Terms of Reference for MISDBMS consultants

By Andrew Price,2014-12-29 13:58
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Terms of Reference for MISDBMS consultants

     Government of Jammu & Kashmir

     Office of the Development Commissioner (Power)

    Janipur, Jammu, J&K

    E-mail :,,,


    Telephone No’s: 0191 – 2532809, 2534284, Fax: 0191 2530265

    Engagement of a consultant to assist J&K Power Development Department


    Conducting Transmission and Distribution Loss Study

    Terms Of Reference

    1. Objective of the Engagement

    1.1. The power sector in the State of Jammu and Kashmir is governed by two

    different legislations, namely, the J&K Electricity Act 2010 and the J&K

    Electricity Duty Act 1963

    1.2. Generation of power is entrusted with the state owned J & K State Power

    Development Corporation (JKSPDC).

    1.3. Transmission and distribution of electricity are entrusted with the Government

    department, namely the Power Development Department (PDD), hereinafter

    referred to as the Department or PDD.

    1.4. The J&K State Electricity Regulatory Commission, hereinafter referred to as

    JKSERC, was established under the repealed J&K State Electricity Regulatory

    Commission Act, 2000. The JKSERC issued first Tariff Order for 2007-08 on

    thndMarch 28, 2007, 2 Tariff Order for 2008-09 on 12-09-2008 and third tariff

    order for 2010-11 on 29-04-2010.

    1.4.1. As provided under Clauses 4.27 of the Tariff Order for 2007-08 and clause

    11.2& Clause 11.3 of the Tariff Order 2008-09, the Commission has issued

    following directive to PDD, regarding T&D losses:

    1.4.2. Clause 4.27 of Tariff Order for 2007-08: The Commission directs the

    utility to segregate losses into technical loss and commercial loss; specify a

    trajectory for reduction of losses, both technical and commercial, and

    develop action plan for achieving loss reduction.

    1.4.3. Clause 11.2 of Tariff Order for 2008-09: …….The commission directs the

    utility to conduct a detailed loss study on an urgent basis and submit the

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    findings to the Commission by March 31, 2009. Such loss study should be

    realistically able to ascertain/ estimate the following:

    (a) Sales in MUs to various consumer categories.

    (b) T&D Losses

    1.4.4. Clause 11.3 of Tariff Order for 2008-09 The Petitioner shall develop a

    detailed plan for conducting the loss study for approval………..

    1.5. As can be inferred from the above, the JKSERC wishes PDD to conduct a

    detailed study for following:

    (a) Estimation of realistic T&D Losses

    (b) Segregation of T&D Losses into Transmission and Distribution Losses

    (c) Segregation of T&D losses into Technical and Commercial Losses

    (d) Sales in MUs to various consumer categories

    (e) Specify Loss reduction trajectory

    (f) Develop action plan for loss reduction

    Consumer categories are as under;

    a) Domestic.

    b) Commercial

    c) Industrial

    1. LT

    2. HT

    3. Power Intensive

    4. Bulk

    d) State Govt.

    e) Central Govt.

    f) PHE

    g) Irrigation / Tube well

    1.6. Accordingly PDD intends to engage a consultant to assist it in conducting of

    detailed loss study and realistically ascertain/estimate the Transmission Losses,

    Distribution Losses and segregate the T&D losses into technical and commercial

    losses besides ascertaining the sales in MUs to various categories of consumers

    and specifying loss reduction trajectory and developing of action plan for


    2. Brief Description of the Power Development Department (PDD)

    Page 2 of 10

    2.1. The Power Development Department (PDD) manages operations related to transmission and distribution of electricity within the State of Jammu & Kashmir, involving

    2.1.1. Design, erection, commissioning,, operation and maintenance of the

    transmission and distribution networks,

    2.1.2. Supplying power to consumers, and

    2.1.3. Realization of revenue from consumers.

    2.2. To undertake these works, various activities have been entrusted to different wings of the Department as under:

    2.2.1. Maintenance and RE (M&RE) Wing: In charge of the sub-transmission and

    distribution network (i.e. up to 66 KV level) of the two regions,, and

    associated activities related to infrastructure development, operation &

    maintenance, and recovery of tariff from the consumers.

    2.2.2. System and Operation (S&O) Wing: In charge of the transmission

    networks i.e. from 132 KV to 220 KV level, and associated activities related

    to infrastructure development, operation and maintenance. 2.2.3. P&MM Wing: In charge of procurement of material use in the sub-

    transmission and distribution network (up to 66 KV level). 2.2.4. P&D Wing: In charge of the planning of network system and procurement

    of material for use in transmission network (above 66 KV level). 2.2.5. Commercial & Survey (C&S) Wing: In charge of the procurement of

    power, coordination with SLDC, and operation of PLCC network. 2.3. PDD purchases power from the CPSUs like NHPC, NTPC, THDC, SJVNL and NPCIL besides the PDC, and trading companies like NVVN and PTC. 2.4. Power is supplied to the consumers over the transmission and distribution networks comprising of 220 KV, 132 KV, 66 KV, 33 KV, 11 KV lines. 2.5. The sub-stations where the voltage transformation takes place are managed by the S&O Wings & M&RE Wings depending upon the voltage level. 2.6. The number of sub-stations at various voltage levels is as follows:

     Jammu Kashmir Total

    220/132 KV 4 2 6

    132/66-33 KV 19 18 37

    66-33/11-6.6 KV 218 199 417

    11/0.43kV 15652 15390 31042

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    2.7. The lengths of the transmission and distribution lines at different voltage levels are as follows:

    (figures in Km.) Jammu Kashmir Total

    220 KV 402.80 200.00 602.80

    132 KV 858.06 725 1583.06

    66 KV 214.30 - 214.30

    33 KV 1965.13 1472.90 3438.03

    11-6.6 KV 15103.15 10738.65 25841.80

    LT lines 35061.68 32313.57 67375.25

    2.8. PDD achieved 100% feeder metering in March, 2007. The current level of consumer metering is around 50% and DTR metering is yet to be taken up.

    3. Scope of Work

    3.1. In order to enable PDD to comply to the directives of JKSERC under the Tariff Order 2007-08 and Tariff Order 2008-09 and to enable it to know realistic technical and commercial losses at various voltage levels and to chalk out a comprehensive strategy for reduction of these losses to acceptable at primary & secondary distribution levels , PDD has decided to engage a consultant to assist it in conducting detailed loss study which shall include following: (a) Estimation of realistic T&D Losses

    (b) Segregation of T&D Losses into Transmission and Distribution Losses (c) Segregation of T&D losses into Technical and Commercial Losses (d) Sales in MUs to various consumer categories

    (e) Specify Loss reduction trajectory

    (f) Develop action plan for loss reduction

    (g) Any other activity/ies not covered above but considered necessary for

    conducting loss study of a Transmission and Distribution Utility

    (h) From the measured data, reliability indices like SAFI and SAIDI for

    the stations of PDD should be calculated.

    (i) Forecast load M&RE circle wise and from there for entire PDD and

    calculate correlation factor between load growth and losses.

    3.2. The consultant would be expected to act as a T&D loss study expert with in-depth knowledge of Transmission and Distribution Sector.

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    3.3. PDD expects the consultant to execute the entire assignment as per the guidelines

    outlined below; however, PDD is open to alternate plans / guidelines if such

    plans were found to be more efficient. The consultant is supposed to address the

    specified guidelines while submitting the proposal to PDD. Some of the

    guidelines also indicate the specific tasks expected to be undertaken, during the

    engagement, for the benefit of the consultant and the consultant is supposed to

    submit a work plan on the basis of such tasks. However, it should be noted that

    the Consultant is expected to perform all such tasks required for the successful

    implementation of the proposed system and not restrict the scope to those

    mentioned herein.

    3.4. The consultant shall also be responsible for training to be provided to the relevant

    staff of PDD. The various phases along with the specific sub-tasks the consultant

    is expected to perform are outlined below.

    3.5. Brief Methodology

    Step 1: Selection of sample size

    The transmission system at 66kV and above would be fully represented for estimating the Transmission losses. However the sample size for the distribution loss study should be atleast four feeders per M&RE circle in the 66 KV-33KV level, eight feeders per M&RE circle in the 11 KV-6.6.KV level and 50% DTRs on the sampled 11 KV -6.6 KV feeders. Feeders should be selected such that minimum 2% consumers in the respective M&RE circle are covered. Similarly, 50% DTRs should be selected such that all types of DTRs are covered.

    Step 2: Total energy loss estimation

    All the energy input/output at each voltage level shall be measured during a specified period. Similarly the aggregate of all the direct consumption at that voltage level shall also be taken into account corresponding to the specified period. The difference between the input and output readings/aggregated sales at each voltage level gives the net energy lost at that voltage level during the period of study. These percentage energy losses for each voltage level and for the specified period shall be extrapolated to compute the annual energy loss at that voltage level for the system. In J&K there is lot of seasonal variation in energy consumption and as such the measurement of input/output shall have to be carried out over a period of 12 months in order to cover all the seasons of the year and to have fairly correct and acceptable data.

Step 3: Technical loss estimation

    The technical energy losses of the sample network shall be estimated by simulating the system on the computer corresponding to average peak load condition. The peak power losses for each identified sample network shall be assessed on the basis of computer load flow studies. The load factor & loss load factor (LLF) will be worked out from daily load curves. The peak power loss will be then, converted in to energy loss by applying the loss load factor & the time period of study.

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Step4: Commercial loss computation

    The difference of the total energy loss as obtained from energy audit and the technical energy loss computed from load flow study gives the commercial energy loss.

3.6 Experience sharing

    PDD understands that similar studies have been conducted in various other

    states of India, for a similar purpose. To the extent possible, the consultant

    would conduct the study considering the same practices so as to ensure

    precision in estimation and planning.

    3.7 Training Needs Analysis (TNA)

    The consultant will keep PDD informed about the activities of studies and

    their progress. Consultant PDD & representative of commission will be

    monitoring progress quarter wise. A third party examiner / monitor from

    CEA, New Delhi will associate the studies. The consultant will outline the

    training requirements to ensure successful implementation and will, at an

    early stage of the engagement, assist PDD in the identification of the

    necessary personnel, and ensure their involvement throughout the process

    of conducting the study. The consultant will ensure to impart adequate

    training to the staff of PDD, especially those who will be directly involved

    during the implementation phase, so as to ensure their common

    understanding of the T&D loss study and loss reduction techniques. 3.8 Documentation

    At least 10 copies of each report shall be provided by the consultant for

    review and approval of PDD. The consultant shall be responsible to

    incorporate comments of PDD and furnish at least 10 copies of revised

    report, within the time frame agreed upon. The consultant may have to

    issue more than one revision of the report so as to prepare it fully up to the

    satisfaction of the PDD/JKSERC.

    4. Bid Qualification Requirements:

     The Bidder shall become eligible to bid on satisfying the following “Bid Qualification requirements” and on production of the required documentary evidences

    along with the Tender:

    a) The bidder company should be a company registered in India under the

    Companies Act, 1956.

    b) The bidder must have executed energy audit/accounting project for at least

    one power utility in India in the last five years.

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c) The bidder must have conducted technical loss study in the

    transmission/distribution network of a transmission/distribution licensee in

    India using load flow software tools in the last five years.

    d) Bidder should have cumulative turnover of Rs.100.00 cores over a period of

    five years. Certified balance sheets for the same have to be attached in support

    of the above.

    e) Bidder shall submit documentary evidences in support of the above. The

    bidder shall have the required hardware/software tools for carrying out the

    service. Bidder shall give a brief write-up on the facility i.e. hardware

    software tools, available with them.

    f) The offers of bidders not satisfying any of the above” Bid qualification

    Requirements” shall be rejected.

    g) The bidder shall ensure that deputed personnel are trained and experienced for

    such jobs for ensuring the high quality and correctness of job so that job is

    carried out in a highly professional and sound managerial manner. The bidder

    shall furnish documents regarding the experience of the key personnel

    proposed to be employed by him.

    h) Mere submission of the proposal will not confer any right for allotment of

    contract, J&K PDD reserves the right to reject any or all the applications or

    stop the process of this proposal at any stage, at its sole discretion.

    4.1 The bidder must have a sound understanding of:

    ; The legal and regulatory framework governing the power sector, in

    general, and the State of Jammu & Kashmir, in specific.

    ; Energy auditing and loss study of utilities engaged in Transmission and

    Distribution of Electricity,

    ; Experience of tariff principles applicable to Indian power sector sound

    technical knowledge base of electrical networks and metering at LT, HV

    and EHV levels

    4.2 The term „bidder‟ and „consultant‟ are used interchangeably and refer either to a

    consultant or a consortium, which the consultant may constitute with other agencies, as it deems fit for being associated with, for the purpose of bidding for this engagement. Where a consortium bids for the engagement, written consent from each member of the consortium has to be included in the proposal.

    4.3 The Power Development Department may refer the deliverables of the engagement to JKSERC for their comments, if required. It shall be obligatory for the consultant to incorporate their comments also in all such deliverables / to extent feasible.

    4.4 The bidder shall also provide training to the departmental staff in conducting the loss study. The training shall be given to at least two batches of 40 employees from Jammu Province and 40 employees from Kashmir Province.

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    Sl. Criteria Sub Points Points

    1 General Qualifications 20

    a) Professional Education and Relevant Training 5

    b) Position held, experience and time with the consulting firm 5

    c) Position held, experience and time other than consulting firm 5

    d) Position held in MIS, Technical, and Operational issues 5

    2 Adequacy for the project 70

    a) Involvement in number of projects having more than 30 man- 15

    month of effort completed

    b) Number of years of relevant consulting experience in the power 20


    c) Exposure to proposed task assigned in number of states and 35

    position held

    3 Experience in State and language Proficiency and good command 10 10

    over English and Hindi/Urdu languages

     Total Points 100

     The minimum technical score required to pass is: 75 points.

    Evaluation for Financial Proposals; Ranking

    i) A two-stage procedure will be adopted in evaluating the proposals with the

    technical evaluation being completed prior to any financial proposals being

    opened. The decision of the award of the contract would be as under:

    Technical proposals scoring not less than 75% of the technical score will only

    be considered for financial evaluation.

    The highest technically ranked firm will be allotted a Technical Score(T) of

    100, and all other firms would be scored pro-rata. The lowest financial

    proposal will be allotted a Financial Score of 100, and all other firms would

    be scored pro-rata.

    The total score for each firm would be calculated as 0.65* Technical

    Score+0.35* Financial Score.

    The formula for determining the financial scores is as following

    (Sf=100xFm/F, in which Sf is the financial score, Fm is the lowest price and F

    the price of the proposal under consideration).

    ii) The evaluation shall exclude the taxes, duties fees, levies, and other charges

    imposed under the applicable law.

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5.0 Period of Completion:-

(i) Measuring of Input / output: 12 months

    (ii) Finalization and submission of report: 3 months

    (iii) Total Completion period: 15 months


    a) Ten percent (10%) of the contract price after carrying out input / output

    measurements for three months.

    b) Ten percent (10%) of the contract price after carrying out input / output

    measurements for next four months.

    c) Twenty percent (20%) of the total contract price after submission of the draft

    study report.

    d) Fifty percent (50%) of the total contract price after submission of the final study


    e) Balance ten percent (10%) of the total contract price after completion of work,

    and training of staff.

7.0. SECURITY: -

    At the time of signing of the Contract Agreement, the consultant shall submit irrevocable bank guarantee towards contract performance security for five percent (5%) of the contract price valid for the term of the contract.

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