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News paper advertisement.
HMWSSB
Tender call for Tenders are invited for Online Spot billing & Collection
operations under the jurisdiction of HMWSSB
Time schedule of various tender related events:
Bid calling date
Pre-bid conference date& time
Last date & time for clarification
Last date& time for Sale of Tender
Document
Bid closing date &time
Bid opening date& time
Bid Document Fee
Contact Person
Reference No.
17.10.2012
23.10.2012, 11:30 AM
23.10.2012, 05:00 PM
31.10.2012, 5.00 PM
1.11.2012 , 03:00 PM
1.11.2012, 03:30 PM
Rs. 5000/- + Rs 618/- (S.T)
CGM(Revenue), HMWSSB
HMWSSB/CGM(Rev)/B&C/2012
The interested firms may, please ask the contact person for details or visit our
Website at www.hyderabadwater.gov.in. The bid document fee is payable only when
you indent full copy of the bid document and for participation in tender.
HMWSSB
Hyderabad Metropolitan Water Supply & Sewerage Board
Khairatabad, Hyderabad
Telephones: (040) 66669000, (40) 66872222
Fax: (040) 23442855 Email: [email protected]
Sd/Executive Director
Section- A
Tender call notice
1) The Hyderabad Metropolitan Water Supply & Sewerage Board is supplying
potable drinking water to the citizens of twin cities and surrounding municipalities
including Cantonment Board etc. HMWS&S Board has hierarchy as Circles,
Divisions and Sections. For smooth billing & collection process each section is
further sub divided into Dockets. Each Docket consists of at least 1200 to 1500
CANs (Consumer Ac Number).
2) The Board desires perform Billing and Collection through spot billing & collection
mode with EPOS (electronic point of sale) machines by selecting an outsourcing
agency under HMWSSB jurisdiction. A Docket allotted to agency will be loaded
with CANs in an EPOS machine. The Agency has to pre pay, specified amount
for each docket to HMWSSB as advance. After depositing the amount the
machine will be activated for issue of receipts for the deposited amount. The
collection mechanism with Hand Held EPOS Machines will be automatically
locked once the total amount collected reaches the deposit amount paid by the
Agency to the Board against that Docket. The lock will be released for
subsequent collections only after further amount is re-deposited in HMWSSB
Casher / other channel specified by HMWSSB.
3) The category wise collections pertaining to September-2012 and , number of
dockets proposed to be outsourced schedule wise (Division-DIV) are:
Schedule
No
DIV
No. of
Docket
Domestic
Collection
1
2
3
4
5
6
7
8
9
10
11
12
13
14
1
2
3
4
5
6
7
9
10
12
13
14
15
16
11
30
23
9
17
29
20
27
51
22
21
29
15
12
3,78,687
23,90,667
13,68,529
6,07,814
16,68,183
32,46,867
10,31,999
44,99,273
75,66,083
19,10,707
41,80,807
34,87,464
20,13,598
18,79,809
Domestic
Slum
Collection
16,854
1,78,833
7,02,670
58,805
1,25,687
7,15,080
2,48,861
13,51,785
4,59,396
5,44,920
5,952
52,730
11,983
1,08,030
Commercial
Collection
MSB
collections
28,029
1,21,456
56,560
44,205
2,24,902
2,79,888
39,045
2,07,762
1,85,154
19,085
18,261
67,188
89,573
33,062
0
1,07,234
67,450
30,405
1,40,414
2,54,854
23,579
6,51,833
7,03,610
0
51,708
39,054
64,083
4,626
Sd/Executive Director
Section-B
Qualification criteria:
1. Any firm, individual associate, company or body or authority or cooperative
society, welfare association, self help groups are eligible to participate in the
bids. (necessary certificates should be submitted with bid)
2. The bidder should have minimum one office in Hyderabad/ Secunderabad.
3. The bidder should have minimum turnover & experience in out souring of
manpower for services in government or private firms in last one financial
years( 2011-2012) as shown below:
Schedule
No.
Division
Experience in respect
of No. of persons
1
2
3
4
5
6
7
8
9
10
11
12
13
14
1
2
3
4
5
6
7
9
10
12
13
14
15
16
11
30
23
9
17
29
20
27
51
22
21
29
15
12
Turnover
(Rs)
4,40,000
12,00,000
9,20,000
3,60,000
6,80,000
11,60,000
8,00,000
10,80,000
20,40,000
8,80,000
8,40,000
11,60,000
6,00,000
4,80,000
Sd/Executive Director
Section C
Statement of important limits/values related to bid
S.No
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
Item
EMD Schedule–1
EMD Schedule–2
EMD Schedule-3
EMD Schedule-4
EMD Schedule-5
EMD Schedule-6
EMD Schedule-7
EMD Schedule-8
EMD Schedule-9
EMD Schedule-10
EMD Schedule-11
EMD Schedule-12
EMD Schedule-13
EMD Schedule-14
Bid Validity Period
Description/ Amount (Rs)
44,000
1,20,000
92,000
36,000
68,000
1,16,000
80,000
1,08,000
2,04,000
88,000
84,000
1,16,000
60,000
48,000
90 days from the date of
opening of bid
Mode of EMD payment
DD in favour of HMWSSB
along with bid
Agreement Period
2 Year from the date of signing
the contract.
Variation
in
quantities +/- 50%
(dockets)
Note: Board can allot the
entire Dockets of a Division
Period for furnishing
EMD will be converted in to
performance security
Performance security for the
selected agency.
Performance security
60 days beyond contract
period
Period for signing contract
Within 10 days from date of
receipt of notification of award
Payment terms
As per the payment conditions
Penalty for failure to maintain As per penalty clause
quality of service
Sd/Executive Director
Section-D
Technical/ other Requirements
The bidder should agree to the following two conditions:
1) Schedule wise amount to be deposited by the selected agency
Schedule
Amount to be deposited (Rs)
Schedule–1
4,40,000
Schedule–2
12,00,000
Schedule-3
9,20,000
Schedule-4
3,60,000
Schedule-5
6,80,000
Schedule-6
11,60,000
Schedule-7
8,00,000
Schedule-8
10,80,000
Schedule-9
20,40,000
Schedule-10
8,80,000
Schedule-11
8,40,000
Schedule-12
11,60,000
Schedule-13
6,00,000
Schedule-14
4,80,000
Bid Validity Period
90 days from the date of opening of bid
Mode of deposit amount payment DD in favour of HMWSSB
Period of furnishing the deposit 7 days from the date of award of contract
amount
2)
Technical Specifications of Epos Machines to be purchased by bidder if
selected:
S.No
1
2
3
4
5
6
Parameters
Micro Processor
CPU Speed
Data Memory
Ram Memory
LCD
Specifications
ARM9 32-bit
400 Mhz
256 MB Flash
128 MB RAM (DDR)
128 X 64 Pixel graphic display with Back- Light,
Battery
Keyboard
Lithium-Ion 7.4V, 2600 mAh
31-Keys keypad including 13 Function keys and
3 Command keys, shift key, power key and
paper feed with LED back lighting
Charger
AC input 100 - 240V, 50/60Hz DC output 9V,
2.2A
LAN 100 BASE-T (Standard RJ45 connection) *
QuadBand GSM / GPRS (SMA female antenna
connection)
Impact printer;
7
8
Communication
9
10
Printer
Contactless Reader
11
12
13
14
15
16
17
18
Paper Width
Thickness
Cabinet
Operating
Temperature
GPS
Operating System
Data Ports
Protocol
24 column, 144 dots/line;
5 l/s±20%;
57 mm (2.25 in) wide paper;
* Card interface: Felica and ISO 14443A/B
MIFARE, Supports NFC IP-1
56mm width, 0.06 to 0.085 (52.3 to 64 GSM)
ABS+PC
Operating: 0°C to 55°C
Inbuilt GPS Module
LINUX Operating System (2.6.31)
2 x RS-232 (Serial / Console)
1 x USB Device mini (Type B)
1 x USB host ( mini connector )
1 x LAN (RJ45 connector)
1 x Micro SD card holder
TCP/IP / HTTP /HTTPS
Sd/Executive Director
Section- E
Bidding procedure
E1 - Separate bid for each schedule: Offers should be made in two parts namely,
“Technical bid” and “Commercial bid” in the format given in bid document. For
each schedule offer should be placed separately.
1. Bidder should submit separate bid for each Schedule.
2. Tenders will be accepted only from those who have paid the tender
document fee.
3. Bid should be in two parts in 2 different sealed covers, Cover A (Technical
bid) and Cover B (Financial Bid)
4. Cover A shall contain the EMD DDs, qualification documents viz Annual
Turnover values, experience certificates as indicated in the Section B of the
tender document.
5. Cover B will contain the price Bid (Financial Bid) for each schedule. Pl.
submit financial bid separately for each schedule.
6. Cover A and Cover B will be sealed separately and kept in another sealed
cover.
7. All correspondence should be with CGM(Revenue), HMWSSB.
8. A complete set of bidding documents may be purchased by interested
bidders from CGM(Revenue), HMWSSB upon payment of the bid
document price
which
is non-refundable. Payment
of bid
document price should be by demand draft drawn in favour of
"HMWSSB" and payable at Hyderabad (India).
E.2. bid:
It shall include the following information about the firm and/or its proposal.
1. General information on the bidder’s company in Form P-1
2. Turn over details in in Form P-2
3. List of major customers in support of turnover in Form P-3
E.3. Technical Bid:
1. Deviation(s) to technical specification, if any in Form T-1
2. Check list in Form T-2
E.4. Commercial bid:
The Bidder should quote the % of commission required for collections to be made
though epos machine in the Form F-1 (Price Schedule)
E.5. Pre-bid Meeting:
All those bidders who had purchased bid document can participate in the meeting to
seek clarifications on the bid, if any.
Sd/Executive Director
Section F
Bid evaluation procedure:
Bids would be evaluated Schedule wise. Bidders should offer their % of commission
for all the items of Schedule and for the full quantity of an item of Schedule failing
which such bid will not be considered. Technical bid documentation should be in the
prescribed format. If a vendor has any comment to offer about the procedural aspects
of this tender, it should be intimated to HMWSSB during the pre-bid meeting.
F.1. Opening of bids:
Immediately after the closing time, the CGM (Revenue) shall open the Technical bid,
and list them for further evaluation. The Commercial bids of only those bidders who
qualify will be opened at the date that will be informed by HMWSSB.
F.3. Technical bid documentation:
Technical bid documentation shall be evaluated in two sub-steps. Firstly, the
documentation furnished by the bidder shall be examined prima facie to see if the
product /services offered, technical skill base and financial capacity and other bidder
attributes claimed therein are consistent with the needs of this project. The
confirmation of specifications shall be considered for qualifying at technical bid
evaluation. If the bidder does not agreed to deposit the amount specified and
purchase epos machine as per Section-D shall be treated as disqualification of the
bid.
In the second step, HMWSSB may ask vendor(s) for additional information. , visit to
bidders site to verify claims made in technical bid documentation.
F.4. Award Criterion:
a) Final choice of firm to execute the project shall be made on the basis of conformity
to technical specifications, appropriateness of the product offered, capability of bidder
to execute and service the project and appropriateness of financial offer from the
point of view of cost-effectiveness over the entire period for the services.
b) No agency will be allotted more than 3 Schedules the discretion of deciding which
three will be with HMWSSB, however the bidder can quote any number of schedules.
F.5. Award of contract:
Evaluation of Commercial bids will be schedule wise. HMWSSB reserves the right to
award the contract schedule wise.
F.6 Non-conformity to the quality: In the event of non-conformity of Tender Rules,
Cancellation of the order and forfeiture of performance security shall be at the sole
discretion of the HMWSSB.
Sd/Executive Director
Section G
General instructions to bidders
G.1. Definitions:
1. Tender call or invitation for bids, means the detailed notification
seeking a set of material. Specification means the functional and
technical specifications or statement of work, as the case may be.
2. Firm means a company, authority, co-operative or any other
organization incorporated under appropriate statute as is applicable in
the country of incorporation.
3. Bidder means any firm offering materials required in the tender call.
The word vendor when used in the pre award period shall be
synonymous with bidder and when used after award of the contract
shall mean the successful bidder.
4. Technical bid means that part of the offer, that provides information to
facilitate assessment by HMWSSB.
5. Commercial Bid means that part of the offer, that provides price
schedule, total service costs etc.
6. Two part Bid means the Technical bid and Commercial bids are
submitted.
G.2 General Eligibility
1.
2.
3.
This invitation for bids is open to all firms of A.P, who are eligible to do
business in India under relevant Indian laws as is in force at the time of
bidding subject to meeting the pre qualification criterion.
Bidders marked/considered by HMWSSB to be ineligible to participate are
those who are found corrupt, fraudulent, non-satisfactory past
performance or for any other unethical business practices etc.,
Breach of general or specific instructions for bidding, general and special
conditions of contract with HMWSSB or any of its user organizations may
make a firm ineligible to participate in bidding process.
G.3 Bid forms
1. Wherever a specific form is prescribed in the bid document, the bidder shall
use the form to provide relevant information. If the form does not provide
space for any required information, space at the end of the form or
additional sheets shall be used to convey the said information.
2. For all other cases the bidder shall design a form to hold the required
information.
G.4 Cost of bidding
1. The bidder shall bear all costs associated with the preparation and
submission of its bid, and HMWSSB will in no case be responsible for
those costs, regardless of the conduct or outcome of the bidding process.
2. Bidder is expected to examine all instructions, forms, terms, and
specifications in the bidding documents. Failure to furnish all information
required by the bidding documents or to submit a bid not substantially
responsive to the bidding documents in every respect will be at the bidder’s
risk and may result in the rejection of its bid.
G.5 Clarification of bidding documents
1. A prospective vendor requiring any clarification of the bidding documents
may notify HMWSSB contact person. Written copies / e-mail of the
HMWSSB response (including an explanation of the query but without
identifying the source of inquiry) will be sent to all prospective bidders that
have received the bidding documents.
2. The concerned person will respond to any request for clarification of
bidding documents which it receives no later than bid clarification date
mentioned in the notice prior to deadline for submission of bids prescribed
in the tender notice. No clarification from any bidder shall be entertained
after the close of date and time for seeking clarification mentioned in tender
call notice. It is further clarified that HMWSSB shall not entertain any
correspondence regarding delay or non receipt of clarification from
HMWSSB.
G.6 Amendment of bidding documents
1. At any time prior to the deadline for submission of bids, HMWSSB, for any
reason, whether at its own initiative or in response to a clarification
requested by a prospective bidder, may modify the bidding documents by
amendment.
2. All prospective bidders those have received the bidding documents will be
notified of the amendment and such modification will be binding on all
bidders.
3. In order to allow prospective bidders reasonable time in which to take the
amendment into account in preparing their bids, the HMWSSB, at its
discretion, may extend the deadline for the submission of bids.
G.7 Period of validity of bids
1. Bids shall remain valid for the days or duration specified in the bid
document, after the date of bid opening prescribed by HMWSSB. A bid
valid for a shorter period shall be rejected as non-responsive.
2. In exceptional circumstances, the HMWSSB may solicit the bidders'
consent to an extension of the period of validity. The request and the
responses thereto shall be made in writing. The bid security shall also be
suitably extended. A bidder granting the request will not be permitted to
modify its bid.
G.8 Submission of bids
The bidders shall submit all the bids i,e , technical and commercial in prescribed
format
G.9 Deadline for submission of bids
1. Bids must be submitted no later than the bid submission date and time
specified in the tender call notice.
2. The HMWSSB may, at its discretion, extend this deadline for the
submission of bids by amending the tender call, in which case all rights
and obligations of the HMWSSB and bidders previously subject to the
deadline will thereafter be subject to the deadline as extended.
G.10 Late bids
Any bid not received by the HMWSSB contact person by the deadline for
submission of bids will be rejected.
G.11 Modification and withdrawal of bids
1. No bid can be modified subsequent to the deadline for submission of
bids.
2. No bid can be withdrawn in the interval between the deadline for
submission of bids and the expiration of the period of bid validity.
Withdrawal of a bid during this interval will result in the forfeiture of its bid
security (EMD).
G.12 General business information:
The bidder shall furnish general business information to facilitate assessment of its
professional, technical and commercial capacity and reputation.
G.13 Bid security i.e. earnest money deposit (EMD)
1. The bidder shall furnish, as part of its bid, a bid security for the amount
specified in the tender call notice.
2. The bid security is required by HMWSSB to:
a. assure bidder's continued interest till award of contract and
b. conduct in accordance with bid conditions
during the bid
evaluation process.
3. The bid security shall be in Indian rupees and shall be Demand draft
only, issued by a reputable bank scheduled in India.
4. Unsuccessful bidder's bid security will be discharged or returned as
promptly as possible but not later than thirty (30) days after the
expiration of the period of bid validity prescribed by HMWSSB.
5. The successful bidder's bid security will be discharged upon the bidder
signing the contract, and furnishing the performance security. The bid
security may be forfeited:
a. if a bidder withdraws its bid during the period of bid validity or
b. in the case of a successful bidder, if the bidder fails:
6. to sign the contract in time; or
7. to furnish performance security.
G.14. Preparation of bid
It shall contain of the following parts:
1. General business information
2. Turnover details
3. Major customers’ details
4. Bid security (EMD)
6. Any other relevant information
G.15 Preparation of technical bid
It shall consist of the following parts:
Technical documentation - confirmation to technical specifications etc.
1. Produce of sample if required, in tender call.
2. Detailed technical documentation, reference to various industry
standards to which the material in vendor’s offer conform, and other
literature concerning the proposed solution. In particular, the vendors
should identify areas in which their solution conforms to open standards
and areas that are proprietary in nature. Justification about proprietary
components in terms of functionality and performance should be given.
G.16 Preparation of Commercial bid
16.1
Overview of Commercial bid
The Commercial bid should provide cost calculations corresponding to each
component of the project.
16.2
Bid prices:
1.
The bidder shall indicate % commission Basic Prices and taxes, duties
etc. (if required) in the form prescribed.
2.
Bidder’s separation of price components will be solely for the purpose of
facilitating the comparison of bids by HMWSSB and will not in any way
limit the purchaser’s right to contract on any of the terms offered.
3.
Prices quoted by the bidder shall be fixed during the bidder’s performance
of the contract and not subject to variation on any account unless
otherwise specified in the tender call. A bid submitted with an adjustable
price quotation will be treated as non responsive and will be rejected.
16.3 Bid currency: Prices shall be quoted in Indian rupees.
Sd/Executive Director
Section –J
J. Special conditions of proposed contract (SCC)
1) A bidder is required to bid for all dockets of the division. A minimum deposit is
Rs.40,000/- for each docket once the bidder is selected. The bidder has to
deposit in the form of single DD in favour of HMWSSB once he is selected for the
total amount of deposit for the total number of dockets he was allotted of a
schedule (division).
2) The entire prepaid deposit amount @ Rs 40,000/- is payable in the form of a
single DD drawn in favour of HMWSSB within 7 days of intimation of selection.
3) Each bidder has to pay EMD as per the EMD clause in single DD only. This
amount shall be collected along with the bid in the form of a DD in favour of
HMWSSB.
4) The EMD amount will be converted in to security deposit in case of successful
bidder. In respect of other unsuccessful bidders, the EMD amount will be refunded.
5) The service charges payable to successful Agency for online Billing & Collection
fixed as below:
(a) For Transactions involving collections in epos machine only.
a
b
c
d
Domestic
Domestic Slum
Commercial
MSB
% to be quoted
on Collection
amount collected
through E-POS
machine
% to be quoted on
Collection amount
collected through
E-POS machine
% to be quoted on
Collection amount
collected through
E-POS machine
% to be quoted on
Collection amount
collected through
E-POS machine
%
%
%
%
Note:
1) Data pertaining to docket wise and category wise is enclosed to this bid
document to enable the outsourcing agencies to work out and quote the
percentage on collection amount.
2) In the case of collections by way of cheques payment will be made only after
realization.
3) Bidder should quote the percentage commission on collection through E-POS
machines for of the schedule (division) the bidder desires to participate.
(b) For transactions involving billing:
Type of operation
Bills issued and paid through E-POS
Metered
Rs.4/-
Non-Metered
Rs.2/-
(c) For issue of Notices to defaulters
Type of operation
Issue of Notice to Defaulters- epos generated
Amount (Rs)
2/-
(d) Identification of higher Pipe sizes, and conversion of Domestic to non
domestic
category conversion (other than DS)
Type of operation
Identification of higher Pipe sizes, and conversion of
Domestic to non domestic
category conversion
(other than DS)
Note:
Amount (Rs)
200/-
The meter reader has to enter and flag for conversion/ enhancement of
pipe size. The payment will be released after due verification by
officials of HMWSSB.
(e) Identification of illegal connection
Type of operation
Identification of Illegal connection- epos generated
Amount (Rs)
500/-
Note: The meter reader has to enter the illegal connection house number,
neighboring CAN number. The payment will be released after due
verification by officials of HMWSSB.
6)
All collection transactions made for a CAN in a month will be treated as one
collection transaction.
7)
The agency has to submit the bill downloaded from the system directly
to GM (Rev) to forward to Finance wing and will be credited into
Agencies Ac Number directly by NEFT/ RTGS.
8)
The successful Agency has to procure EPOS Billing & Collection machines
and consumables for billing at his own cost.
9)
The agency has to bear the entire cost of Annual Maintenance charges for the
machines, consumables and GPRS connectivity (SIM) required for Billing.
HMWSSB provides necessary software for operation of the machine at free of
cost.
10)
If the performance of any agency is not up to the mark continuously for seven
days the GM (E) reserves the right to withdraw the docket from the agency to
avoid hampering of billing and collection.
11) The duration of Contract is for a period of (2) Two years
12) The work has to be carried out as per the directions of departmental officers
authorized from time to time and all the outputs required from time to time shall
be furnished within the scheduled time.
13) The Agency should procure sufficient standard stationery required for issue of
spot bills, epos ribbons and manpower. And other incidental and operational
expenses if any shall be borne by him. Proper care should be taken to print the
bills legibly and appropriately printed by head of acs shown in the preprinted
stationery, and the bills generated shall be handed over to the customer
personally. (Deviations attract penalty clause).
14) The spot billing and collection machines (hand held computers) with real-time
updating GPRS based are to be procured sufficiently in number to carry out the
spot billing work at his own cost. (As per the number of Meter Readers to be
deployed). The yearly Fitness Certificate of the Spot Billing and Collection
Machine’s shall be produced from the Authorized Agencies. The length and width
of spot bill is 20 x 5.5 cms and thickness is 60 GSM. The back space of preprinted stationery is meant for the rules & regulations and advertisements and a
portion of bottom of the face of the bill is open to the advertisements.
15) The GPRS SIM card required in the Billing and Collection machine should be
procured by the agency and the agency should pay monthly rental cost of the
GPRS SIM card.
16) The software required for the epos machine will be provided by HMWSSB free of
cost.
17) Remittances and activation procedure:
a.
The agency has to deposit the collected amount same day or at least
next day in Bank/ cash ers as stipulated by Board.
b.
The docket will be recharged for the equivalent amount that is remitted.
18) The HMWSSB shall permit the advertisements on the bills on its own accord. And
the revenue generated out of the advertisements is the source of income to the
Board.
19) The Agency shall be held responsible for errors in the Spot Billing and collection
and necessary penalties will be levied as per Penalty Clause.
20) The agency shall allocate one Machine to one person for one docket exclusively.
21) The agency shall engage preferably under graduate persons for spot billing and
collection to reduce attrition.
22) The agency should pay minimum wages as per rules in force to the persons
engaged for spot billing and collection
23) Meter reading shall be taken invariably where meters are working and new
meters fixed.
24) The cell number & contact number of the consumer has to be updated in the
provision available in the hand held epos machine.
25) The Agency shall also specify the particulars of personnel employed 1) Number
of personnel per division, section and docket 2) qualification of the personnel
employed for spot billing and their previous experience 3) the recruitment plan
along with the details to over come the shortage of man power in the course of
normal operations. If any change of personnel during the agreement period the
details of the persons should be submitted to HMWSSB.
26) The number of services mentioned in docket of requirement is only indicative and
there is likelihood of increase / decrease in the numbers between 1200 to 1500.
The board shall authorize any of docket to either departmental staff or private
agencies on selective month’s basis.
27) The Board shall make all arrangements to provide Data in format suitable to
Machine for billing and collection.
28) HMWSSB will arrange necessary software epos machines to suit the rules, rates
and tariffs of the Board in force.
29) The billing work should complete between 1 st to 15th of every month or as
specified as per schedule of billing communicated from time to time. The meter
readings along with the meter status and the purpose for which the supplied
water is being utilized and status of the service, condition of the meter and of the
seals should be furnished to the DY.GM/Manager/concerned for scrutiny and
send them to General Manager concerned on succeeding day of 15 th of every
month.
30) There is no time limit for collection of receipts within the month.
31) The spot bills shall be issued for all the services and there will not be any
exceptions like Door lock etc. The spot bills shall be generated and delivered for
all the services downloaded and if any bill is pending either for generation or for
delivery or both after 15th of every month, the penalty as per the Penalty Clause
will be levied for each bill.
32) If any meter is found defective, not working or stuck up or under lock
consecutively for two months the Agency shall inform through special report to
the General Manager concerned the particulars of such meters for remedial
action.
33) The list of bills issued along with the amount of demand raised and the water
quantity billed should be furnished to the Manager (Engg.) and Dy. General
Manager (Engg.) concerned on 8th and 15th of every month with a clear exception
report regarding defective meters & meters removed with CAN Nos. Meter reader
wise consolidated report regarding No. of bills issued, water quantity billed with
the above exceptions shall be submitted to the General Manager (Engg.), Dy.
General Manager (Engg.) and Manager (Engg.) concerned on 16th of every
month.
34) Recording of the readings in Meter Reading Books (MRBs) shall be done by
Meter reader / code wise and the same should be got signed by the Agency
and the Manager (Engg.) concerned.
35) For cancellation of receipts in case of any wrong entry, a letter requesting for
cancellation of receipt should be addressed to the Executive Director, HMWSSB
duly attaching original receipt.
36) Meter readings of premises shall be taken on the fixed date and time as
specified and any deviation of meter reading date will attract penalties.
37) The consumer should be explained about readings, units consumed and the bill
amount and all the doubts of consumer should be clarified on the spot.
38) The Agency shall employ such persons with minimum qualification as may be
necessary with sufficient Computer knowledge and full knowledge of Water
Meters for the spot billing work. They should be in sufficient number to complete
the work within the stipulated time frame. Depending on the progress of billing,
the officer authorized by the Board shall have the right to instruct to deploy such
additional persons as may be required.
39) The Agency shall comply with the orders and instructions of HMWSSB in the due
discharge of work assigned.
40) The Agency shall ensure that the persons working under their control shall be
very courteous to the consumer and also ensure that they shall not enter into any
argument with consumer and should have patience.
41) The Agency shall note that the persons engaged by them are not on the
employment of the HMWS&SB and shall not have any right to claim any
employment in the HMWS&SB at any time. Necessary Identity cards shall be
issued to the persons engaged for spot billing work with the ersignature of the
concerned General Manager (Engg). If change of personnel is made by the
Agency, the Identity Card previously issued should be returned to HMWSSB for
ersigning new identity cards of the replaced persons. The above Terms and
conditions must be incorporated in the orders issued to the persons engaged by
the Agency.
42) If the work entrusted is not proper and to the satisfaction of HMWSSB and if there
are any complaints from the consumers for the wrong preparation of bills,
penalties will be levied as specified above. If the work of the Agency continues to
be unsatisfactory, the agreement shall be terminated by the HMWSSB with one
month notice at any time during subsistence of this agreement.
43) Agency shall comply with the orders and instructions of the General Managers/
DGMs / Managers concerned on this behalf in due discharge of functions and
work.
44) Any additional information required by the HMWSSB through its authorized
officer should be furnished as instructed from time to time.
45) The agency has to submit the details of consumers who are having arrears such
as CAN No, amount to be paid & the pay by date daily to the Manager (E), for
facilitating the Manager (E) concerned to disconnect the water supply service of
the defaulting consumer soon after the pay by date. This will increase the No. of
consumers paid and also the revenue collection.
46) The Agency shall engage the persons for Spot billing & Collection on monthly
basis but not on No. of bills raised and issued. The process of Spot Billing and
issuing of bills should be completed by 15 th of every month and the same should
be 100% of the CAN Nos. allotted.
47) The persons engaged by the Agency after completing the Spot billing and issuing
process by 15th of every month, individual meter reading persons should identify
the CAN Nos. which have not paid by pay by day and should furnish the list of
such CAN Nos. with H.No. and address, amount payable details immediately
after expiry of the pay by day to the DGM(E) / Manager (E) concerned. Based on
the above information furnished by the Spot billing agency, the concerned
DGM(E) / Manager (E) immediately mobilize the disconnecting gangs for
effective collection of bills raised. The information should be furnished such that
on each pay by day expiry only that list can be tackled easily instead of furnishing
bulk information, which becomes unwieldy. The above process should continue
till 30th / 31st of every month. The above generated information should be
scrutinized for the correctness by the supervisors engaged by the Agency.
48) In addition to the above, the Agency shall furnish on 1st of the every month on the
billing road map along with the name of the meter reader and his code, the areas
he is authorized to cover on day to day billing on that month to the Manager (E)
concerned. This facilitates verification of correctness of billing process by the
Project Monitoring Consultancy (PMC) or 3rd Party Inspection Agencies or any
persons authorized by the HMWS&SB for verification on daily basis from 1 st to
17th of every month.
49) The Agency engaged for the Spot Billing & collection, while generating and
issuing of bills should note the CAN Nos. of the meters under repair status and
should immediately on the succeeding day should inform in writing to the
specified meter fixing agencies engaged by the HMWS&SB with the details of
CAN Nos. and address for getting the meters repaired and keeping them under
working condition.
50) The Agency shall note that under any circumstances the repair meter status of a
CAN should not be continued for the next month i.e. on the succeeding month
invariably the meter reading should be given for the above particular meter.
Liaisoning with the Meter fixing and repairing agency fixed by the HMWS&SB
should be done for getting the meters repaired in time, failing which penalty will
be levied as shown below for each such non repaired meter billing.
51) The Agency after completing the Spot Billing process for the month shall
generate the CAN Nos. with meters and the same should be verified with the list
furnished by the Meter fixing agencies claiming fixing of new meters and if any
discrepancy is found should be intimated in writing to the General Manager
(Engg.) concerned for taking further necessary action. The payment for the
newly fixed meter will be released only after verification of such reports. Any
false report found the entire cost of new meter will be recovered from both the
Spot billing and Meter fixing agencies.
52) The Spot Billing & collection Agency should ensure the Meter Readers to enter
the Meter Readings in the Consumer Cards provided by the HMWSSB at the
individual consumer premises duly signing with Meter Reader code. This will be
verified and any failure to enter in the cards provided will attract penalty.
53) The Agency shall note that only readings should be entered for the metered
connections and the system itself will indicate the meter status as under repair
when the same reading is repeated on the succeeding month.
54) The Agency shall bestow their best efforts to increase the billing water quantity
and shall make verifying arrangements for avoiding and detecting low quantity
billing such that the non revenue water quantity shall be brought to the
reasonable limits.
55) The Agency or his authorized officiating person shall attend the meetings
whenever called for by the HMWS&SB authorities.
56) The Agency shall be furnished the list of CAN Nos. with metered connections by
the HMWS&SB before starting their spot billing process and the Agency is liable
for generating and issuing of meter reading bills for the above CAN Nos. If any
new meters are fixed by the Meter Fixing agencies the same will be furnished by
the Meter Fixing agencies to the Spot Billing agency for issuing metered bills. If
any average bill for the above CAN Nos. having metered connections is
generated and issued by the Spot billing agency penalty on each such case will
be levied while allowing payment as per Penalty Clause.
57) The agency is responsible for prompt payment of remuneration to each individual
engaged by the agency.
58) All the Divisions are categorized into two Groups as below for the purpose of
involving penalty conditions stipulated in Para 55.
Group-I : Division- 1,2,12,13,14,15
Group-II : Division- 3,4,5,6,7,9,10,16
59) Penalty Clause: If on ac of the default in completion of work within the
scheduled dates as mentioned in the special terms and conditions, the
agreement shall be terminated without assigning reasons thereof, and the same
will be entrusted to another Agency and the extra expenditure incurred by the
HMWSSB to complete work will have to be borne by the defaulted Agency. The
following penalties will be levied for the deficiency of spot billing.
S.No
a
b
c
d
e
f
g
h
I
J
K
Activity
No. of errors in recording
readings
No. of wrong Meter status
No. of slippages in schedule of
billing +/- 3 Days
Bills not issued with out valid
reason
For any complaint received from
consumers on illegal practices.
(if proven)
Illegible / Disorder printing in
bills
Bills generated and Not handed
over
to
the
customers
personally
Issue of wrong receipt if more
than 5 in a month
Non wrong/updating cell phone
or contact number
Minimum epos Billing should be
98% of CANs
Group-I Divisions:
Penalty for shortfall in 25% of
epos paid CANs on total
dockets of the agency.
Group-II Divisions:
Penalty for shortfall in 30% of
epos paid CANs on total
dockets of the agency.
Penalty amount/
Punishment
Rs.100 per error.
Rs.100 per bill
Rs.50 per slippage
Rs.20 per bill
Termination of agreement
Rs.25=00 each
Rs.50=00 each
Rs. 100 each wrong bill
Rs. 1/- per CAN
Rs 500/- per each % un billed
Rs 1000 for each shortfall of
five percent. Total Penalties
shall be subjected to a
maximum of Rs 5000
The Management of HMWS&SB is the Competent Authority to decide on the
imposition of penalties as per the prevailing conditions.
Note: No penalty for two months in respect of short fall in Paid CANs
60)
If any fraud is noticed the machines will be blocked by HMWSSB
61)
CGMs of the concerned Divisions can re-allot the poor performing dockets of
the existing agency to the better performing agency and also allot additional
dockets to the better performing agency.
Sd/Executive Director