Notice for. Expression of Interest. For METER READING IN BRPL. EOI NO: CMC/BR/12-13/ASG/VKS/264 DT: 18 th March 2013

Transcription

1 Notice for Expression of Interest For METER READING IN BRPL EOI NO: CMC/BR/12-13/ASG/VKS/264 DT: 18 th March 2013 EOI issue date: 18 th Match 2013 Date & time of Submission of Response: Before 2 nd April 2013, 03:00 P.M. BSES RAJDHANI POWER LTD (BRPL)

2 CONTENTS 1 Invitation of Expression of Interest General Instructions Minimum Eligibility Meter Reading At BRPL Quantum of Work Proposed Duration Proposed Bidding Process Minimum Eligibility Criteria for Organization Evaluation Methodology EOI Submission...8 Annexure 1. South, West and Customer Base...10 Annexure 2. Format for Submission of Project details...11 Annexure 3. Format for Submission of Firm details...12 Annexure 4. Location of SLCC Division Offices...13 Annexure 5. Illustration for Calculation of Download Percentage...13 LIST OF TABLES Table 1 SLCC Landscape at BRPL...6 Table 2 Duration of Presentation...9 Table 3 Customer Base - SLCC South...10 Table 4 Customer Base - SLCC West...10

3 1 INVITATION OF EXPRESSION OF INTEREST BSES Rajdhani Power Limited (BRPL) is one of the leading private electricity distribution utilities in India. BRPL provides electricity to approximately 18 Lakhs customers in its license area in South and West Delhi. Electricity Bills for these customers are generated monthly. For the same, meter reading is done monthly for all the customers. BRPL would shortly be issuing an open public tender for Meter Reading for its small load customers (below 10kW). As a precursor to the bidding process, BRPL invites Expression of Interest for Meter Reading activity, from interested firms who have expertise in meter reading activity. The timelines for EOI are as follows: Activity Date of Activity Issue of EOI 18 th March 2013 Submission of Response to EOI Before 3:00 P.M., 2 nd April 2013 Presentation to High Level Committee 4 th and 5 th April, 2013 Cost of Tender form (Non- Refundable) Rs.1000/- in shape of demand draft in favour of BSES Rajdhani Power Ltd, payable at Delhi, should be attached with tender documents. Response to EOI should be submitted, in sealed envelopes, to Head of Department, Contracts & Material Deptt., BSES Rajdhani Power Ltd, Ist Floor, C Block, BSES Bhawan, Nehru Place, New Delhi For any clarifications related to EOI submission, please send an to Mr. Vivek Singh (vivek.ku.singh@relianceada.com), citing the EOI number. Answers to all queries will be provided within 2 working days. For all correspondences related to the current EOI, mention the EOI reference number: CMC/BR/12-13/ASG/VKS/ GENERAL INSTRUCTIONS 1. EOI shall be prepared and submitted in accordance with instructions in this document. 2. BRPL reserves the right to request for any additional information 3. Sub-contracting of any or all part of the work will not be allowed. 4. As part of EOI submission, each bidder shall make a presentation before BRPL s evaluation committee to showcase its credentials and strengths. 5. The bidding process would not be limited to the firms which submit a response to the EOI. 6. The bidders shall submit bid proposals in response to tender enquiry, which will be separate from the EOI response.

4 1.2 MINIMUM ELIGIBILITY Only the firms which fulfil the following minimum criteria should respond to the EOI: 1. The firm must have average annual turnover of Rs. 3 Crore or more during the last three financial years. 2. The firm must have successfully completed (within the last 4 years) or is currently managing a meter reading related activity (i.e. involving capture of information from meters) for any utility such as water, gas or electricity utility. 3. The firm must have P.F. / ESI Registration (Certificate to be enclosed) according to the Acts of Government / Labour Laws. 4. The firm must have PAN No & Service tax registration.

5 2 METER READING AT BRPL BRPL has been at the forefront of usage of technology in all aspects of its operations. BRPL was the first distribution utility in India to install electronic meters for all its customers, not just for high value customers. This has enabled BRPL to remove errors in meter reading and consequently, in billing. The consumers in BRPL with a sanctioned load of up-to 10kW are managed through Small Load Consumer Cell (SLCC). This EOI is for meter reading for SLCC customers. Mechanism of Meter Reading For SLCC customers, meter reading from the consumer premises are performed by download of the information from meter using a Meter Reading Instrument, which is a handheld device. The preferred mode of data capture is download of the data (Download) from the optical port of the meter, through the MRIs provided by BRPL. In the scenario that the reading cannot be downloaded through the optical port, reading should be manually punched (Manual Reading) in the MRI. In case the reading cannot be recorded even manually (No Reading), the reasons for the same should be recorded. The capture of information from the meter involves: 1. Meter Reading: Capture of consumption information, either through download or manual entry in MRI 2. Exception: Capture of additional information as required by the defined process 3. Status Information: Status of meter and/or the premises Management of Meter Reading Process For the purpose of meter reading of SLCC consumers of BRPL, the license area of BRPL has been divided into two zones: South Circle and West Circle. Each zone has been further sub-divided into divisions. The details of the division offices and the number of customers in each division are mentioned in Annexure 4: Location of SLCC Division Offices. Meter Reader workforce is aligned to the divisions. BRPL can change the number and alignment of divisions at any time. Further, customers within divisions have been grouped in cycles. The meters of customers of a particular cycle should be read within a pre-defined cycle-time, which is specified in days. Meter Reading performance is assessed per cycle. The main metric for assessment of performance is download percentage, which is computed as Download Percentage = Number of Downloaded Meters / Number of Downloadable Meters Download Percentage is computed for each cycle in each division. Aggregating the performance of each cycle, monthly download percentage for each division is calculated. By combining the download percentage performance of each division, the download percentage of BRPL is estimated.

6 The current download percentage for SLCC customers in BRPL is approximately 94%. Through engaging firms specialized in meter reading activity, BRPL wishes to increase download percentage to 99.5%. For efficient route management of the meter reading process, Route Sequence, a unique identifier for each meter is maintained. Management of route sequence information is critical to successful execution of meter reading. For the purpose of transfer of information to and from the MRIs, Data Centers have been created. Each Data Center is aligned with a division. Each Data Center has one or more Data Center Executives who report to a Data Center Lead. AM-PS (Assistant Manager, Power Supply) and BM (Business Manager) of each division are responsible for resolution of field issues. The process for meter reading and the specific information to be captured in MRI would be decided by BRPL. BRPL can modify the process of capture of meter reading and status information as and when required. Besides the Meter Readers, the contractor shall appoint one Meter Reader Supervisor for each division. Meter Readers shall report to the Meter Reader Supervisor, who shall report to the Data Center Lead. Data Center Lead would provide guidance to the MR supervisor for conduction of the field activities. MR supervisor shall ensure that these directions are followed by the Meter Readers. BRPL reserves the right to modify the following, at any time: 1. Number of Divisions, customers aligned to each division and location of division offices. 2. Number of Data Centres, customers aligned to each data centre and location of data centre offices. 3. Number of Cycles, cycle-time, start and end date of cycles and customer aligned with each cycle. 2.1 QUANTUM OF WORK Meter Reading of SLCC customers, through handheld devices, is to be performed monthly. The number of SLCC customers in South and West and the number of handheld devices currently assigned to South and West (as of Feb 2013) are shown in Table 1 SLCC Landscape at BRPL. The annual increase in consumer base ranges from 6% to10%. Number of field personnel deployed should be such that each meter reading instrument should be used by a single meter reader. TABLE 1 SLCC LANDSCAPE AT BRPL South West Number of Divisions 9 10 Number of Active Customers (Approx., in Lakhs) Number of Handheld Devices (MRIs)

7 The number of meter reading instruments can be modified by BRPL at any time. The contractor may also request for an increase of meter reading instruments. 2.2 PROPOSED DURATION BRPL proposes to issue a two year contract, with annual review based on pre-defined criteria. The annual review would be done in the 9 th month of the contract. Decision for retention of the contractor would be conditional to the contractor fulfilling a set of pre-defined criteria during the annual review. 3 PROPOSED BIDDING PROCESS The bidding process would be detailed in the RFP document, to be released subsequently. An indicative process is as follows: 3.1 MINIMUM ELIGIBILITY CRITERIA FOR ORGANIZATION The minimum eligibility criteria for the organisation, during the bidding phase, would be to assess: 1. Financial Health of the firm 2. Manpower employed by the firm 3. Continuing Operations for last 5 years The bidder must demonstrate the minimum eligibility criteria to be selected for Technical Evaluation. 3.2 EVALUATION METHODOLOGY The proposed evaluation methodology shall be a combination of technical and commercial evaluation. Technical evaluation would be done to assess: Relevant project experience of the firm Systems and Processes of the firm related to a. Management of Performance of Field Workforce to ensure execution of the contract b. Management of Field Workforce including performance appraisal and training In commercial evaluation, marks shall be awarded to the bidders in inverse proportion to the rate quoted. Final Score for each bidder would be arrived at after considering both the technical and commercial scores.

8 4 EOI SUBMISSION The interested parties should submit the following details in response to the EOI: 1. Details of Firm, in the format specified in Annexure 3: Format for Submission of Firm details 2. Details of ALL meter reading projects already completed or currently operational for utilities such as water, gas or electricity. For each project, specify the details in the format specified in Annexure 2:

9 Format for Submission of Project details Before 3:00pm on 2 nd April The responses should be submitted in a sealed envelope with the following superscription on the envelope: <Name of Firm> <EOI Submission for Meter Reading for BRPL> Additionally, the firms should a soft-copy (Microsoft Excel File) of the EOI response to vivek.ku.singh@relianceada.com before 3:00 pm on 2 nd April The name of the file should in the format Firm Name_EOI_MeterReading_BRPL.xls Firms would be given an opportunity to present their key strengths to a high level committee. The firms should bring documentary support of the project and firm details submitted, for validation, during the presentation. The presentations will be held at BRPL on 4 th and 5 th April, 2013 at BSES Office, Nehru Place, New Delhi. The firms will be notified of their allotted time slots on 3 rd April The presentation should comprise of the following three sections: TABLE 2 DURATION OF PRESENTATION Section Coverage Allotted Time 1 Presentation by the firm to showcase its strengths 20 mins and credentials. 2 Q&A session by BRPL 10 mins Total Time for Presentation 30 mins For Section 1 of the presentation, an indicative list of topics to be covered is as follows: 1. Overview of the Organization 2. Resume and Experience of Relevant Persons 3. Governance Structure used by the firm in key projects involving management of field workforce, including details of IT enablement for improved monitoring 4. Performance in key projects 5. Organizational Structure and Its Impact on Supervisory Controls 6. Training Methodology Used by the firm including Sample Training Content Used by the firm 7. Lessons from the Projects Undertaken by the firm 8. Relevant Certification of Systems and Processes by a recognized Indian or International accreditation agency 9. Additionally, the firm may present suggestions on the bidding process for e.g. proposed duration of project, technical evaluation parameters with special emphasis on HR processes and systems for monitoring of field performance.

10 ANNEXURE 1. SOUTH, W EST AND CUSTOMER BASE TABLE 3 CUSTOMER BASE - SLCC SOUTH Number of Customers (In S. No. Division Thousands) 1 ALAKHNANDA 78 2 KHANPUR MEHRAULI VASANTKUNJ 71 5 NEHRU-PLACE 47 6 NIZZAMUDDIN 74 7 SARITAVIHAR R.K.PURAM 48 9 HAUZ-KHAS 45 TABLE 4 CUSTOMER BASE - SLCC WEST S. No. Division Number of Customers (In Thousands) 1 JANAKPURI NAJAFGARH 78 3 JAFFARPUR 25 4 NANGLOI 86 5 MUNDKA 48 6 PUNJABI-BAGH 62 7 TAGORE-GARDEN VIKASPURI PALAM DWARKA 83

11 ANNEXURE 2. FORMAT FOR SUBMISSION OF PROJECT DETAILS S.No. Name of Project Name of Utility Type of Utility (Electricity, Gas, Water, In case of any other, please specify) Location No. of Meters Covered Frequency of Billing Current Status: Operational / Completed Date of Issue of Work Order Tenure of Contract Size of Contract (in Rs. Lakhs) Consortium or Sole Party (If consortium, name of consortium members and name of lead member) Sub-Contractor Engaged (Y/N) Number of Meter Readers Number of Meter Readers (on Own Payroll) Number of Meter Readers on Subcontractor Payroll

12 ANNEXURE 3. FORMAT FOR SUBMISSION OF FIRM DETAILS S. No. Attribute Response 1 Name of Firm 2 Name of Authorized Representative 3 Contact Number of Authorized Representative 4 Postal Address for Correspondence 5 Id for Correspondence 6 Corporate Office Address 7 Presence of Office in NCR (Y/N) 7b If Yes, Address of Office in NCR 8 Firm Incorporation Date 9 Turnover of the firm 9a FY b FY c FY d FY Major Business Units of the firm and Revenue Split (in %age) of each business unit, for each of last 4 years (BU Name: Revenue %age in FY , FY , FY , FY ) 11 Revenue due to Meter Reading activities in last 4 years (Provide details for last 4 years) 11a FY b 11c 11d FY FY FY Total Headcount (on own payroll) 13 Number of Field Personnel on own payroll 14 Additional Number of Field Personnel engaged through subcontractors on currently operational projects 15 Certifications of systems and processes, including HR and IT processes (Mention certification and the accreditation agency)

13 ANNEXURE 4. LOCATION OF SLCC DIVISION OFFICES S.No. Division Address 1 Alaknanda E-Block,Near Gurudwara, Greater Kailash- 2, NEW DELHI Khanpur BSES Sub-Stn. Near Petrol pump,mb Road,Pul Pahladpur,ND Saket 33 KV Grid, BSES Bhawan,Adchini, ND Vasant Kunj C- 9, Vasant Kunj,New Delhi Nehru Place E-Block, Substation Building, East of kailash (Adjacent to Nirula's), New Delhi 6 Nizammudin BSES OFFICE, NIZAMUDDIN (W),Near Petrol Pump, NEW DELHI Sarita Vihar Community Centre New Friends Colony N.D-65 8 R K Uram Grid Building, West Block, Sec-I R.K Puram, New Delhi Hauz Khas A-1/27,Safdarjung Enclave, New Delhi Janak Puri G-8, Maya Enclave, Hari Nagar, New Delhi Najafgarh 220 KV Grid Sub Station, Najafgarh, New Delhi Jaffarpur 66kv Grid S/s near RTRM Hospital Jaffarpur N.Delhi Nangloi S/Stn. Bldg.I Guruharkrishan Nagar,Paschim Vihar New Delhi Mundka Mundka complaint centre,near Petrol Pump,Main Rohtak Road, New Delhi Punjabi Bagh Road no-43,west Punjabi Bagh, ND Tagore Garden BSES Tagore Garden Office,Near Central Market, Tagore Garden, ND Vikas Puri Distt. Centre Janak Puri, Vikas puri, New Delhi Palam C-2-D, Dabri Mour, Pankha Road, New Delhi Dwarka C-2 D,Dabri More Pankha Road, New Delhi ANNEXURE 5. PERCENTAGE ILLUSTRATION FOR CALCULATION OF DOW NLOAD Type of Meter Type of Data Capture Illustrative Example Downloadable Meter Downloaded 850 Manual Reading 25 No Reading 25 Download Percentage = (850)/900 = 94.4%

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