RFP Amended - Financial Commissioner Revenue

RFP Amended - Financial Commissioner Revenue
1.
INVITATION FOR PROPOSAL
1.1
Background
The State of Jammu & Kashmir (J&K) has geographical area of 2,22,236 Sq. Kms. which
includes an area of Indian territory of 1,20,849 Sq. Kms. unlawfully occupied by Pakistan and
China. It lies between 32° 10' 12" N to 36° 34' 48" N Latitude and 73° 15' 36" E to 80° 18' 00"
E Longitude and it is the northernmost state, sharing borders with the States of Himachal
Pradesh and Punjab.
More than 90% of the state’s territory is mountainous. It has got three regions, the Kashmir
Valley also known as ‘the Lesser Himalayas’ or ‘the Jhelum Valley’; ‘the Outer Himalayas’
or ‘the Southern Mountain Region’ ( Jammu Province) and ‘the Inner Himalayas’ or ‘the Indus
Valley’ ( Ladakh and the Frontier areas)’.
The State has around 20,230 sq.kms of the area under forests which accounts for 19.9 % of the
geo-graphical area (1, 01,387 sq.kms.). 825 thousand hectares area is under cultivation which is
around 8% of its geographical area. The population of the state as in March, 2011 was 1.25
crores (provisionally).
The State of Jammu & Kashmir has the unique practice of having two Capitals. During the
winter season the Capital is at Jammu and during the summer season it is at Srinagar. For
administrative purposes, the state is divided into two Divisions, and further into 22 districts, 66
Sub-Divisions headed by SDMs, 266 Tehsils, 652 Niabats, 427 G Q Circles, 1714 Patwar
Circles and has 7050 villages.
1.2
Decision to Outsource
Jammu & Kashmir Land Records Management Agency (JaKLaRMA), Government of Jammu
& Kashmir, has taken up the Project for MODERNISATION OF LAND RECORDS
(INCLUDING DATA ENTRY, DIGITISATION OF CADASTRAL MAPS, SURVEY / RESURVEY, INTEGRATION WITH RECORDS OF RIGHTS, DEVELOPMENT OF WEBBASED ENTERPRISE GIS AND MANAGEMENT OF OLD REVENUE DOCUMENTS)
UNDER NLRMP IN THE STATE OF JAMMU & KASHMIR. The Agency has decided to
outsource the work of this project to qualified vendors with a view to complete this project on a
war footing. To begin with, all the activities will be taken up and completed in two major
districts, viz. Jammu and Srinagar under the terms and conditions as contained in the ToR. If
the work as carried out by the selected vendor is found to be satisfactory in respect of these two
districts and financially feasible, work in 10 more districts in the second phase, and the
remaining 10 districts in the third phase, will be considered to be awarded to the same vendor
on the same terms and conditions, with variance in rates as indicated and accepted. However,
the work of scanning old documents, establishment of Ground Control Points including
monumentation across the state and development of Web-based Enterprise GIS will be taken up
and completed in one go in the beginning itself while completing the other activities in the
aforesaid two districts.
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1.2.1 JaKLaRMA, Government of Jammu & Kashmir, headed by the Financial Commissioner
(Revenue) as its ex-officio Chief Executive Officer (CEO) has been tasked to get the work done
through the vendor(s), which will be selected after following a two-part competitive bidding
process requiring separate technical and financial bids. If found technically feasible and
financially viable, the Project may be awarded to the Vendor(s) selected after this competitive
bidding process. The Project would be implemented in accordance with the terms and
conditions stated in the agreement to be entered into between the JaKLaRMA and the
Vendor(s).
2.
REQUEST FOR PROPOSAL
JaKLaRMA invites Proposals (the “Proposals”) for selection of Vendor (the “Vendor”) who
shall work for MODERNISATION OF LAND RECORDS (INCLUDING DATA ENTRY,
DIGITISATION OF CADASTRAL MAPS, SURVEY / RE-SURVEY, INTEGRATION
WITH RECORD OF RIGHTS, DEVELOPMENT OF WEB-BASED ENTERPRISE GIS AND
MANAGEMENT OF OLD REVENUE DOCUMENTS) UNDER NLRMP IN THE STATE
OF JAMMU & KASHMIR. The Agency intends to select the vendor through a competitive
bidding process in accordance with the procedure set out herein.
The project is envisaged to be completed in three phases, viz.
Phase I: Two districts, one each from Jammu and Kashmir Divisions, namely, Jammu district
and Srinagar district will be taken up for end-to-end implementation of the project.
However, three tasks viz. (a) Establishing Ground Control Points (GCPs) network across the
state, as per requirement, (b) Scanning of old records and archival of scanned data and (c)
Development of Web-based Enterprise GIS are to be taken up in one go for the entire state in
Phase I only.
The scope of the present RFP is primarily limited to Phase I.
Phase II: On satisfactory completion of the tasks enumerated above, 10 more districts (5
districts from each division) will be awarded to the same Vendor on same terms and
conditions, on mutual agreement. The Bidders should reflect variance in rates, if any, in the
Financial Bid (refer Annexure III) for this additional work.
Phase III: Remaining 10 districts (bringing the total to 22 districts covering the entire state)
may also be awarded to the same vendor but on mutual agreement. The Bidders are expected to
reflect any variance in rates in the Financial Bid (refer Annexure III).
2.1
Due Diligence by Bidders
Bidders are encouraged to inform themselves fully about the assignment and the local
conditions before submitting the Proposal by paying a visit to JaKLaRMA and the Project site,
sending written queries to the Agency, and attending a Pre-Bid Conference at the designated
venue on the date and time specified in Clause 2.6.
2.2
RFP Document – its availability
RFP document can be downloaded from the official Website of the Financial Commissioner
(Revenue) of Govt. of Jammu & Kashmir, namely, www.jkfcr.nic.in . The Bidders will have to
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deposit an amount of INR 5000/- (Five thousand only) in the form of a Demand Draft or
Banker’s Cheque drawn on any Scheduled Bank in India in favour of the “Chief Executive
Officer, JaKLaRMA, Govt. of J&K, Jammu” payable at Jammu, while submitting the Bid.
2.3
Validity of the Proposal / Bid
The Proposal shall be valid up to 31.03.2015.
2.4
Brief description of the Selection Process
The Bidders will send their Proposals in three sealed envelopes as mentioned in para 13.2. The
Agency has adopted a two stage selection process (collectively the “Selection Process”) in
evaluating the Proposals comprising of Technical and Financial Bids to be submitted in three
separate sealed envelopes. In the first stage, a technical evaluation will be carried out as
specified in Clause 7.1. Based on this technical evaluation, a list of short-listed Bidders shall be
prepared as specified in Clause 7.2. In the second stage, a financial evaluation will be carried
out as specified in Clause 7.3. Proposals will finally be ranked according to their combined
technical and financial scores as specified in Clause 7.4. Vendor will be selected based upon
the combined technical and financial score.
2.5
Currency conversion rate and payments to the selected Vendor
All payments to the vendor shall be made in INR as per Payment Terms contained in Clause
22.2. However, in case of a foreign currency involvement, the conversion rate applicable on
the date of signing of SLA shall prevail.
2.5.1 Mobilisation Advance:
An interest free Mobilisation Advance not exceeding 10% of the Gross Bid Value can be given
to the selected Vendor for smooth functioning of the project against Bank Guarantee from a
nationalised bank / scheduled bank in India, of equivalent amount. This Bank Guarantee will be
apart from the Performance Bank Guarantee mentioned under Clause 22.1 and this amount will
be adjusted against the first Bills raised by the Vendor.
2.6
Schedule of Selection Process
1.
Date of issue
2.
Last date for receiving queries/
Clarifications
3.
Agency response to queries
4.
Pre-Bid Conference
5.
6.
7.
: 04-12-2014
: 15-12-2014
: 18-12-2014
: 23-12-2014
(11:30 IST)
Proposal Due Date for
Submission
: 10-02-2015
(16:00 IST)
Opening of Pre-qualification and
Technical Bids
: 11-02-2015
(11:00 IST)
Technical Presentations by
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qualified bidders
: 13-02-2015
(11:00 IST)
8.
Opening of Financial Bid
: 16-02-2015
(11.00 IST)
(Above dates may be changed, if circumstances warrant so).
2.7
Pre-Bid visit to the Site (Lab) and inspection of records / data
Prospective Vendor may visit the site [Director Land Records, Jammu/ Srinagar, Jammu &
Kashmir] and review the available data at any time prior to PDD. For this purpose, they will
give at least two days’ notice to the nodal officer specified below:
Project Coordinator
Sh. Tarseem Chand (M: +91-9419233726), Consultant, JaKLaRMA, Jammu
However, for the convenience of the Vendor, a Pre-Bid visit to the Site (Lab) has been arranged
on 10-12-2014 11:00 hrs onwards at Jammu. The Bidders who desire to avail this facility may
visit Jammu on the date and time mentioned above.
2.8
Pre-Bid Conference
The date, time and venue of Pre-Bid Conference shall be :
Date : 23.12.2014
Time : 11:30 hrs
Venue : Conference Hall, FC(R)’s office, Jammu.
2.9
Communications
2.9.1 All communications including the submission of Proposal should be addressed to:
Chief Executive Officer, Jammu and Kashmir Land Records Management Agency
(JaKLaRMA), FC(Revenue)’s Office, Revenue Complex, Rail Head Campus, Jammu, J&K,
INDIA.
Phone :
2.9.2
0191-2470212
Fax:
0191-2471221
The official website of JaKLaRMA is:
www.jkfcr.nic.in
E-mail : [email protected]
2.9.3 All communications related to the project should clearly indicate the RFP notice number and
marked as “MODERNISATION OF LAND RECORDS IN THE STATE OF JAMMU &
KASHMIR” on the top of the envelope.
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3.
INSTRUCTIONS TO PROSPECTIVE BIDDERS
3.1
Scope of Proposal
3.1.1 Detailed description of the objectives, scope of services, deliverables and other requirements
relating to this project are specified in this RFP. The shortlisted Vendor, as indicated in para 7.2
may participate in the Selection Process either individually (the “Sole Firm”) or as Lead
Member of a Consortium of firms (the “Lead Member”) in response to this invitation. The
term Bidder (the “Bidder”) means the Sole Firm or the Lead Member, as the case may be. The
manner in which the Proposal / Bid is required to be submitted, evaluated and accepted is
explained in this RFP. The Details of Consortium Members are to be provided as per Annexure
IX (Form 15).
3.1.2
Bidders are advised that the selection of Vendor shall be on the basis of an evaluation by the
Agency through the Selection Process specified in this RFP. Bidders shall be deemed to have
understood and agreed that no explanation or justification for any aspect of the Selection
Process will be given and that the Agency’s decisions are without any right of appeal
whatsoever, with the decision of Agency being final and binding.
3.1.3 The Bidder shall submit its Proposal in the form and manner specified in the ToR. The
Technical Bid shall be submitted in line with the respective form at Annexure-IX and the
Financial Bid shall be submitted in the form at Annexure III. Upon selection, the Bidder shall
be required to enter into an agreement with the Agency in the form specified at Annexure X.
However, some clauses may be modified on mutually agree-able terms but decision of the
Agency will be final.
3.1.4 Key Personnel: The Vendor Team shall consist of the following key personnel (the “Key
Personnel”) who shall discharge their respective responsibilities as specified below:
Key Personnel
S.
No.
1
Project Managercum-Team leader
2
Remote sensing
and GIS Expert
3
Software Expert
4
Revenue Expert
Professional Responsibilities
Experience
10 years
An Executive Officer / Engineer having
complete knowledge of cadastral
databases will act as the team leader.
He will co-ordinate and supervise the
multi-disciplinary Team for execution
of the project.
7 years
Having good knowledge of remote
sensing and GIS, will look after the
work
related
to
spatial
data
management in GIS
5 years
Having knowledge of software
development for Web-based Enterprise
GIS and knowledge to link the RoR
data with the spatial data in GIS.
5 years
Should have complete knowledge of
the Land Records of the states where
consolidation has been done. He will
look after all revenue record activity.
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5
Surveyor
5 years
Survey related issues and work.
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Documentation
officer
5 years
Look after all documentation activity.
Urdu being the Official Language of the State of Jammu & Kashmir, all land Records are in
Urdu. Vendor should have, therefore, adequate number of resource personnel proficient in Urdu
for Data Entry, Documentation etc.
3.2
Pre-qualification of Bidders
3.2.1 Request For Proposal is to shortlist the qualified Vendor and thereafter select the vendor for
assigning the work as per the criteria.
3.2.2 As pre-qualification for further evaluation of its Proposal, the Bidder shall fulfil the following:
(A) Technical Capacity: The Bidder should have at least 5 (five) years of Experience
preceding the PDD, of undertaken assignments as specified in Clause 6.1 and Annexure I.
Relevant documents are to be submitted. The Committee may visit the vendor’s site (s) for
verification of the infrastructure submitted by the shortlisted Vendor.
(B) Financial Capacity: The Bidder shall have a minimum turnover of Rs.5 (Five) crores per
year from geo-spatial activity during the last 3 (three) financial years preceding the Proposal
Due Date. For the purpose of evaluation, Bidders having comparatively larger revenues from
geo-spatial works shall be given added weightage.
(C) Availability of Key Personnel: The Bidder shall offer and make available all Key
Personnel having the knowledge and experience as indicated in the RFP.
3.2.3 The Bidder shall enclose with its Proposal, certificate(s) from its Statutory Auditors stating its
total revenues from geo-spatial activities during each of the past three financial years and the
receipts in respect of each of the assignments specified in the Proposal. In the event that the
Bidder does not have a statutory auditor, it shall provide the requisite certificate(s) from the
firm of Chartered Accountants that ordinarily audits the annual accounts of the Bidder.
3.2.4 The Bidder should submit a Power of Attorney as per the format at Form - 6 / Form -6(a) of
Annexure IX; provided, however, that such Power of Attorney would not be required if the
Application is signed by a partner of the Bidder, in case the Bidder is a partnership firm or is in
a limited liability partnership.
3.2.5 Any entity which has been barred by the Central Government, any State Government, a
statutory authority or a public sector undertaking, as the case may be, from participating in any
project, and the bar subsists as on the Proposal Due Date (PDD), would not be eligible to
submit a Proposal either by itself or through its Associate.
3.2.6 A Bidder or its Associate should have, during the last three years, neither failed to perform on
any agreement, as evidenced by imposition of a penalty by an arbitral or judicial authority or a
judicial pronouncement or arbitration award against the Bidder or its Associate, nor been
expelled from any project or agreement nor have had any agreement terminated for breach by
such Bidder or its Associate.
3.2.7 While submitting a Proposal, the Bidder should attach clearly marked and referenced
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Continuation sheets in the event that the space provided in the specified form in the Annexure
is insufficient. Alternatively, Bidders may format the specified forms making due provision for
incorporation of the requested information.
3.3
Conflict of Interest
3.3.1 A Bidder shall not have a conflict of interest that may affect the Selection Process or the
Consultancy (the “Conflict of Interest”). Any Bidder found to have a Conflict of Interest shall
be disqualified. In the event of disqualification, the Agency shall forfeit and appropriate the
EMD towards the mutually agreed genuine, pre-estimated compensation and damages payable
to the Agency for, inter alia, the time, cost and effort of the Agency including consideration of
such Bidder’s Proposal, without prejudice to any other right or remedy that may be available to
the Agency hereunder or otherwise.
3.3.2 The Agency requires that the vendor provides professional, objective, and impartial advice,
holds at all times the Agency’s interests paramount, avoids conflicts with other assignments or
its own interests, and acts without any consideration for future work. The Vendor shall not
accept or engage in any assignment that would be in conflict with its prior or current
obligations to other clients, or that may place it in a position of not being able to carry out the
assignment in the best interests of the Agency .
3.3.3 Some guiding principles for identifying and addressing Conflicts of Interest have been
illustrated in the Guidance Note at Clause 11. Without limiting the generality of the above, a
Bidder shall be deemed to have a Conflict of Interest affecting the Selection Process, if:
(a) The Bidder, its consortium member (the “Member”) or Associate (or any constituent
thereof) and any other Bidder, its consortium member or Associate (or any constituent thereof)
have common controlling shareholders or other ownership interest; provided that this
disqualification shall not apply in cases where the direct or indirect shareholding or ownership
interest of a Bidder, its Member or Associate (or any shareholder thereof having a shareholding
of more than 5 per cent of the paid up and subscribed share capital of such Bidder, Member or
Associate, as the case may be) in the other Bidder, its consortium member or Associate is less
than 5% (five per cent) of the subscribed and paid up equity share capital thereof; provided
further that this disqualification shall not apply to any ownership by a bank, insurance
company, pension fund or a public financial institution referred to in Section 4A of the
Companies Act, 1956. For the purposes of this Clause, indirect shareholding held through one
or more intermediate persons shall be computed as follows:
(a1) where any intermediary is controlled by a person through management control or
otherwise, the entire shareholding held by such controlled intermediary in any other
person (the “Subject Person”) shall be taken into account for computing the
shareholding of such controlling person in the Subject Person; and
(a2) subject always to sub- Clause (a1) above, where a person does not exercise control
over an intermediary, which has shareholding in the Subject Person, the computation of
indirect shareholding of such person in the Subject Person shall be undertaken on a
proportionate basis; provided, however, that no such shareholding shall be reckoned
under this sub-Clause (a2), if the shareholding of such person in the intermediary is less
than 26% (twenty six per cent) of the subscribed and paid up equity shareholding of
such intermediary; or
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(b) A constituent of such Bidder is also a constituent of another Bidder; or
(c) Such Bidder or its Associate receives or has received any direct or indirect subsidy or
grant from any other Bidder or its Associate; or
(d) Such Bidder has the same legal representative for purposes of this application as
any other Bidder; or
(e) Such Bidder has a relationship with another Bidder, directly or through common third
parties, that puts them in a position to have access to each others’ information about, or to
influence the Application of either or each of the other Bidder; or
(f) There is a conflict among this and other consulting assignments of the Bidder (including its
personnel and Sub-vendor) and any subsidiaries or entities controlled by such Bidder or having
common controlling shareholders. The duties of the Vendor will depend on the circumstances
of each case. While providing consultancy services to the Agency for this particular
assignment, the Vendor shall not take up any assignment that by its nature will result in
conflict with the present assignment; or
(g) A firm which has been engaged by the Agency to provide services for a project, and its
Associates, will be disqualified from providing consulting services for the same project save
and except as provided in Clause 3.3.4; conversely, a firm hired to provide consulting services
for the preparation or implementation of a project, and its Members or Associates, will be
disqualified from subsequently providing services related to the same project; or
(h) The Bidder, its Member or Associate (or any constituent thereof), and the bidder or
Concessionaire, if any, for the Project, its contractor(s) or sub-contractor(s) (or any constituent
thereof) have common controlling shareholders or other ownership interest; provided that this
disqualification shall not apply in cases where the direct or indirect shareholding or ownership
interest of an Bidder, its Member or Associate (or any shareholder thereof having a
shareholding of more than 5% (five per cent) of the paid up and subscribed share capital of
such Bidder, Member or Associate, as the case may be,) in the bidder or Concessionaire, if any,
or its contractor(s) or subcontractor(s) is less than 5% (five per cent) of the paid up and
subscribed share capital of such Concessionaire or its contractor(s) or sub-contractor(s);
provided further that this disqualification shall not apply to ownership by a bank, insurance
company, pension fund or a Public Financial Institution referred to in section 4A of the
Companies Act, 1956. For the purposes of this sub-Clause (h), indirect shareholding shall be
computed in accordance with the provisions of sub- Clause (a) above.
For purposes of this RFP, Associate means, in relation to the Bidder, a person who controls, is
controlled by, or is under the common control with such Bidder (the “Associate”). As used in
this definition, the expression “control” means, with respect to a person which is a company or
corporation, the ownership, directly or indirectly, of more than 50% (fifty per cent) of the
voting shares of such person, and with respect to a person which is not a company or
corporation, the power to direct the management and policies of such person by operation of
law or by contract.
3.3.4 Any Bidder eventually appointed to provide Vendor for this Project, and its Associates, shall be
disqualified from subsequently providing services related to the operation of the same Project
and any breach of this obligation shall be construed as Conflict of Interest; provided that the
restriction herein shall not apply after a period of 5 (five) years from the completion of this
assignment or to consulting assignments granted by banks/ lenders at any time; provided further
that this restriction shall not apply to consultancy/ advisory services performed for the Agency
in continuation of this Consultancy or to any subsequent consultancy/ advisory services
performed for the Agency in accordance with the rules of the Agency. For the avoidance of
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doubt, an entity affiliated with the Vendor shall include a partner in the Vendor’s firm or a
person who holds more than 5% (five per cent) of the subscribed and paid up share capital of
the Vendor, as the case may be, and any Associate thereof.
3.4
Number of Proposals
No Bidder or its Associate shall submit more than one Application (Proposal) for the Services.
A Bidder applying individually or as an Associate shall not be entitled to submit another
application either individually or as a member of any consortium, as the case may be.
3.5
Cost of Proposal / Bid
The Bidders shall be responsible for all costs associated with the preparation of their Proposals
and their participation in the Selection Process including subsequent negotiation, visits to the
Agency, Project site etc. The Agency will not be responsible or in any way liable for such
costs, regardless of the conduct or outcome of the Selection Process.
3.6.
Site visit and verification of information
Bidders are encouraged to submit their respective Proposals after visiting the Project site and
ascertaining for themselves of the quantum and quality of the existing data and the type of
work, applicable laws and regulations or any other matter considered relevant by them. Visits
shall be organized for the benefit of prospective Bidders on dates, time and venue as specified
in Clause 2.6 / 2.7.
3.7
Acknowledgement by Bidder
3.7.1 It shall be deemed that by submitting the Proposal, the Bidder has:
(a)
(b)
(c)
(d)
(e)
(f)
made a complete and careful examination of the RFP;
received all relevant information requested from the Agency ;
Acknowledged and accepted the risk of inadequacy, error or mistake in
the information provided in the RFP or furnished by or on behalf of the
Agency or relating to any of the matters referred to in Clause 3.2 above;
Satisfied itself about all matters, things and information, including matters
referred to in Clause 3.2 herein above, necessary and required for submitting
an Informed Application and performance of all of its obligations thereunder;
Acknowledged that it does not have a Conflict of Interest; and
Agreed to be bound by the undertaking provided by it under and in terms
hereof.
3.7.2 The Agency shall not be liable for any omission, mistake or error on the part of the Bidder in
respect of any of the above or on account of any matter or thing arising out of or concerning or
relating to RFP or the Selection Process, including any error or mistake therein or in any
information or data given by the Agency.
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3.8
Right to reject any or all Proposals
3.8.1 Notwithstanding anything contained in this RFP, the Agency reserves the right to accept or
reject any Proposal at any time without any liability or any obligation for such acceptance,
rejection or annulment, and without assigning any reasons thereof.
3.8.2 Without prejudice to the generality of Clause 3.8.1, the Agency reserves the right to reject any
Proposal if:
(a) at any time, a material misrepresentation is made or discovered, or
(b) the Bidder does not provide, within the time specified by the Agency , the
Supplemental information sought by the Agency for evaluation of the Proposal.
Misrepresentation / improper response by the Bidder may lead to the disqualification of the
Bidder. If the Bidder is the Lead Member of a consortium, then the entire consortium shall be
disqualified / rejected. If such disqualification / rejection occurs after the Proposals have been
opened and the highest ranking Bidder gets disqualified / rejected, then the Agency reserves
the right to consider the next best Bidder, or take any other measure as may be deemed fit in the
sole discretion of the Agency , including annulment of the Selection Process.
3.9
Clarifications
3.9.1 Bidders requiring any clarification on the RFP may send their queries to the Agency in writing
before the date mentioned in the Schedule of Selection Process at Clause 2.6. The envelopes
shall clearly bear the following identification:
“Queries/Request for Additional Information concerning RFP”
The Agency shall endeavour to respond to the queries within the period specified. The
responses will be sent by fax or e-mail. The Agency will post the reply to all such queries on
the Official Website and copies thereof will also be circulated to all Bidders who have
purchased the RFP document without identifying the source of queries.
3.9.2 The Agency reserves the right not to respond to any questions or provide any Clarifications, in
its sole discretion, and nothing in this Clause shall be construed as obliging the Agency to
respond to any question or to provide any clarification.
3.10
Amendments to RFP
3.10.1 At any time prior to the deadline for submission of Proposal, the Agency may, for any reason,
whether at its own initiative or in response to clarifications requested by a Bidder, modify the
RFP document by the issuance of Addendum/ Amendment and displaying it on the Official
Website and by conveying the same to the prospective Bidders (who have purchased the RFP
document) by fax or e-mail.
3.10.2 All such amendments will be notified in writing through fax or e-mail to all Bidders who have
purchased the RFP document. The amendments will also be displayed on the Official Website
along with the revised RFP containing the amendments and will be binding on all Bidders.
3.10.3 In order to afford the Bidders a reasonable time for taking an amendment into account, or for
any other reason, the Agency may, in its sole discretion, extend the Proposal Due Date.
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4.
PRE-BID CONFERENCE
4.1
Pre-Bid Conference of the Bidders shall be convened at the designated date, time and place.
Only those Bidders, who have purchased the RFP document or downloaded the same from the
Official Website, shall be allowed to participate in the Pre-Bid Conference. A maximum of two
representatives of each Bidder shall be allowed to participate on production of an Authorisation
Letter from the Bidder.
4.2
During the course of Pre-Bid Conference, the Bidders will be free to seek clarifications and
make suggestions for consideration of the Agency. The Agency shall endeavour to provide
clarifications and such further information as it may, in its sole discretion, consider appropriate
for facilitating a fair, transparent and competitive Selection Process.
5.
PREPARATION AND SUBMISSION OF PROPOSAL / BID
5.1
Language
The Proposal with all accompanying documents (the “Documents”) and all communications in
relation to or concerning the Selection Process shall be in English language and strictly on the
forms provided in this RFP. No supporting document or printed literature shall be submitted
with the Proposal unless specifically asked for and in case any of these Documents is in another
language, it must be accompanied by an accurate translation of the relevant passages in
English, in which case, for all purposes of interpretation of the Proposal, the translation in
English shall prevail.
5.2
Format and signing of Proposal
5.2.1 The Bidder shall provide all the information sought under this RFP. The Agency would
evaluate only those Proposals that are received in the specified forms and complete in all
respects.
5.2.2 The Bidder shall prepare one original set of the Proposal (together with originals/ copies of
Documents required to be submitted along therewith pursuant to this RFP) and clearly marked
“ORIGINAL”. In addition, the Bidder shall submit 2 (two) copies of the Proposal, along with
Documents, marked “COPY”. In the event of any discrepancy between the original and its
copies, the original shall prevail.
5.2.3 The Proposal and its copy shall be typed or written in indelible ink and signed by the
authorized signatory of the Bidder who shall initial each page, in blue ink. All the alterations,
omissions, additions, or any other amendments made to the Proposal shall be initialled by the
person(s) signing the Proposal. The Proposals must be properly signed by the authorized
representative (the “Authorized Representative”) as detailed below:
(a)
(b)
(c)
By the proprietor, in case of a proprietary firm; or
By a partner, in case of a partnership firm and/or a limited liability
partnership; or
By a duly authorized person holding the Power of Attorney, in case of a
11
(d)
Limited Company or a corporation; or
By the authorized representative of the Lead Member, in case of consortium.
A copy of the Power of Attorney certified under the hands of a partner or director of the Bidder
and notarized by a notary public in the form specified in Annexure IX (Form-6) shall
accompany the Proposal.
5.2.4 Bidders should note the Proposal Due Date, as specified in Clause 2.6, for submission of
proposals. Except as specifically provided in this RFP, no supplementary material will be
entertained by the Agency and that evaluation will be carried out only on the basis of
Documents received by the closing time of Proposal Due Date as specified in Clause 2.6.
Bidders will ordinarily not be asked to provide additional material information or documents
subsequent to the date of submission, and unsolicited material if submitted will be summarily
rejected. For avoidance of any doubt, the Agency reserves the right to seek clarifications under
and in accordance with the provisions of Clauses 4.2.4 and 6.4.1. Bidder shall not submit any
document after PDD except in response to any clarification sought by JaKLaRMA and in
response to clarifications no change shall be made.
5.3
Technical Proposal /Bid
5.3.1 Bidders shall submit the technical proposal in the formats at Annexure IX (the “Technical
Proposal”).
5.3.2 While submitting the Technical Proposal, the Bidder shall, in particular, ensure that:
(a)
(b)
(c)
(d)
(e)
(f)
(g)
(h)
(i)
(j)
(k)
(l)
The EMD is provided;
All forms are submitted in the prescribed formats and signed by the
Prescribed signatories;
Power of Attorney, if applicable, is executed as per Applicable Laws;
CVs of all Professional Personnel have been included;
Key Personnel have been proposed only if they meet the Conditions of
Eligibility laid down at Clause 3.1.4 of the RFP;
No alternative proposal for any Key Personnel is being made and only
one CV for each position has been furnished;
The CVs have been recently signed and dated in blue ink by respective
Personnel and countersigned by the Bidder. Photocopy or unsigned /
countersigned CVs shall be rejected;
The CVs shall contain an undertaking from the respective Key Personnel
about his/her availability for the duration specified in the RFP;
Professional Personnel proposed have good working knowledge of English
Language and some of them have good working knowledge of Urdu also;
Key Personnel would be available for the period indicated in the TOR;
No Key Personnel should have attained the age of 75 (seventy five) years
at the time of submitting the proposal; and
The proposal is responsive in terms of Clause 6.2.3.
5.3.3 Failure to comply with the requirements spelt out in Clause 5.3.2 shall make the Proposal liable
to be rejected.
5.3.4 If an individual Key Personnel makes a false averment regarding his qualification, experience
12
or other particulars, or his commitment regarding availability for the Project is not fulfilled at
any stage after signing of the Agreement, he shall be liable to be debarred for any future
assignment of the Agency for a period of 5 (five) years. The award of this service to the Bidder
may also be liable to cancellation in such an event.
5.3.5 The Technical Proposal shall not include any financial information relating to the Financial
Proposal.
5.3.6 The proposed team shall be composed of experts and specialists (the “Professional
Personnel”) in their respective areas of expertise and managerial/support staff (the “Support
Personnel”) such that the Vendor should be able to complete the Project within the specified
time schedule. The Key Personnel specified in Clause 3.1.4 shall be included in the proposed
team of Professional Personnel. Other competent and experienced Professional Personnel in the
relevant areas of expertise must be added as required for successful completion of these
services. The CV of each such Professional Personnel, if any, should also be submitted in the
format at Form-11 of Annexure IX
5.3.7 A Bidder may, if it considers necessary, propose suitable Sub-Vendor /Consortium in specific
areas of expertise. Credentials of such firms should be submitted in Form-15 of Annexure IX.
A Sub-Vendor/Consortium, however, shall not be a substitute for any Key Personnel.
5.3.8 The Agency reserves the right to verify all statements, information and documents, submitted
by the Bidder in response to the RFP. Any such verification or the lack of such verification by
the Agency to undertake such verification shall not relieve the Bidder of its obligations or
liabilities hereunder nor will it affect any rights of the Agency there-under.
5.3.9 In case it is found during the evaluation or at any time before signing of the Agreement or after
its execution and during the period of subsistence thereof, that one or more of the eligibility
conditions have not been met by the Bidder or the Bidder has made material misrepresentation
or has given any materially incorrect or false information, the Bidder shall be disqualified
forthwith if not yet appointed as the Vendor either by issue of the LOA or entering into of the
Agreement, and if the Selected Bidder has already been issued the LOA or has entered into the
Agreement, as the case may be, the same shall, notwithstanding anything to the contrary
contained therein or in this RFP, be liable to be terminated, by a communication in writing by
the Agency and the Agency shall not be liable in any manner whatsoever to the Bidder or
Vendor, as the case may be.
In such an event, the Agency shall forfeit and appropriate the EMD as mutually agreed preestimated compensation and damages payable to the Agency for, inter alia, time, cost and
effort of the Agency , without prejudice to any other right or remedy that may be available to
the Agency.
5.4
Financial Proposal / Bid
5.4.1 Bidders shall submit the financial proposal in the formats at Annexure III (the “Financial
Proposal”) clearly indicating the total cost of the services in both figures and words, in Indian
Rupees, and signed by the Bidder’s Authorized Representative. In the event of any difference
between figures and words, the amount indicated in words shall prevail. In the event of a
difference between the arithmetic total and the total shown in the Financial Proposal, the lower
of the two shall prevail.
13
5.4.2 While submitting the Financial Proposal, the Bidder shall ensure the following:
(i) All the costs associated with the assignment shall be included in the Financial Proposal. These
shall normally cover as per scope of work remuneration for all the Personnel (Expatriate and
Resident, in the field, office etc), accommodation, air fare, equipment, printing of documents,
surveys, geo-technical investigations etc. The total amount indicated in the Financial Proposal
shall be without any condition attached or subject to any assumption, and shall be final and
binding. In case any assumption or condition is indicated in the Financial Proposal, it shall be
considered non-responsive and liable to be rejected.
(ii) The Financial Proposal shall take into account all expenses and tax liabilities. For the avoidance
of doubt, it is clarified that all taxes shall be deemed to be included in the costs shown under
different items of the Financial Proposal. Further, all payments shall be subject to deduction of
taxes at source as per Applicable Laws.
(iii)Costs (including break down of costs) shall be expressed in INR.
5.5
Submission of Proposal / Bid
5.5.1 The Bidders shall submit the Proposal in hard bound form with all pages numbered serially and
by giving an index of submissions. Each page of the submission shall be initialled by the
Authorized Representative of the Bidder as per the terms of the RFP. In case the proposal is
submitted on the document downloaded from Official Website, the Bidder shall be responsible
for its accuracy and correctness as per the version uploaded by the Agency and shall ensure
that there are no changes caused in the content of the downloaded document. In case of any
discrepancy between the downloaded or photocopied version of the RFP and the original RFP
issued by the Agency, the latter shall prevail.
5.5.2 The Proposal will be sealed in an outer envelope which will bear the address of the Agency as
indicated at Clause 13.2 and the instructions contained therein need to be followed.
If the envelope is not sealed and marked as per instructions, the Agency assumes no
responsibility for the misplacement or premature opening of the contents of the Proposal
submitted and consequent losses, if any, suffered by the Bidder.
5.5.3 The aforesaid outer envelope will contain three separate sealed envelopes as mentioned under
Clause 13.2. The “Technical Proposal” shall contain:
(i) Application in the prescribed format ( Form-1 to Form-15 of Annexure IX ) along with all
supporting documents;
and
(ii) EMD as specified in Clause 5.9 / Clause 13.1 and RFP Document cost.
The envelope marked “Financial Proposal” shall contain the financial proposal in the
prescribed format in Annexure III of ToR.
5.5.4 The Technical Proposal and Financial Proposal shall be typed or written in indelible ink and
signed by the Authorized Representative of the Bidder. All pages of the original Technical
Proposal and Financial Proposal must be numbered and initialled by the person or persons
14
signing the Proposal.
5.5.5 The completed Proposal must be delivered on or before the specified time on Proposal Due
Date. Proposals submitted by fax, telex, telegram shall not be entertained.
5.5.6 The Proposal shall be made in the Forms specified in this RFP. Any attachment to such Forms
must be provided on separate sheets of paper and only information that is directly relevant
should be provided. This may include photocopies of the relevant pages of printed documents.
No separate documents like printed annual statements, company brochures, copy of contracts
etc. will be entertained.
5.5.7 The rates quoted shall be firm throughout the period of performance of the assignment up to
discharge of all obligations of the Vendor under the Agreement.
5.6
Proposal Due Date
5.6.1 Proposal should be submitted on or before the Proposal Due Date at or before 1600 hrs in the
manner and form as detailed in this RFP. A receipt thereof should be obtained from the person
specified therein.
5.6.2 The Agency may, in its sole discretion, extend the Proposal Due Date by issuing separate
notice.
5.7
Late Proposals
Proposals received by the Agency after the specified time on Proposal Due Date shall not be
eligible for consideration and shall be summarily rejected.
5.8
Modification/ substitution/ withdrawal of Proposals
5.8.1 The Bidder may modify, substitute, or withdraw its Proposal after submission, provided that
written notice of the modification, substitution, or withdrawal is received by the Agency prior
to Proposal Due Date. No Proposal shall be modified, substituted, or withdrawn by the Bidder
on or after the Proposal Due Date.
5.8.2 The modification, substitution, or withdrawal notice shall be prepared, sealed, marked, and
delivered in accordance with Clause 5.5, with the envelopes being additionally marked
“MODIFICATION”, “SUBSTITUTION” or “WITHDRAWAL”, as appropriate.
5.8.3 Any alteration / modification in the Proposal or additional information or material supplied
subsequent to the Proposal Due Date, unless the same has been expressly sought for by the
Agency, shall be disregarded.
5.9
Earnest Money Deposit (EMD)
5.9.1 The Bidder shall furnish as part of its Proposal, EMD of Rs. 20 Lakhs (Twenty Lakhs) in the
form of a Demand Draft issued by one of the Nationalized/ Scheduled Banks in India in favour
of “Chief Executive Officer, JaKLaRMA, Govt. of J&K, Jammu” payable at Jammu (the
“EMD”), returnable not later than 90 (Ninety) days from PDD except in the case of the two
highest ranked Bidders. In the event that the first ranked Bidder commences the assignment as
15
required in Clause 8.6, the second ranked Bidder (R2), who has been kept in reserve, shall be
returned its EMD forthwith, but in no case later than 180 days (one hundred and eighty days)
from PDD. The Selected Bidder’s EMD shall be returned when the Bidder signs the Agreement
and submits Performance Bank Guarantee and completes all other formalities.
5.9.2 Any Bid not accompanied by the EMD shall be rejected by the Agency declaring it as
nonresponsive.
5.9.3 The Agency shall not be liable to pay any interest on the EMD and the same shall be Interest
free.
5.9.4 The Bidder, by submitting its Application pursuant to this RFP, shall be deemed to have
acknowledged that without prejudice to the Agency’s any other right or remedy hereunder or in
law or otherwise, the EMD shall be forfeited and appropriated by the Agency as the mutually
agreed pre-estimated compensation and damage payable to the Agency for, inter alia, the time,
cost and effort of the Agency in regard to the RFP including the consideration and evaluation of
the Proposal under the following conditions:
a. If a Bidder submits a non-responsive Proposal;
b. If a Bidder engages in any of the Prohibited Practices specified in Clause 9 of this
RFP;
c. If a Bidder withdraws its Proposal during the period of its validity as specified in this
RFP and as extended by the Bidder from time to time;
d. In the case of a Selected Bidder, if the Bidder fails to sign the Agreement or commence
the assignment as specified in Clauses 8.4, 8.5 and 8.6 respectively, or
e. If the Bidder is found to have a Conflict of Interest as specified in Clause 3.3.
6.
EVALUATION PROCESS
6.1
QUALIFICATION CRITERIA
The Vendor should meet the following criteria as on the date of submission of the bid and
should submit documentary proof where-ever possible:
1. Bidder will have to give
the Registration No. of the firm, CST No., EPF Account
(Annexure-V) / Sales / Service Tax / VAT documents in their respective bid document.
2. The bidder should have credential for digitization of cadastral maps and GIS oriented work
in Government Agencies / Private (Nationally / Internationally). The work completion
certificate / Work Order / Performance Certificate should be enclosed in the Technical Bid.
3. Turnover of the firm must exceed Rs.5 (Five) crore per annum from geo-spatial activity
including software development during each of the 3 (three) financial years preceding the
Proposal Due Date.
4. The bidder should submit Income Tax Return statement and Auditor’s Report and at least three
duly signed copies of orders in support of Turnover details.
16
5. The bidder should have at least 50 GIS and CAD Professionals on their payroll for the activities
related to Map Scanning and Digitization (Attach the list of key Employees with exposure to
Projects and Technologies).
6. The Bidder should have professionals for data entry in Urdu, as all the land records of the
Agency are in Urdu. However, the outputs (Text appearing in maps / records/ Reports) are be
made available in Urdu, Hindi, and English as per requirement. If not, Bidders should submit
strategy to do so.
7. Bidders having ISO (9001:2000) or equivalent certification would be preferred.
8. Bidders should furnish details of Hardware / Legal Software / Surveying Equipments with
Technical specifications.
6.2
Evaluation of Proposals / Bids
6.2.1 The Agency shall open the Proposals / Bids at 11:00 hours on 21.1.2015, at the place specified
in Clause 2.6 and in the presence of the Bidders who choose to attend. The envelopes marked
“Pre-qualification of Bidders” are to be opened first followed by “Technical Bid”. The
“Financial Bid” will only be opened if the Technical Bid secures the minimum marks as per the
Clause 7.1.3. The envelopes marked “Financial Bid” shall be kept sealed for opening at a
specified date.
6.2.2 Proposals for which a notice of withdrawal has been submitted in accordance with Clause 5.8
shall not be opened.
6.2.3 Prior to evaluation of Proposals/ Bids, the Agency will determine whether each Proposal is
responsive to the requirements of the RFP. The Agency may, in its sole discretion, reject any
Proposal that is not responsive. A Proposal shall be considered responsive only if:
(a)
(b)
(c)
(d)
(e)
6.2.4
The Agency reserves the right to reject any Proposal which is non-responsive and no request
for alteration, modification, substitution or withdrawal shall be entertained by the Agency in
respect of such Proposals.
(f)
(g)
The Technical Proposal/Bid is received in the forms specified at Annexure IX;
It is received by the Proposal Due Date including any extension thereof
pursuant to Clause 2.6;
It is accompanied by the EMD as specified in Clause 5.9 / Clause 13.1.
It is signed, sealed, bound together in hard cover and marked as stipulated in
Clause 5;
It is accompanied by the Power of Attorney as per Form 6 or Form 6(a) of
Annexure IX;
It contains all the information (complete in all respects) as requested in the
the RFP;
It does not contain any condition or qualification.
6.2.5 The Agency shall subsequently examine and evaluate Proposals in accordance with the
Selection Process specified at Clause 7.1.3 and the criteria set out in Clause 7.3 and 7.4 of this
RFP.
6.2.6 After the technical evaluation, the Agency shall prepare a list of shortlisted Bidders in terms of
Clause 7.1.3 for opening of their Financial Proposals. A date, time and venue will be notified to
all Bidders for announcing the result of evaluation and opening of Financial Proposals. Before
17
opening of the Financial Proposals, the list of pre-qualified and shortlisted Bidders along with
their Technical Score will be read out. The opening of Financial Proposals shall be done in
presence of respective representatives of Bidders who choose to be present. The Agency will
not entertain any query or clarification from Bidders who fail to qualify at any stage of the
Selection Process. The financial evaluation and final ranking of the Proposals shall be carried
out in terms of Clauses 7.3 and 7.4.
6.2.7 Bidders are advised that Selection will be entirely at the discretion of the Agency. Bidders will
be deemed to have understood and agreed that no explanation or justification on any aspect of
the Selection Process or Selection will be given.
6.2.8 Any information contained in the Proposal shall not in any way be construed as binding on the
Agency, its agents, successors or assigns, but shall be binding against the Bidder if the
Consultancy is subsequently awarded to it.
6.3
Confidentiality
Information relating to the examination, clarification, evaluation, and recommendation for the
selection of Bidders shall not be disclosed to any person who is not officially concerned with
the process or is not a retained professional adviser advising the Agency in relation to matters
arising out of, or concerning the Selection Process. The Agency will treat all information,
submitted as part of the Proposal, in confidence and will require all those who have access to
such material to treat the same in confidence. The Agency may not divulge any such
information unless it is directed to do so by any statutory entity that has the power under law to
require its disclosure or is to enforce or assert any right or privilege of the statutory entity
and/or the Agency.
6.4
Clarifications
6.4.1 To facilitate evaluation of Proposals, the Agency may, at its sole discretion, seek clarifications
from any Bidder regarding its Proposal. Such clarification(s) shall be provided within the time
specified by the Agency for this purpose. Any request for clarification(s) and all clarification(s)
in response thereto shall be in writing.
6.4.2 If a Bidder does not provide clarifications sought under Clause 6.4.1 above within the specified
time, its Proposal shall be liable to be rejected. In case the proposal is not rejected, the Agency
may proceed to evaluate the proposal by construing the particulars requiring clarifications to
the best of its understanding, and the bidder shall be barred from subsequently questioning such
interpretation of the Agency.
7.
CRITERIA FOR EVALUATION
7.1
Evaluation of Technical Proposals / Bids
7.1.1 Technical Proposals will be evaluated on the basis of Bidder’s experience, its understanding of
ToR, proposed methodology and Work Plan, and experience of Key Personnel. Only those
Bidders whose Technical Proposals score 60 marks or more out of 100 shall qualify for further
consideration, and shall be ranked from highest to the lowest on the basis of their technical
18
score (TS).
7.1.2 The Bidder must score a minimum of 60 points out of 100 to be eligible for further
consideration for award of work. Financial bid shall not be opened in such cases where
Technical Score is less than 60 %.
7.1.3 The scoring criteria based upon the concept of Quality-cum-Cost Based Selection (QCBS)
will be followed for evaluation. For this weight-age as provided below shall be given while
evaluating the Technical Bids of the prospective Vendor:
Technical BID Evaluation Criteria:
Item Parameter
Code
1
Relevant
Experience of
the Bidder
2
Approach &
Methodology
( Refer
Annexure IX
Form 12 )
Evaluation Criteria
Maximum
Marks
a) Implemented at least one project related to 40
cadastral map digitisation:
(5)
b) At least Three GIS Projects related to
digitisation using scanned maps and High
Resolution Satellite Imagery (HRSI) and
implementation of project value not less than INR
50 Lakhs ( 2 marks for each project completed): (6)
c)At least one project of spatial data integration: (5)
d) Overall experience and credentials of the firm:
(15)
i) Financial strength, capacity of firm: (7)
< 5 crore = 0 marks, 5 Crores 1 marks,
further 1 marks for each 1 crore, maximum
marks 7.
ii) Turnover from Software Development
Services, (4). 1 marks for each 1 crore with a
maximum of 4 marks.
iii) Years of Experience in MIS/GIS:
(4)
1 marks for each 1 years, with maximum
marks of 4.
e) Cadastral experience of J&K / Punjab/ Haryana/
Delhi/ Western U.P. (un-divided) / Rajasthan /
Himachal Pradesh :
(5)
f) Sufficient Resources for Data Entry in Urdu :(4).
a) Clear understanding of ToR and scope of 25
services including their interpretation:
(10)
b) Methodology and Work Plan including Team
organisation for an efficient activity scheduling.
Work Plan for 10 more districts also needs to be
given:
(15)
19
3
Key Personnel
(minimum 50
GIS and CAD
personal
dedicated to
this project are
required)
4
Evaluation
Committee
observations
15
a) Hard copy of the Technical Presentation of the 20
capabilities of the organisation, implementation
plan including time-lines for this project : (10)
b) Corporate Social Responsibility (CSR)
performances :
(5)
c) ISO or Equivalent Certification:
(5)
G. Total
100
Note: Minimum 60 marks are required in Technical Bid evaluation for further consideration. The
score given by the Evaluation Committee of the Agency shall be final and binding on all the
bidders and no representation in this regard shall be entertained.
( Also see Notes at the end of Anexure II)
7.2
Short-listing of Bidders
The Bidders securing 60 points and above will be ranked from highest to lowest. The Vendor
so shortlisted shall stand qualified for financial evaluation in the second stage. However, if the
number of such prequalified Bidders is less than two, the Agency may, in its sole discretion,
pre-qualify the Bidder(s) whose technical score is less than 60 points even if such Bidder(s)
do(es) not qualify in terms of Clause 7.1; provided that in such an event, the total number of
pre-qualified and short-listed Bidders shall not exceed two.
7.2.1 The short-listed Vendor will be invited to give Technical Presentation of the capabilities of the
Organisation, its relevant experience, infrastructure relevant to the project, implementation
plan including time-lines for this project. The presentation should be focused and will carry 50
marks. Thus, Technical Bid will be worth 150 marks including 100 marks as per detailed
above.
7.3
Evaluation of Financial Proposals / Bids
7.3.1 In the second stage, the financial evaluation will be carried out and as per this Clause,
each Financial Proposal will be assigned a financial score (SF).
7.3.2 For financial evaluation, the total cost indicated in the Financial Proposal, excluding Additional
Costs, will be considered. Additional Costs shall include items specified as such in Financial
Proposal of Annexure-III of ToR.
7.3.3 The Agency will determine whether the Financial Proposals are complete, unqualified and
unconditional. The cost indicated in the Financial Proposal shall be deemed as final and
20
reflecting the total cost of services. Omissions, if any, in costing any item shall not entitle the
firm to be compensated and the liability to fulfil its obligations as per the ToR within the total
quoted price shall be that of the Vendor. The lowest Financial Proposal (FM) will be given a
financial score (SF) of 100 points. The financial scores of other proposals will be computed as
follows:
SF =100 x FM/FS ( where FS = Amount of Financial Proposal under consideration).
7.4
Combined and final evaluation
7.4.1 Proposals will finally be ranked according to their combined Technical (ST) and Financial (SF)
scores as follows: S = ST x Tw + SF x Fw
where ST = 100 x TS /TH; TH is 150 and TS is Technical Score of the prospective bidder out
of 150.
Where S is the combined Score and Tw and Fw are weights assigned to the Technical
Proposal and Financial Proposal that shall be 0.70 and 0.30, respectively.
8.
APPOINTMENT OF VENDOR
8.1
Negotiations
8.1.1 The Selected Bidder may, if necessary, be invited for negotiations. The negotiations shall
generally not be for reducing the price of the Proposal, but will be for re-confirming the
obligations of the Vendor under this RFP. Issues such as deployment of Key Personnel,
understanding of the RFP, methodology and quality of the work plan shall be discussed during
negotiations.
8.1.2 Verification of Infrastructure by the Board / Committee members on vendor’s site
The Vendor will provide the under-mentioned details as part of Technical Bid:
(i)
Number of Computers / hardware/ Surveying equipments, with make, model
and technical specs, to be used for execution of the project.
(ii)
Number of personnel to be engaged for the project. If currently not employed,
then strategy to reach that number (if fails to recruit these personnel before
award of the project, then the bidder is liable to lose the contract). Semi-skilled
personnel may be hired locally also.
(iii) List of legal software(s) (with number). Legal Software compliance is to be
passed to Sub-Contractors as well and that is to be ensured.
Before the award of the contract, user may visit the facilities of the short-listed Vendor /
companies and verify the plan as submitted.
8.1.3 The Agency will examine the CVs of all other Professional Personnel and those not found
suitable shall be replaced by the Bidder to the satisfaction of the Agency .
8.1.4 The Agency will examine the credentials of all Sub-Vendors / Consortium members proposed
for this service and those not found suitable shall be replaced by the Bidder to the satisfaction
21
of the Agency.
8.2
Substitution of Key Personnel
8.2.1 The Agency will not normally consider any request of the Selected Bidder for substitution of
Key Personnel as the ranking of the Bidder is based on the evaluation of Key Personnel and any
change therein may upset the ranking. Substitution will, however, be permitted if the Key
Personnel is not available for reasons of any incapacity or due to health, subject to equally or
better qualified and experienced personnel being provided to the satisfaction of the Agency .
8.2.2 The Agency expects all the Key Personnel to be available during execution of the Project. The
Agency will not consider substitution of Key Personnel except for reasons of any incapacity or
due to health. Such substitution shall ordinarily be limited to one Key Personnel subject to
equally or better qualified and experienced personnel being provided to the satisfaction of the
Agency. As a condition to such substitution, a sum equal to 20% (twenty per cent) of the
remuneration specified for the original Key Personnel shall be deducted from the payments due
to the Bidder. In the case of a second substitution hereunder, such deduction shall be 50% (fifty
per cent) of the remuneration specified for the original Key Personnel. Any further substitution
may lead to disqualification of the Bidder or termination of the Agreement.
8.2.3 Substitution of the Team Leader will not normally be considered and may lead to
disqualification of the Bidder or termination of the Agreement.
8.3
Indemnity
The Bidder shall, subject to the provisions of the Agreement, indemnify the Agency for an
amount not exceeding 3 (three) times the value of the Agreement for any direct loss or damage
that is caused due to any deficiency in services.
8.4
Award of work
After selection, a Letter of Award (the “LOA”) shall be issued, in duplicate, by the Agency to
the Selected Bidder and the Selected Bidder shall, within 7 (seven) days of the receipt of the
LOA, sign and return the duplicate copy of the LOA in acknowledgement thereof. In the event
the duplicate copy of the LOA duly signed by the Selected Bidder is not received by the
stipulated date, the Agency may, unless it consents to extension of time for submission thereof,
appropriate the EMD of such Bidder as mutually agreed genuine pre-estimated loss and damage
suffered by the Agency on account of failure of the Selected Bidder to acknowledge the LOA,
and the next highest ranking Bidder may be considered.
8.5
Execution of Agreement
After acknowledgement of the LOA as aforesaid by the Selected Bidder, it shall execute the
Service Level Agreement within the period prescribed in Clause 22.11. The Selected Bidder
shall not be entitled to seek any deviation in the Agreement.
22
8.6
Commencement of assignment
The Selected Bidders shall commence the Services at the Project site within 7 (seven) days of
the date of the Agreement or such other date as may be mutually agreed.
8.7
Proprietary data
Subject to the provisions of Clause 6.3, all documents and other information provided by the
Agency or submitted by a Bidder to the Agency shall remain or become the property of the
Agency. Bidders and the Vendor, as the case may be, are to treat all information as strictly
confidential. The Agency will not return any Proposal or any information related thereto. All
information collected, analyzed, processed or in whatever manner provided by the Vendor to
the Agency in relation to the services shall be the property of the Agency.
9.
FRAUD AND CORRUPT PRACTICES
9.1
The Bidders and their respective officers, employees, agents and advisers shall observe the
highest standard of ethics during the Selection Process. Notwithstanding anything to the
contrary contained in this RFP, the Agency shall reject a Proposal without being liable in any
manner whatsoever to the Bidder, if it determines that the Bidder has, directly or indirectly or
through an agent, engaged in corrupt practice, fraudulent practice, coercive practice,
undesirable practice or restrictive practice (collectively the “Prohibited Practices”) in the
Selection Process. In such an event, the Agency shall, without prejudice to its any other rights
or remedies, forfeit and appropriate the EMD or Performance Bank Guarantee, as the case may
be, as mutually agreed genuine pre-estimated compensation and damages payable to the
Agency for, inter alia, time, cost and effort of the Agency, in regard to the RFP, including
consideration and evaluation of such Bidder’s Proposal.
9.2
Without prejudice to the rights of the Agency under Clause 9.1 above and the rights and
remedies which the Agency may have under the LOA or the Agreement, if a Bidder or Vendor,
as the case may be, is found by the Agency to have directly or indirectly or through an agent,
engaged or indulged in any corrupt practice, fraudulent practice, coercive practice, undesirable
practice or restrictive practice during the Selection Process, or after the issue of the LOA or the
execution of the Agreement, such Bidder or Vendor shall not be eligible to participate in any
tender or RFP issued by the Agency during a period of 2 (two) years from the date such Bidder
or Vendor, as the case may be, is found by the Agency to have directly or through an agent,
engaged or indulged in any corrupt practice, fraudulent practice, coercive practice, undesirable
practice or restrictive practice, as the case may be.
For the purposes of this Section, the following terms shall have the meaning hereinafter
respectively assigned to them:
(a)
“Corrupt Practice” means (i) the offering, giving, receiving, or soliciting, directly or
indirectly, of anything of value to influence the action of any person connected with the
Selection Process (for avoidance of doubt, offering of employment to or employing or
engaging in any manner whatsoever, directly or indirectly, any official of the Agency who is or
has been associated in any manner, directly or indirectly with the Selection Process or the LOA
or has dealt with matters concerning the Agreement or arising there from, before or after the
execution thereof, at any time prior to the expiry of one year from the date such official resigns
23
or retires from or otherwise ceases to be in the service of the Agency , shall be deemed to
constitute influencing the actions of a person connected with the Selection Process); or (ii)
save as provided herein, engaging in any manner whatsoever, whether during the Selection
Process or after the issue of the LOA or after the execution of the Agreement, as the case may
be, any person in respect of any matter relating to the Project or the LOA or the Agreement,
who at any time has been or is a legal, financial or technical vendor/ adviser of the Agency in
relation to any matter concerning the Project;
(b)
“Fraudulent Practice” means a misrepresentation or omission of facts or disclosure of
incomplete facts, in order to influence the Selection Process;
(c)
“Coercive Practice” means impairing or harming or threatening to impair or harm,
directly or indirectly, any persons or property to influence any person’s participation or action
in the Selection Process;
(d)
“Undesirable Practice” means
(i) Establishing contact with any person connected with or employed or engaged by
the Agency with the objective of canvassing, lobbying or in any manner influencing or
attempting to influence the Selection Process; or
(ii) Having a Conflict of Interest; and
(e)
“Restrictive Practice” means forming a cartel or arriving at any understanding or
arrangement among Bidders with the objective of restricting or manipulating a full and fair
competition in the Selection Process.
10.
MISCELLANEOUS
10.1
The Selection Process shall be governed by, and construed in accordance with, the laws of
India and the State of J&K. The Courts at Jammu / Srinagar (Jammu & Kashmir) shall have
exclusive jurisdiction over all disputes arising under, pursuant to and / or in connection with
the Selection Process.
10.2
The Agency, in its sole discretion and without incurring any obligation or liability, reserves the
right, at any time, to:
(a)
10.3
It shall be deemed that by submitting the Proposal, the Bidder agrees and releases the Agency ,
its employees, agents and advisers, irrevocably, unconditionally, fully and finally from any and
all liability for claims, losses, damages, costs, expenses or liabilities in any way related to or
arising from the exercise of any rights and/or performance of any obligations hereunder,
pursuant hereto and/or in connection herewith and waives any and all rights and/or claims it
may have in this respect, whether actual or contingent, whether present or future.
(b)
(c)
(d)
Suspend and/or cancel the Selection Process and/or amend and/or supplement
the Selection Process or modify the dates or other terms and conditions
relating thereto;
Consult with any Bidder in order to receive clarification or further
information;
Retain any information and/or evidence submitted to the Agency by, on behalf
of and/or in relation to any Bidder; and/or
Independently verify, disqualify, reject and/or accept any and all submissions
or other information and/or evidence submitted by or on behalf of any Bidder.
All documents and other information supplied by the Agency or submitted by any Bidder shall
24
remain or become, as the case may be, the property of the Agency. The Agency will not return
any submissions made hereunder. Bidders are required to treat all such documents and
information as strictly confidential.
The Agency reserves the right to make inquiries with any of the clients listed by the
Bidders in their ‘Previous experience’ record.
11.
GUIDANCE NOTE ON CONFLICT OF INTEREST
11.1 Explanation of the provisions of Clause 3.3
.
11.1.1 Vendor should be deemed to be in a conflict of interest situation if it can be reasonably
concluded that their position in a business or their personal interest could improperly influence
their judgment in the exercise of their duties. The process for selection of Vendor should avoid
both actual and perceived conflict of interest.
11.1.2 Conflict of interest may arise between the Agency and a vendor or between Vendor and present
or future concessionaries/ contractors. Some of the situations that would involve conflict of
interest are identified below:
Agency and Vendor:
(i) Potential vendor should not be privy to information from the Agency which is
not available to others; or
(ii) Potential vendor should not have defined the project when earlier working for
the Agency ; or
(iii) Potential vendor should not have recently worked for the Agency overseeing the
project.
(b)
Vendor and concessionaires/contractors:
(i)
No vendor should have an ownership interest or a continuing business
interest or an on-going relationship with a potential concessionaire/
contractor save and except relationships restricted to project-specific
and short-term assignments; or
(ii)
No vendor should be involved in owning or operating entities resulting
from the project; or
(iii) No vendor should bid for works arising from the project.
(a)
The participation of companies that may be involved as investors or consumers and officials
of the Agency who have current or recent connections to the companies involved, therefore,
needs to be avoided.
11.1.3 The normal way to identify conflicts of interest is through self-declaration by Vendor. Where a
conflict exists, which has not been declared, competing companies are likely to bring this to
the notice of the Agency. All conflicts must be declared as and when the Vendor becomes
aware of them.
11.1.4 Another way to avoid conflicts of interest is through the appropriate grouping of tasks. For
example, conflicts may arise if Vendor drawing up the terms of reference or the proposed
documentation are also eligible for the consequent assignment or project.
11.1.5 Another form of conflict of interest called “scope–creep” arises when Vendor advocates either
25
an unnecessary broadening of the terms of reference or makes recommendations which are not
in the best interest of the Agency but which will generate further work for the Vendor. Some
forms of contractual arrangements are more likely to lead to scope-creep. For example, lumpsum contracts provide fewer incentives for this, while time and material contracts provide built
in incentives for Vendor to extend the length of their assignment.
11.1.6 Every project contains potential conflicts of interest. Vendor should not only avoid any conflict
of interest, they should report any present/ potential conflict of interest to the Agency at the
earliest. Officials of the Agency involved in development of a project shall be responsible for
identifying and resolving any conflicts of interest. It should be ensured that safeguards are in
place to preserve fair and open competition and measures should be taken to eliminate any
conflict of interest arising at any stage in the process.
26
TERMS OF REFERENCE (ToR)
27
12.
INTRODUCTION
The activities /works to be carried out include, survey / re-survey, data entry of textual
attributes, digitisation of cadastral maps, integration with Records of Rights (RoR) and
management of old revenue documents, development of Web-based Enterprise GIS for land
related Applications and management of Land Records in the virtual Modern Record Rooms,
make the software operational in the Computer Centres at Niabat/Tehsil/District/ Regional
Directorate/ State levels under NLRMP Scheme of Govt. of India, in the state of Jammu &
Kashmir and to preserve the data available in the form of documents, electronic storage and
facilitate web-based retrieval and its easy access to the public and functionaries of the Agency.
The Vendor selected after completing the Bidding Process as contained in para 13 below shall
carry out the tasks enumerated in the paras to follow as per the specifications mentioned herein
and the NLRMP Guidelines issued by Govt. of India.
As mentioned under Clause 2 above, the project is envisaged to be completed in three phases,
viz.
Phase I : Two districts, one each from Jammu and Kashmir Divisions, namely, Jammu district
and Srinagar district will be taken up for end-to-end implementation of the project.
However, three tasks viz., (a) Establishing Ground Control Points (GCPs) network across the
state, as per requirement, (b) Scanning of old records and archival of scanned data and (c)
Development of Web-based Enterprise GIS are to be taken up in one go for the entire state in
Phase I only.
The scope of the present RFP is primarily limited to Phase I, but variance of rates quoted for
Phase II and Phase III will also impact the Selection of the Vendor.
Phase II: On satisfactory completion of the tasks enumerated above, 10 more districts ( 5
districts from each division) will be awarded to the same Vendor on same terms and
conditions, on mutual agreement. The Bidders should reflect variance in rates, if any, in the
Financial Bid ( refer Annexure III).
Phase III: Remaining 10 districts will be awarded to the same vendor but on mutual agreement.
The Bidders are expected to reflect any variance in rates in the Financial Bid (refer Annexure
III).
The Hardware at the Computer centres will be procured, installed and commissioned by the
Agency separately and connectivity will also be ensured in due course. However, the Vendor /
Firm to whom the job is awarded shall use its equipments (including surveying equipments),
software, man-power (skilled / semi-skilled/un-skilled) and other resources such as hiring of
vehicles and suitable accommodation etc.
The assignment specifications, terms and conditions, and various Performa for submitting the
Bids are described in this document.
28
13.
THE BIDDING PROCESS
13.1
The EMD
As contained in para 5.9, Earnest Money Deposit (EMD) amounting to INR 20 Lakhs should
be submitted in the form of Demand Draft raised from nationalized bank along with the
Proposal favouring “Chief Executive Officer, JaKLaRMA, Govt. of J&K, Jammu”
payable at Jammu.
13.2
Submission of Proposal / Bid
The bidder will submit the response to the present RFP in single packet which contains
following envelopes:
ENVELOPE-I: Pre-qualification of Bidder – The ‘CHECK LIST’ as given in Annexure I,
with Bidders response, in an envelope duly super-scribed as ‘Pre-qualification of Bidder’ and
clearly marked “TECHNICAL BID FOR MODERNISATION OF LAND RECORDS (
INCLUDING DATA ENTRY, SURVEY / RE-SURVEY, DIGITISATION OF CADASTRAL
MAPS, INTEGRATION WITH RECORDS OF RIGHTS (ROR), DEVELOPMENT OF
WEB-BASED ENTERPRISE GIS AND MANAGEMENT OF OLD REVENUE
DOCUMENTS) UNDER NLRMP IN JAMMU & KASHMIR ( JAMMU AND SRINAGAR
DISTRICTS)’’ along-with Reference Number, Due Date and with the wordings “DO NOT
OPEN BEFORE DUE DATE” along-with Reference Number, Due Date and with the
wordings “DO NOT OPEN BEFORE DUE DATE”.
In case the Bidder has shown its inability to comply with certain criteria, then its Technical as
well as Financial Bids will not be opened.
All the details will however be cross- checked for compliance in the process.
ENVELOPE-II: Technical Bid – (1 original + 1 copy) + EMD + Documents Charges of Rs.
5000 (if not already deposited).
Technical offer along with EMD and document charges (if not already deposited) should be
put in single sealed envelope clearly marked “TECHNICAL BID FOR MODERNISATION
OF LAND RECORDS (INCLUDING DATA ENTRY, SURVEY / RE-SURVEY,
DIGITISATION OF CADASTRAL MAPS, INTEGRATION WITH RECORDS OF RIGHTS
(ROR), DEVELOPMENT OF WEB-BASED ENTERPRISE GIS AND MANAGEMENT OF
OLD REVENUE DOCUMENTS) UNDER NLRMP IN JAMMU & KASHMIR ( JAMMU
AND SRINAGAR DISTRICTS)’’ along-with Reference Number, Due Date and with the
wordings “DO NOT OPEN BEFORE DUE DATE”:
ENVELOPE-III : Financial Bid
The cover containing Financial Offer should be put in single sealed envelope clearly marked
“FINANCIAL BID FOR MODERNISATION OF LAND RECORDS (INCLUDING
DIGITISATION OF CADASTRAL MAPS, SURVEY / RE-SURVEY, INTEGRATION
WITH RECORDS OF RIGHTS (ROR), DEVELOPMENT OF WEB-BASED ENTERPRISE
GIS AND MANAGEMENT OF OLD REVENUE DOCUMENTS) UNDER NLRMP IN THE
STATE OF JAMMU & KASHMIR” along-with the Reference Number, Due Date and with the
29
wordings “DO NOT OPEN BEFORE DUE DATE”:
The above mentioned three packets thus prepared should also indicate clearly the name,
address, E-mail ID and Telephone No. of the company to enable the offer to be returned
unopened in case it is declared "Late" or submitted after the due date.
The offer should be page numbered and appropriately flagged and must contain the list of
contents with page numbers. Any deficiency in the documentation shall result in the rejection
of the Bid.
The copy of RFP document is be downloaded from website www.jkfcr.nic.in and an amount
of INR 5000 needs to be paid by way of Demand Draft favouring “Chief Executive Officer,
JaKLaRMA, Govt. of J&K, Jammu” payable at Jammu, at the time of submission of Bid.
14.
The Objective and Scope of the Project
The objective behind implementation of the Project titled “MODERNISATION OF LAND
RECORDS (INCLUDING DATA ENTRY, SURVEY / RE-SURVEY, DIGITISATION OF
CADASTRAL MAPS, INTEGRATION WITH RECORDS OF RIGHTS (RoR),
DEVELOPMENT OF WEB-BASED ENTERPRISE GIS AND MANAGEMENT OF OLD
REVENUE DOCUMENTS) UNDER NLRMP SCHEME IN THE STATE OF JAMMU &
KASHMIR (TWO DISTRICTS OF JAMMU AND SRINAGAR TO START WITH)” is
digitizing the cadastral maps of the State and linking of the same with textual data (RoR) and
to extend these services to the citizens. As of now, an in-house developed software is being
used in Jammu & Kashmir for preparing and maintaining the RoR and for registration of Land
Deeds. The proposed system would create the database of cadastral maps in digitized form.
This would streamline the land revenue administration through Web-based Enterprise GIS to
be developed by the vendor as part of the Project and such a system would be temper proof
with easy availability of data in the Niabats / Tehsils/ Districts/Regional Directorate / State
level computer centres.
For every village, there are cadastral maps having parcels of land (popularly known as Khasra
Number or Survey Number), which form the basic record of revenue administration. After
linking of the cadastral map with textual data, the citizen can be provided with the services e.g.
RoR with plot map (parcel map), showing dimensions of each side, area & the adjoining plots
and Textual RoR data updation in sync with spatial data updation.
The main objective of the project is to develop a modern, comprehensive and transparent land
records management system in the state with the aim to implement the conclusive land-titling
system with title guarantee, which will be based on four basic principles, i.e.,
(i)
(ii)
(iii)
A single window to handle land records (including the maintenance and updating of
textual records, maps, survey and settlement operations and registration of immovable
property);
The “mirror” principle, which refers to the fact that cadastral records mirror the ground
reality;
The “curtain” principle which indicates that the record of title is a true depiction of the
ownership status, mutation is automated following registration and the reference to past
30
(iv)
records is not necessary, and
Title insurance, which guarantees the title for its correctness and indemnifies the title
holder against loss arising on account of any defect therein.
The present project has the main aim of development of Digital Cadastral Reference Database
using village cadastral maps. This involves identifying the procedures for generating the
softcopy products and standardisation of each product for unique identification of each
cadastral map in the entire country and content (legend) codification so that each feature in the
map is uniquely defined.
14.1
Scope of Work:
The digitisation and updation of village maps ( Shajra) will help State Government to create
database of the revenue maps/ musavis in digitized form and linking up with the existing
database of Land Records Management Software. Average number of plots per musavi is 100
(approx.). However, the khasra nos. may increase after updation.
RFP is for carrying out all the tasks in respect of two districts, namely Jammu and Srinagar.
The Jammu district has 912 villages and Srinagar district has 137 villages. The Service
provider is supposed to provide turnkey solution which includes digitisation of existing
cadastral maps and linking the same with existing textual data i.e. RoR (jamabandi). For
updation using Survey / Re-survey and digitisation of Cadastral maps, musavi should be used
as base. In case Cadastral Maps are not in a position to be scanned then regeneration of
musavis will be carried out. Tentative number of such cases would be minimal. The Updation
of the hard copy Cadastral map (musavi sheets/ paper) as per the existing RoR will be carried
out by the Vendor assisted by the Agency. In case, due to non-clarity / non-availability of the
updated parcel information in the Agency, the updation will be carried out by the service
provider from field using ETS survey or satellite imagery. Thereafter, the digitized data will be
updated to current stage by the Vendor selected for this project using hard copy updated
cadastral map (musavi sheets) provided by the Agency. However, the updation of the cadastral
maps from the field / satellite imagery will be done by Vendor only.
The process of creation of a Cadastral Information System (CIS), as part of Web-based
Enterprise GIS, will involve Geo-referencing of High Resolution Satellite Image (HRSI),
Digitisation/redrawing of Musavis, Geo-referencing of Musavis / cadastral maps, Field
Verification, Public Validation, Attribute addition, linking with RoR and fixing Sehada (village
tri-junction pillars) stones besides the main GIS Applications and web based retrieval system
and associated facilities for virtual Modern Record Rooms.
After the successful completion of this job, the vendor should provide support for 2 years for
maintaining record, updation, imparting training etc.
15.
Location codes and Feature Coding
The Census Department of Govt. of India has assigned location codes from states down to
villages. The State of J&K being the northern-most state had been assigned ‘01’ code. The
codes have now been modified vide Registrar General of India letter No. 9/21/2009-CD(CEN)
dated 21-8-2009 ( which is Census of India 2011 – Circular No. 5) available on the official
31
website of Census Department. This is further to be extended to exercise of assigning unique
Ids to Survey Numbers (Khasra or parcel). As per the above letter, the location code of J&K
stands changed to ‘010’ and similarly for other administrative units.
All the features digitized, as per the requirement, would be assigned feature codes as specified
in the ‘Study of Uniform Coding Scheme for Computerisation of Land Records’ brought out
by DoLR Govt. of India. To be specific these details will be contained in the ‘Technical
Inputs’ document to be released with the work order. Vendor will ensure complete and proper
association of the corresponding feature codes for all features.
This coding scheme is to be invariably used as Ids for parcels and other items, indexing the
scanned data (metadata of scanned data), while entry of RoR and allied textual data and
development of GIS.
16.
Details of Project Components
16.1
Data Entry / Re-Entry / Data Conversion of all Textual Data
Data entry / Re-entry / Data conversion of all textual records is to carried out in a manner so as
to facilitate its integration with the land records maintenance system. The textual data is to be
stored in MS Access format initially which will be ported to Central GIS database supported by
Web-based Enterprise GIS solution provided by the vendor. The records that are to be
computerised are:
(i)
(ii)
(iii)
(iv)
(v)
(vi)
Jamabandi / Record of Rights (RoR)
Khasra Girdawari
Mutation Registers
Valuation Data/Details
Legal Encumbrances Data
Other allied land attributes data / socio-economic data
etc.
Urdu being the Official Language of Jammu & Kashmir, all the records of the state are in
Urdu. The data entry is to be carried out in Urdu, but after completion of data entry and
integrating it with spatial data, the Web-based Enterprise GIS which is to be developed will
be required to have facility to generate reports and map text etc. in any of the three languages,
viz., Urdu, Hindi and English. Therefore, the vendor carrying out data entry will have to create
reports and tables etc. accordingly.
The data entry has already been completed by the Agency in respect of land records of some
villages. The vendor will convert this data into the prescribed format in respect of villages
whose data has already been completed for the sake of uniformity. However, those villages
will be taken up for data entry, on priority, where this activity has not been taken up earlier and
thereafter the activity of conversion will be completed.
The information regarding work already completed by the Agency is given in para 16.4 below.
16.2
Preserving Old Records
32
The records as listed below need to be scanned and prints as per ‘Financial Bid Format’ ( Refer
Annexure III ) shall also be taken.
(i)
(ii)
(iii)
(iv)
Musavis /Lathas – A0 size
Pages of Field Books / Misal Haqiyat / Jamabandi – A3 size
Pages of Field Books in some cases – A4 size
Permanent Resident Certificates – A4 size
Any other records from Sub Registrar Office (SRO) which need to be scanned and
preserved.
In the ‘Financial Bid Format’ quantum of work has been given, which may be treated as
indicative and payments will be made on actual basis.
16.3
Establishing Ground Control Points (GCPs) across the State / Project area
Adequate number of Primary, Secondary and Tertiary GCPs of the national frame-work alongwith Bench Marks ( with MSL Height), covering area of Jammu district and Srinagar district
will be acquired by the Agency from Survey of India, the national Surveying and Mapping
agency under Ministry of Science & Technology.
These GCPs will be used for further densification of control for Geo-referencing the High
Resolution Satellite Imagery (to be arranged by the Agency) and for taking up demarcation of
village boundary and delineation of parcels.
Monumentation of village tri-junction pillars and other control points considered necessary will
be done as per NLRMP guide-lines.
16.4
Survey / Re-Survey
The task of Survey / Re-Survey and updating of the survey and settlement records will also
include creation of original Cadastral records wherever necessary, and ground truthing.
Moreover, the exercise will also include the task of reconciliation of the re-survey data with the
available records and finalize the dimensions of each land parcel. Prepare the land parcels for
the proposed exercise and map the identified boundary vertices.
In the State of Jammu & Kashmir, the requirement of Survey and Re-Survey will fall in three
categories:
(i)
(ii)
(iii)
Survey: Where fresh or partial measurements need to be carried out.
Re-Survey (Chain): For those villages where survey has been done using chain
survey method.
Re-Survey (ETS): For those villages where measurements have been done using
GPS and ETS and deposited, for integration with the new Survey.
(a) Status of Survey / Re-Survey and Data Entry of RoR etc. of the villages of Jammu
District:
Total number of villages in Jammu District: 912
No. of villages -surveyed using ETS but RoR prepared manually : 176
No. of villages -surveyed using ETS and RoR computerised
: 116
33
No. of villages –surveyed using chain and RoR prepared manually: 129
No. of villages -surveyed using chain but RoR computerised
: Nil
(b) Status of Survey / Re-Survey and Data Entry of RoR etc. of the villages of Srinagar
District:
Total number of villages in Srinagar District: 137
No. of villages -surveyed using ETS but RoR prepared manually :03
No. of villages -surveyed using ETS and RoR computerised
:24
No. of villages –surveyed using chain and RoR prepared manually :04
No. of villages -surveyed using chain but RoR computerised
:Nil
Other relevant details that are required :(a) District : Jammu
Total area
Area for Survey / Re-Survey
:3097 sq. km.
:2370 sq. km.
(b) District : Srinagar
Total area
Area for Survey / Re-Survey
:2228 sq. km.
: 117 sq. km.
The following modern technology options are to be used as per requirement and as per the type
of terrain:
(i)
Pure ground method using Electronic Total Station (ETS) and Differential Global
Positioning System (GPS)
(ii)
Hybrid methodology using aerial photography and ground truthing by ETS and DGPS
(iii)
High Resolution Satellite Imagery (HRSI) and ground truthing by ETS and DGPS.
Priority for Survey work will be given to those villages where mapping has not been done
using ETS. Thereafter, those villages will be taken up where the measurements have been
carried out using ETS by Revenue officials / personnel. The cadastral maps (in digital form)
prepared by the Revenue officials will be overlaid on the geo-referenced HRSI. In case
differences are substantial, survey work will be taken up afresh and in case minor differences
are there, then survey work will be carried out for making necessary changes only.
Teams of responsible Revenue officials headed by Girdawar Qanungo and Patwari will oversee
the work carried out by Survey Teams of the vendor on daily basis. Following records will be
carried to field by Revenue officials for assisting the survey process:
34
(i)
(ii)
(iii)
(iv)
(v)
(vi)
(vii)
(viii)
(ix)
(x)
Latha Rampori of the village under survey
Misal Haqiyat / Jamabandi ( Registers)
Khasra Girdawari
Mutation Records
Fard Badr Register
Roz Naamcha Waqyati
Register Fard Partaal
Chaant
Chuminda Register
Chuminda ( A rough sketch of the area under Survey / Re-survey)
and
any other records which may be required.
The cadastral map with RoR data linked to it, is to be superimposed on geo-referenced imagery
and that is to be used as back-ground image on ETS. Modifications / updations are to be made
using the on-board software.
The survey team will generate a discrepancy register that will give the details of land parcels
showing the area difference between resurvey and old survey records. In case, where the area
of resurveyed land parcel is more than 5% and such land parcel has non-private land
(Government / Semi Government) on any of its side, then digitize the old map of the survey
number and superimpose on the resurveyed parcel of land showing the variation on the map as
well as on the area. The encroached area (of adjoining Govt. or Common land) is to be shown
by dotted lines and given a different shading and encroachment land register, in prescribed
format needs to be generated and submitted.
The record so prepared will be handed over for promulgation to the Survey and Settlement
officer who would take up the promulgation activity. This activity is to be done by the
specified government official.
Generate one register for new survey no. arising out of resurvey with no corresponding old
survey no.
16.5
Integration of textual and spatial data.
The integration of textual data of RoR, mutation records etc. will also include socio-economic
data that will be integrated with the cadastral maps, side-by-side the Survey / Re-survey work
and such data once integrated can be utilised for development of Village level planning using
GIS techniques and this will enhance utility of cadastral maps in the present day context. The
data entry has to be in such a way that it should be possible to generate reports in any of the
three languages, viz., Urdu, Hindi or English and such provision should be made in the Webbased Enterprise GIS also.
16.6
Development of Web-based Enterprise Geospatial Information System (GIS)
The three layers of data will be integrated, viz.,
(1)
Geo-referenced High-Resolution Satellite Imagery;
(2)
Survey of India and Forest Survey of India maps; and
(3)
GIS-ready digitized cadastral maps linked with textual data from revenue
records and other socio-economic data.
35
Creating and maintaining an effective land administration system is a multifaceted process
often managed by many agencies and organizations. Duplicated efforts and data quality
problems are common. Although separate GIS applications have been used to manage
individual aspects of land records in the past, the full potential of GIS can best be realized
when applied across the entire cadastre workflow.
Web-based Enterprise GIS, with a geo-database, data models, and an array of applications,
provides the framework for an integrated workflow for creating and updating a cadastre that
can be easily shared both within and between organizations. Workflows can be streamlined and
cadastral procedures can be enforced in the correct and legal way through efficient job
management. This delivers cost efficiencies and ensures that quality is maintained consistently
throughout the process.
Once the basic plot-wise data is created, seamless integration would be possible for micro and
macro planning and other relevant applications.
There should be provision in the GIS so developed for getting the information and
Cadastral maps etc. in three languages viz., Urdu, Hindi and English.
16.7
Establishing Modern Record Rooms
This activity is linked with that of scanning of old records mentioned at sub-para (b) above.
The records are being maintained in paper form at Jammu as well as at Srinagar. Once these
are scanned as per prescribed specifications, the scanned data is to be archived in the storage
devices at these two locations with provision of appropriate web-based retrieval / access
software.
Database standards: RDBMS with spatial data support to be used for data storage.
16.8
Inter-connectivity among Revenue and Sub-Registrar Offices
The servers housing the spatial and non-spatial data at the Computer Centres at Tehsil / Niabat
Level are to be connected to the SRO where all transactions/ activities related to land parcels
take place and the land records with the Agency are to be systematically updated online based
on these activities.
The Agency is establishing these Computer Centres separately and physical connectivity will
be ensured by the Agency. However, making the Web-based Enterprise GIS software fully
operational for automation of all such activities will be the responsibility of the Vendor.
16.9
Training & Capacity Building
The Vendor will take care of imparting formal as well as hands-on training to the staff working
with them. The Revenue Training Institutes are well equipped to carry forward the task of
training the staff in future.
36
17
Work Details and Specifications
17.1
Digitisation (vectorisation) of current / serving Cadastral Maps / Musavis:
a)
Agency will provide the current musavis and RoR data and vendor agency will scan the
musavis and update the same assisted by the concerned Patwari. The vendor agency will carry
out digitisation (in defined time frame strictly). Digitized musavis will be geo-referenced with
the help of GCPs and High-Resolution Ortho-rectified Satellite Imagery (HRSI). Thereafter,
up-dation of map data and RoR will be carried out as per Clause 17.2.5. The day that data
(Spatial and Non-Spatial) is verified and accepted by the Agency, that will be the cut-off date
for up-dation of cadastral map and related RoR data of the concerned village.
b)
If Musavi (hard copy) is not available with the Agency or not readable then the creation and
digitisation of the new musavis from field book will be done by the vendor with assistance of
Patwari.
c)
Digitized cadastral maps/musavis, integration with Records of Rights (RoR) in GIS layers
depicting Geographic Information (the property co-ordinates, the actual measurements as per
ground reality and musavi), attributes information (based on RoR), its interlinking with
optimum precision.
d)
To generate integrated, Geo-referenced Village/Tehsil/District mosaic of cadastral maps.
e)
To develop retrieval system to obtain the drawing of the land parcels along with dimensions,
area (as on ground and also as per RoR), attributes and neighbourhood details.
f)
The property maps should be able to integrate with the Record of Rights and future web
application/publishing.
17.1.1 Following points must be addressed during the process of digitisation:
a) The missing features (present on the ground but not on musavis) and invalid features (present in
musavis but not on the ground) should be digitized and reflected in separate layers.
b) Updated geo-referenced Musavis should show the roads/canals/water bodies/railway lines as
existing, missing or invalid features in separate layers as per RoR.
c) Provision to be made to show the property dimensions and area in the metric system as well as
traditional system as per requirement.
d) Vendor will also generate the field book of the village from the digitized musavis.
e) The details of the plots should be shown in the attribute table (Area as per RoR, Ownership
details etc) along with actual ground/ map dimensions.
37
f) Comparison of area and dimensions should be done.
g) Encroachments, excess areas and measurement discrepancies should be highlighted (using
different symbol / colour schemes) in the musavis. The further course of action on that area is
the responsibility of the Agency.
h) The precision in linear and area measurements should be 99%. Accuracy of < 25 cm on ground
should be achieved for detail survey using ETS.
i) Linkage with RoR:
The vendor will provide the digitized musavis in the form of Shape files as per the format
specified by the Agency. These shape files must contain the attribute data required to integrate
with the Web-based Enterprise GIS.
17.1.2 Specifications for digitisation
Vendor is supposed to provide vector digital data with complete clean/edit/topology building
processing in specified formats, conforming all accuracy and completion requirements, along
with associated feature codes. The requirements are:
i. The Vendor will submit a check plot for accuracy and completion check. Exact specifications
will be provided in the ‘Technical Inputs’ document, along with agreement.
ii. Digital data would be submitted in the required format for checking of topological correctness.
iii. Vendor shall incorporate all omissions and rectify all identified errors using check plot and
digital data.
iv. One ink plot on 170 GSM paper after one-to-one checking of 100% data with original
manuscript and another print on 100 GSM paper for reference in field during Survey and
Re-Survey. Refer point 3.2 of Financial Bid Format.
17.1.3 Editing/Cleaning of data
i.
ii.
iii.
iv.
v.
vi.
vii.
viii.
ix.
x.
Relocation of misplaced features
Adding missing features
Removing undershoots and overshoots
Deleting extra features
Brightness And Contrast Adjustment
Colour Balance
Resize and Cut
Flip/Rotate
Image Compress
File Format Changing
17.1.4 Deliverables after Digitisation
i. Digitized vector data is supposed to be in planner form i.e. all intersections of lines and
significant features on a line should be marked by nodes.
ii. Labels marked on the map should be digitized as point and not as text or annotation
38
including line lengths as mentioned on the map
iii. The final vector data should be topologically complete and should be transformed, to the
base data provided by the Agency/ DLR, Jammu & Kashmir. However, each data may not be
transformed, but it should be produced as per the requirement reflected in the System Design
Document.
iv Seam-less data generation Tehsil / District-wise.
v. The survey map of village is available in several sheets (sub-maps). The first sub-maps would
be scanned to get a raster image and it would be vectorised to generate vector digital data.
These digitized musavis will then be integrated to generate a map of the village after updation
using software tools. Thereafter, the digital maps of different villages of tehsil will be merged
(mosaiced) together through software to construct the map of tehsil. Similarly, the digital maps
of Tehsils would be merged together to form a map of the district.
vi. The output format of the digitized cadastral map should be .shp file subject to change to some
other format if decided by the Agency.
vii. The Agency will issue the certificate to service provider about successful implementation of
project after receiving the satisfactory report from the authorities at District level
viii. After successful implementation of project, service provider will handover all Technical
documents as well as User Manuals for the database of digitized cadastral maps, Operational
Manuals of Enterprise GIS and Intellectual Property Rights (IPR) rights to the Agency. A copy
each of the user manual would also be provided to authorities at District/ Tehsils/ Subdivision
level. All the deliverables mentioned in this document would become the property of the
Agency and the same reserves the right to replicate the digitisation process in as many Tehsils
and other administrative units as required.
ix. Open standard may be used for creation of Database / Applications etc. As far as the encoding
standards are concerned, the UNICODE should be used for data storage and local language
display and support.
The work of scanning has to be done at space provided by State Government in the premises
where records are lodged at Jammu and Srinagar. However, the Vendor shall have to carry a
scanning system to district HQs and Tehsil HQs where records of sizes A4+, A3+ and A1 will
have to be scanned.
It is required to convert the existing paper maps into GIS-ready digital form in order to
facilitate updating of cadastral maps in synchronisation with the changes made in the RoRs.
RoRs provide information on the plots held by individual or joint owners, indicating ownership
of land, its classification, land use, source of irrigation etc. Detailed maps of individual pieces
of land, called parcels or plots, are prepared accurately for each revenue village. A plot of land
may have been further subdivided into two or more sub-plots and transferred to other persons
by way of deed of gift or sale or inheritance, or conversion of classification of land use etc. The
need for indicating these changes in the map arises every time a change as mentioned above
takes place so as to depict the ground reality. The cut-off date for updation of musavis will be
mentioned in SLA (Service Level Agreement). However, one original copy of musavis in
digitized form will be preserved and the changes will be made in another copy of the original
musavi.
GIS-ready digitisation of cadastral maps and their integration with RoR involve the following
steps:
39
Scanning of the cadastral map or part of the village map and feeding this scanned map into the
computer to create a computer image of the map which is known as a raster map.
The next step involves geo-referencing of the raster image and then vectoring the details, such
as, village boundary, parcel boundaries and all details as per the ‘Technical Inputs’ document.
A printout of these vectorised maps would be given to the Agency by the service provider for
thorough checking with the original cadastral maps. The Agency would then table check the
vectorised map on a glass table with the original map placed below it. Every line and point on
the two maps should match. With Respect to RoR Dimensions and the correctness of the
digitized map would be then certified by the Agency. Errors, if any detected, have to be
rectified by the Service Provider/digitizing agency. Necessary arrangement for this testing will
be done by the Service Provider.
Once the Agency has approved the vectorised map and the files, the Vendor can proceed to add
each of the handwritten information on the original map except the signature at the bottom
given out neatly typed, Distances (line lengths) as per musavis to be fed for each arm/ side of
polygon/ plot.
The print-out of the map taken out at this stage needs to be thoroughly checked and approved
by the Agency.
17.2
Survey / Re-Survey and Up-dation of the Survey & Settlement Records
For updation of Revenue records / Musavis the following survey methods can be adopted as
per the ground situation /reality using any / both of the following method :
a) Pure ground method using Electronic Total Station (ETS) and Differential Global Positioning
System (DGPS)
b) High Resolution Satellite Imagery (HRSI)
The Agency will procure Ortho-rectified satellite imagery of best possible resolution along
with DEM data, if available. The GCPs established using DGPS will be post pointed on the
imagery to improve accuracy of geo-referencing for better registration of maps prepared in
the process of Survey / Re-Survey.
The Purpose of ETS and DGPS survey is as follows:
i. Updation of Maps / Parcel which could not be updated by the Agency due to the unavailability
/ clarity of record.
ii. Survey / Re-survey where required and ground truthing of the features captured from satellite
image.
iii. Fixing of Sehada stones as per specifications.
iv. Geo-referencing of ortho-rectified imagery by post pointing of GCPs for improving accuracy
of registration of maps created after Survey / Re-Survey.
17.2.1 Specifications for the DGPS / ETS survey for Parcel updation and Fixing of Sehada stone
( village tri-junction pillars)
i) Generation of Primary Grid of each 16 x 16 Km / Tehsil Head Quarter spacing with
40
observation time of 8 to 10 hours at each point.
ii) Generation of Secondary Grid at 4 x 4 Km spacing with observation time of 4 to 6 hours at
each point.
iii) Tertiary points at a distance of 1 x 1 km spacing with 2 to 3 hours observation time
and monumentation of each Sehada stone at village boundary.
It may be noted that the lands under urban settlements and the lands of forest department are
not to be covered in the process of Survey / Re-Survey and therefore, GCPs are to be
provided accordingly. The raw data of GPS observations in the native format and RINEX
format needs to be delivered along with the co-ordinates after post-processing and
adjustments.
17.2.2 Setting up the Ground Control Network
All the control points should be based on datum given below:
i) Horizontal Datum: WGS-84 ( i.e., the latest version of the World Geodetic System).
ii) Vertical Datum: MSL, i.e., the Mean Sea Level.
(a) Primary Control Points
(i) Horizontal
The primary control points will be established by static GPS with 8 to 10 hours observation
time with dual frequency GPS receivers. The observed data of these control points needs to be
post-processed with precise ephemeris adjusted with the help of appropriate s/w to the ITRF
co-ordinate system and the RMSE as determined by the residuals of the network adjustment
with 95% confidence interval should be within 5 cm. All the secondary and tertiary control
points should be connected to the primary control points of Survey of India to ensure
connection to the National Framework. Every primary control point should be fixed by
observing two masters and one rover in triangle.
The pillars should have the following characteristics
i)
ii)
v)
Rock-stone or Sand-stone 24 x 24 x 100cm or RCC.
The control point should be 15 cm above the ground and 85 cm
inside the ground.
The control points should be fixed to the ground using at least 15
cm of cement block.
Monuments shall bear a triangle on top with a plummet hole in
the middle and a 15 cm steel rod inserted (flush with concrete
surface).
The control point number should be inscribed on the monument.
(ii)
Vertical
iii)
iv)
The precision Bench Marks should be established as primary vertical control.
41
(b)
Secondary Control Points
(i) Horizontal
The secondary control points should be established as 8-10 km network to be provided
using the GCPs requisitioned from Survey of India.
(aa) Best places for affixation: In protected areas like premises of government
buildings including school buildings, veterinary hospitals, etc. and other
protected structures, etc. The selected site should be open and clear to sky with a
cut off angle of 15º. High-tension power lines, transformers, electric substations, microwave towers, high-frequency dish antennas, radars, jammers, etc.,
which interfere with GPS signals, should be strictly avoided.
(bb) Densification: 10 km average
(cc) Instrument to be used: Dual-frequency GPS receivers
(dd) Accuracy levels required: All GCPs shall be connected to the National Grid
Reference System and GCPs will be measured within the accuracy standard of 5
mm ± 0.5 PPM with reference to nearest SOI control points.
(ee) GPS network design: Secondary control points should be
observed with a geometrically sound network plan, connected
to primary control points in triangle.
(ff) Schedule of observations: Observations for Secondary GCPs should be
scheduled with proper mission planning, considering the optimum
availability and Geometric Dilution of Precision (GDOP) of satellites less
than 3 (i.e., geometric strength of satellite configuration on GPS accuracy).
Observation time should be 4 to 6 hours.
(gg) Monumentation of secondary control points
The pillar should have the following characteristics
a) It should be light in weight.
b) It should be easy to install.
c) Material used should be fire resistant.
d) It should stand for at least 50 years, if metal is proposed, it should
be rust proof as well as should be difficult to uproot.
e) Should have provision of engraving/punching the name of
organisation.
f) Pillars/markers for sandy/swampy soil.
(ii) Vertical
In case some modern technology develops later, the details will be circulated separately.
(c)
Tertiary Control Points
(i)
Horizontal Control
Tertiary controls should be observed as triangular offsets. Single offset will not be allowed..
Schedule of observations: Observations for Tertiary GCPs should be carried out with proper
42
mission planning. Observation time should be 2 to 3 hours.
(ii)
Vertical control: Single GPS offset up to 5 km from secondary vertical control may be
allowed for connection of GPS heights in WGS 84 datum to MSL heights.
However, such offsets should not be extended.
(d)
Auxiliary Control Points
i) Best places for affixation: Each secondary and monumented tertiary control point shall be
paired with one auxiliary control point, which should be located on permanent structures like
bridges, culverts, permanent building corners, etc. The auxiliary control points should be within
the line of sight from the primary, secondary and tertiary control points.
ii) Densification: There shall be one auxiliary point for each secondary and tertiary control
point, typically 200 m or more.
iii) Instrument: Dual/Single-frequency GPS Receiver (as used for main control).
iv) Accuracy levels required: same as their respective primary, secondary and
tertiary control points.
Notes:
1)
2)
3)
17.2.3
The co-ordinate list and description of the location of all the control points shall be
submitted to the State Agency through JaKLaRMA. The locations and IDs of all the
control points should be maintained in GIS form.
The co-ordinate list should be supplied both for geodetic system (Lat/Long) and
Projected System – Universal Traverse Mercator, i.e., the UTM projection of the
respective zone.
In case a village tri-junction has not been marked and monumented by a primary,
secondary or tertiary control point, the same should be monumented as per the
parameters.
Monumentation / Sehada ( village tri-junction pillars)
The Monumentation of the surveyed points as per the specification mentioned above
should be done by the vendor. The Unique ID will be grooved over the steel plate which
shall be fixed in the permanent structure. The selection of the location for the
Monumentation shall be done in such a fashion that it does not get damage due to the
movement of vehicle etc. The monument constructed shall be properly fenced/ protected.
Monumentation to be done by vendor for all primary, secondary points and territory points.
17.2.4
17.2.5
It is proposed to set up a Virtual Reference Network (VRN) in the state of Jammu and
Kashmir in near future. The GCPs should be established accordingly. The vendor will
provide a good quality map which should contain only such monumented GCPs at secured
places which can be used for this purpose.
Up-dation of the existing map / data in field :
The softcopy of the vectorised map created as per 6.1.4 above, the paper print of which
has already been checked thoroughly by Agency will be overlaid on the geo-referenced
43
HRSI and necessary extent of the imagery along-with this vector map, both in hard as well
as soft-copy form are to be given to the Survey team for updation who will carry out the
survey work using ETS. The HRSI and the map are loaded on the ETS which will be used as
active files and the whole exercise of updation will be carried out in the presence of
Settlement Team and land owners. The RoR data is also up-dated simultaneously. It has to
be ensured that IDs of parcels in the Spatial and non-spatial data are same.
After ensuring that all updations are done, the data will be ported to the Computer Centre
and a good quality print is generated by the Service Provider in the presence of authorized
official who will certify it and the same will be verified by the Tehsildar or an authorised
Revenue Officer. Final printout will be handed over to the Agency for its approval /
authentication.
17.3
Registration of Village digital ( vectorised ) data using GCPs
The Village data to be superimposed over the geo-referenced ortho-rectified satellite image
for updation of the land parcels and identification of the encroachments.
17.4
Process involved in Integration of spatial database with textual RoR data
a) Each plot of land is represented on the digital map as a closed polygon. Each polygon is
identified by a unique plot number & each plot is also referenced by this unique plot
number. This provides a basis for integration of digital map data with the textual RoR data.
b) The basic textual RoR database consists of several tables which provide information on
ownership, land classification, etc.
c) After integration of the textual and spatial RoR data, the digitized map may be shown on
the computer, which indicates through colour codes depicting the plots which do not have a
corresponding textual detail or plot number, or where the textual and spatial data (area) do
not match each other. The corrections will have to be carried out by the Vendor with the
help of revenue official/officer.
d) Pedigree tables also need to created in respect of all villages.
17.5
Grouping of Features contained in the Spatial Database
Vendor is required to group various features in different classes / coverage and that will be
specified in the System Design Document which the selected vendor will prepare and submit
after signing the SLA based on the technical inputs from the Agency. Vendor will also provide
a comprehensive coverage containing all control points, and similar important features.
17.6
Dataset to be Topologically Complete
The final dataset should fulfil the following criteria for all classes / coverage:
i. Polygons are closed properly. No undershoots or overshoots are acceptable.
ii. All linear features should conform to planarity requirement, i.e. all intersections are
44
properly termed as nodes.
iii. All Polygons have individual and unique label.
17.7
Management of Old Revenue Documents
The scope will include scanning and indexing of hardcopies of the following works:
a) Scanning of Misal Haqiyat copy of Jamabandi
b) Scanning of all the deeds registered during last 10 years
c) Cataloguing and indexing of all the scanned documents
d) Storage of scanned documents in soft copy form in .pdf or .tiff formats
e) Security of scanned documents
f) Software for indexing and retrieval of scanned documents
g) Scanning and preservation of old documents
h) Geo-link with RoR, Geo-link with Document management
i) Virtual Modern Record Rooms and Land Records Management Centres ( Data Centres /
Computer centres at Niabat / Tehsil / District / Regional Directorate / State Level.
The scope will also include the following with respect preservation of documents. The records
supplied by the Agency should undergo a pre-scanning procedure including removal of pins,
tags, threads, rubber bands, stapler pins. If the pages are not in proper order, it has to be
correctly ordered.
Scanning of all the records available with the Agency for each of the record room in
minimum resolution of 200 dpi using “Black & White and Colour” option as per requirement
and storing the document in encrypted pdf and tiff format in a predefined file naming
convention and indexing it. If the condition of input record is bad, higher resolution scanning
needs to be used.
Vendor shall ensure that Automatic Curvature Correction (Correction of curved texts at centrebinding), Automatic finger masking (erasing of images of fingers holding pages) and Autoerasure of centreline shadows are applied to achieve a good quality of scanned image.
Vendor shall provide detailed specifications /make /model of the High-end scanners proposed
to be used for the project as part of their Technical Bid.
The Vendor shall maintain registers and entries should be made for receiving from and
returning to the Agency, the cadastral maps, after checking in respect of all the activities viz.,
scanning, digitizing, indexing.
While scanning, adjustment of various parameters like contrast, brightness and density of
images should be made to optimal level so that all the contents written on the village maps,
musavis, Jamabandis, Field books etc. are captured in readable format.
Most of the original hard copy Map Documents are on tracing cloth and are very old with sizes
ranging from A0 and lower. It is the vendor’s responsibility to ensure that proper preventive
measures are taken to avoid damage/mutilation while scanning of these hard copy documents.
Some of these Original tracing cloth map documents have width equal to that of A0 Size but
the length exceeds that of A0 Size. In such cases, Vendor need to ensure that the scanned
images in parts are stitched properly without creating data loss, misalignment along the stitched
edges.
45
The file naming convention/codification/tagging convention should include attributes to
identify the Tehsil keeping in mind that the system may get upgraded to an enterprise system.
The naming convention should be discussed with and approved by the Agency.
High end scanners with scanning capabilities of 600dpi or better need to be used to scan bad
conditioned documents. Vendor needs to ensure that Automatic Curvature Correction
(Correction of curved texts at centre-binding), Automatic finger masking (erasing of images of
fingers holding pages) and Auto-erasure of centreline shadows are applied to achieve a good
quality of scanned image. Vendor needs to provide detailed specifications / make / model of the
High-end scanner proposed to be used for the project as part of their Technical Bid.
It is the Vendor's responsibility to ensure that all types of hard copy map documents and
records available at existing Record Rooms at Jammu/Srinagar and with the Revenue
department at district /Tehsil HQs should be scanned completely without causing any kind of
damage to the original documents.
All images shall be saved in upright orientation and sufficient post scanning treatment
including removing unwanted noises like black spots are to be applied.
The treated Scanned images should be delivered to the Agency in uncompressed format as well
as in linearised pdf or tiff formats..
The documents are to be tagged with digital metadata information as per the format specified
by the Agency which will act as “key-words”, with which the document can be easily searched
and identified in the document management system.
The files / documents will not be allowed to be removed from premises allocated to successful
bidder. Suitable hardware infrastructure/facilities have to be established onsite at the premises
that shall be allocated to do the scanning work.
All documents shall be returned to the Agency in its original condition. Under no circumstances
shall the documents be changed, mutilated, destroyed or replaced by some other documents.
Any damages caused to the hard copy documents by the vendor shall attract penalties.
Storage of the scanned copies of the records in the Server and making them available to the
server based digital document management system software ( part of Web-based Enterprise
GIS) for easy retrieval.
Physical arrangement of all of the hard copies available with the Agency in the map cabinets,
compactors and racks as per the series and sequence proposed. The maps are to be stored in
such a way that there is a “moisture blotting paper” in between the maps. The blotting papers
also need to be supplied by the bidder.
Barcode Tagging of Hardcopies
Establish barcode tagging of each of the hard copy document. The document may be
paged or multi-paged.
single
The Agency will get alterations done in the Record Rooms and procure necessary equipments
separately for physical lodgement of the records in the Modern Record Rooms. However, it is
the responsibility of the vendor to make the virtual Modern Record Rooms operational at all
levels.
17.8
Web-based Enterprise GIS, High level specifications for J&K Land Records
and Application areas
General Specifications:
• In order to assist the day to day activities of the stakeholders of the land records, a browser
based GIS application needs to be developed.
46
•
The scope includes system study, requirement analysis, design, development, testing,
implementation, commissioning, running and maintenance of Web-based Enterprise GIS
application with facility for editing the spatial and attribute data over web browser and
having options to perform day to day mutation, modification, updates, reports, generation
and printing of demand notes, collection receipts, online retrieval and storage of old/legacy
data and all other activities of the Agency related to maintenance and use of land records
• Average number of transactions can be estimated from Table 1 and Table 2 below.
Moreover, it is to be noted that the state is divided into two Divisions, further into 22
districts, 66 Sub-Divisions headed by SDMs, 266 Tehsils, 652 Niabats, 1714 Patwar
Circles and has 7050 villages. The number of users and concurrent users, with reasonable
cushions, have to be estimated accordingly during software development.
Table 1 : Progress of attestation of mutations during January, February and March 2014 in
Jammu, Kathua, Srinagar and Budgam districts of J&K
District
Jan 2014
Feb 2014
Mar 2014
Total
Percentage
Pending
Mutations/
Pending
Mutations/
Pending
Mutations/
Attestations
Attestations
Attestations
Jammu
2527 / 1025
2724 / 1263
2152 / 864
7393 / 3152
42.63
Kathua
566 / 278
602 / 278
498 / 191
1666 / 747
44.83
Srinagar 517 / 517
240 / 240
148 / 148
905 / 905
100
Budgam 1123 / 174
1149 / 232
1064 / 176
3336 / 582
17.44
Table 2 : Details of Sale Deeds registered in Jammu, RS Pura, Bishnah and Akhnoor
Tehsils during November 2014
47
•
•
•
•
•
•
•
•
Tehsil
Number of Sale deeds
Jammu
307
RS Pura
57
Bishnah
61
Akhnoor
55
Suitable documentation in detail, user references and data formats must be provided both on
soft copy (CD/ DVD) and in hard copies.
The developed solution must be compiled executables and packages that are ready for
installation. The hardware/software configurations for installation of the solution must be
clearly mentioned.
The installation of the solution must be simple and automated and installable by a trained
computer user as and when required.
The solution developed should cater for future obsolescence of hardware/ components and
operating systems and must ensure support for all advancements and versions
The software will comprise of Five distinct and independent module as below
o Editing Users
o Public Users
o System Admin Users
o Agency Users
o External Users
Functional Requirements common to all users
The application module should have the user authentication screen before opening the GIS
user interface. None of the web pages or module interfaces should be available to any user
without authentication of user name and password allotted to him by administrative users.
However, the public user should be able to use the functionalities available to the public
user by registering themselves on the website by specifying an unused user name and a
password of his choice as per the guidelines mentioned on the website in line with best
practices in the industry.
The GIS user interface should be user friendly.
The user should be able to select and load the map at Tehsil level using the drill down
option using combo box in the following sequence
District → Tehsil
48
•
The Tehsil should be populated as per the selection of the district. After selecting Tehsil, it
should take the user to the GIS interface opened with the selected Tehsil on the map display
area.
After loading the data for a Tehsil, there should be option to drill down to the Khasra level
using combo boxes in the following sequence
Tehsil/ Niabat→G.Q. Circle →Patwar Halqa→ Village →Khasra No
There should be option to directly select the village name also, without selecting the G.Q.
Circle or Patwar Halqa. If there is more than one village with the same name, the options
should be automatically highlighted with details of village with corresponding G. Q. Circles
and Patwar Halqas so that the user can select from the available options.
•
The interface should have easy to use Map Navigation Options like:
o Zoom to Full Extent
o Single click fixed Zoom-in and Zoom-out options
o Zoom to previous extent
o Zoom to selected features
o Zoom to specified scale
o PAN using click and drag options and/or using sliders at bottom and right side
o Option to view the feature layer list currently displayed in a stacked form.
o Option to switch the display of a feature layer ON or OFF independently.
o Attribute query options to find records satisfying conditions based on specific field
or combination of fields using logical and mathematical operators.
o General GIS spatial queries.
o Measure distance and Area using specified mouse clicks.
o Click and select features. Select using rectangle, circle, polygon etc.
o Online help on usage of the system.
o Scale based display to avoid cluttering of data
o Smooth visualization
o Provision for Administrator to set Layer Display
o selection of layers for display on/off by user in browser based application
o Analysis results layers On/Off
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Facility to generate and print copies of Land Records
o Any public user can print copies of Khasra with/without Map and/or RoR data, only
after registering himself once and making online payment in favour of JaKLaRMA
through the payment gateway.
o Designated person at Tehsil level should be able to receive application for issue of
Land Records Copy. He shall receive the payment from the applicant by
cash/demand draft/debit card/credit card. He should be able to drill down to a
Khasra and take print copies of Khasra with/without Map. After entering the
payment details, the print option shall be activated. He will take the printout and
handover the same to the applicant.
o In case the applicant applies for the land record online and pays the fee via payment
gateway, then after realization of his payment by the bank, the application shall take
control of the browser from the payment gateway and a print option should be
activated for the applicant to take print out of the land record, for which payment is
made.
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o Vendor shall have to generate a statewide unique number called “ULR” Number for
all the records currently stored in the database.
o An encrypted pdf file with “ULR” Number as filename should be automatically
generated and saved in the server
o At any point of time, if anybody feeds the “ULR” Number in the user interface at
the home page of the website, he should be able to see the already printed land
records copy as well as the current status of the same Khasra No. If the Khasra
Number gets subdivided, then he should be able to see all the parts and vice versa.
o At any point of time, if anybody feeds the “ULR” number via SMS, he should be
able to view the selected fields as per the current status of that Khasra No. The fields
to be displayed shall be finalized at the time of drafting the System Design
Document.
o The layout of the Land Records Copy shall be pleasing and well organized. The
layout should be approved by the Agency prior to its implementation. It should have
details like “ULR” Number, Date of generation, selected attribute details of Khasra
(if taking copy of Khasra with Map). The map layout should be aesthetically
pleasing and should follow the rules of cartography.
o The North arrow should be ideally placed on the top left/right hand corner of the
map. The layout should have a graphical scale to be specific, so that the reading
information from printouts of any size is easy. The scale should be located on the
bottom right side of the map.
o The details of district/Tehsil/GQ Circle/Patwar Halqa/Village and Khasra No. all
should be included in the bottom right side of the map.
o The map border shouldn’t have any co-ordinate information (Latitude/Longitude)
attached to it, because it might be against the policy of mapping set by Govt. of
India where true graticules shouldn’t be shared publicly due to security reasons.
(Hence proper care should be taken not to violate the law of the land with respect to
mapping). Instead map can be divided into grids and grid no’s can be written on the
border for reference (if at all such reference is needed by the Agency or the
applicant for easy referencing of his khasra of interest).
o The paper size should be selected automatically to A4 or A3 as per the size of the
parcel. The scales to be used shall be 1:500, 1:1000, 1:2000, 1:2640 and 1:4000. The
applicant shall choose the paper size (A4 or A3) if the parcel can be printed in both
A4 and A3 on any of the scales mentioned.
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Payment Gateway
o The Vendor is required to make facility for Payment Gateway so that payments
using online net-banking or debit/credit/cash cards are incorporated in the solution.
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Grievances Module
o There should be a software module and hardcopy option to records the grievances. It
can be grievances regarding any process or application.
o There should be standard form filling-in the details of grievance. Based on the type
of issue, it should automatically be forwarded to the concerned officer.
o There should be escalation mechanism to the higher authorities. At any point of
time, the applicant should be in a position to view the status.
o The applicant apart from being able to see the status should also be able to see the
number of days that have passed since he submitted the grievance and a mechanism
should be provided to him wherein he himself can hit on a escalate button (where
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the escalated report goes to the next higher official in the hierarchy taking care of
the grievance) if no proper response /no response at all is provided to him within a
stipulated time frame. Officers should be in a position to view status of cases
pending with self and his sub-ordinates.
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Feedback Module
o There should be a software module and hardcopy option for recording feedbacks by
all types of users regarding the system. It can be like errors/bugs/difficulties in using
the system or general comments which may or may not include suggestions for
improvement.
Additional Functional Requirements for Public User
Select the Khasra using the drill down combo boxes or after directly selecting the village
See demand note under all heads
Pay dues online using internet and online banking/debit/credit/cash cards
Receive the digitally signed payment receipt in real-time.
See dues paid status.
Payment details shall be passed to the accounts Agency
Additional Functional Requirements for payments receiving counters
Select the Khasra using the drill down combo boxes from higher levels or after directly
selecting the village.
See demand note for Receipts or Payment made status.
Receive payment from public by cash/demand draft/debit/credit/cash card and update the
payment details in the database.
Payment details shall be passed to the Agency.
Provision of SMS Gateway
Should have additional gateway for providing details on Khasra records to the citizens
through SMS Services.
The SMS Solution must be able to seamlessly integrate with the proposed Web- based
Enterprise GIS Solution.
In developing the proposed SMS Solution, the bidder must include, at minimum but without
limitation, the features and requirements specified below.
The SMS Solution should be designed and developed to be used with all mobile handset
available or in use to facilitate device independence in delivery of services
The SMS Solution must support standard message formats. The applications should be able
to send and receive messages in multi lingual format including but not limited to Hindi and
English languages.
The SMS Solution must allow Government Agency to send messages, in both single and /
or bulk mode, to mobile devices / network operated by both Local and National
(GSM/CDMA) service operators.
Khasra record corresponding to the ULR number shall be sent via SMS to the applicant
through the Service Provider.
Payment details as per no. of SMS received, shall be passed to the Agency.
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Additional Functional Requirements for Editing User
All edits are to be done by the human resources supplied by the bidder but the edits should
be authenticated by biometry and digital signature of the authorized Agency officials, while
posting the edits to the central server.
It should be noted that while posting the edits to the data, the edit shall be written to
databases at Data Centre instantly and a confirmation flag should be returned to the editing
session.
Tools for editing attribute data with user permission authentication with audit trails, undo
options and versioning. Once the edits are authenticated and saved to the server, the undo
options shall not be available to the users.
Easy to use editing tools should be available. Option to create temporary lines as reference
lines while editing, make parallel lines at a specified distance to an edge, drawing lines
perpendicular to an edge etc.
Options to update and manage Mutation details like:
o Division/Partition.
o Sale/Purchase/Government Patta.
o Legal possession due to Will or Succession.
o Donation.
o Land acquisition by the Government
Options to update the following records whenever there is a requirement:
o Khasra (Field Book).
o Maps.
o Holder wise Revenue collection register
During the registration process, a flag shall be introduced to indicate that the property has
been registered to another owner by the registration authority. After the mutation process,
the flag shall be removed by the revenue authority. Till the removal of the flag, the property
cannot be sold / transferred again.
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Module to Manage Demand and Collection for Agricultural Land Revenue
Option to compute the land revenue as well as generate and print the demand note.
Option to generate and print collection/payment receipt from owners and update the records
automatically for collection and pass the information to accounts
Update the registers in ULRs format automatically Option to compute the Premium and
Annual Rent for diversion and to generate, print the demand note.
Option to generate and print collection/payment receipt for premium as well as annual rent
from owners and update the records automatically for collection and pass the information to
accounts
Update the registers in ULRs format automatically
Option to manage sending the notices and the destruction of illegal construction/possession
and/or encroachment
Module to Manage Demand and Collection for Mining Land
Option to compute the Premium and Annual Rent for Mining Land, generate and print the
demand note.
The solution should have full function versioning to load to a previous version and option to
roll back to a previous version if required.
Options to overlay registered images including satellite images/aerial photos
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Automatic quality checks and data validation options:
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Check for Sliver Polygon
Check for Overlapping features
Check for “No man’s land”/ “Holes”
Check for Uniqueness of Khasra Number within a village
Check for Positional Accuracy of digitization
Check for Adequacy of nodes / Absence of clustered nodes
Check for Layering
Check for Feature Type
Check for Missing / Incomplete Attributes
Check for absence of garbage data
Check for Undershoot, Overshoot/Dangles
Check for Unclosed Polygons
Check for Continuity and Contiguity
Check for Nodes at intersection
Check for Correct Spatial Reference
Check for Snapping within Layer
Check for Snapping between Layers
Check for gaps in dates
The system should have interfaces for Patwaris for feeding data (Fixed data as well as
temporal/seasonal data) pertaining to a Khasra such as
o Soil Type details
o Land Utilization details
o Cultivable Area details
o Land Irrigation details
o Ownership details
o Crop details (Facility to feed different seasonal crops in a same year for the same
land with individual areas of cultivation)
o Crop Irrigation details
o Equipments
o Lease details
o Encroachment details
o Tree Information details
o Possession of Economy related Animals and Birds by farmers
o Agricultural Labour availability in different classes, Wages prevailing in
o each class
o Prevailing rates of agricultural commodities, farm price, market whole sale
o price and market retail price
o Phasal status by eye estimate
o Details required for performing crop cutting experiments
The details collected by Patwaris shall be fed in to the system by vendor’s resources along
with biometric authentication by Patwaris.
Facility for writing comments after supervision of Land Parcel (Khasra)
The system should have facility to write comments after supervision of Land Parcel
(Khasra) for monitoring the actions by Patwaris. The provision to put comments shall be
available at the following levels:
o Girdawar Qanungo
o Tehsildar, Naib-Tehsildar, Addl. Tehsildar
o Deputy Commissioner
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o Other Higher Authorities
After insertion of comments to a parcel as above, the color of the record in the reporting
interface should be changed to Red. After the issue / instruction is addressed by the Patwari,
the color of the record should be changed to Green. The supervising officer shall review the
action by Patwari and after acceptance by the officer, the color shall change to default
black. Upon non-acceptance of the same by the officer originally inserted the comment, he
shall introduce new comment and the record shall again change to red.
There should be provision in the reporting module to see the sequence of comments on a
parcel or sequence of comments related to any officer/Patwari.
There should be a module to view the statistics of the comments and actions by patwaris
pertaining to the supervisory officer. The report should also show the percentage of Khasra
supervised by the supervisory officer to the total number of Khasra under his jurisdiction.
The solution should have a “File Server”, which will enable the users to load scanned
images of documents or other documents in digital format like reference material in popular
image formats/popular document sharing formats.
Additional module for management, retrieval and providing public services for
data/document pertaining to Record Rooms
Data Porting
The successful vendor is required to perform porting of digital data including scanned
images and data stored in local databases at record rooms.
Functionality requirements of the application module
The search and find sub-module should have smart query and real time search options
based on key-words of the metadata and user defined indexes to find a documents and
folders.
The solution should be integrated with barcode reader, barcode printer(including autogeneration of barcode for a new document) and biometric fingerprint authentication device.
The solution should have facility to add new documents to the system including autogeneration of barcode for a new document.
Role based user creation and management facility should be present.
The solution should also provide the facility to create users and groups through a separate
administration module. The system administrator should be able to provide access rights on
documents, folders and metadata based on users and groups. The system should support
multiple level access rights like (Delete / Edit / View / Print / Copy or download)
The solution should support system privileges and secure login and password for each user.
The solution should have transaction and session management, connection pooling, load
balancing and fault-tolerance capabilities
The solution should provide dependable digital archival, fast retrieval and efficient
distribution solutions.
The solution should have universal viewer in order to enable users to view the uploaded
PDF Files and any other common image formats, without help of the Desktop based PDF
Reader or any other concerned file viewer installed on the desktop.
Whenever a hardcopy document is taken out of the record room, the information has to be
fed in to the system with document id (identified with barcode reader), person taking the
document (identified with biometric fingerprint authentication), date and time (taken from
the server), contact details of the person, expected return date etc.
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The software solution should generate extensive audit-trails at each user level. All actions
like modification, creation, deletion etc. should be locked automatically to audit trail tables
in the system’s database with date, time and name of the person. All such reports must be
exportable to XML, PDF, MS-Excel, txt, CSV formats.
The solution should have option to take copies of the document retrieved using search submodule by printing it. There should be option to choose to print only a portion of a
document, specified by a temporary rectangle drawn by the user by clicking two corners of
the rectangle. The print option should be integrated with the payment module for collecting
the designated “fee” from the applicant and module for generation and printing the receipt.
Document linking – provision to create links to other documents within the existing
documents.
The solution should have internet module for the public for viewing, searching and taking
copies of documents and should run on industry standard browsers like Internet Explorer,
Mozilla, Google Chrome etc. Taking copies should be after making a payment to the
Agency by the user through the website. Online receipt also should be generated.
While viewing, users should be able to perform all types of imaging operations like rotate,
invert, adjustment of brightness/contrast, zoom-in, zoom-out etc.
The solution should support indexing of folders and documents based on system defined
and user defined parameters.
Establishing Connectivity between SWAN PoP and LAN
State Wide Area Network (SWAN) connectivity shall be provided by the Agency for all
Tehsil user locations.
For Data Centres and all other client machines at the Tehsil except for the client machines
in the Record Room, the vendor’s scope includes connecting the SWAN PoP (Point of
Presence) to the client machines by supply of all required equipments/materials (including
router) and establishment of LAN.
The scope under this project includes connecting the SWAN PoP with the client machines
in the Record Rooms by establishment of connection from SWAN PoP to the LAN at the
Record Room through supply and installation of all equipment/materials (including router)
required at the vendor’s cost.
Additional Functional Requirements for Administrative/Institutional Users of the
Revenue Records
System Administrative Users
o Generate data editing statistics. Who has done what, where and when? Generate
editing statistics between specified date ranges.
o Data loading options as and when new data is available with ULR
o Automatic linking of attribute data to map data. This is a requirement at the database
level. There shall be separate pure non-spatial tables in the database, which shall be
linked to map data through single or multiple linking fields (Primary key and
foreign key). This facility is provided to overcome the fact that all non-spatial table
records may not have corresponding surveyed map data. As and when the map data
is available, the non-spatial records should automatically link to the corresponding
map data.
o Data security management against unauthorized access. The authorization levels
should be controllable with machine Hardware ID and IP.
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o User Management including setting up of access levels for data as well as
functionalities
o Any changes to the data including uploading of new data or changes to the existing
data or administrative settings including security and user management shall be
done using authentication of authorized Agency user using biometric authentication
and digital signature.
o option of cache clearing after session expires
o Role based functionality access and restrictions
o LDAP based security implementation
o Single sign-on login facility
o Provision for administrator to define the user role and access along with security
rights
o OGC standards web services for data publishing/ sharing
o Access through user define ports to ensure security
o Connectivity through low band width based intranet to connect remote clients
Agency Users
o The solution should have facility to take print outs of the land records by the
Agency staff of his authorized area. Selection and printing includes both map in
desired scale in up to A0 paper size and attributes data or either. There should be
facility to select and print single or a group of records as per standard or custom
selection criteria.
o The solution should have facility for the Agency users to generate and print statistics
and reports.
Additional Requirements for special external users
Users from the following external Agencies shall be provided with special
accessibility with the corresponding functionalities as listed below:
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Sr.No System Name
1
Financial Institution
Integration Requirement
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2
Town Planning
Agencies
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Financial Institutions should have special
login registered with JaKLaRMA. They
should be able to view the Land Record Copy
issued by specifying the “ULR” Number.
They should also be able to see the current
state of the Khasra by selecting the Khasra
using drill down options or directly taken
from the “ULR” Number of an already issued
Land Record Copy.
They should be in a position to feed finance
details/comments in finance remarks data
column associated with the Khasra.
Town Planning Agencies should have special
login registered with the Agency.
Notes and comments as well as map from the
Agency shall be available to town planning
Agencies.
Separate options shall be available to Town
Planning Agencies for inserting Notes and
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3
Registration Agency
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Courts (Revenue and
Civil)
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Any other authorised
User
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Comments (like land-use change) upon login. Maps should be automatically available.
Registration Agencies should have special
login registered with the Agency. They
should be able to view the Land Records by
specifying Khasra No selected using drill
down options.
They should be in a position to feed
Registration details/comments in registration
remarks data column associated with the
Khasra.
Mutation trigger shall be automatically
generated and intimation has to be sent to
concerned Tehsildar.
A flag shall be generated against the Khasra
to denote that the property has been registered
to new owner. The flag will be removed after
completing the mutation process. Till the
removal of flag, the property cannot be sold /
transferred again.
Courts should have special login registered
with the Agency. They should be able to view
the Land Records by specifying Khasra No
selected using drill down options.
They should be in a position to feed Court
details/comments (like guarantee declarations,
Sureties etc.) in Courts remarks data column
associated with the Khasra.
As authorized from time to time by the
Agency, any other User can be permitted
special login facility to get information
relevant to them.
Such authorized Users Cell should be in a
position to use the data available to them as a
web service and they should be in a position
to use the service in their software to generate
reports.
17.8.1 As per the envisaged set-up, there shall be 2 State Level Computer Centres ( CCs), one at
Jammu and the other at Srinagar. Besides the above, there shall be 9 CCs at Regional
Directorate level, 22 CCs at District level and 266 CCs at Tehsil level inter-connected as per
requirement. Both the CCs at State Level shall have Servers which will host Applications and
Database ( Spatial and Non-Spatial). At both the locations there shall be provision of fail-over
Application Server and backup for Database also. There shall be provision of SAN Storage (
for scanned data and other types of data to work as virtual Record Room) also. These two CCs
will work in Active-Passive mode, but data ( Spatial and non-spatial ) in the servers at two
locations will be true replica of each other. The Applications, as part of Web-based Enterprise
GIS, shall run on the (active) Server at State Level CC and data will be accessed by
authorised users, using web browsers, at all CCs down the line, who will have privileges to
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view the data, generate reports based on queries and take print-out of map / desired portion of a
map along-with reports, with text in Urdu, Hindi or English as per their requirement.
Moreover, the authorised users at the CCs at Tehsil level should be able to access and copy the
data of required portion through web browsers onto a desktop computer, make edits based on
mutations / registry etc. and after getting these edits authenticated, the authorised user / System
Administrator should be able to up-load the up-dated data on to the central server.
17.9
Training and Capacity Building
Vendor would provide suitable training to all the Tehsildars, Naib-Tehsildars, Qanungos and
Patwaris of Revenue department of the State of Jammu & Kashmir who are working at Tehsil
Head Quarters or villages. The officials would be trained to operate the software and the
system independently. Vendor will also impart on-job training to the Settlement Patwaris or
any other staff deputed for the job by the Agency to use the DGPS and ETS sets independently
for field surveys. The deputed staff shall be trained for operating Web-based Enterprise GIS
software for full functionalities at State/ RD/ District/ Tehsil/ Niabat / Patwar Halka levels.
Workshops will be organised for senior officers to explain all necessary aspects including the
functionalities of Web-based Enterprise GIS solution.
Vendor will also provide onsite post implementation support for two years.
18.
Accuracy, Quality and Data Completeness
The project will have well defined and set procedures for quality assurance of the database.
The quality check (QC) procedures are both qualitative and quantitative. All coverage or hard
copy maps submitted by the Vendor will have to go through the quality check procedure by
JaKLaRMA before acceptance. The following aspects regarding quality assurance have to be
adhered to by Vendor:
i.
ii.
iii.
iv.
v.
vi
vii.
The quality assurance of the data will be carried out by JaKLaRMA
This will include checks for topological correctness, unique feature coding, and
completeness of data, naming conventions, accuracy and RMS errors.
The Quality Assurance Form duly filled in as per the specified format ( it will be
contained in the System Design Document ) has to be submitted along with the soft
copy data.
Data not complying with the standards and accuracy specifications will be sent to
vendor for corrections and will have to be re-submitted after carrying out necessary
corrections.
If the data complies with the quality assurance standards and error limits are in the
prescribed range, the data will be accepted.
Quality assurance of database will be done within a specified time set by
JaKLaRMA
On sample basis, the geo-referenced files of individual villages and the mosaic
will be digitally quality checked by JaKLaRMA. The Vendor will ensure submission of
data / records as mentioned below :
a. Digitized maps (musavis updated to current stage) on CD media as .shp files
b. Data base of digitized maps as database file.
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c. The printouts on 1:1 scale on specified media have to be provided in the following
manner for validation / checking:
One printout of scanned Original map on 90 GSM paper for validation ( Glass
Table to be used for one to one checking)
o One printout of draft digitized (vectorised) musavi, on 90 GSM paper for
validation.
o Vendor may have to print more numbers till final corrections.
o Two prints of final digitized musavi, one print on 170 GSM paper and another
on 100 GSM paper for use in field during Survey / Re-survey ( also refer point
3.2 of Financial Bid Format).
d.
Scanned final maps with complete indexing on CD media.
e.
Digitized maps should be linked with RoR which is already computerized and
available in Client Server.
f.
Final output should run on Systems of land records computerisation to be
developed and made operational at State / District headquarters of Jammu &
Kashmir. It should be made operational at all the Tehsil headquarters of Jammu
and Srinagar districts of the state, to begin with and the process will be
replicated in all other districts for which the work will be awarded on the same
terms and conditions, if work found satisfactory and on vendor’s consent.
(viii) Bidders shall follow the rules, regulations, laws and policies / guidelines of
Government related to Land Records and Settlements. The missing or extra khasra
nos. will be provided to the Vendor for correction.
o
18.1
Acceptance Test
The Agency will carry out the acceptance test for every deliverable. The Vendor has to arrange
for demonstration of Digitisation & Updating of Cadastral Maps (Musavis) and Complete
Document Management of Old Records project at their own level for undertaking the
acceptance test on the date and time fixed by the Agency. All features as contained in this RFP
will be demonstrated to the Agency in respect of Web-based Enterprise GIS to acceptance
level.
Quality assurance will comprise the following aspects:
(a)
(b)
(c)
(d)
(e)
(f)
Positional Accuracy
Attribute Accuracy
Logical consistency
Completeness
Mosaicing of the maps
Standardization of Spatial information data infrastructure
The criteria and acceptance levels for various parameters are given below:
File naming 100%
Directory structure 100%
Data readability 100%
Data structure 100%
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Data format 100%
Topology 100%
Attribute correctness 99-100%
Attribute completeness 100%
Data mosaicing 98-100%
At each step of the process, adopted for computerization and geo-referencing of the
village map, quality check will be applied to ensure error free database generation.
However, the following major quality checks will be designed to ensure the project
objectives:
• Quality check on merged product generation using satellite data
• Quality check for Inventory and coding of the maps
• Quality check on first hardcopy output
• Quality check on softcopy of village maps
• Quality check on final hardcopy output
• Quality check on geo-referenced village maps
• Quality check on mosaic of geo-referenced village maps
• Quality check on final deliverables.
The following criteria for testing digital vector data for completion and accuracy may include,
but not limit the number:
(1). Physical Verification of test plot on tracing paper on random sample basis.
(2). Random checking of features, during which, not more than 10% of
tested should be out by +/‐ 0.1% of the original map.
(3). Verification of topological correctness by actually constructing the topology.
(4). Verification of job requirements reflected in design document.
points
The digital data failing to conform these tests will not be accepted. Vendor shall be given an
opportunity to rectify errors to the satisfaction of the Agency within a
stipulated time,
failing which the work order shall stand terminated. In such a case, the Agency reserves the
right to get the work executed by another Vendor at the cost of defaulting party. NLRMP
guidelines have to be referred.
Standards for data structure for integration with other data are to be followed.
During execution of work, the spatial as well as non-spatial data, when submitted by
Vendor will have to be checked for quality as below, else the data will be deemed
accepted:
Village-data acceptance : Within 4 days from the date of submission to Patwari /
GQ (after 100% check)
Niabat-wise acceptance : Within 7 days from the date of submission to Naib Tehsildar
(after 50% check)
Tehsil-wise acceptance : Within 10 days from the date of submission to Tehsildar
(after 25% check)
District-wise acceptance : Within 15 days from the date of submission to Regional
Director/Settlement Officer (minimum 10% check)
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19.
i)
General Requirements
Village boundaries are to be marked.
ii) The (X, Y, Z) coordinates for the control points should be given in spherical coordinates
( Geographic co-ordinates). Heights will be reduced to MSL by suitably connecting BMs which
will be procured from SOI and provided to the Vendor.
iii) Datum is to be taken WGS 84 and projection UTM. The state of J&K falls in two zones,
namely, 43 and 44.
iv) The Vendor should clearly mention the specifications of the instruments to be used to achieve
the required accuracy. The Survey instruments should be technology-wise latest. The total
station should have angular accuracy of 2” and distance accuracy of +/- 2mm. Also it must
have the capability to upload active background maps, as the Agency will be providing orthorectified satellite imagery to the Vendor.
The DGPS to be used should have Static accuracy of 3mm +/- 0.1 ppm - For establishment
of primary & secondary control points and at least 200 channels (to ensure the usage of new
and latest technology available in this field) and all latest satellite constellations.
v) Some baselines for calibration of the monumentation should be maintained at selected
locations.
vi) A sketch for each category of the control points shall be submitted, showing the location of the
control points along with their description for easy identification.
20.
Time bound completion of the work:
The work is to be completed in a time specific manner. Vendor would provide a time schedule /
work plan for various activities, some of the activities will run in parallel. The selected Vendor
shall mobilise adequate resources to ensure end-to-end completion of the project in minimum
possible time.
The duration of the project is ____________ weeks (to be given by prospective Vendor,
which will be given due weight-age during the evaluation process for selection of vendor).
21.
ROLES AND RESPOONSIBILITIES
21.1
Roles and Responsibilities of the Vendor
1
Vendor will ensure that the digital vector data is accurate and complete, as per the
requirement detailed out in the bid document.
To keep liaising with Land Records and Settlement officials (District / Tehsil) to study the
hole system related to the cadastral maps and Jamabandi etc. and submit ‘System
Design Document’ to the Agency within 4 weeks from the date of the award of contract.
Identification of System Design Document requirements by the Agency which
will have to be incorporated in the document during implementation of the project.
To identify requirements across Land Records (District/Tehsil) and to help to digitize the
cadastral maps in generic manner so that the same can be used by all the concerned offices
across the state.
To impart satisfactory training to users by solution provider ( the Vendor) after
installing and commissioning the software. All necessary changes, suggested during
training and implementation will be incorporated in the project.
To prepare Technical Documents as well as User Manuals for all activities
2
3
4
5
61
Including Survey / Re-survey, digitisation of cadastral maps and its linking with
textual data.
Project will be deemed to be completed after establishing the completeness of the
work in all respects as per the laid down standards of accuracy.
Completion of the work is defined as accomplishment of all intended features and the
logical grouping, as specified in the bid/ design document.
Accuracy is defined in terms of positional correctness, digital vector data and
Topological completeness, subject to various tolerance limits, as specified in
design document
After successful implementation of project, Vendor will handover Technical
document as well as user manuals for the scanned images, digitized maps, all their
copyrights shall be the sole property of the user Agency i.e., Agency
of Govt. of Jammu & Kashmir.
All features as contained in this RFP will be demonstrated to the Agency in
Respect of Web-based Enterprise GIS to acceptance level and it has to be made operational in
respect of all Niabats / Tehsils of Jammu and Srinagar districts.
Vendor will ensure that the digital vector data and all Land Records are generated
using licensed versions of the software and are accurate and complete, as per the requirement
detailed out in the work order. Even, if an error is detected at later stage after the project period,
but during the maintenance period, the Vendor will carry out the correction.
Vendor will give an undertaking that integrity, secrecy and security of data shall be maintained.
Vendor will hire suitable accommodation for installing the computer systems for carrying out
various activities, such as, Data entry, post-processing of Survey data etc. All the necessary
hardware/software, LAN connectivity, UPS, etc. would be done by the Vendor to suit
requirements. If approached, space can be made available by the Agency, subject to availability
on chargeable basis. However, all the aforesaid ancillary work will be carried out by Vendor.
6
7
8
9
10
11
13
21.2
Roles and Responsibilities of User Agency
1 JaKLaRMA under Agency, Govt. of Jammu & Kashmir will constitute a High Power
Committee for monitoring the project activities and its implementation.
2 Facilitate liaison of JaKLaRMA/Vendor with identified offices of the State.
3 Existing RoR/ Jamabandi record / Data should be provided in compatible format for linking with
the digital cadastral maps.
4 Regular review of the progress of work carried out by JaKLaRMA/ Vendor.
5 Convene/facilitate the Public validation process and deploy representative (s) for accompanying
the vendor during Public validations.
6 To supply the existing Musavis and other records to Vendor.
7 Agency will ensure return of the updated copy of the Musavis to the vendor agency for
digitisation in defined time frame.
8 To conduct field verifications of updated Musavis as provided by Vendor.
9 To bring about legal changes wherever required enabling updating of records as per ground
reality/field validation.
10 Respective DCs of various districts may be designated as the Nodal Officers for the project who
would make available the musavis and other related information, arrange to make updation as
per Shajra maps through Patwaris and validate / authenticate the maps. He may in turn form
Tehsil-wise Technical Core Groups headed by Tehsildar for smooth-functioning of the
project.
11 Continuous supply of cadastral maps, updation and validation of the digitized maps through
62
individual village Patwaris should be ensured by the Nodal Officers within the specified time
limits to avoid delays in the schedules.
12 One Qanungo and one Patwari of the concerned District would be required to be deputed at
JaKLaRMA for the project period to assist with regard to understanding the cadastral system and
its terminologies, reading of musavis, language etc.
13 Quality of the output will depend on the input map provided. Hence, the cadastral maps should
be of good quality as far as possible.
14 District administration may be required to provide the logistic support to the visiting Executive
Officers in the field.
15 District administration will furnish necessary data, information and documents and other
materials related to the work.
16 JaKLaRMA will provide all support where-ever and whenever required.
21.3
Roles and Responsibilities of JaKLaRMA ( the Agency)
1 Being a nodal agency of the State Government for Management of Land Records, JaKLaRMA
will execute this project up-to the end through outsourcing to the service provider.
2 JaKLaRMA will arrange funds from Govt. of India as well as from State Government for
outsourcing of the work defined in the RFP document and for purchase of GCPs from Survey
of India (SOI) and High Resolution Satellite Imageries (HRSI) from NRSC, wherever required.
The User Agency will arrange timely procurement of GCPs from SOI and Satellite Imagery
from NRSC. The Vendor shall not be held responsible for any delay in procurement, as the
same will have impact on time-lines.
3 JaKLaRMA will interact with High Power Committee constituted by the Commissioner during
the entire project implementation cycle.
4 Financial Commissioner, Revenue & Ex-Officio Chief Executive Officer, JaKLaRMA will
constitute an empowered team ( headed by Commissioner, Survey and Lnad Records, ExOfficio Project Coordinator of the Project) for execution and monitoring of the project
activities and its implementation.
5 Vendor will interact with this team during the entire project implementation-cycle.
6 Approval of the System Design Document submitted by the Vendor for digitisation of the
cadastral maps and linking of the spatial data with textual data along-with other activities
within the scope of the project.
7 Processing and payment of the bills submitted by the Vendor without un-necessary delay.
8 To check and verify the quantity and quality of the work and authentication of the deliverables
to be supplied by the vendor within specified timeframe.
22
TERMS AND CONDITIONS
22.1
Performance Bank Guarantee
The Vendor must submit a Performance Bank Guarantee for project phase till commissioning
of this project from any Nationalized Bank @20% of Gross Bid Value in the name of CEO,
JaKLaRMA for a period of 12 months as per the format given at “Annexure VI” within 15
days of the signing of Agreement. Thereafter, separate Performance Bank Guarantee @30% as
per format given at “Annexure VI” will be submitted for a period of 2 years, 2 months prior to
the expiry of previous Performance Bank Guarantee.
63
22.2
Payment Terms
JaKLaRMA, Govt. of Jammu & Kashmir will release payments for the entire services rendered
as per calculations given in the table below:
S. No. Event
K-Key
Events
Completion
Date
Payment % of
total Contract
Value
K1
T+ 4 WEEKS
Nil
T+
WEEKS
20% of Contract
Value
(Bills may be
raised
on
monthly basis )
10% of Contract
Value
(As per Districtwise break-up)
K2
K3
Preparation of System Study
and Design Document (SDD)
(including Hardware, System
software to be used, Data
Model Structure, Design of
Architecture, Data Security,
Data Migration Strategy and
Data Backup Strategy).
Scanning of all Records and
maps as per Specifications
( including prints as required).
[All Land Records at Jammu
and Srinagar ]
Provision of GCPs across the
state including monumentation.
[ Whole State, District-wise
break-up ]
T+
WEEKS
K4
1.Digitisation ( Vectorisation T+
and Geo-Referencing ) of WEEKS
current serving Cadastral maps,
Data Entry of updated RoR.
2. Survey / Re-survey and
Updation of the Survey &
Settlement Records (including
ground truthing) using the
modern technology. Integration
of non-spatial and spatial data.
3. Training of Technical Field
Staff at each Tehsil level
20%
of
Contract Value
( As per the
Tehsil-wise
breakup )
K5
Verification and Final User
Acceptance Test of Project
(District-wise breakup for
Jammu and Srinagar Districts)
10% of Contract
Value
(As per Tehsilwise break-up)
64
T+
WEEKS
(Districtwise)
K6
K7
K8
(1).Development of Enterprise
GIS
including
software
modules for Virtual Modern
Record Room/ Land Record
Management Centres at Niabat
/Tehsil/ District/ Regional
Directorate/ State Level with
provision of three languages for
outputs viz., Urdu, Hindi and
English including all features
mentioned in the RFP.
(2).Handholding/
Customisation (Comprehensive
training of employees on
packages developed)
(3).Handing over of all the
data, documents and manuals
after development of Webbased Enterprise GIS software
Commissioning of Project
(including
preparation
of
mosaics
and
creating
administrative unit-wise maps
with
imagery
in
the
background)
Maintenance and Operational
Support for the Project for two
years ( At the start itself but on
submission of PBG)
*T-Date of signing SLA with vendor
T+
WEEKS
5% of Bid Value
( 50% of the
amount
under
this head will be
released
after
successful
completion of
Sub-item (1).
T+
WEEKS
15% of Contract
Value
K7+2 years
20% of Contract
Value, against
Performance
Bank Guarantee
(PBG) of 30% of
total
contract
value
for
a
period of 2 years
after K7.
*K-Key
EVENTS
Note : Number of Weeks to be entered by the Vendor in the above table.
22.3
Penalty
Vendor is supposed to achieve the milestones in the specified time frame. Non-adherence to
the specified time frame will attract penalty @ 0.5% of Gross Bid value per week maximum to
5% of the contract value of the work in the form of forfeiture of the amount of Performance
Bank Guarantee or Demand Draft duly deposited. Maximum delay allowed is 60 days and in
case delay exceeds 60 days the Agency can terminate the contract. Subsequent changes
recommended by Government of Jammu and Kashmir during implementation and
maintenance phase and after development phase, including AMC will have to be carried out
by the Vendor, non-adherence will attract penalty @ 0.5% per week.
65
Penalty shall also be imposed as follows for inaccuracy / errors detected during checking of
work:
S
Number
of errors
No. Maps/Records data)
(in Penalty ( in % of the Bid
Amount
of
concerned
activity)
No Penalty
1
Less than 15
2
15-25
5%
3
25-35
8%
4
35-50
10%
5
>50
15%
Cadastral Maps (musavis / shajras) should be returned immediately after scanning of the same.
In case of damage of the Musavi / shajra, penalty would be imposed by Government of Jammu
& Kashmir as elaborated in SLA.
22.4
Order Cancellation
CEO of JaKLaRMA, Govt. of Jammu & Kashmir reserves the right to cancel the order in the
event of one or more of the following situations:
(a)If any batch of job/ services performed & software copies/ CDs/ Hardware copies carrying
digital data do not match with approved specifications or approved samples and found inferior
in quality, the entire lot will be rejected and no payment will be made for such a supply. Such
items will have to be taken back by the Vendor at its own risks and cost. No payment will be
made for unsatisfactory jobs/ services and contract is liable to be cancelled along with
forfeiture of Performance Bank Guarantee.
(b)If there is delay in submitting the deliverables and all related services beyond the stipulated
period. The JaKLaRMA, Jammu & Kashmir shall have the right to inspect the work or get it
inspected by his representative or any authorized officer at any stage. The JaKLaRMA, Jammu
& Kashmir reserves the right to inspect, the process of the scanning, digitisation, indexing,
storing methodology and the equipments during the contract period at any time. The Vendor
shall provide all possible information and extend such cooperation as desired by the inspecting
authority of the Agency during the inspection of work. In case, the Inspecting authority finds
that the services and the equipments used are adversely affecting the quality of work, the
Agency reserves the right to treat this as an act of breach of contract. As a result, the contract
shall be terminated at the expenses of the Vendor.
(c)Delay in Project as per the agreed project timelines.
In addition to the cancellation of contract, JaKLaRMA, Govt. of Jammu & Kashmir reserves
the right to levy appropriate damages and deduct from the earnest money deposit (EMD) given
by the Vendor or foreclose the Bank Guarantee given in lieu of performance guarantee. The
Agency also reserves the right to get the work executed by another vendor at the cost of
66
defaulting vendor.
22.5
Non-Disclosure Agreement
The successful Vendor has to execute confidentiality agreement incorporating that any
data/information which will be handled/ shared will be kept in strict confidence and neither the
vendor or its associates or channel partners or Vendor’s employees part with the
data/information in any form to anybody without prior written consent of the JaKLaRMA,
Jammu & Kashmir
22.6
Data Security
The Vendor should ensure security (both physical and logical) to protect Agency’s data by
incorporating standard security measures both in field and in Data Centres. Non-compliance
will attract stringent action.
22.7
Termination of the Contract
JaKLaRMA, Jammu & Kashmir reserves the right to terminate the entire and / or part of the
contract by giving one month notice in writing.
22.8
Indemnity
Vendor has to indemnify JaKLaRMA, Jammu & Kashmir against any claims, losses, costs,
damages, expenses, action suits and other proceedings, resulting from any proceedings initiated
against the Agency for any deficiency in services related to Project provided by the Vendor
during the period of contract.
22.9
Force Majeure
The vendor shall not be liable for forfeiture of its Performance Bank Guarantee, Liquidated
Damages or Termination for default, if and to the extent that it’s delay in performance or other
failure to perform its obligations under the contract is the result of an event of force Majeure.
For purposes of this Clause, “Force Majeure” means an event beyond the control of the vendor
and not involving the Vendor’s fault or negligence and not foreseeable. Such events may
include, but are not limited to, Acts of God or of public enemy, acts of Government of India in
their sovereign capacity or either in fires, floods, strikes, lockouts and freight embargoes.
If a Force Majeure situation arises, the Vendor shall promptly notify the JaKLaRMA, Jammu
& Kashmir in writing of such conditions and the cause thereof within three calendar days.
Unless otherwise directed by the Agency, the Vendor shall continue to perform its obligations
under the Contract as far as it is reasonably practical and shall seek all reasonable alternative
means for performance not prevented by the Force Majeure event. Notwithstanding above, the
decision of the Agency shall be final and binding on the Vendor.
22.10 Publicity
Any publicity by the Vendor in which the name of JaKLaRMA, Jammu & Kashmir is to be
67
used should be done only with the explicit written permission of the Agency.
22.11 Service Level Agreement (SLA)
Vendor would be required to enter into a Service Level Agreement, format enclosed as
Annexure X, with JaKLaRMA, Govt. of Jammu & Kashmir ( the Agency) at the mutually
agreed terms within three weeks from the date of issuance of Letter of Award. In case the SLA
is not executed within the said stipulated period, the Agency will be at liberty to forfeit the
EMD and R2 will be invited to sign Service Level Agreement.
Any modification to the existing RFP which includes proposed amendments till the date of
final bid will form part of SLA. However, any deviation from / modification of any Clause will
be at the sole discretion of the Agency.
As per this RFP, modernisation of land records in the Jammu and Srinagar districts of the state
will be taken up and completed by the Vendor. The work, if found satisfactory on technical
grounds and financially feasible, 10 more districts will be taken up for land records
modernisation programme on the same terms and conditions, on mutual agreement and this
will be reflected in the SLA. For the remaining 10 districts, variance of rates may be reflected
in this proposal and if considered feasible by the Agency, work can be awarded to the same
Vendor, on mutual agreement.
22.12 Resolution of Disputes
The Agency and the Vendor shall make every effort to resolve amicably, by direct informal
negotiation, any disagreement or dispute arising between them under or in connection with the
contract. If after thirty days from the commencement of such informal negotiations,
JaKLaRMA, Jammu & Kashmir and the Vendor are unable to resolve amicably a contract
dispute; either party may require that the dispute be referred for resolution by formal
arbitration. All questions, disputes or differences arising under and out of, or in connection
with the contract, shall be referred to two Arbitrators: one Arbitrator to be nominated by
Agency of Revenue, Govt. of Jammu & Kashmir and the other to be nominated by the Vendor.
In the case of the said Arbitrators not agreeing, then the matter will be referred to an umpire to
be appointed by the Arbitrators in writing before proceeding with the reference. The award of
the Arbitrators, and in the event of their not agreeing, the award of the Umpire appointed by
them shall be final and binding on the parties. The arbitration and reconciliation act 1996 shall
apply to the arbitration proceedings and the venue and jurisdiction of the arbitration shall be in
the State of Jammu & Kashmir.
68
Annexure I
Pre-qualification of Bid (Checklist)
Item
1
2
3
4
5
7
8
9
10
11
Complied
(Yes/ No)
Document
attached
(Yes/ No)
Covering Letter
All pages of bid are numbered, signed by
authorized signatory and bids are sealed
properly in three envelopes
Proof of authorised signatory (Power of
Attorney/ Board Declaration)
EMD and Draft for RFP cost (if not paid
already)
CVs of Key Resources proposed, Details on
the total number of Resources proposed and
‘Resource Deployment Plan’ given as part of
Technical Bid
Bid
submitted as per Clause
3,
Instructions to Prospective Bidders
Turnover (Balance Sheets have been
attached) (Qualification Criteria – Clause
3.2.2 )
Lists of Agencies/ Offices where scanning
and digitisation ( Vectorisation) of maps
have been done along with the successful
implementation certificate obtained from the
Heads of these offices
Details of Infrastructure as per Clause 8.1.2
The proposal / Bid is responsive and meets
all conditions specified under Clause 6.2.3
Note: The Bidder should submit the above Checklist, compliance being important criterion. This is to
be submitted in a separate envelope as mentioned under clause 13.2.
69
Annexure-II
Technical Bid - Evaluation Form
(To be used by the Evaluation Committee / Board)
Name of the Company:
Item Parameter
Code
1
Relevant
Experience
of the Bidder
2
Evaluation Criteria
Maximum Points Remarks
Marks
Scored
a). Implemented at least one 40
project related to cadastral map
digitisation (Vectorisation) : (5)
b). At least Three GIS Projects
related
to
digitisation
(Vectorisation) using scanned
maps and High Resolution
Satellite Imagery (HRSI) and
implementation of project value
not less than 50 Lakhs :
(6)
c). At least one project of spatial
data integration :
(5)
d). Overall experience and
credentials of the firm:
(15)
i). Financial strength, capacity
of firm : (7) ; < 5 crore = 0
5 Crores 1 marks, further
1 marks for each 1 crore,
maximum marks:
7
ii). Turnover from software
Development Services : (4)
1 marks for each 1 crore
maximum marks 4,
iii). Years of Experience in
MIS / GIS: (4), 1 marks for
each 1 years, maximum
marks 4.
e). Cadastral experience in the
States of J&K / /Punjab/ Haryana
/ Delhi/Western U.P. (undivided)/ Himachal Pradesh : (5)
f).
Resources to handle data
entry in Urdu :
(4)
Approach & a) Clear understanding of ToR 25
Methodology and scope of services including
their interpretation:
(10)
b) Methodology and Work Plan
including Team organisation for
an efficient activity scheduling.
Work Plan for 10 more districts
also needs to be given:
(15)
70
3
Key
Personnel
(minimum
50 personnel
required)
4
Evaluation
Committee
observation
a). Experience and competence of 15
the Key staff for the assignment:
(5)
b).Experience, competence and
hands-on experience of the Team
Leader in execution and
coordination of such projects:
(2)
c).Profile and Experience of Key
Staff in man years on similar
MIS/GIS projects :
(3)
d). Extent of on-site commitment/
engagement of the key staff for
the project Senior Cadastral
Executive Officer/Engineer-cumTeam leader :
(1)
Software Engineer:
(2)
Revenue
officer,
Surveyor,
Documentation officer:
(2)
a) Hard copy of Technical 20
Presentation of capabilities of the
organisation, implementation plan
including time-lines for this
project :
(10)
b)Corporate Social Responsibility
(CSR) performances :
(5)
c) ISO or equivalent Certification
:
(5)
G. Total
100
Notes:
(1)
The Bidders securing 60 points and above will be ranked from highest to lowest. The Vendor
so shortlisted, shall stand qualified for financial evaluation in the second stage. However, if the
number of such prequalified Bidders is less than two, the Agency may, in its sole discretion,
pre-qualify the Bidder(s) whose technical score is less than 60 points even if such Bidder(s)
do(es) not qualify in terms of Clause 7.1; provided that in such an event, the total number of
pre-qualified and short-listed Bidders shall not exceed two.
(2) The short-listed Vendors will be invited to give Technical Presentation of the capabilities of
the organisation, its relevant experience, infrastructure relevant to the project, implementation
plan including time-lines for this project, H/W requirements ( to be procured by the Agency)
for implementation of the project. The presentation should be focused one and it will carry 30
marks. Thus, Technical Bid will be worth 130 marks including 100 marks as per details above.
(3) In the case of Consortium, Financial Capacity and past experience can be based on any of the
Consortium members. However, proper agreements and documentation should be submitted as
part of the proposal.
71
Annexure-III
FINANCIAL PROPOSAL / BID
(Covering Letter)
(On Applicant’s letter head with Date and Reference)
The Chief Executive Officer
JaKLaRMA
Govt. of Jammu & Kashmir,
Jammu.
Subject: Appointment of Service Provider for Modernisation of Land Records ( Including
Scanning of Land Records, Digitisation ( Vectorisation ) of Cadastral Maps, Survey
/Re-Survey, Integration of Spatial & Non-Spatial Data, Development of Web-based
Enterprise GIS and Management of Old Revenue Documents ) under the NLRMP
Scheme in the State of Jammu & Kashmir.
Reference:
Dear Sir,
I/We, _____________ (Applicant’s name) herewith enclose the Financial Proposal for selection of
my/our firm as Vendor for the subject Project.
I/We agree that this offer shall remain valid for a period of 180 (One Hundred Eighty) days from the
Proposal Due Date or such further period as may be mutually agreed upon.
Yours faithfully,
(Signature, name and designation of the authorized signatory with date )
Note: The Financial Proposal is to be submitted strictly as per forms given as Annexure to
this RFP.
72
FINANCIAL BID FORMAT
Name of the Company:
Component-wise break-up of prices is as follows:
S. No
Job / Work
1.
System Study and Design Document
2.
Document Management (Virtual Modern Record Room/ Land Record Management
Centre at Tehsil/District/Regional Directorate / State Levels )
Number of pages of
Scanning
of
Records
/ Page
records at Jammu:
Documents having page sizes
A4 size : 6000
A4, A4+, A3, A3+ using
A4+ size :28 Lakh
appropriate book scanner with
A3 size :1000
resolution of 200 dpi minimum.
A3+ size : 24 Lakh
Un-wanted noise and spots to be
removed, image quality to be
Number of pages of
records at Srinagar:
enhanced and orientation of
A4 size : 1500
image to be upright. The image
A4+ size : 2000
data to be delivered in .tiff and
A3 size : 7 crore
.pdf formats along-with meta
A3+ size : 4 crore
data.
(Payment will be made on
2.1
Unit
2.2
Scanning of Musavis / Cadastral Map
Maps of A1 size using high Sheet
resolution flat-bed or roller
scanners as per requirement
2.3
Scanned data of current serving Musavi
cadastral maps (as per 17.7
above) to be delivered on CD
2.4
Scanned data of musavis/ Musavi
cadastral maps (as per 17.7
above) to be delivered on Hard
disk of high capacity for porting
on to the Storage devices from
where it will be accessed /
retrieved using software as part
of Web-based Enterprise GIS.
Quantity
actual basis)
Number of map sheets at
Jammu : 7000
Number of map sheets at
Srinagar : 21,200
(Payment will be made on
actual basis)
Number of musavis in
Jammu district : 1100
Number of musavis in
Srinagar district : 400
Number of musavis in
Jammu division : 7000
Number of musavis in
Kashmir Division : 21500
73
Amount
in Rs.
Per unit
Total
Amount
2.5
3.
3.1
3.2
Full colour printing of all the Map
scanned maps as per 17.7 above Sheet
on 170 GSM paper – 2 Sets
( original scale ).
Number of map sheets at
Jammu Central Record
Room
: 7000
Number of map sheets at
Kashmir Central Record
Room
: 21500
Digitisation (Vectorisation ) of current serving Cadastral maps
Number of musavis in
Digitisation (vectorisation) of
Jammu district : 1100
boundary of Survey nos.
(Khasra) and placing some
Number of musavis in
textual info, such as, Khasra
Srinagar district : 400
No., Area etc. The vectorised
data to be placed in separate
layers as per prescribed
Musavi
structure. Digitisation will also
include
administrative
boundaries of villages with
pillars, point details, adm.
names etc.
Number of musavis in
Printing of each original Musavi
Jammu district
: 1100
sheet
after
digitisation
(vectorisation) on 100 GSM
Number of musavis in
paper on 1:1 scale for one-toSrinagar district : 400
one checking. Thereafter, one
Musavi
print on 170 GSM paper of
corrected musavi and second
print on 100 GSM paper for
reference in field, during Survey
/ Re-Survey.
4.
Data Entry / Re-Entry / Conversion of all textual Records
4.1
Data Entry of all updated Parcel
Jamabandi / RoR and other (khasra
textual data as per prescribed no.)
coding scheme and structure.
Non-Spatial ( RoR data etc.)
data is to be delivered in
MS Access format (latest
version for databases). This MS
Access database is to be ported
to appropriate Central GIS
database supported by Web-
Number of parcels in
Jammu District: 5.5 Lakh
Number of parcels in
Srinagar district : 60,000
74
based Enterprise GIS. The HW
for Computer Centres at various
levels and connectivity issues
shall be catered by the Agency,
as per requirement.
4.2
5.
5.1
5.2
5.3
Data Conversion to desired Villages
format of already entered RoR
and textual data
Number of villages in
Jammu District :
150
Number of villages in
Srinagar district:
120
Survey/Re-survey and updation of the survey & settlement records (including ground
control network and ground truthing) using the modern technology.
Establishment
of
Ground
Control Points (GCPs) for
Survey / Re-Survey, Georeferencing of High Resolution
Ortho-rectified Satellite imagery
for improving accuracy. The
GCPs should be established on
each and every Sehada stone Ground
and one or two Locations within Control
village/musavi boundary, at Point
least two GCPs in every village
should be inter-visible. The
GCPs network should be
established using dual frequency
DGPS as per technical guidance
in ToR across the State.
Approx.
number
of
different types of Control
Points:
Primary = 2000
Secondary = 5000
Tertiary
Monumentation of GCPs as per
prescribed
specifications
/
standards mentioned in the ToR Ground
Control
Point
= 7000
Number of different
types of control points:
Primary = 2000
Secondary = 5000
Tertiary = 7000
Satellite data preparation as per District
ToR requirement and georeferencing
District Jammu
(a) including processing of
HRSI
(stereo)
for
creation
of
orthorectified
images,
District Srinagar
75
extraction of details,
such
as,
parcel
boundaries
(villagewise) to serve as
Chuminda or may be
used for ground truthing.
(b) Without
feature
extraction. The orthorectified geo-referenced
imagery will be used for
reference and preparing
mosaics by overlaying
updated maps over this
imagery after validation
and acceptance.
( Also refer Note (5) at the end
of this FINANCIAL BID
FORMAT – ANNEXURE III. )
5.4
5.5
5.6
Overlaying
of
digitized Village
(vectorised) musavis data on
geo-referenced ortho-rectified
imagery for loading on the ETS.
Number of villages in
Jammu district : 912
Survey of village using ETS
(The imagery and digitized map
as per 5.4 above are to be loaded Sq. km.
on the ETS having angular
accuracy of minimum 2
seconds).
Total area to be surveyed
of
Jammu
District
( in Sq. Km)
:1370
Integration of Spatial Data Sq. Km.
(Musavis etc. already generated)
and the textual ( RoR) data
Total area to be surveyed
of
Jammu
District
(in Sq. Km)
: 1000
Number of villages in
Srinagar district : 137
Total area to be surveyed
of
Srinagar
District
( in Sq. Km)
: 80
Total area to be surveyed
of
Srinagar
District
( in Sq. Km)
: 37
5.7
Total area to be surveyed
of
Jammu
District
( in Sq. Km)
:Nil
For villages where records / data Sq. km.
not available, fresh records to be
76
generated after survey.
Total area to be surveyed
of
Srinagar
District
( in Sq. Km)
:Nil
( Unit rates in sq. Km.
may be given as the same
be required for other
districts)
Printing of each draft Musavi
sheet after Survey / Re-Survey
on
1:1000
Scale
(for Musavi
verification, including those
villages where fresh survey will
be carried out)
Number of musavis in
Jammu district : 6000
5.9
Printing of each final Musavi
sheet in two copies after
verification / validation, on Musavi
1:1000 Scale, one copy on 100
micron polyester matt film and
second copy on 170 GSM paper
(including those villages where
fresh survey will be carried out).
Number of musavis in
Jammu district : 6000
Number of musavis in
Srinagar district :700
5.10
Merged
village
map
by One sheet
mosaicing sheets / musavis in per village
soft copy form along with A0
size paper print on a suitable
scale
Number of villages in
Jammu District : 912
Mosaiced Tehsil and District One Sheet
maps in softcopy form along Per Tehsil
with a print on A0 size paper.
Number of Tehsils in
Jammu District:
21
( +1 district map)
5.8
5.11
Number of musavis in
Srinagar district : 700
Number of villages in
Srinagar District : 137
Number of Tehsils in
Srinagar District:
7
( +1 district map)
6.
Development of Web-based Enterprise GIS
6.1
As per the requirements in
Clauses 17.8 and 17.8.1,
Number of licenses : 4
(a) COTS GIS Software used
for developing Web-based License
Enterprise GIS Solution, at
( 2 licenses
77
each for the two
the two State Level CCs
[Name of Software with version
and other necessary details in
brief]
(b) The
COTS
RDBMS
software to be used License
(compatible with the Web
GIS solution) at the two
State level CCs
[Name of Software with version
and other necessary details in
brief]
locations)
Number of licenses: 4
( 2 licenses each for the two
locations)
(c) Any other COTS GIS
Software
required
for License
making Web GIS solution Unit
operational at two CCs.
/
Number of Units / Licenses:
( Number to be given by the bidder ).
[Name of Software with version
and other necessary details in
brief]
6.2
[ See Notes (7), (8) and (9)
below ]
To
develop
Web-based
Enterprise GIS, including Web
Portal, for all land records
related Applications as per
specifications,
including
computerisation of activities,
such as,
updation of land
records, easy indexing and
retrieval of scanned documents
along with drawing of land
parcel with dimension (from
map and RoR) attribute Lumpsum
information,
neighbourhood
details and printing the maps
and data. Updation of data based
on info received from SROs,
preferably online. Besides all
functionalities as per Clause
17.8 and 17.8.1, there should be
option to get reports, forms,
maps etc. in Urdu, Hindi or
English.
78
7.
Training of Technical Field Staff and Database AMC at each Tehsil
7.1
Annual maintenance support for
2 years. At least 2 GIS
specialists should be provided
for technical support at each
district head quarter. Training of
minimum 50 persons and 4
Master Trainers for the two
districts. Preparation of User
Manuals is the responsibility of
the Service Provider.
Per district
Manpower
(cost per
month–2
GIS
Specialists
)
Total cost per District for
two years for two GIS
Specialists
Resources i.e., 12x2x2=
48 months
Total (excluding tax)
Total
Total (including tax & S.T)
Gross Value of Bid, inclusive of
taxes and duties
Notes :
(1)
The number of pages of various types records for scanning, number of musavis/ cadastral maps
for vectorisation, number of khasras ( parcels), number of GCPs of different types, area in
Sq. Km. are only indicative. Payment will be made on actual basis.
(2)
It is re-iterated that during Phase I, two districts, one each from Jammu and Kashmir
Divisions, namely, Jammu district and Srinagar district will be taken up for end-to-end
implementation of the project.
However, three tasks viz., (a) Establishing Ground Control Points (GCPs) network across the
state, as per requirement, (b) Scanning of old records and archival of scanned data and (c)
Development of Web-based Enterprise GIS are to be taken up in one go for the entire state in
Phase I only.
The scope of the present RFP is primarily limited to Phase I.
(3)
Phase II : On satisfactory completion of the tasks enumerated above, 10 more districts
(5 districts from each division) will be awarded to the same Vendor on same terms and
conditions, on mutual agreement. The Bidders should reflect variance in rates, if any, in this
Financial Bid. Separate sheet may be attached.
(4)
Phase III: Remaining 10 districts may be awarded to the same vendor but on mutual
agreement. The Bidders are expected to reflect variance in rates, if any, in this Financial Bid.
Separate sheet may be attached.
(5)
For arriving at the Bid Value Amount, the bidder’s quoted price for 5.3 (b) will only be taken
in the instant case as the Agency will procure Ortho-rectified HRSI along with corresponding
DEM data, if available.
79
(6)
The rates quoted at 5.7 above will not be included in the Bid Value. However, the rates given
by the bidder, may be applicable in the case of other districts.
(7)
The COTS GIS software and COTS RDBMS software to be used for development of Web
based Enterprise GIS solution are to be selected by the vendor keeping in view the
requirements as per Clauses 17.8 and 17.8.1. Provision of SAN Storage is to be there. The
responsibility of license agreements and any other required agreements with the concerned
Company / Firm / Organisation, shall lie with the bidder.
(8)
The Software, as mentioned at Sl No. (7) above shall be procured at a suitable time but within
a year, for two CCs at State level. The rates quoted should remain valid for one year. However,
if there is any cut in the prices owing to Govt. policies or otherwise, the same shall be passed
on to the Agency.
(9)
The Bidder shall enclose a Configuration Chart / Architecture of the complete set-up, clearly
mentioning number of Servers (with technical specifications) required at the two State Level
CCs, SAN Storage Devices required as per the quantum of data, minimum number of desktop
computers ( with technical specifications) which each of the CCs at various levels should have.
The HW with required Operating System will be procured by the Agency at appropriate time.
The band width and other requirements pertaining to Data Security etc. also need to be clearly
mentioned which shall also be arranged by the Agency.
(10) The cost of software as per item 6.1 above, though to be included while evaluating the
Financial Proposal, shall not be included in the Contract Value for the purpose of releasing
payments of other activities, as per Payment Terms under Clause 22.2. Payment for the
aforesaid software shall be made on production of invoices / bills after supply of software to
the Agency, within a month.
80
Annexure IV
Award of Order
( Refer Clause 7.4.1)
The final score used for calculating the most responsive bid shall be calculated based on a QualityCum-Cost based evaluation. The weight-age to be used for calculating the total overall score of the
bidders is as follows:
The Normalisation of Technical and Financial score shall be done by awarding maximum marks to the
bidder having highest Technical Score and lowest Financial Bid respectively.
The total score shall be arrived at, using the following formula :
Total score, S = Tw x ST + Fw x SF
= 0.70 x {(Technical Score of Bidder/ Highest Technical Score) x100}
+ 0.30 x {(Lowest Financial Bid received / Financial Bid of Bidder) x 100}.
The bidders will be ranked as R1, R2, R3, R4….etc. based on the combined merit of the technical and
financial scores.
Calculation for R1, R2, R3, R4 ....
Sr No Bidders
A
Normalised
Normalised
Total
Technical Score Financial Score Marks
= 70 x TS/TH
= 30 x FM/F
B
C
Rank
Bidder
of
B+C
1.
2.
3.
4.
5.
*Where F means the Financial Bid (price) offered by the Bidder, FM means lowest (Minimum) price
offered; TS is Technical Score of the proposal (Bidder) under consideration and TH is highest
Technical Score secured by a Bidder.
81
Annexure V
( Manpower Details )
Name of the Company:
Note: - Details filled in this form must be accompanied by sufficient documentary evidence, in order
to verify the correctness of the information.
S.
No.
Name
Designation
Qualification
Experience
(in years)
Date of
Employment
with
Company
1
2
3
4
5 ...
Date: ______________
Seal & Signature of the Vendor
Place: ______________
82
Annexure VI
( Format for Performance Bank Guarantee)
The Chief Executive Officer
JaKLaRMA
Govt. of Jammu & Kashmir,
Jammu.
Sub : Performance Bank Guarantee
1. Whereas M/s ______________________ (hereinafter called “Service Provider”) has to undergo
“PROJECT NAME _____________________” Project implementation assignment as per agreement
dated
_________ signed between __________________________ on behalf of
____________________________________ (hereinafter called “Cleint”).
2. NOW THEREFORE KNOW ALL THE MEN THESE PRESENTS THAT WE, ______
_____________________________ having its Head Office at ________________________
__________________________________________________________ (hereinafter called “the
Bank”) are bound up to the “Client” in the sum of Rs. ___________________________
(_____________________________________________) for which payment will and truly to be made
to the “Client”, the Bank binds itself, its successors and assignees these presents.
3. “The Bank” further undertakes to pay to the “Client” upto the above amount on receipt of its first
written demand, without the “Client” having to substantiate its demand. The Client’s decision in this
regard shall be final and shall not be called upon to question under any circumstances. The Bank
Guarantee will remain in force upto ____________ . However, its validity can be got extended before
_____________ solely at the instance of the “Client”. This Clause shall remain valid not withstanding
anything else contained to the contrary in the document.
4. Our liability under this guarantee is restricted to ______________________________
(__________________________________) and it will remain enforced upto ______________ unless
a demand in writing is received by the bank on or before ___________________, all your rights under
the said guarantee shall be forfeited and we shall be released and discharged from all the liabilities
there under.
5.
Sealed with the Common Seal of the said Bank this _____ day of ______ 20___.
In witness whereof the Bank, through its authorized officer, has set its hand and stamp on this _____
Day of ______ 20___.
For Bank _________________
Witness
Signature
Name
M/s _________________________
___________________________
____________________________
83
Annexure VII
DECLARATION REGARDING ACCEPTANCE OF TERMS & CONDITIONS
CONTAINED IN THE RFP DOCUMENT
Date: __________ 2015
The Chief Executive Officer
JaKLaRMA
Govt. of Jammu & Kashmir,
Jammu.
Subject: Acceptance of Terms and Conditions in this document
Reference :
Sir,
I have carefully gone through the Terms & Conditions contained in the RFP Document
[No.
] regarding _____________________________________ __________________ (Project name).
I declare that all the provisions of the RFP Document are acceptable to my Company. I further certify
that I am an authorized signatory of my company and am, therefore, competent to make this
declaration.
Yours very truly,
Name : ______________________________
Designation:__________________________
Company:____________________________
Address:_____________________________
Note:- Copy of authorisation by competent authority in the bidders company pertaining to
signing, not only this form, but entire bid should be enclosed.
84
Annexure – VIII
DECLARATION REGARDING CLEAN TRACK RECORD
Date: _________________2015
RFP Reference No.:
The Chief Executive Officer,
JaKLaRMA.
Govt. of Jammu & Kashmir,
Jammu.
Subject: Declaration regarding clean track record of the firm
Sir,
I have carefully gone through the Terms & Conditions contained in the RFP Document [No. RFP No.
01/CEO/JaKLaRMA/27/128] regarding_______________________________________ (Project
Name). I hereby declare that my company has not been debarred/black listed by any Government /
Semi Government organisations. I further certify competent authority in my company has authorized
me to make this declaration.
Yours very truly,
Name:
Designation:
Company:
Address:
85
Annexure-IX
(See Clause 5.3.1 )
TECHNICAL PROPOSAL
( Forms 1 to 15 )
1
2
3
4
5
6
6(a)
7
8
9
10
11
12
13
14
15
Letter of proposal
Particulars of Bidder
Abstract of eligible assignments of Bidder / other Consortium member
Eligible assignments of Bidder / other member of Consortium
Statement of legal capacity
Power of Attorney
Power of Attorney (for Lead Member of Consortium)
Financial capacity of Bidder
Particulars of key personnel
Abstract of eligible assignments of key personnel
Eligible assignments of key personnel
Curriculum Vitae (CV) of key personnel
Proposed methodology and Work Plan
Deployment of personnel
Survey and field updations of RoR Data
Proposal for Sub-Vendor / Consortium members
86
ANNEXURE-IX
(See Clause 5.3.1 )
TECHNICAL PROPOSAL
Form-1
Letter of Proposal
(On Bidder’s letter head with Date and Reference)
The Chief Executive Officer
JaKLaRMA
Govt. of Jammu & Kashmir,
Jammu.
Subject: Appointment of Service Provider for Modernisation of Land Records ( including
Scanning of Land Records, Digitisation ( Vectorisation ) of Cadastral Maps, Survey
/Re-Survey, Integration of Spatial & Non-Spatial Data, Development of Web-based
Enterprise GIS and Management of Old Revenue Documents ) under the NLRMP
Scheme in the State of Jammu & Kashmir.
Reference:
Dear Sir,
With reference to your RFP No. ........................... dated ………….., I/we, having examined all
relevant documents and understood their contents, hereby submit our Bid for selection as
……………………………(Name of the project)……………………... . The proposal is unconditional
and unqualified.
1
All information provided in the Bid and in the Appendices is true and correct and all
documents accompanying this Bid are true copies of their respective originals.
2
This statement is made for the express purpose of appointment as the Vendor for the aforesaid
Project.
3
I/We shall make available to the Agency any additional information it may deem necessary or
require for supplementing or authenticating the Bid.
4
I/We acknowledge the right of the Agency to reject our application without assigning any
reason or otherwise and hereby waive our right to challenge the same on any account whatsoever.
5
I/We certify that in the last three years, we or any of our Associates have neither failed to
perform on any contract, as evidenced by imposition of a penalty by an arbitral or judicial authority or
a judicial pronouncement or arbitration award against the Bidder, nor been expelled from any project
or contract by any public authority nor have had any contract terminated by any public authority for
breach on our part.
6
I/We declare that:
(a)
I/We have examined and have no reservations to the RFP Documents, including any
87
Addendum issued by the Agency ;
(b)
I/We do not have any conflict of interest in accordance with Clause 3.3 of the RFP Document;
(c)
I/We have not directly or indirectly or through an agent engaged or indulged in any corrupt
practice, fraudulent practice, coercive practice, undesirable practice or restrictive practice, as defined
in Clause 9 of the RFP document, in respect of any tender or request for proposal issued by or any
agreement entered into with the Agency or any other public sector enterprise or any government,
Central or State; and
(d)
I/We hereby certify that we have taken steps to ensure that in conformity with the provisions of
Section 4 of the RFP, no person acting for us or on our behalf will engage in any corrupt practice,
fraudulent practice, coercive practice, undesirable practice or restrictive practice.
7
I/We understand that you may cancel the Selection Process at any time and that you are neither
bound to accept any Proposal that you may receive nor to select the Vendor, without incurring any
liability to the Bidders in accordance with Clause 3.8 of the RFP document.
8
I/We declare that we/any member of the consortium, are/is not a Member of a/any other
Consortium applying for Selection as a Vendor.
9
I/We certify that in regard to matters other than security and integrity of the country, we or any
of our Associates have not been convicted by a Court of Law or indicted or adverse orders passed by a
regulatory authority which would cast a doubt on our ability to undertake the Project or which relates
to a grave offence that outrages the moral sense of the community.
10
I/We further certify that in regard to matters relating to security and integrity of the country, we
have not been charge-sheeted by any agency of the Government or convicted by a Court of Law for
any offence committed by us or by any of our Associates.
11
I/We further certify that no investigation by a regulatory authority is pending either against us
or against our Associates or against our CEO or any of our Directors/Managers/employees.
12
I/We hereby irrevocably waive any right or remedy which we may have at any stage at law or
howsoever otherwise arising to challenge or question any decision taken by the Agency [and/ or the
Government of India] in connection with the selection of Vendor or in connection with the Selection
Process itself in respect of the above mentioned Project.
13
I/We agree and understand that the proposal is subject to the provisions of the RFP document.
In no case, shall I/we have any claim or right of whatsoever nature if the Project is not awarded to
me/us or our proposal is not opened or rejected.
14
The EMD of INR 20 Lakh ( INR Twenty Lakh only) in the form of a Demand Draft is
attached, in accordance with the RFP document.
15
I/We agree to keep this offer valid for 90 (ninety) days from the Proposal Due Date specified in
the RFP.
16
A Power of Attorney in favour of the authorized signatory to sign and submit this Proposal and
documents is attached herewith in Form 6.
17
In the event of my/our firm/ consortium being selected as the Vendor, I/we agree to enter into
Service Level Agreement in accordance. We agree not to seek any changes in the aforesaid agreement
and agree to abide by the same.
18
I/We have studied RFP and all other documents carefully and also surveyed the Project site.
We understand that except to the extent as expressly set forth in the Agreement, we shall have no
claim, right or title arising out of any documents or information provided to us by the Agency or in
respect of any matter arising out of or concerning or relating to the Selection Process including the
award of the Project.
19
The Financial Proposal is being submitted in a separate cover. The Technical Proposal read
with the Financial Proposal shall constitute the Application which shall be binding on us.
20
I/We agree and undertake to abide by all the terms and conditions of the RFP Document. In
88
witness thereof, I/we submit this Proposal under and in accordance with the terms of the RFP
Document.
Yours faithfully,
(Signature, name and designation of the authorized signatory) (Name and
seal of the Bidder / Lead Member)
Notes:
1) Quoted rates will remain valid till 31 March 2015 and during currency of this project. The
additional similar work for 10 more districts may be allotted on the same rates if the Agency receives
funding for it and work completed for two districts found satisfactory on technical grounds and
financially feasible. The vendor will be bound to take up the additional work, if allotted, on the same
rates.
2) All payments will be made in Indian Rupees and are subject to applicable Indian Laws.
3) Rates should be inclusive of all duties, levies and taxes.
4) The rate should be quoted including cost of collecting cadastral maps and delivery of digital data
from / at Corresponding District/Tehsil for which cadastral maps have to be scanned, digitized
( vectorised) and printed.
5) All the works, except field survey and other similar works including connectivity issues, have to be
done at Revenue Complex, Jammu in respect of Jammu and other districts of Jammu Division and at
Srinagar in respect of Srinagar and other districts of Kashmir division.
89
Annexure IX
Form 2
Particulars of Bidder
1. (a) Name:
(b) Country of incorporation:
(c) Address of the corporate headquarters and its branch office(s), if any, in India:
(d) Date of incorporation and/ or commencement of business:
2. Brief description of the Company including details of its main lines of business and proposed role
and responsibilities in this Project:
3. Details of individual(s) who will serve as the point of contact/ communication for the Agency :
(a) Name:
(b) Designation:
(c) Company:
(d) Address:
(e) Telephone Number:
(f) E-Mail Address:
(g) Fax Number:
4. Particulars of the Authorized Signatory of the Bidder:
(a) Name:
(b) Designation:
(c) Address:
(d) Phone Number:
(e) Fax Number:
5. In case of a Consortium:
(a) The information given above (1-4) should be provided for all the Members of the Consortium.
(b) A copy of the Jt. Bidding Agreement, should be attached to the Application.
(c) Information regarding the role of each Member should be provided as per table below:
S.No.
Name of Member
Role
Percentage of equity in
the consortium
1.
2.
3.
4.
* The role of each Member, as may be determined by the Bidder, should be indicated.
(d) The following information shall also be provided for each Member of the Consortium:
90
Name of Bidder/ member of Consortium:
No.
Criteria
Yes
1.
Has the Bidder/ constituent of the Consortium been
barred by the [Central/ State] Government, or any
entity controlled by it, from participating in any
project ?
2.
If the answer to 1 is yes, does the bar subsist as on the
date of Application?
3.
Has the Bidder/ constituent of the Consortium paid
liquidated damages of more than 5% (five per cent) of
the contract value in a contract due to delay or has
been penalized due to any other reason in relation to
execution of a contract, in the last three years?
No
6. A statement by the Bidder and each of the Members of its Consortium (where applicable) or any of
their Associates disclosing material non-performance or contractual non-compliance in past
projects, contractual disputes and litigation/ arbitration in the recent past is given below (Attach
extra sheets, if necessary):
91
Annexure IX
Form -3
Abstract of Eligible Assignment of the Bidder / other Consortium Partner
S. No.
(1)
Name of the
Project
(2)
Name of
the Client
(3)
Estimated
capital cost
of project
(Rs.
in Crores)
(4)
Payment of Services /
Consultancy Fees received by
the Bidder (Rs. in Crores)
(5)
1
2
3
4
The Bidder should provide details of only those projects that have been undertaken by it under its
own name.
Exchange rate should be taken as applicable on the date of the signing of Service Level Agreement
(SLA) for US $ denominated conversions.
The names and chronology of Eligible Projects included here should conform to the project-wise details
submitted in Form-10 of Annexure IX. The Work order and / or completion certificate should be furnish
as supporting document for the detail mentioned in Form -8 Annexure IX or certificate of the Statutory
Auditor may be submitted.
Certificate from the Statutory Auditors
This is to certify that the information contained in Column 5 above is correct as per the accounts of the
Applicant and / or the clients.
Name of the audit firm:
Seal of the audit firm:
(Signature, name and designation of the authorized signatory)
Date:
In case the Bidder does not have a statutory auditor, it shall provide the certificate from its Chartered
Accountant that ordinarily audits the annual accounts of the Bidder.
Note: The Bidder may attach separate sheets to provide brief particulars of other relevant experience
of the bidder.
92
Annexure - IX
Form-4
Eligible Assignments of Bidder / other Consortium Partner
Name of Bidder:
Name of the Project:
Area in sq. km or other particulars
Description of services performed by
the Bidder firm:
Name of client and Address: (indicate
whether public or private)
Name, telephone no. and fax no. of
client’s representative:
Estimated capital cost of the Project
( Rs. Crores or US $ millions):
Payment received by the Bidder
(Rs. in Crore ):
Start date and finish date of the
services ( month / year):
Brief description of the Project:
Notes:
1.
Use separate sheet for each Eligible Project.
2.
The Bidder may attach separate sheets to provide brief particulars of other relevant
experience of the Bidder.
3.
Exchange rate should be taken as applicable on the date of the signing of Service Level
Agreement (SLA) for US $ denominated conversions.
93
Annexure IX
Form-5
Statement of Legal Capacity
(On the letter head of the Bidder)
The Chief Executive Officer
JaKLaRMA
Govt. of Jammu & Kashmir,
Jammu.
Subject: Appointment of Service Provider for Modernisation of Land Records ( Including
Scanning of Land Records, Digitisation ( Vectorisation ) of Cadastral Maps, Survey
/Re-Survey, Integration of Spatial & Non-Spatial Data, Development of Web-based
Enterprise GIS and Management of Old Revenue Documents ) under the NLRMP
Scheme in the State of Jammu & Kashmir.
Reference:
Dear Sir,
I/We hereby confirm that we, the Bidder (along with other members in case of consortium,
constitution of which has been described in the Proposal), satisfy the terms and conditions laid own in
the RFP document.
I/We have agreed that ……………….. (Insert Bidder’s name) will act as the Lead Member of our
consortium.
I/We have agreed that ……………….. (Insert individual’s name) will act as our Authorized
Representative/ will act as the Authorized Representative of the consortium on our behalf and has been
duly authorized to submit our Proposal. Further, the authorized signatory is vested with requisite
powers to furnish such proposal and all other documents, information or communication and
authenticate the same.
Yours faithfully,
(Signature, name and designation of the authorized signatory with date)
For and on behalf of _______________________________________
94
Annexure IX
Form-6
( See Clause 3.2.4)
Power of Attorney
Know all men by these presents, we, ......................................... (name of Firm and address of the
registered office) do hereby constitute, nominate, appoint
and authorize Mr
/Ms........................................
son/daughter/wife.....................
and
presently
residing
at
........................................, who is presently employed with us and holding the position of ....................
as our true and lawful attorney (hereinafter referred to as the “Authorized Representative”) to do in our
name and on our behalf, all such acts, deeds and things as are necessary or required in connection with
or incidental to submission of our Proposal for and selection as the Vendor for the [Name of the
Project], proposed to be carried out by the JaKLaRMA ( the “Agency ” ) including but not limited to
signing and submission of all applications, proposals and other documents and writings, participating
in pre-bid and other conferences and providing information/ responses to the Agency , representing us
in all matters before the Agency , signing and execution of all contracts and undertakings consequent
to acceptance of our proposal and generally dealing with the Agency in all matters in connection with
or relating to or arising out of our Proposal for the said Project and/or upon award thereof to us till the
entering into of the Agreement with the Agency .
AND, we do hereby agree to ratify and confirm all acts, deeds and things lawfully done or caused to
be done by our said Authorized Representative pursuant to and in exercise of the powers conferred by
this Power of Attorney and that all acts, deeds and things done by our said Authorized Representative
in exercise of the powers hereby conferred shall and shall always be deemed to have been done by us.
IN WITNESS WHEREOF WE, .................... THE ABOVE NAMED PRINCIPAL HAVE
EXECUTED THIS POWER OF ATTORNEY ON THIS .................... DAY OF ...................., 20......
For .......................................
(Signature, name, designation and address)
Witnesses:
1
2
Notarized Accepted
...............................................................................................
(Signature, name, designation and address of the Attorney)
Notes: The mode of execution of the Power of Attorney should be in accordance with the
95
procedure, if any, laid down by the applicable law and the charter documents of the executant (s)
and when it is so required the same should be under common seal affixed in accordance with the
required procedure. The Power of Attorney should be executed on a non-judicial stamp paper of
Rs. 50 (fifty) and duly notarized by a notary public.
Wherever required, the Bidder should submit for verification the extract of the charter documents and
other documents such as a resolution/power of attorney in favour of the person executing this Power
of Attorney for the delegation of power hereunder on behalf of the Bidder.
For a Power of Attorney executed and issued overseas, the document will also have to be legalized by
the Indian Embassy and notarized in the jurisdiction where the Power of Attorney is being issued.
However, Bidders from countries that have signed the Hague Legislation Convention, 1961 need not
get their Power of Attorney legalized by the Indian Embassy if it carries a conforming Apostle
certificate.
96
Annexure IX
Form-6 (a)
Power of Attorney (for Lead Member of Consortium)
[Note: Bidder should submit a power of attorney as per the format given here-under to authorized
signatory of the application in case of a consortium, the member should submit a power of attorney in
favour of lead member as per the format below]
Whereas the ........................(“the Agency ”) has invited applications from interested parties for
the.................................................................Project (the “Project”).
Whereas, …………………….., …………………….., …………………….. and ……………………..
(collectively the “Consortium”) being Members of the Consortium are interested in bidding for the
Project in accordance with the terms and conditions of the Request for Proposal (RFP) and other
connected documents in respect of the Project, and
Whereas, it is necessary for the Members of the Consortium to designate one of them as the Lead
Member with all necessary power and Agency to do, for and on behalf of the Consortium, all acts,
deeds and things as may be necessary in connection with the Consortium’s Bid for the Project and its
execution.
NOW, THEREFORE, KNOW ALL MEN BY THESE PRESENTS
We,
……………………………..…..having
our
registered
office
at
………………………..………..,M/s. …………………………..…….. having our registered office at
……………….………………..,M/s. ……………………………….... having our registered office at
……………..…………….., and M/s. …………………………….. having our registered office at
…………………….., (hereinafter collectively referred to as the “Principals”) do hereby irrevocably
designate, nominate, constitute, appoint and authorize M/s. …………………….. having its registered
office at…………………….., being one of the Members of the Consortium, as the Lead Member and
true and lawful attorney of the Consortium (hereinafter referred to as the “Attorney”). We here by
irrevocably authorize the Attorney (with power to sub-delegate) to conduct all business for and on
behalf of the Consortium and any one of us during the bidding process and, in the event the
Consortium is awarded the contract, during the execution of the Project and in this regard, to do on our
behalf and on behalf of the Consortium, all or any of such acts, deeds or things as are necessary or
required or incidental to the pre-qualification of the Consortium and submission of its bid for the
Project, including but not limited to signing and submission of all applications, bids and other
documents and writings, participate in bidders and other conferences, respond to queries, submit
information/ documents, sign and execute contracts and undertakings consequent to acceptance of the
bid of the Consortium and generally to represent the Consortium in all its dealings with the Agency ,
and/ or any other Government Agency or any person, in all matters in connection with or relating to or
arising out of the Consortium’s bid for the Project and/ or upon award there of till the Concession
Agreement is entered into with the Agency .
AND hereby agree to ratify and confirm and do hereby ratify and confirm all acts, deeds and things
done or caused to be done by our said Attorney pursuant to and in exercise of the powers conferred by
this Power of Attorney and that all acts, deeds and things done by our said Attorney in exercise of the
powers hereby conferred shall and shall always be deemed to have been done by us/ Consortium.
97
IN WITNESS WHEREOF WE THE PRINCIPALS ABOVE NAMED HAVE EXECUTED THIS
POWER OF ATTORNEY ON THIS …………………. DAY OF ………., 20.....…
For
……………………..
(Signature)
……………………..
& Title)
(Name
For
……………………..
(Signature)
……………………..
& Title)
(Name
For
……………………..
(Signature)
……………………..
& Title)
(Name
Witnesses:
1
2
………………………………………(Executants) (To be executed by all the Members of the
Consortium)
Notes:
1. The mode of execution of the Power of Attorney should be in accordance with the procedure, if
any, laid down by the applicable law and the charter documents of the executants (s) and when
it is so required, the same should be under common seal affixed in accordance with the
required procedure.
2. Also, wherever required, the Bidder should submit for verification the extract of the charter
documents and documents such as a board or shareholders’ resolution/ power of attorney in
favour of the person executing this Power of Attorney for the delegation of power hereunder on
behalf of the Bidder.
3. For a Power of Attorney executed and issued overseas, the document will also have to be
legalized by the Indian Embassy and notarized in the jurisdiction where the Power of Attorney
is being issued. However, the Power of Attorney provided by Bidders from countries that have
signed the Hague Legislation Convention, 1961 are not required to be legalized by the Indian
Embassy if it carries a conforming Apostle certificate.
98
Annexure IX
Form-7
Financial Capacity of the Bidder
(Refer Clause 3.2 and 6.1 )
S. No.
Financial Year
Annual Receipts (Rs. in Crore)
1.
2.
3.
Certificate from the Statutory Auditor #
This is to certify that ....................(name of the Bidder) has received the payments shown
above against the respective years on account of Services / Consultancy Fees.
Name of the audit firm:
Seal of the audit firm:
Date:
(Signature, name and designation of the authorized signatory)
# In case the Bidder does not have a statutory auditor, it shall provide the certificate from its chartered
accountant that ordinarily audits the annual accounts of the Bidder.
Note: Please do not attach any printed Annual Financial Statement.
99
Annexure IX
Form-8
Particulars of Key Personnel
S.
No
.
Designation
of Key
Person
(1)
(2)
Present Employment
Name
Educational
Qualification
Length of
Professional Name
Experience of Firm
Employed
Since
(3)
(4)
(5)
(7)
(6)
No of
Eligible
Assignm
-ents
(8)
1.
2.
3.
4.
5.
6.
# Refer Form 9 of Annexure-IX, Eligible Assignments / Experience of Key Personnel
100
Annexure IX
Form-9
Abstract of Eligible Assignments of Key [email protected]/
S.No. Name
of
Project
(1)
(2)
Name Estimated Name Designation Date of
Mandays
of
capital
of firm of the Key compensation spent
Client
cost of
for
Person for of assignment
project
which
the
(Rs. In
the Key assignment
Cr.)
Person
worked
(3)
(4)
(5)
(6)
(7)
(8)
1
2
3
4
5
6
7
8
9
10
@ Use separate Form for each Key Person.
1. The names and chronology of projects included here should conform to the project-wise details
submitted in Form-8 of Annexure IX
Note: The Bidder may attach separate sheets to provide brief particulars of other relevant experience
of the Key Personnel.
101
Annexure IX
Form-10
Eligible Assignments of Key Personnel
Name of Key Person:
Designation of Key Person:
Name of the Project:
Area in sq. km or other particulars
Name of Consulting Firm where employed:
Description of services performed by the
Key Person (including designation):
Name of client and Address: (indicate
whether public or private)
Name, telephone no. and fax no. of client’s
representative:
Estimated capital cost of the Project (Rs. In
crore):
Start date and finish date of the services
(month/ year):
Brief description of the Project:
It is certified that the aforesaid information is true and correct to the best of my knowledge
and belief.
(Signature and name of Key Person)
Notes:
1
Use separate sheet for each Eligible Project.
2
The Bidder may attach separate sheets to provide brief particulars of other relevant
experience of the Key Personnel.
102
Annexure IX
Form-11
Curriculum Vitae (CV) of Key Person
1
2
3
4
5
6
7
8
Proposed Position:
Name of Person:
Date of Birth:
Nationality:
Educational Qualifications:
Employment Record:(Starting with present position, list in reverse order every
employment held.)
List of projects on which the Person has worked; Name of Project, Description of
Responsibilities
Details of the current assignment and the time duration for which services are
required for the current assignment.
Certifications:
(1) I am willing to work on the Project and I will be available for entire duration of the Project
assignment as required.
(2) I, the undersigned, certify that to the best of my knowledge and belief, this CV correctly describes
myself, my qualifications and my experience.
Place..............................
(Signature and name of the Key Personnel)
(Signature and name of the authorized signatory of the Bidder)
Notes:
1
Use separate form for each Key Personnel
2
The names and chronology of assignments included here should conform to the
project-wise details submitted in Form-8 of Annexure IX.
3
Each page of the CV shall be signed in ink by both the Personnel concerned and by
the Authorized Representative of the Bidder firm along with the seal of the firm.
Photocopies will not be considered for evaluation.
103
Annexure IX
Form-12
Proposed Methodology and Work Plan
The proposed methodology and work plan shall be described as follows:
1
Understanding of ToR ( not more than 5 pages ) The Bidder shall clearly state its
understanding of the ToR and also highlight its important aspects. The Bidder may supplement various
requirements of the ToR and also make precise suggestions if it considers this would bring more
clarity and assist in achieving the Objectives laid down in the ToR.
2
Methodology and Work Plan ( not more than 70 pages )
The Bidder will submit its methodology for carrying out this assignment, outlining its approach toward
achieving the Objectives laid down in the ToR. The Bidder will submit a brief write up on its proposed
team and organisation of personnel explaining how different areas of expertise needed for this
assignment have been fully covered by its proposal. In case the Bidder is a consortium, it should
specify how the expertise of each firm is proposed to be utilized for this assignment. The Bidder
should specify the sequence and locations of important activities, and provide a quality assurance plan
for carrying out the Consultancy Services.
2.1
The Bidder shall also submit work-plan for carrying out the activities in 10 more districts, if
awarded after completion of the tasks in the 2 districts viz., Jammu and Srinagar as part of para 2
above.
Note: Marks will be deducted for writing lengthy and out of context responses.
104
Annexure IX
Deployment of Personnel
Form-13
Sl.
No.
Name
Designation
Mandays
At
Project
site
@ Month ( Number of months as per
Vendor’s estimation ...)
1 2 3 4 5 6 7 8 9 10
1.
2.
3.
4.
5.
6.
7.
8.
9.
10
11
Total Man-days
105
11
12
13
14
15
16
Annexure - IX
Form-14
Survey and Field Updations of RoR Data
Item of
Work /
Activity
To be Prepared /
Carried out by
Name
Designation
#Months
1
2
3
4
5
6
# Number of months to be as per the Vendor’s proposed Time-lines.
106
7
8
9
10
11
12
Annexure IX
Form-15
(See clause 3.1.1 )
Proposal for Sub-Vendor(s) / Consortium member (s)
1. Details of the Firm
Firm’s Name
Address
Telephone
Contact Person:
Name :
Telephone No.
Fields of Expertise
No. of Years in business in
the above Fields
2. Services that are proposed to be subcontracted:
3. Person who will lead the Sub-Vendor
Name:
Designation:
Telephone No:
Email:
4. Details of Firm’s previous experience
Name
of
Work
1
2
3
Name, address and
telephone no. of
Client
Total value of
Services
Performed
Duration of
services
Date of
Completion of
Services
(Signature and name of the authorised signatory)
Note:
1. The Proposal for Sub-Vendor(s) shall be accompanied by the details specified in
Forms 3 and 4 of Annexure IX
2. Use separate form for each Sub-Vendor
107
Annexure X
(Draft) Service Level Agreement
This SERVICE LEVEL AGREEMENT is made on the ......day of .........2015, between Jammu &
Kashmir Land Records Management Agency (JaKLaRMA), an Agency under the Government of
Jammu & Kashmir and having its office at Tankipora, Srinagar (J&K) during Summer and at Revenue
Complex, Rail Head Campus, Jammu ( J&K) during Winter, on the one part (hereinafter called ‘the
Agency ’, which expression shall unless repugnant to the context, include its successors and assignees)
and
M/s. ........................., a company incorporated under the Indian Companies Act, 1956 with its
corporate office at ................................, India (hereinafter called the Vendor, which expression shall
unless repugnant to the context, include its successors and assignees).
This Agreement consists of the signature page and the following attachments that are incorporated into
and form part of this Agreement by this reference:
RFP Issued by the Agency ....................................................................................... Appendix I
Proceedings of the Pre-bid Conference held on ..........................................................Appendix II
Technical bid during bidding process and
Inception Report submitted by the Vendor........................... ......................................Appendix III
‘Technical Inputs’ containing technical details about the project.................................. Appendix IV
WHEREAS,
(A). The Agency has requested the Vendor to undertake the Project "MODERANISATION OF
LAND RECORDS (INCLUDING DATA ENTRY, DIGITISATION OF CADASTRAL MAPS,
SURVEY / RE-SURVEY, INTEGRATION WITH RECORDS OF RIGHTS, DEVELOPMENT OF
WEB-BASED ENTERPRISE GIS AND MANAGEMENT OF OLD REVENUE DOCUMENTS)
UNDER NLRMP IN THE STATE OF JAMMU & KASHMIR (hereinafter called the Services)
necessary for the State of Jammu & Kashmir.
(B). As per the RFP, modernisation of land records in the Jammu & Srinagar districts of the state will
be taken up and completed by the Vendor including other tasks related to Scanning, establishing GCPs
and developing Web-based Enterprise GIS for whole state. The work, if found satisfactory on
technical grounds and financially feasible, 10 more districts will be taken up in Phase II for land
records modernisation programme on the same terms and conditions.
(C). The Vendor has agreed to provide the Services on the terms and conditions set forth in this
Agreement.
NOW THEREFORE the parties hereto hereby agree as follows:
1. Services
The Vendor shall perform the Services under this Agreement in accordance with the Scope of Work
mentioned in the RFP as attached in Appendix I hereto and as agreed in the Technical bid and
Inception Report as attached in Appendix III. The Vendor shall consider all the suggestions made by
the Agency, its representatives during each stage of the project. The Vendor will be required to
address all such suggestions / queries as long as there is no major deviation from the detailed Scope of
Work mentioned in the RFP as per Appendix I.
The Vendor would follow a methodology to carry out the proposed project. The methodology should
be such as prescribed in the Technical bid and as finalized in the Inception Report as per
Appendix III.
108
If any modifications in the report or in plans and sections are required, due to attributable reasons to
the Vendor or if any additional work relevant to the project (which is within the Scope of Work) is
required to be carried out for preparation of reports of high professional quality (as agreed in the Scope
of Work - Appendix I and in the Inception Report – Appendix III submitted by the Vendor acceptable
to the approving authorities shall be carried out without any additional compensation.
1.1. Commencement Date
The Vendor shall commence the Services as soon as possible but not later than 15 days after the
Agency has given notice to proceed with the Services (Letter of Intent).
1.2. Additional Work
If, in the opinion of the Agency , it is necessary to carry out any work outside the Scope of Work for
the purposes of the Project in addition to the Services, the Vendor shall carry out such additional work
with the prior authorization of the Agency. The charges for the personnel Implementing Agency for
Centrally Sponsored NLRMP Scheme required for such additional work would be as per the area of
the surveyed area quoted by the Vendor and mentioned in Section 4.1.
In case there is any dispute about determining whether any work proposed is within or outside the
Scope of Work mentioned in the RFP – (Appendix I), the decision of the Agency shall be final and
binding on the Vendor.
1.3. Other Documents
RFP document including any amendments made to it at the bidding stage, Vendor’s bid offer
documents, Scope of Work, Inception Report shall form part of the Agreement.
2. Personnel
2.1. Personnel
(a). The Services shall be carried out by the personnel specified in Inception Report Appendix III
hereof (hereinafter called the “Personnel”) for the respective periods of time indicated therein. The
Vendor may, with the prior approval of The Agency , make minor adjustments in such periods as may
be appropriate to ensure the efficient performance of the Services, provided that such adjustments will
not cause payments made under the Agreement to exceed the cost estimates referred to in Section 4.1.
(b). Except as the Agency may otherwise agree, no changes shall be made in the Personnel. If for any
reason beyond the reasonable control of the Vendor it becomes necessary to replace any of the Person/
Personnel, the Vendor shall forthwith provide a replacement. Such person of replacement shall be
equivalent or better qualified and experienced and who is found eligible and acceptable to the Agency.
The Vendor should take prior approval from the Agency in case of such replacement.
(c). If at any time during the project, it is found that the Person or Personnel, as mentioned in
Appendix - III, are not performing the task, which they were to perform, instead some other person/s
are performing or if the Vendor replaces any person without knowledge of the Agency, in such a case
the Agency may accept such a person, if such a person is found of equal or of better calibre. However,
such a replacement would not be binding on the Agency and the Agency reserves the right to cancel
the Agreement with a prior notice and after providing an opportunity of being heard to the Vendor.
(d). In the event that any person specified in Appendix III is found by the Agency to be incompetent in
discharging his assigned duties, the Agency may request the Vendor to forthwith provide a
replacement by a person with qualifications and experience acceptable to the Agency. The decision of
the Agency in this regard shall be final and binding on the Vendor. The replacement must be done
within 7 days from the date of intimation by the Agency .
2.2. Project Manager
The Vendor shall appoint two resident Project Managers, one each at Jammu and Srinagar, acceptable
to the Agency, who shall be responsible for day to day operations and liaise between the Vendor and
the Agency.
109
3. Undertakings of The Vendor
3.1. General Standard of Performance by the Vendor
The Vendor shall carry out the Services with due diligence and efficiency, and shall exercise such skill
and care in the performance of the services as is consistent with recognized professional standards.
The Vendor shall act at all times so as to protect the interests of the Agency.
3.1.1 Cut-off date for updation of Cadastral Maps and the RoR data
Agency will provide the current musavis and RoR data, the vendor agency will scan the musavis and
update the same assisted by the Patwari. The vendor agency will carry out digitisation (in defined time
frame strictly). Digitized musavis will be geo-referenced with the help of GCPs and High-Resolution
Satellite Imagery (HRSI). Thereafter, up-dation of map data and RoR will be carried out as per Clause
17.2.5. The day that data (Spatial and Non-Spatial) is verified and accepted by the Agency, that will
be the cut-off date for up-dation of cadastral map and related RoR data of the concerned village.
3.2. Records
During the subsistence of this Agreement and two years from the date of completion of the project, the
Vendor shall permit the duly authorized representative of the Agency, (after reasonable advance notice
is served on the Vendor), from time to time to inspect its records relating to the Services and to make
copies thereof and shall permit the Agency or any person authorized by the Agency, from time to time,
to audit such records during and after the services.
3.3 Information regarding the Centrally Sponsored NLRMP Scheme
The Vendor shall furnish the Agency such information relating to the Services and the Project as the
Agency may from time to time request.
3.4. Assignments
The rights and liabilities of the Vendor shall not be assigned or transferred by the Vendor, without the
consent in writing of The Agency to any other persons, firm or organization. The Agency may allow
such assignment at his discretion. However, such assignment shall not relieve the Vendor from any
obligation, duty or responsibility under the Agreement. Any assignment as above without prior written
approval of the Agency shall render the agreement void. The Agency may transfer its rights and
obligations to any other person, firm or organization only with the consent of the Vendor. If it is found
that the Vendor has assigned particular work to some other Agency, without approval and notice of the
Agency, The Agency reserves the right to reject any such work carried out. If The Agency accepts any
such work, the estimate made by The Agency in such case attributable to the amount of work done
shall be final and binding on the Vendor. In the event that any such Third Party Agency is found by
The Agency to be incompetent to discharge his assigned duties; The Agency may request the Vendor
forthwith either to provide a replacement with qualifications and experience acceptable to the Agency
or to resume the performance of the Services itself.
The decision of the Agency in this regard shall be final and binding on the Vendor.
3.5. Confidentiality
(a). Except with the prior written consent of The Agency , the Vendor or the Personnel shall not at any
time communicate to any person or entity any confidential information disclosed to them for the
purposes of the Services, nor shall the Vendor or the Personnel make public or inform any one,
directly or indirectly, any such information received by them or any recommendations formulated in
110
the course of or as a result of the Services. Confidential Information for the purposes of this clause
means all the information that has been marked as “Confidential” at the time of disclosure.
(b). The Agency agrees with the Vendor that all information including the information relating to the
Vendor’s trade secrets, know-how/technical data, research, products, strategies, internal procedures,
employees and business opportunities and other proprietary information of the Vendor as described
specifically as “Confidential Information” belongs to the Vendor and shall not disclose or divulge such
confidential information to any third parties or make use or allow others to make use thereof. These
clauses, (a) and (b), shall survive the termination of this Agreement. However, the reports submitted
by the Vendor to The Agency shall become property of The Agency and The Agency is free to use any
/ all information mentioned in the report, procedures specified in the report, suggestions / conclusions
made in the report and any such other information based on the report.
3.6. Prohibition on Conflicting Activities
The Vendor shall ensure that no member of the Personnel assigned to the Agreement shall engage,
directly or indirectly, during the subsistence of this Agreement either in his name or in the name of his
close relative or through the Vendor, in any other business or professional activities which is likely to
be in conflict or impact the performance of his duties or assignment.
3.7. Independent Contractor
Nothing contained herein shall be construed as establishing or creating between the Agency and the
Vendor the relationship of the Agency and Contractor, it being understood that the position of the
Vendor and of anyone else performing the Services is that of an Independent Contractor.
3.8. Insurance
The Vendor shall at its cost take out and maintain adequate professional liability insurance as well as
adequate insurance against third party liability and loss of or damage to equipment/person/property
Implementing Agency for Centrally Sponsored NLRMP Scheme acquired in whole or in part with
funds provided by the Agency . The Agency undertakes no responsibility in respect of any damage to
person/property/equipment during the course of implementation of project.
3.9. Notice of Delay
The Vendor shall execute the work as per the time schedule prescribed in the Inception Report. In the
event of any expected delay the Vendor shall inform the Agency well in advance giving justification
for the delay. The Vendor may request for an appropriate extension of time for completion of the
Services. However, the Agency reserves the right to grant any such extension and the decision of the
Agency in this regard shall be final and binding on the Vendor.
4. Cost and Payment terms
4.1. Cost
The cost to carry out the project is: ........................... (Rupees ............................ only) per square
kilometre inclusive of Service Tax.
The total cost to carry out ........................as per the RFP of the project is coming to Rs.
............................... (Rupees .............................only) inclusive of Service Tax.
The above total cost will be considered to assess the Performance Bank Guarantee, Cost for setting up
Control Network and Mobilization Advance, if any.
The cost quoted are per unit basis and inclusive of all taxes and duties for the Scope of Work as
agreed and mentioned in Appendix I including all other expenses for personnel services, visits,
transport charges, cost of collecting required data, etc. and all the necessary services, materials,
111
stationary, computer services, typing, printing, photocopying etc. to fulfil the requirement of the scope.
No changes to the cost shall be allowed on any account except for changes in any taxes/duties.
65% of the estimated contract value will be paid on submission of the complete project deliverables,
proprietary information and any other project related information collected during the course of the
project duration. The final 35% amount will be paid after acceptance of all the final deliverables and
signing off the project by the Agency. All payments are subject to correct submission of bills in
original.
Acceptance means after submission of report and after the Vendor has made presentation to the
committee, the Administration will issue letter of acceptance along with comments/suggestions on the
report.
Above payments shall be made after deduction of income tax at source, whichever may be applicable,
by the Acts prevailing at the time of making payment. Payment of all other tax and levies would be the
responsibility of the Vendor.
All payments to the agencies would be made in Indian Rupees only. The payment shall be made after
the successful completion of the activity and successful submission of the deliverables.
The minimum gap between two successive invoices will be 04 weeks
PENALTY CLAUSE
Any delay in implementation at any milestone mentioned in the plan, will attract a penalty of 0.5% of
the contract value for every 7 days, subject to a maximum of 5%. Maximum delay permitted will be
60 days beyond which the agreement is liable to be terminated and the Vendor performance guarantee
will be forfeited. In such case, The Agency reserves the right to make necessary alternate
arrangements to complete the project.
Further any interim delays in project implementation must be made good by the Vendor by the time of
the payment milestones.
It is of utmost importance that the project implementation needs to be as per schedule. The purpose of
this is to ensure all necessary formalities for project completion and closure are completed as planned
and vendor will not deliver/ complete a large part of the work only at the end stage, as this would
hinder smooth project completion and sign-off.
4.2. In case, the Agency is not able to communicate the acceptance of report within 30 days of
submission of the report, the Agency will release 50 % of the payment due at particular stage of
project. The balance 50% of the payment will be released upon acceptance of the report by the
Agency.
If the report submitted by the Vendor is not acceptable to the Agency, reasons for such nonacceptance should be recorded in writing; the Agency shall not release the payment due to the Vendor.
In such case, the payment will be released to the Vendor only after it re-submits the report and the
report is accepted by the Agency .
5. Reports
The Vendor has to submit the reports as mentioned in the RFP.
6. Time schedule for submission of reports
The total time frame for carrying out the assignment would be ............... weeks ( to be given by the
Vendor) from start i.e. 21 days from the date of issue of Letter of Intent. The details of work plan,
timeframe for each stage of project is put up at Appendix III – Inception Report. During the course of
action for providing feedback and comments, the timelines consumed by The Agency will not be taken
into account for calculating the scheduled timelines by the Vendor. Implementing Agency for
Centrally Sponsored NLRMP Scheme.
112
7. Liquidated Damages for late submission
The Vendor should submit his own detailed time schedule with measurable milestones and such
schedules should be practicable, reasonable and balanced.
Any delay in implementation will attract a penalty of 0.5% of the Agreement value for every 7 days,
subject to a maximum of 5%.
Maximum delay permitted will be 60 days, beyond which the agreement is liable to be terminated and
the Vendor performance guarantee will be forfeited.
In such case, the Agency reserves the right to make necessary alternate arrangements to complete the
project.
8. Termination of the Agreement
8.1. The Agency reserves the right to cancel the Agreement at any time if it is not satisfied with the
services of the Vendor or there is breach of any of the condition of this Agreement by the Vendor,
provided a period of 30 days has lapsed from the date of serving notice on the Vendor requiring it to
remedy the breach and if the breach has continued up to the date of the action. In this event, the work
done till then by the Vendor shall be taken over by the Agency. The Agency reserves the right to
appoint a new Vendor and hand over to him all the documents to complete the assignment. The
Vendor in such case, upon termination, The Agency may also impose liquidated damages, up to
maximum of 5% of the Agreement value. The Vendor shall be required to pay any such liquidated
damages to The Agency within 30 days of termination date.
8.2. The Agency reserves the right to cancel the Agreement by giving 30 days notice, subject to
payment of the fees for the actual work done by the vendor for the project up to the date of the notice
cancellation of the Agreement as per Section 8.5.
8.3. The vendor reserves the right to terminate the Agreement immediately upon situations arising due
to non-compliance of the stipulations of this Agreement by the Agency. The termination notice shall
be held valid only if it is preceded by a corresponding non-compliance notice issued at least 30 days
prior to the date of the termination notice and if the non-compliance has continued up to the date of the
termination notice. The Agency shall be liable to pay the vendor fees for the actual work done by the
vendor for the project up to the date of cancellation of the Agreement as per Section 8.5.
8.4. The parties also reserve a right to terminate this Agreement in the event any voluntary insolvency
petition/ IP petition is filed by either party, or if any proceedings are instituted against either party,
property or assets under any bankruptcy, insolvency, receivership, debtors relief, winding up
rehabilitation, or similar statue or any effective resolution is passed for the winding up of that party or
for any remedy under any such statute.
8.5. The payment of the fees will be determined based on the actual work carried out and accepted by
the Agency , in terms of area of land surveyed as specified in Section 4.1. In case of failure to decide
the compensation, Arbitrator as per the terms of the Agreement shall be appointed to decide the
compensation.
9. Performance obligations
The Vendor shall have to be responsible for the soundness of services rendered. In the event of any
deficiency in these services, the Vendor shall promptly redo/ remedy without any additional cost to
The Agency and carry out such modifications and /or rectification as may be required.
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10. Compliance with labour laws, statutes, rules and regulations of Government / local authority
The Vendor shall comply with all the labour laws and other laws, statutes and rules & regulations of
Central and State Governments or Local authorities that may be applicable from time to time in
respect of any personnel deployed or engaged by the Vendor or their sub contractor either directly or
indirectly. With respect to their employees or assignees, the Vendor shall be solely responsible for
strictly following all labour laws, industrial laws, factories act, minimum wages act and other such
laws which are applicable from time to time, including but not limited to the modification,
amendments or additions which are made to these laws during the period of Agreement. Implementing
Agency for Centrally Sponsored NLRMP Scheme. The Vendor will also be responsible for the various
levies of State/Central Governments and/or any Statutory Body. The Vendor shall have to, at their
expense, comply with labor laws and keep The Agency indemnified in respect thereof. Agency shall
be fully responsible for all matters arising out of the performance of the Agreement and shall comply,
at their own expenses, with all laws / acts / enactment / orders / regulations / statutory obligations,
whatsoever of the Government of India / State Government, Local Self Government or any Statutory
Authority.
11. Period of Agreement
The agreement to be entered into between The Agency and the Vendor shall be valid from the date of
signing the Agreement or 15 days from issuance from LOI, whichever is earlier till final approval of
The Agency is received.
12. Liability
In no event shall either party be liable for any direct, indirect, incidental, spatial, consequential,
reliance or cover damages, including, but not limited to, loss of profits, revenue, data or use, incurred
by the other party. In no event, however, shall the total liability of the Vendor under this Agreement
exceed the amount of fee received by the Vendor from the Agency . However this clause will not
prevent The Agency from levying the liquidated damages as per Clause 7 and 8.1.
13. Notices
Any notice or request required or permitted to be given or made under this Agreement to either party
shall be in writing. Such notice or request shall be deemed to have been duly given or made when it
shall be delivered by hand, mail or fax to the party to which it is required or permitted to be given or
made at such party’s Head Office or Registered Office or Corporate Office or branch office addresses.
14. Arbitration
In the event of any dispute or difference at any time arising between the parties relating to the
construction, meaning or effect of this agreement or any other clause or any content of the rights and
liabilities of the parties or other matters specified herein or with reference to anything arising out of or
incidental to this agreement or otherwise in relation to the terms, whether during the continuance of
this agreement or thereafter, such disputes or differences shall be endeavoured to be solved by mutual
negotiations. If, however, such negotiations are anfractuous, these shall be decided by arbitration of
two Arbitrators, one to be appointed by each party to the dispute or difference and to an Umpire to be
appointed by Arbitrators in writing before taking upon them the burden of arbitration. Such a reference
shall be deemed to be a submission to arbitration under the provisions of the Arbitration and
Conciliation Act, 1996 and of any modification or re-enactment thereof. The venue of arbitration shall
be Jammu or Srinagar only, the expense of the arbitration shall be paid as may be determined by the
Arbitrators.
114
15. Jurisdiction
All questions, disputes or differences arising under out of or in connection with the Agreement shall be
subject to the exclusive jurisdiction of the court under whose jurisdiction the place from which the
agreement has executed i.e. Jammu.
16. Force Majeure
16.1. Force Majeure means such of the following factors which substantially affect the performance of
the Agreement, such as: natural phenomena, including but not limited to floods, droughts, earthquakes
and epidemics; acts of any Government, domestic or foreign, including but not limited to war,
declared or undeclared, quarantines, embargoes; Illegal strikes and legal lockouts in respect of the
Agency ’s / the Vendor’s scope of work provided, either party shall within fifteen (15) days from the
occurrence of such a cause notify the other in writing of such causes.
16.2. The Vendor or the Agency shall not be liable for delays in performing their obligations resulting
from any Force Majeure cause as referred to and/or defined above.
16.3. However, if such an event lasts for a period of 180 days or more then either party shall have an
option to terminate this Agreement forthwith without any liability after intimating the other party of
the same. The Vendor shall however be entitled to receive payments for all the services rendered by it
Implementing Agency for Centrally Sponsored NLRMP Scheme under this Agreement prior to
termination of Agreement. The payment shall be determined as per Section 8.5.
17. Custody of Drawing/ reports/data etc
Original Drawings/Maps/Atlas/Data/Charts/Photocopies of classified documents such as topo sheets
etc., and all other documents received from the Agency , shall remain in the custody of the Vendor
during the period of assignment only and shall be used exclusively for this job and shall not be made
use of for any other purpose. These shall be carefully preserved by the Vendor till the completion of
the job and shall be handed over to the Agency on preparation of final report or on termination of the
Agreement.
18. Indemnity
The Vendor shall indemnify the Agency and every members, officers and employees of the Agency ,
against all actions, proceedings, claims, demands, costs and expenses whatsoever arising out of or, in
connection with various matters and against all actions, proceedings, claims, demands, costs and
expenses whatsoever arising out of any negligent act or omission or failure by the Vendor in the
performance of the Vendor obligation under this Agreement.
19. General clauses
19.1. Entire Agreement & Amendments
This Agreement constitutes the entire agreement between the parties with respect to the subject matter
hereof and supersedes all prior written, oral or implied understandings between them on that subject
matter. This Agreement may be amended, modified or supplemented only by the Authorized
representatives of the parties in writing executed on behalf of both parties hereto.
19.2. Exclusive Agreement
The Agency at any time is free to engage other competent vendor in the interest of the project for any
inconclusive arbitration.
The Vendor can take up such similar business in any other state or location but without affecting the
services agreed to be offered by it under this Agreement and subject to clause 3.7. However, the
Vendor shall express written information from the Agency under such circumstances.
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19.3. Severability
In the event that any provision or any portion of any provision of this Agreement shall be held invalid,
illegal or unenforceable under applicable law, the remainder of this Agreement shall remain valid and
enforceable in accordance with its terms.
19.4. Survival
The clauses of this Agreement, which by their very nature ought to survive termination of this
Agreement, shall so survive.
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be duly executed. Each
party warrants and represents that its respective signatories whose signatures appear below have been
and are on the date of signature duly authorized to execute this Agreement.
Authorised Signatory
On behalf of the Agency
Authorised Signatory
On behalf of the Vendor
In witness of
In witness of
1. _________________________
2. _________________________
3.__________________________
1. _______________________
2. _______________________
3._______________________
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Abbreviations
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
32
33
34
35
36
37
38
39
40
41
42
43
44
45
46
47
AOI-Area of interest
CIS -Cadastral Information System
CLR - Computerisation of Land Records
CSR -Corporate Social Responsibility
CV-Curriculum Vitae
DD - District Code
DGPS -Differential Global Positioning System
EMD -Earnest Money Deposit
ETS – Electronic Total Station
F -Amount of Financial Proposal
FM –Lowest (Minimum) Financial Proposal
FS – Financial Score
Fw -Weight Assigned To Financial Proposal
GCP -Ground Control Point
GFR – General Financial Rules
JaKLaRMA – Jammu & Kashmir Land Records Management Agency
HHH - Halqa Number
HRSI -High Resolution Satellite Image
IPR -Intellectual Property Rights
ISO – International Organisation for Standardisation
LAN – Local Area Network
LISS – Linear Imaging Self Scanner
LOA -Letter of Award
MIS/GIS – Management Information System/ Geographical Information System
NIC – National Informatics Centre
NLRMP -National Land Records Modernisation Program
NN - Sheet Number
PAN – Panchromatic
PBG-Performance of Bank Guarantee
PDD -Proposal Due Date
PPP – Public Private Partnership
QA -Quality Assurance
QC – Quality Check
QCBS – Quality-cum-Cost Based Selection System
RDBMS – Relational Database Management System
RFP -Request for Proposal
RMS errors – Root Mean Square errors
S -Combined Technical & Financial Scores
SF -Financial Score
SLA -Service Level Agreement
SoI – Survey of India
SP -Service Provider
SRA&ULR -Strengthening of Revenue Administration and Updating of Land Records
ST -Combined Technical Scores
TH – Technical Score Highest
ToR – Terms of Reference
TS -Technical Score
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48
49
50
51
52
TT -Tehsil Code
Tw -Weight Assigned To Technical Proposal
UPS-Un-disrupted Power Supply
VVV- Village Number
WV – World View
118
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