OTTOTRACTIONS

Scope of Work

ICE Role and Responsibilities in the O&M Phase

During the O&M phase, the Independent Chartered Engineer / Agency (ICE) will serve as the independent monitoring, verification, and certification agency for the Street Light CCMS project.

Purpose of ICE in the O&M Phase

In the O&M phase, ICE will assist the Authority by reviewing project performance, verifying service delivery, certifying reports, assessing compliance, and recommending appropriate action where necessary.

Key Role of ICE

ICE will ensure that the Concessionaire is fulfilling its O&M responsibilities in accordance with contractual requirements, approved procedures, performance standards, and service-level obligations. ICE will independently review the street light system, CCMS, complaint redressal, energy performance, and legal-technical compliance.

Ready Reckoner: ICE Responsibilities in the O&M Phase

Sl.	Area of Work	ICE Responsibility	Expected Output
1	Complaint Management	Review how the Concessionaire handles complaints received through approved channels including toll-free number, mobile app, WhatsApp, and SMS.	Reviewed complaint procedure and improvement recommendations if required.
2	Complaint Redressal Monitoring	Verify that complaints are being attended and closed within prescribed timelines and proper documentation is maintained.	Complaint redressal review and observations.
3	Daily Complaint Summary	Review daily complaint redressal summaries submitted by the Concessionaire.	Verified complaint summary for reporting and performance review.
4	Daily Uptime Monitoring	Review daily uptime reports of the street light system and CCMS.	Verified uptime status and performance observations.
5	CCMS Performance Review	Verify CCMS reports covering energy consumption, operating hours, phase failure, inactive lights, switching status, and other operational performance parameters.	Certified / verified CCMS report.
6	Energy Consumption Review	Check energy consumption data at each CCMS panel / feeder level and ensure consistency with actual operations.	Energy consumption verification note.
7	Lamp Failure Monitoring	Review lamp failure reports and assess recurring failures, abnormal failure patterns, and corrective actions taken.	Lamp failure assessment and observations.
8	Meter Failure Monitoring	Review meter failure reports and verify that defective meters are properly reported, replaced, or rectified.	Meter failure review and action status.
9	Power Failure Monitoring	Review power failure reports and distinguish between electricity supply issues and Concessionaire-related O&M issues.	Power failure observations and classification.
10	Software / Hardware Failure Review	Review reports related to CCMS software, hardware, communication, and system failures.	System failure review and recommendations.
11	Lux Level Verification	Participate in or review lux level measurements of selected street lights where required.	Lux level verification observations.
12	Illumination Ratio Verification	Check illumination ratio of selected roads / street light locations where required.	Illumination compliance observation.
13	Power Factor Verification	Participate in or review power factor measurements of selected street lights / feeder panels where required.	Power factor verification observations.
14	KPI / SLA Compliance	Evaluate whether the Concessionaire is meeting key performance indicators and service-level requirements.	KPI / SLA compliance statement.
15	Energy Saving Certification	Review and certify energy savings achieved during the O&M phase based on approved methodology and verified data.	Energy saving certification.
16	Penalty Assessment	Assess and recommend penalties for non-achievement of guaranteed savings, delay in complaint redressal, low uptime, and performance indicator violations.	Penalty recommendation where required.
17	EMI Adjustment Assistance	Review O&M performance, savings, penalties, and compliance data to support EMI adjustment processing.	Verified inputs for EMI adjustment.
18	Monthly Report Review	Review monthly reports submitted by the Concessionaire before submission to the Authority.	Reviewed monthly report with comments / certification.
19	Flash Report Preparation	Prepare and submit flash reports to Authority / Corporation based on project performance and critical observations.	Flash report.
20	Project Meetings	Attend project review meetings convened by the Authority and provide technical inputs.	Meeting observations / action points.
21	Coordination Support	Coordinate with TMC, KSEB, Concessionaire, and other relevant stakeholders for smooth O&M operations.	Coordination notes / issue resolution support.
22	Regulatory / Legal Compliance	Verify that applicable safety, electrical, legal, and regulatory requirements are being complied with in O&M.	Compliance review observations.
23	Default Event Review	Assess serious or recurring performance deficiency issues and advise the Authority whether they constitute a default.	Default-related observation / recommendation.
24	Force Majeure Review	Review force majeure claims or events affecting O&M performance and provide recommendations to the Authority.	Force majeure recommendation where required.
25	Dispute / Extension Support	Provide technical guidance to the Authority in handling disputes, extensions, and performance-related claims affecting O&M.	Technical opinion / advisory note.
26	Other Specified Responsibilities	Discharge other responsibilities assigned to ICE as per the project contract or Authority direction in relation to O&M.	Technical assistance and certification as required.

Monthly Reports to be Reviewed by ICE

During the O&M phase, the Concessionaire will submit the following reports for ICE review:

Lamp Failure Report
Meter Failure Report
Power Failure Report
Software and Hardware Failure Report
Daily Complaint Redressal Summary
Daily Uptime Report
CCMS Energy Consumption Report
Other reports as required by the Authority / ICE for performance review

ICE Review Focus

While reviewing reports and O&M performance, ICE will focus on the following aspects:

All street lights are operating at the required service level.
Complaints are being attended within prescribed timelines.
CCMS data is accurate, reliable, and complete.
Uptime performance is being maintained.
Abnormal lamp, meter, hardware, and software failures are being flagged.
Energy consumption and savings are aligned with project commitments.
Whether penalties or EMI adjustments are warranted.
Safety and legal requirements are being complied with.
Corrective and preventive measures are being taken by the Concessionaire where required.

Key Outputs from ICE in the O&M Phase

Review of monthly reports submitted by the Concessionaire.
Verification of CCMS and energy consumption data.
Energy saving certification.
Complaint redressal performance review.
Uptime and system availability review.
KPI / SLA compliance assessment.
Penalty and EMI adjustment recommendations where required.
Flash reports to Authority / Corporation.
Technical recommendations for O&M performance improvement.
Support to Authority in meetings, disputes, claims, and compliance matters.

Summary

During the O&M phase, ICE will act as the independent technical monitoring and certification agency. Its primary responsibility is to ensure that the Concessionaire maintains the street light system and CCMS with efficiency, transparency, and in accordance with approved performance standards. ICE will assist the Authority by reviewing reports, verifying performance, certifying savings, assessing penalties, preparing flash reports, and providing technical guidance for smooth project operations.

Bureau of Energy Efficiency Accredited