 19.5 Subject to the provisions of the contract to the contrary as aforesaid, the provisions of the Arbitration and Conciliation Act, 1996 or any statutory modification or re-enactment thereof and the rules made there under and for the time being in force shall apply to all arbitration proceedings under this clause. 15

19.6 All disputes or differences shall be settled in accordance with the provisions of the Arbitration and conciliation Act, 1996, or any statutory modifications. The venue of Arbitration shall be Shimla, India. The courts of Shimla shall have exclusive jurisdiction. 20.0 TERMINATION OF CONTRACT 20.1 In case the work awarded is not maintained as per the contract terms and conditions, HPSEBL reserves the right to terminate the Service Contract after giving one week's advance notice. The performance BG in that case shall be forfeited. Any payment due, in case of non-satisfactory services shall also not be paid irrespective of the provisions in the contract elsewhere. 20.2 The SERVICE CONTRACT can be terminated anytime before the expiry of the contract period by giving one week's advance notice and suitable adjustment of the amount will be paid proportionately. 20.3 Even though the tenderer meet the required qualifying criteria, they are subject to disqualification if they have : a) made misleading or false representations in the forms, statements, affidavits and attachments submitted in proof of the qualifications requirements and /or b) record of poor performance such as non attending the work, abandoning the works, not properly completing the contract, inordinate delays in completion, litigation history, or financial failure etc 20.4 The HPSEBL further reserves the right to cancel or terminate the SERVICE CONTRACT in part or full by giving one week's advance notice if, a) the tenderer fails to comply with any of the terms & conditions; b) the tenderer becomes bankrupt or goes into liquidation; c) the tenderer makes general assignment for the benefit of the creditors; and d) any receiver is appointed for the property owned by the tenderer. 16

21.0 INCOME TAX LIABILITY 21.1 HPSEBL shall not bear any Income Tax liability. 22.0 SERVICE TAX 22.1 The service tax as applicable as per notifications of GOI from time to time shall be applicable during the currency of the contract and shall be paid accordingly. The tenderer has to provide service tax number in their tender. 23.0 HANDING OVER 23.1 At the time of expiry of service contract, the firm shall hand over the digitized master and transaction records of HPSEBL consumers (approx 4,00,000 consumers) of 61 Electrical Sub-Divisions in Himachal Pradesh in validated/in proper format. 24.0 LEGAL JURISDICTION 24.1 All legal disputes are subject to the jurisdiction of Shimla courts only. 17

SECTION III INSTRUCTIONS AND INFORMATION FOR SUBMISSION OF PROPOSALS 18

Form No. 1 TECHNICAL BID (To be submitted with Technical Bid 1 Name of Firm/Company 2 Address of Registered Office 3 Type of Organization 4 5 a) Registration No. b) Registering authority Name of Managing Director/Managing Partner/Proprietor 6 Contact Nos. 7 Fax No. 8 E-mail id 9 Website, if any 10 Addresses of Offices in Himachal Pradesh with name of contact persons and contact nos. (please use separate sheet if so required 11 Core Business of the Company/Firm 12 Year of establishment 13 14 Total manpower employed by the company/firm as on date Manpower outsourced to Govt. departments/ organization as on 31 st March 2012 15 Manpower outsourced to Private sector as 19

on 31 st March 2012 Gross Turnover during last 3 years 16 2009-10 2010-11 2011-12 Annual turnover from Data Entry Services 17 2009-10 2010-11 2011-12 18 PAN 19 Service Tax Registration No. 20 EPF Registration No./ 21 What methodology you generally opt for recruitment of manpower 22 Any other relevant information, you wish to Signature and seal of Tenderer 20

FORMAT T 1 Experience in Data entry work Name of Firm/Company: Year Description of data entry work done Name and address of client No. records Of Value of the work completed (Rs) 2009-10 2010-11 2011-12 Authorized Signature [In full and initials]: Name and Title of Signatory: Name of Firm: Address: 21

FORMAT T2 Average annual turnover during the last 3 financial years Name of Firm/Company: Year 2009-10 2010-11 2011-12 Average Turnover for last 3 years Annual Turnover (Rs) Authorized Signatory [In full and initials]: Name and Title of Signatory: Name of Firm: Address: 22

FORMAT T3 (Resources Details) Name of Firm/Company: MANPOWER (Full Time on firm s own Roll) Sr. No. HPSEBL QUALIFICATIONS Average Experience 1 Data Entry Operators 2 Supervisors 3 4 Qty. Any other strength Authorized Signatory [In full and initials]: Name and Title of Signatory: Name of Firm: Address: 23

Form No. II FINANCIAL PROPOSAL FINANCIAL PROPOSAL SUBMISSION FORM (On the letterhead of the firm) [Location, Date] To: The Chief Engineer (SO&P), H.P. State Electricity Board Limited, Vidyut Bhawan, Shimla-171004 Sub: Tender for Master Data Entry of HPSEB Consumers (Tender No...) Dear Sir, We, the undersigned, offer to provide the services for undertaking the Data entry work for the digitisation of consumer Master Data in 61 Sub Divisions in accordance with your Request for Proposal dated and our rates for consumer data digitisation per consumer is Rs /- only. This amount is inclusive of all taxes except Service tax (as per GOI policy). Our Financial Proposal shall be binding upon us for a period 90 days subject to the modifications resulting from Contract negotiations you may subsequently carry out with us to accept our proposal. We understand you are not bound to accept any Proposal you receive. Yours sincerely, Authorized Signatory [In full and initials]: Name and Title of Signatory: Name of Firm: Address: 24

FINANCIAL BID Format F-1 Name of the Firm: Sr. NO. Description of work Approx. Qty Rate per consumer record 1. Data Entry of Master Records of HPSEB Consumers inclusive of printing of check lists, and final print outs (If work to be done in the o/o concerned Electrical Sub- Divisions) 2 Data entry of transaction records after validation of master data. 4,00,000 * 4,00,000 * Rs. (Rupees Rs. (Rupees Service Tax Rate inclusive of Service Tax Rs. (Rupees Rs. (Rupees (Rates to be quoted in words and figures both in the respective columns against each item) * the quantities mentioned are approx. and may increase/decrease but shall be subject to actual, as verified by the concerned subdivision office. Authorized Signatory [In full and initials]: Name and Title of Signatory: Name of Firm: Address: 25

Form-III PROFORMA OF BANK GUARANTEE FOR CONTRACT PERFORMANCE (To be stamped in accordance with Stamp Act) Ref Bank Guarantee No Date To Chief Engineer (SO&P) Himachal Pradesh State Electricity Board Limited Vidyut Bhawan Complex, Shimla (HP)-171004 Dear Sirs, In consideration of Himachal Pradesh State Electricity Board Limited, (herein after referred to as the Owner which expression shall unless repugnant to the contest or meaning thereof include its successors, administrators and assigns) having awarded to as M/s with registered/head office at..(hereinafter referred to as Contractor which expression shall unless repugnant to the context or meaning thereof include its successors, administrators, executors and assigns), a Contract by issued of Owner s Letter of Award No... dated.and the same having been acknowledged by the Contractor, resulting in a Contract bearing No dated Contractor having agreed to provide a Contract Performance Guarantee for the faithful performance of the entire Contract equivalent to Rs... /- only being 10% of the said value of the Contract to the Owner. 26

We (Name & Address) having its Head Office at..(hereinafter referred to as the Bank, which expression shall, unless repugnant to the context or meaning thereof, include its successors, administrators, executors and assigns) do hereby guarantee and undertake to pay the Owner, on demand any all monies payable by the Contractor to be extent of as aforesaid at any time up to..** (day/month/year) without any demur, reservation, contest, recourse or protest and/or without any reference to this Contractor. Any such demand made by the Owner on the bank shall be conclusive and binding notwithstanding any difference between the Owner the Contractor or any dispute pending before any Court, Tribunal, Arbitrator or any other authority. The Bank undertakes not to revoke this guarantee during its currency without previous consent of the Owner and further agrees that the guarantee herein contained shall continue to be enforceable till the Owner discharges this guarantee. The Owner shall have the fullest liberty without affecting in any way the liability of the Bank under the guarantee, from time to extend the time for performance or the Contract by the Contractor. The Owner shall have the fullest liberty, without affecting this guarantee, to postpone from time to time the exercise of any powers vested in them or of any right which they might have against the Contractor, and to exercise the same at any time in any manner, and either to enforce or to for bear to enforce any covenants, contained or implied, in the Contract between the Owner and the Contractor or any other course or remedy or security available to the Owner. The Bank shall not be released to its obligations under these presents by any exercise by the Owner of its liberty with reference to the matters aforesaid or any of them or by reason of any other act of omission or commission on the part of the Owner or any other in indulgences shown by the Owner or by any other matter or thing whatsoever which under law would, but for this provision have the effect of relieving the Bank. The bank also agrees that the Owner at its option shall be entitled to enforce this guarantee against the Bank as a principal debtor, in the first instance without proceeding against the Contractor and not withstanding any security or other guarantee the Owner may have in relation to the Contractor s liabilities). 27

Notwithstanding anything contained herein above our liability under this guarantee is restricted to.and it shall remain in force up to and including.and shall be extended form time to time for such period (not exceeding one year), as may be desired M/s..on whose behalf this guarantee has been given. The Bank hereby undertake not be revoke this guarantee without the consent of the Principal in writing. Dated this.day of..20 at. Signature and seal of Guarantors Date 20.... Address....... 28

Form-IV DRAFT CONTRACT FORM (CF) (To be signed with the Successful Bidder ) AGGREMENT MADE this day of Two thousand Between (hereinafter called "the Contractor") of the one part and the H.P. State Electricity Board Limited, Vidyut Bhavan, Shimla (hereinafter called "HPSEBL") of the other part. WHEREAS the contractor has tendered for providing Data Entry Services to the HPSEBL as per the terms and conditions mentioned in the tender document. Whereas such tender has been accepted and the contractor has deposited with the HPSEBL the sum of Rs. (Rupees only) as security for the fulfilment of this Agreement. NOW IT IS HEREBY AGREED between the parties hereto as follows: The contractor has accepted the contract on the terms and conditions set out in the tender notice no. dated as well in the acceptance of tender no. dated, which will hold good during period of this agreement. Upon breach by the contractor of any of the conditions of the agreement, the HPSEBL may issue a notice in writing, determine and put an end to this agreement without prejudice to the right of the HPSEBL to claim damages for antecedent breaches thereof on the part of the contractor and also to reasonable compensation for the loss occasioned by the failure of the contractor to fulfill the agreement as certified in writing by the HPSEBL which certificate shall be conclusive evidence of the amount of such compensation payable by the contractor to the HPSEBL Upon the determination of this agreement whether by efflux ion of time or otherwise the said deposit shall after the expiration of months from the date of such determination be 29

returned to the contractor but without interest and after deducting there from any sum due by the contractor to the HPSEBL under the terms and conditions of this agreement. This agreement shall remain in force until the expiry of 6 months from the date of entering into the contract but the HPSEBL may cancel the contract at any time upon giving one months notice in writing without compensating the contractor. In witness whereof the said hath set his hand hereto and the --------------- has on behalf of the HPSEBL affixed his hand and seal thereto the day and year first above written. The HPSEBL may give notices in connection with the contract. In consideration of the payments to be made by the HPSEBL to the Vendor as hereinafter mentioned the Vendor hereby covenants with the HPSEBL to provide the Services and to remedy defects therein conformity in all respects with the provisions of the Contract. The HPSEBL hereby covenants to pay the vendor in consideration of the provision of the Services and the remedying of defects therein, the Contract Price or such other sum as may become payable under the provisions of the contract at the times and in the manner prescribed by the contract. If subject to circumstances beyond control (Force Majeure) the contract fails to deliver the services in accordance with the conditions mentioned in the tender, the HPsebL, shall be entitled to render services from else other organization after giving due notice to the vendor on the amount and at the risk of the vendor without cancelling the contract in respect of the consignment not yet due for delivery, or to cancel the contract. In the event of action to be taken, the contractor shall be liable for any losses which the HPSEBL, may sustain on that account. The recovery by way of penalty will be made by deducting the amount from the bills be made good by a credit note within the stipulated period for the purpose. CONTRACTOR Witness: For Deputy Chief Engineer (IT) On behalf of the HPSEBL Shimla. 30

Form No. V HAND RECEIPT Payee:- Name of work:- Refund of EMD (C.P.W.A. 28 ) (To be used as a simple form of voucher for all miscellaneous payment and advance for which none of the special forms 24, 25 and are suitable). Division. Sub Division Cash Book Voucher No. 1. Pay by Cheque Rupees( ) only. 2. Paid by me received from the Chief Accounts officer, HPSEB, Shimla-4 the sum of Rs. On account of refund of earnest money deposited vide Demand Draft No. against tender No. CESO&P/IT CELL/DD/5/12- for Rs. Dated the Witness: (Amount in vernacular) Signature of payee. 31

Form No. VI CERTIFICATE Certified that we have not received refund of earnest money against Tender No. CESO&P/IT CELL/DD/5/12-previously in any shape. (Signature of authorized signatory) Stamp 32

Form No. VII COMPLIANCE SHEET Name of the Firm Sr. No. Item/Certificate/Proof Required Yes Attached No 1. Whether forwarding letter duly signed by the authorized person? 2. Whether Banker s cheque/dd towards earnest money attached? 3. Whether undertaking for bid validity in line with clause 5.1 C Sector-II attached? 4. Whether information regarding support infrastructure in line with clause 5.1e Sector-I attached? 5. Whether declaration in line with clause 5.1g Section-II attached? 6. Whether details regarding Turnover for the last three years in line with clause 2.1(a), Section-II attached? 7. Whether details regarding the projects executed for the last three years in line with clause No. 2.1(d), Section-II attached? 8. Whether details in line with clause No. 2.1 (b) of section-ii attached in Format T3? 9. Service Tax Registration No. 10. Whether you have quoted rates of all categories of requirement? 11. Whether you are in a position to keep the adequate manpower as substitutes at Shimla in case of regular agents are on leave/holidays? 12. List of deviations from the bid specifications, if any. Attached separate deviation sheet, if yes 13. Acceptance of all clauses of bid Specification (Section II &section-iii) duly signed on every page. SIGNATURE WITH SEAL 33

Annexure- A 61 Sub divisions Proposed for Computerized Billing (Phase-2) UNDER CHIEF ENGINEER (OP) South, HPSEBL, SHIMLA Sr. No. Division Sub-Division 1 Elect. Division, HPSEBL, Suni. 1. Elect. Sub-Divn. Suni. 2. Elect. Sub-Divn. Dhami. 3. Elect. Sub-Divn. Jalog. 2 Elect. Divn HPSEBL, Theog. 1. Elect. Sub-Divn. Theog. 2. Elect. Sub-Divn. Matiana. 3. Elect. Sub-Divn. Sainj. 3 Elect. Division, HPSEBL, Arki 1. Elect. Sub-Divn. Arki. 2. Elect. Sub-Divn. Kunihar. 3. Elect. Sub-Divn. Darlaghat. 4. Elect. Sub-Divn. Bhumti. UNDER CHIEF ENGINEER (OP) NORTH, HPSEBL, DHARAMSALA Sr. No. Division:- Sub-Division 4 Elect. Division, HPSEBL, Baijnath 1. Baijnath Elect. Sub-Divn. 2. Paprola Elect. Sub-Divn. 3. Chadhiar Elect. Sub-Divn. 4. Panchrukhi Elect. Sub-Divn. 5. Kudail Elect Sub-Division 5 Elect. Divn. HPSEBL, Dehra 1. Dehra Elect. Sub-Divn. 2. Paragpur Elect. Sub-Division 3. Dadasiba Elect. Sub-Division 4. Haripur Elect. Sub-Division 5. Dhaliara Elect. Sub-Division 6. Santhla Elect. Sub-Division 34

7. 66/11KV S/Stn. Sub-Divn Sansarpur Terrace 6 Elect. Division, HPSEBL, Lambagaon 1. Jaisinghpur Elect. Sub-Divn. 2. Alampur Elect. Sub-Division 3. Thural Elect. Sub-Division 7 Elect. Division, HPSEBL, Sahapur 1. Shahapur Elect. Sub-Division 2. Lapiana Elect. Sub-Division 3. Rait Elect. Sub-Division 4. Chari Elect. Sub-Division 8 Elect. Division, HPSEBL, Nurpur 1. Nurpur Elect. Sub-Division 2. Indora Elect. Sub-Division 3. Kotla Elect. Sub-Division 4. Damtal Elect. Sub-Divn 5. Ganoh Elect. Sub-Divn 6. Salaili Elect. Sub-Division 9 Elect. Division, HPSEBL, Jawali 1. Ray Elect. Sub-Division 2. Rehan Elect. Sub-Division 3. Jawali Elect. Sub-Division 4. Gangath Elect. Sub-Division 5. Fatehpur Elect. Sub-Division 10 Elect. Division, HPSEBL, Amb 1. Amb Elect. Sub-Division 2. Nehrian Elect. Sub-Division 3. Chowkiminar Elect Sub-Division 4. Bharwain Elect. Suib-Division UNDER CHIEF ENGINEER (OP) CZ, HPSEBL, MANDI Sr. No. Division Sub-Division 11 Elect. Division, HPSEBL, Sarkaghat 1. Sarkaghat Elect. Sub-Division 2. Baldwara Elect. Sub-Division 3. Bhamla Elect. Sub-Division 4. Bhaderwad Elect. Sub-Division. 35

12 Elect. DivIsion,HPSEBL,Ghumarwin 1. Ghumarwin Elect. Sub-Divn. No.I 2. --do-- No. II 3. Barthi Elect. Sub-Division. 4. Kandrori Elect. Sub-Division. 5. Talai Elect. Sub-Division 6. Jhandutta Elect. Sub-Division. 7. Bharari Elect. Sub-Division. 13 Elect. Division, HPSEBL, Barsar 1. Barsar Elect. Sub-Division 2. Galore Elect. Sub-Division 3. Bhoranj Elect. Sub-Division 4. Bhota Elect. Sub-Division 5. Bhareri Elect. Sub-Division 6. Bijhar Elect. Sub-Division 36

Annexure- B Data sheet /Field required for Consumer Master Data SNO. FIELD NAME DATA TO BE FILLED 1. CYCLE CODE 01 (For LT-1 where load<=20 Kw),02 (For LT-2 where load >20 <=100 Kw),03 (For HT where load >100 Kw) 2. DESCRIPTION * It will be the same as binder no Ex. for the Binder no ABC description should be ABC 3. CYCLE PERIOD * The binder is Monthly, Bi Monthly, Tri Monthly, Four Monthly Etc. 4. LEDGER CODE * Binder No 5. READING MODE * Binder is Manual, SBM, MRI etc. 6. BINDER TYPE * Select the binder is LT-1, LT-2 or HT 7. FULL NAME OF CONSUMER * Starting with Mr./Mrs./Ms. 8. C/O NAME 9. APPLICANT'S GENDER * Male/Female 10. APPLICANT'S CASTE Ex. General/OBC/SC/ST 11. VILLAGE/ TOWN CITY * 12. PIN 13. BUSINESS TYPE * 14. MOBILE/ LL PHONE NO. 15. FIRM NAME 16. E-MAIL ID 17. CAPACITOR RENT CODE * Select the connections purpose like Shop, Floor Mill, Shopping Complex, Home, Hotel, Religious Places, Office, Resort etc. Capacitor is available or not (If Yes then select the provider name by board or by consumer) for particular connection. 18. METER READING TYPE * Kwh OR Kwh/Kvah/MDI OR Kwh/Kvah/MDI/TOD If ED is liable then YES otherwise NO. For YES specify 10000 & 19. ED CODE * for NO specify 20000 20. ACD * Security Amount 21. SANCTIONED LOAD * Sanctioned Load of the consumer 22. PEAK LOAD Applicable for HT Consumers 23. LIGHT LOAD Applicable for HT Consumers 24. TRANSFORMER OWNER HPSEB OR Consumer for HT Consumers 25. IS EMPLOYEE CONCESSION No/BE1 or BE2 or BE3 26. CAPACITOR RENT (Rs.) 27. MTax CODE * Municipal Corporation/Municipal Committee/Not Applicable 28. MAINTENANCE CHARGES Applicable only for SLS category punch the maintenance charge. 29. CONTRACT DEMAND Applicable for HT Consumers DS/NDNC/CS/SMS/LS/PIU/WPS/AAAS/BS/SLS/TEMPORARY 30. CONSUMER CATEGORY * METERED SUPPLY(TMS) 31. ACCOUNT NUMBER * As per the details attached 37

32. METER NO. * Actual meter number available on site. 33. METER TYPE * Digital or electro mechanical. 34. METER PHASE Single or Three 35. METER RENT CODE * As per the details attached 36. OVER ALL MF * Meter Multiplier. 37. METER MAKE * Meter manufacturer Info. 38. METER DIGIT * Meter Digit Info. 39. Amp RATING * Ampere rating of the Meter. 40. JE AREA * Specify the JE Area in which the consumer lies. 41. SUPPLY VOLTAGE * 42. SERVICE LINE SIZE/TYPE * 43. SERVICE LINE LENGTH (Mtrs) * 44. METERING VOLTAGE * 45. SCO DATE Consumer connection date * Represents that the field is mandatory and cannot be left blank. 38

Annexure- C Data Sheet of Consumer Transaction Data SNO. FIELD NAME DATA TO BE FILLED 1 BILL MONTH * Month when consumer was last billed. 2 BILL YEAR * Year when consumer was last billed. 3 KVAH READING * Last Kvah reading (Applicable for HT) 4 KVA READING Last Kva reading (Applicable for HT) 5 KWH READING * Last Kwh reading 6 LAST READING DATE Consumer last reading date where consumer was billed. 7 Outstanding E. C. SOP+LPS+Sundry 8 Outstanding E.D. 9 Outstanding M.Tax 10 Meter Status OK/Dead Stop * Represents that the field is mandatory and cannot be left blank. 39

Account number as per the account number matrix Range of Account no. Desc Category Name CATEGORYCODE MINACCNO MAXACCNO Commercial CS 2000000 3000000 N/A DS 3000000 4000000 Small medium industrial supply SMS 4000000 5000000 Large Industries LS 6000000 7000000 N/A PIU 7000000 8000000 Agriculture AAAS 8000000 9000000 Bulk supply BS 9000000 10000000 Street Light SLS 10000000 11000000 Non Dom. Non Comm. NDNCS 15000000 16000000 Water pumping supply WPS 16000000 17000000 Temporary conn. TMSN 21000000 22000000 Domestic BPL DSB 1000000 2000000 Domestic Normal DSN 1000000 2000000 RENT CODE Meter Rent Code RENT AMOUNT METER_DESCRIPTION 1 BOARD METER SINGLE PHASE ON LT 12 2 SELF METER 0 3 BULK SUPPLY METER THREE PHASE 100 4 BOARD METER THREE PHASE ON LT (UP TO 50 Amps.) 30 5 BOARD METER THREE PHASE ON LT WITH CTs (UP TO 20 KW) 35 6 BOARD METER THREE PHASE ON LT WITH CTs (ABOVE 20 KW) 50 7 BULK SUPPLY METER WITH CTs 200 8 POLYPHASE 11 KV METER WITH CT/PT WITHOUT ANY BREAKER 550 9 POLYPHASE 11 KV METER WITH CT/PT WITH ONE 11 KV BREAKER 4000 10 BOARD METER PRE PAID SINGLE PHASE ON LT 50 11 BOARD METER SINGLE PHASE ON LT RELIGIOUS 12 12 POLYPHASE 33,22 KV METER WITH CT/PT WITHOUT ANY 33,22 BREAKER 800 POLYPHASE 33,22 KV METER WITH CT/PT WITH ONE 33,22 BREAKER 7000 13 14 66 KV WITH CT/PT 1300 15 66 KV WITH CIRCUIT BREAKER AND CT/PT 13500 16 132 KV WITH CT/PT 2500 17 132 KV WITH CIRCUIT BREAKER AND CT/PT 20000 40