REMOTE SENSING APPLICATIONS CENTRE UTTAR PRADESH Sector-G, Jankipuram, Kursi Road, Lucknow

Transcription

1 REQUEST FOR PROPOSAL (RFP) For DIGITISATION AND GEOREFERENCING OF CADASTRAL MAPS OF PARTS OF UTTAR PRADESH REMOTE SENSING APPLICATIONS CENTRE UTTAR PRADESH Sector-G, Jankipuram, Kursi Road, Lucknow

2 RFP Document no. Signature of officer issuing RFP document Date of issue. : :. :. Remote Sensing Applications Centre, Uttar Pradesh Sector, G, Jankipuram, Kursi Road, Lucknow , U.P. Telephones: , , Fax: Request for proposal (RFP) Digitisation and Georeferencing of Cadastral Maps of parts of Uttar Pradesh RFP REFERENCE : 1/13 DATE OF COMMENCEMENT OF SALE OF R.P.F. DOCUMENT : 03/10/2013 LAST DATE FOR SALE OF R.F.P. DOCUMENT : 22/10/2013 DATE AND TIME OF PRE BID CONFERENCE : 15/10/ hrs LAST DATE AND TIME FOR RECEIPT OF R.F.P. : 23/10/ hrs TIME AND DATE OF OPENING OF BIDS : 23/10/ hrs PLACE OF OPENNING OF BIDS : Pro. R.S. Chaturvedi, VALIDITY OF RFP : 1 year Hall, RSAC-UP, Lucknow ADDRESS FOR COMMUNICATION DIRECTOR Remote Sensing Applications Centre, U. P. Sector-G, Jankipuram, Kursi Road, U.P. Lucknow Name and Address of Firm : : : Signature Authorised Signatory with Seal 1

3 Invitation for R. F. P. on Digitisation and Georeferencing of Cadastral Maps of part of Uttar Pradesh Date : R.F.P. Document No. : 1. The Director, Remote Sensing Applications Centre, U.P., Lucknow (Purchaser) invites sealed bids from eligible bidders for Digitisation and Geo-referencing of Cadastral Maps of U.P. Schedule Brief description Unit Destination a) Scanning or capturing of Sajra map and Per ha. Remote raster cleaning. Sensing b) Digitizations of map into different layer Per ha. Applications typing attribute data mosaic creation and GIS conversion. Centre, U.P., c) Georeferencing of vector map with the use Per ha. Sector-G, of high resolution satellite data and seamless Jankipuram, (watershed-wise) data preparation Kursi Road, d) Printing of vector map (Micro watershed). Per map e) Scanning, digitisation and Georeferencing Per cad Lucknowof cadastral maps sheet Interested eligible Bidders may obtain further information from and inspect the bidding documents at the office of the Remote Sensing Applications Centre, U.P., Lucknow , India. 3. A complete set of bidding documents may be purchased by any interested eligible bidder on the submission of written application to the above office and upon payment of a non-refundable fee as indicated below in the form of a Demand Draft in favour of Director, Remote Sensing Applications Centre, U.P., Sector-G, Jankipuram, Kursi Road, Lucknow payable at Lucknow. 4. Bids will be opened in the presence of Bidder s representatives who choose to attend on the specified date and time. 2

4 5. The bidding document may be obtained from the office of Director, Remote Sensing Applications Centre, U.P, Lucknow during office hours namely, from hrs to hrs, on all working days either in person or by post. (a) Price of bidding document : Rs (non-refundable) (b) Postal charges, inland : Rs (c) Postal charges, overseas : Rs (d) Date of commencement of : 03/10/2013 sale of bidding document (e) Last date for sale of : 22/10/2013 bidding document (f) Last date and time for : 23/10/ :00 hrs. receipt of bids (g) Time and date of : 23/10/ :30 hrs. opening of bids (h) Place of opening of bids : Pro. R.S. Chaturvedi, (i) Address for Communication Hall, RSAC-UP, Lucknow : Director, Remote Sensing Applications Centre, U.P., Sector-G, Jankipuram, Kursi Road, Lucknow

5 CONTENTS Sl. No. Description Pg. No. RFP time Schedule 1 Invitation for R.F.P. 2 R.F.P. Notice Introduction Background Request for Proposal Due Diligence by Bidders Sale of RFP Document Validity Brief description of the Selection Process Schedule of Selection Process Communications Instruction to Vendors General Criteria Technical Proposal Financial Proposal Submission of Proposal Proposal Due Date Late Proposals Modification/ substitution/ withdrawal.. of Proposals 2.8 Earnest Money Deposit (EMD) Evaluation process Evaluation of Proposals Confidentiality Clarifications Appointment of vendors Negotiations Substitution of Key Personnel Indemnity Award of work Execution of Agreement Commencement of assignment Proprietary data Criteria for evaluating technical bids 21 on techno-commercial points: 4.9 Vendor's Profile and References Bid evaluation Amendment of Tender Document: Opening of Technical Bids Preliminary Examination of Technical Bids Evaluation of Technical Bids Clarification of Technical Bids and.. Contacting the Tendering Authority 5.6 Invitation to Attend Opening of 25 Financial Bids 5.7 Opening and Evaluation of Financial Bids Correction of Errors Evaluation and Comparison of.. Financial Bids 4

6 6.0 Overview of digitization of cadastral maps Introduction Objectives Scope of the work Study / project area Technology & creation of database Technology/source Scanning or capturing of Sajra maps Digitization GIS database standards Output services Approach & methodology Creation of Spatial Data Time schedules Project Report Eligibility criteria Technical Criteria Terms of payment Performance security & liquidated 31 damages 8.2 Amount of performance security Liquidated Damages (Penalty Clauses) Penalty Costs & Currency Validity of bids Disqualification Deliverables 34 5

7 REMOTE SENSING APPLICATIONS CENTRE, U.P. Sector-G, Jankipuram, Kursi Road, Lucknow Ph. : , , Fax : Digitisation and Georeferencing of Cadastral Maps of parts of Uttar Pradesh (Technical Bid and Commercial Bid separate) Remote Sensing Applications Centre, U.P. (here in after referred to as RSAC,UP ) invites Request for Proposal (RFP) from the Agencies to digitize the cadastral maps, georeference them with satellite data, prepare seamless map in accordance with watershed boundary and hard copy print out of each cadastral map is micro watershed map for 7,50,000 ha. (appx.) Cadastral sheets pertaining to various districts of U.P. The interested agencies are requested to submit their RFP addressed to Director, Remote Sensing Applications Centre, U.P. The interested firms/agencies are required to submit the response to the RFP in a single packet. The cover containing document should be clearly marked Digitisation and Georeferencing of Cadastral Maps of parts of Uttar Pradesh. The packet should also indicate clearly the name, address and telephone number of the company to enable the offer to be returned unopened in case it is declared "Late". 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 RFP. The work document will be available from Purchase Section, Remote Sensing Applications Centre, U.P. on payment of Rs (Rs in case of document to be sent through speed post/courier) through a non-refundable DD favouring Director, Remote Sensing Applications Centre, U.P. from dated onwards till , Hrs. The agency should submit detailed scope of work as well as detailed documents. After review of the RFP a short list will be prepared and there after listed agencies/ firms Financial bid will only be opened. Interested Agencies/Consultants may submit their Request For Proposal (RFP) to the address given above by date , Hrs. Cost of tender document Earnest money deposit Rs (extra postal charges inland and Rs postal charges overseas) If tender documents is download from website, then Rs non refundable DD must be submitted along with technical bids. Rs. 1,50, (one lac fifty thousand only) Period of sale of RFP document From to Date and Place of pre bids meeting Last date of submission of bids hrs on Date and time of opening of technical bids Tender document can be download from website from hrs. on , RSAC-UP, Sector-G, Jankipuram, Kursi Road, Lucknow hrs. on The competent authority of RSAC-UP reserves the right to reject or cancel any or all the RFP without assigning any reason thereof. Director 6

8 INVITATION FOR PROPOSAL ON DIGITISATION AND GEOREFERENCING OF CADASTRAL MAPS OF PARTS OF UTTAR PRADESH The Remote Sensing Applications Centre, Uttar Pradesh (herein referred to as RSAC-UP ) invite Request for Proposal (RFP) from the Agency to digitize cadastral maps, georeference them with satellite data and fit in Watershed boundary for IWMP districts of U. P. The assignment specifications, terms and conditions, and various Performa s for submitting the RFP are described in the document. The interested agencies are requested to submit separately their Technical bid and Financial bid addressed to Director, RSAC-UP, Uttar Pradesh, Sector-G, Jankipuram, Kursi road, Lucknow The agency will submit the response to the present Request for both Proposals in single packet. The cover containing document should be clearly marked REQUEST FOR PROPOSAL ON DIGITISATION AND GEOREFERENCING OF CADASTRAL MAPS OF PARTS OF UTTAR PRADESH. The packet should also indicate clearly the name, address and telephone number of the company/agency to enable the offer to be returned unopened in case it is declared "Late". The proposal 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 RFP. The copy of this document may be obtained during office hours on all working days in person by way of submitting a request letter and a non-refundable demand draft of Rs (Rs in case of document to be sent through speed post/courier) favouring Director, Remote Sensing Applications Centre, U. P. Lucknow. Filled up documents are required to be submitted to RSAC,UP by 23 rd October 2013 till hrs. The agency should submit detailed scope of work as well as detailed documents. Agency will carried out certain component of assigned work at the premises of RSAC, U.P. RSAC, U.P. will reserve to execute the whole work through the eligible agency or multiple agencies with the lowest rate. The competent authority of RSAC, U.P. reserves the right for not accepting the lowest of any/all the RFP in whole or in part without assigning any reason for such non-acceptance. 7

9 1. INTRODUCTION 1.1 Background Basic aim of the Integrated Watershed Management Programme (IWMP) are to restore the ecological balance by harnessing, conserving and developing degraded natural resources such as soil, vegetative cover and water. The outcomes are prevention of soil run-off, regeneration of natural vegetation, rain water harvesting and recharging of the ground water table. This enables multi-cropping and the introduction of diverse agro-based activities, which help to provide sustainable livelihoods to the people residing in the watershed area. The programme includes the overall development of rain fed areas of the State of Uttar Pradesh by conserving rainfall/runoff water, checking soil erosion and managing watershed on sustainable basis by planning suitable watershed development/soil and water conservation measures such as contour bunding, gully plugging, check dams (i.e. water harvesting structures) along with afforestation, social/ agro forestry, horticulture etc. In view of those it is imperative to generate natural resources data base and suitable developmental action plans through remote sensing and GIS techniques at cadastral level for different IWMP districts of Uttar Pradesh. RSAC-UP is an autonomous organisation under Department of Science and Technology, Govt. of U.P, represented by Director, RSAC-UP (the Authority) has been entrusted the task of preparation of various thematic maps and selected DPR s in the watershed Projects for financial Year and in different districts of Uttar Pradesh. Suitable land and water resources developmental action plans will be recommended through integrating the natural resources with ground water quality status of ground water development, land degradation, rainfall and other relevant database. In pursuance of the above, the Authority of RSAC-UP has decided to carry out approximately 85% of Cadastral mapping work through outsourcing agency through Request for Proposal (RFP) in accordance with the Terms of Reference (TOR). The selected agency has to carry out the entire work (i.e. scanning, digitization, Georeferencing work etc.) at RSAC, U.P. premises. 1.2 Request for Proposal The Authority invites Proposals (the Proposals ) for selection of Vendors (the Vendor ) who shall work for DIGITISATION AND GEOREFERENCING OF CADASTRAL MAPS OF PARTS OF U. P. for approximately 7,50,000 ha. Project area. The Authority intends to select the vendors through a competitive bidding / limited tender enquiry process in accordance with the procedure set out herein. 8

10 1.3 Due Diligence by Bidders Vendors are encouraged to inform themselves fully about the assignment and the local conditions before submitting the Proposal by paying a visit to the Authority and the Project site (RSAC-UP), sending written queries to the Authority and attending a Pre-Proposal Conference on the date and time specified in Clause Sale of RFP Document RFP document can be obtained from Purchase Section of RSAC, UP between 1000 hrs and 1700 hrs on all working days during to on payment of a fee of Rs in the form of a demand draft or banker s cheque drawn on Govt. Bank in favour of Director, RSAC, UP and payable at Lucknow. The document can also be downloaded from the official website of RSAC, UP ( In case of a downloaded form, the vendor needs to deposit the aforesaid fee along with proposal. 1.5 Validity The tender shall be valid for 1 year from the date of bid opening. 1.6 Brief description of the Selection Process The Authority has adopted a two stage selection process (collectively the Selection Process ) in evaluating the Proposals comprising technical and financial bids to be submitted in two separate sealed envelopes. In the first stage, a technical evaluation will be carried out as specified in Clause 3.1. Based on this technical evaluation, a list of shortlisted vendors shall be prepared as specified in Clause 4.8. In the second stage, a financial evaluation will be carried out as specified in Clause 5.7 & 5.9. Proposals will finally be ranked according to their technical scores. Prospective vendors bids will only be opened and out of that lowest (LI) will be selected. 1.7 Schedule of Selection Process Event Description Expected Date 1. Date of commencement for RFP : Last date for submission of proposals : :00 Hrs 3. Last date for receiving queries/clarifications : Pre-Proposal Conference : :00 Hrs 5. Authority response to queries (executed) : Opening of Technical bids : :30 Hrs (Above dates may be changed if required under some compelling circumstances) 9

11 1.8 Communications All communications including the submission of Proposal should be addressed to: Director Remote Sensing Applications Centre, U.P. Sector G, Jankipuram, Kursi Road LUCKNOW Phone no , , Fax no Website: All communications related to the project should clearly indicate the RFP notice number and marked as Digitisation and Georeferencing of Cadastral Maps of parts of Uttar Pradesh at the top of the envelop. 2. INSTRUCTIONS TO VENDORS 2.1 General Criteria Letter of Authority Vendor must submit letter of authority in original (on company letter head duly stamped) that must be signed by the competent authority of the vendor organization, authorizing the delegation to the person for signing the bid document. Bids without letter of authority will be out-rightly rejected. The bidding firm/company must be a registered company under Indian Companies Act The vendor shall submit the original tender document duly signed on each page as a part of the bid. The vendor is required to submit Earnest Money as per details mentioned in the document. Vendor should not have been black listed by any State or Central Government in India. (Submit undertaking on Rs. 100 Stamp Paper). In the event of any additional information required by the Purchaser other than that specified in the qualification (technical and financial) criteria, the vendor shall duly submit such information in the prescribed time. It shall be expressly agreed herein by the bidding firm that he has read and understood the complete tender document and other documents/requirements and shall comply with the same except what is stated in specific deviation/non- Compliance format. In case any false claims are found to be made by the Purchaser during evaluation, bids will be rejected out rightly. 10

12 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 initialed by the person(s) signing the Proposal. The Proposals must be properly signed by the authorized representative (the Authorized Representative ) as detailed below: (a) By the proprietor, in case of a proprietary firm; or (b) By a partner, in case of a partnership firm and/or a limited liability partnership; or (c) By a duly authorized person holding the Power of Attorney, in case of a Limited Company or a corporation; or (d) 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- VI shall accompany the Proposal. Key Personnel: The vendors Team shall consist of the following key personnel (the Key Personnel ) who shall discharge their respective responsibilities as specified below: S. Key Personnel No. 1 Project Manager cum-team leader 2 Remote sensing and GIS Expert 3 Project Technician Professional Responsibilities Experience 10 years A scientist/ engineer having complete knowledge of cadastral databases will act as the team leader. He will coordinate and supervise the multidisciplinary 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 3years Having good knowledge of digitization with Autocad/GIS, will look after the work related to vector data product Bidders should note the Proposal Due Date, as specified in Page, for submission of proposals. Except as specifically provided in this RFP, no supplementary material will be entertained by the Authority, and that evaluation will be carried 11

13 out only on the basis of Documents received by the closing time of Proposal Due Date as specified above in page 5. 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 the avoidance of doubt, the authority reserves the right to seek clarifications under and in accordance with the Provisions of Clause 5.5. Bidder shall not submit any document after PDD except in response to any clarification sought by RSAC-UP and in response to clarification no change shall be made 2.2 Technical Proposal While submitting the Technical Proposal, the Bidder shall, in particular, ensure that: (a) The EMD is provided; (b) All forms are submitted in the prescribed formats and signed by the prescribed signatories; (c) Power of Attorney, if applicable, is executed as per Applicable Laws; (d) CVs of all Professional Personnel have been included; (e) Key Personnel have been proposed only if they meet the Conditions of Eligibility laid down in the RFP (page 7) (f) No alternative proposal for any Key Personnel is being made and only one CV for each position has been furnished; (g) The CVs have been recently signed and dated in blue ink by the respective Personnel and countersigned by the Bidder. Photocopy or unsigned / countersigned CVs shall be rejected; (h) The CVs shall contain an undertaking from the respective Key Personnel about his/her availability for the duration specified in the RFP; (i) Professional Personnel proposed have good working knowledge of English language; (j) Key Personnel would be available for the period indicated in the TOR; (k) No Key Personnel should have attained the age of 75 (seventy five) years at the time of submitting the proposal; and (l) The proposal should be responsive in terms RFP. Failure to comply with the requirements spelt out in this Clause 2.2 shall make the Proposal liable to be rejected. If an individual Key Personnel makes a false averment regarding his qualification, experience 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 by the Authority 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. 12

14 The Technical Proposal shall not include any financial information relating to the Financial Proposal. 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 Consultant should be able to complete the Consultancy within the specified time schedule. The Key Personnel specified in Page 11 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 of Annexure VII. A Bidder may, if it considers necessary, propose suitable Sub-Consultants /Consortium in specific areas of expertise. Credentials of such firms should be submitted in Form of Annexure IV&V. A Sub-Consultant/Consortium, however, shall not be a substitute for any Key Personnel. The Authority 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 Authority to undertake such verification shall not relieve the Bidder of its obligations or liabilities hereunder nor will it affect any rights of the Authority there under. 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 Consultant 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 Authority without the Authority being liable in any manner whatsoever to the Bidder or Consultant, as the case may be. In such an event, the Authority shall forfeit and appropriate the Bid Security as mutually agreed pre-estimated compensation and damages payable to the Authority for, inter alia, time, cost and effort of the Authority, without prejudice to any other right or remedy that may be available to the Authority. 2.3 Financial Proposal 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 13

15 arithmetic total and the total shown in the Financial Proposal, the lower of the two shall prevail. 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. 2.4 Submission of Proposal 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 initialed by the Authorized Representative of the Bidder as per the terms of the RFP. In case the proposal is submitted on the document down loaded from Official Website, the Bidder shall be responsible for its accuracy and correctness as per the version uploaded by the Authority 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 Authority, the latter shall prevail. The Proposal will be sealed in an outer envelope which will bear the address of the Authority as indicated at clause 1.8, RFP Notice number and project name as above and the name and address of the Bidder. Only sealed envelope will be accepted by the Centre or else not. The aforesaid outer envelope will contain two separate sealed envelopes; one clearly marked Technical Proposal and the other clearly marked Financial Proposal. The envelope marked Technical Proposal shall contain: i. Application in the prescribed format along with and supporting documents; ii. Cost of RFP in form of demand draft (in case of down loaded) iii. EMD in form of demand draft The envelope marked Financial Proposal shall contain the financial proposal in the prescribed format in Annexure III. 14

16 The Technical Proposal and Financial Proposal shall be typed or written in indelible ink. All pages of the original Technical Proposal and Financial Proposal must be numbered and initialed by the person or persons signing the Proposal. The completed Proposal must be delivered on or before the specified time on Proposal Due Date. Proposals submitted by fax, telex, telegram or shall not be entertained. 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. The rates quoted shall be firm throughout the period of performance of the assignment up to and including acceptance of the Feasibility Report by the Authority and discharge of all obligations of the Consultant under the Agreement. 2.5 Proposal Due Date Proposal should be submitted on or before 1500 hrs on the Proposal Due Date specified at Clause 1.7 at the address provided in Clause 1.8 in the manner and form as detailed in this RFP. The Authority may, in its sole discretion, extend the Proposal Due Date by issuing an Addendum in accordance with Clause 1.7 uniformly for all Bidders. 2.6 Late Proposals Proposals received by the Authority after the specified time on Proposal Due Date shall not be eligible for consideration and shall be summarily rejected. 2.7 Modification/ substitution/ withdrawal of Proposals 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 Authority prior to Proposal Due Date. No Proposal shall be modified, substituted, or withdrawn by the Bidder on or after the Proposal Due Date. The modification, substitution, or withdrawal notice shall be prepared, sealed, marked, and delivered with the envelopes being additionally marked MODIFICATION, SUBSTITUTION or WITHDRAWAL, as appropriate. 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 Authority, shall be disregarded. 2.8 Earnest Money Deposit (EMD) The Bidder shall furnish as part of its Proposal, a EMD of Rs lakhs (One lac fifty thousand only) in the form of a Demand Draft issued by one of the Nationalized/ Scheduled Banks in India in favour of Director, RSAC-UP payable 15

17 at Lucknow (the EMD ), returnable not later than 90 (Ninety) days from PDD except in case of the two highest ranked Bidders as required. In the event that the first ranked Bidder commences the assignment as required, the second ranked Bidder (R2), who has been kept in reserve, shall be returned its Bid Security forthwith, but in no case not later than 180 (one hundred and eighty days) from PDD. The Selected Bidder s EMD shall be returned, upon the Bidder signing the Agreement and completing the Deliverables assigned to it for the first 2 (two) months of the Consultancy in accordance with the provisions thereof. Any Bid not accompanied by the EMD shall be rejected by the Authority as nonresponsive. The Authority shall not be liable to pay any interest on the EMD and the same shall be Interest free. The Earnest Money will be forfeited on account of one or more of the following reasons: The vendor withdraws their Bid during the period of Bid validity specified by them on the Bid letter form. The vendor does not respond to requests for clarification of their Bid The vendor fails to co-operate during the Bid evaluation process, and In case of a successful Solution Provider, the said Solution Provider fails to sign the Agreement in time; or to furnish Performance Security In case of vendor submits more than one bid or part of more than one consortium The successful Vendor s EMD will be discharged upon the successful execution of the contract and deposition of performance security amounting to five percent (5%) of the Contract Price. The Bidder, by submitting its Application pursuant to this RFP, shall be deemed to have acknowledged that without prejudice to the Authority s any other right or remedy hereunder or in law or otherwise, the Bid Security shall be forfeited and appropriated by the Authority as the mutually agreed pre-estimated compensation and damage payable to the Authority for, inter alia, the time, cost and effort of the Authority 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 4.0 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 the Selected Bidders, if any of the Bidders fails to reconfirm its commitments during negotiations as required; 16

18 (e) In the case of a Selected Bidder, if the Bidder fails to sign the Agreement or commence the assignment as specified respectively; or (f) If the Bidder is found to have a Conflict of Interest as specified in Clause 2.3. (g) In case any of the four selected vendors fails to reconfirm its commitment of working at the lowest quoted rates as per clause EVALUATION PROCESS 3.1 Evaluation of Proposals The Authority shall open the Proposals at hours on the Proposal Due Date, at the place specified in Clause 1.7 and in the presence of the Bidders who choose to attend. The envelopes marked Technical Proposal shall be opened first. The Financial Proposal will only be opened if the technical proposal secures the minimum marks as per the clause 4.8. The envelopes marked Financial Proposal shall be kept sealed for opening at a later date. Proposals for which a notice of withdrawal has been submitted shall not be opened. Prior to evaluation of Proposals, the Authority will determine whether each Proposal is responsive to the requirements of the RFP. The Authority may, in its sole discretion, reject any Proposal that is not responsive hereunder. A Proposal shall be considered responsive only if: (a) The Technical Proposal is received in the form specified at Annexure IX; (b) It is received by the Proposal Due Date including any extension thereof pursuant to Clause 1.7; (c) It is accompanied by the EMD as specified in Clause 2.9. (d) It is signed, sealed, bound together in hard cover and marked as stipulated in Clauses 2.1 and 2.2; (e) It contains all the information (complete in all respects) as requested in the RFP; (f) It does not contain any condition or qualification; and (g) It is not non-responsive in terms hereof. The Authority 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 Authority in respect of such Proposals. The Authority shall subsequently examine and evaluate Proposals in accordance with the Selection Process specified at Clause 1.6 and the criteria set out in Section 3 of this RFP. After the technical evaluation, the Authority shall prepare a list of pre-qualified and shortlisted Bidders in terms of Clause 3.1 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 opening of the 17

19 Financial Proposals, the list of prequalified 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 Authority 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 5.9 and 5.4. Bidders are advised that Selection will be entirely at the discretion of the Authority. 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. Any information contained in the Proposal shall not in any way be construed as binding on the Authority, its agents, successors or assigns, but shall be binding against the Bidder if the Consultancy is subsequently awarded to it. 3.2 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 Authority in relation to matters arising out of, or concerning the Selection Process. The Authority 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 Authority 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 Authority. 3.3 Clarifications To facilitate evaluation of Proposals, the Authority 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 Authority for this purpose. Any request for clarification(s) and all clarification(s) in response thereto shall be in writing. If a Bidder does not provide clarifications sought under above Clause within the specified time, its Proposal shall be liable to be rejected. In case the proposal is not rejected, the Authority 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 authority. 4 APPOINTMENT OF VENDORS 4.1 Negotiations 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 18

20 be for re-confirming the obligations of the Consultant 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. The Authority 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 Authority. The Authority will examine the credentials of all Sub-Consultants/Consortium proposed for this Consultancy and those not found suitable shall be replaced by the Bidder to the satisfaction of the Authority. 4.2 Substitution of Key Personnel The Authority 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 Authority and after its approval in writing from the authority. The Authority expects all the Key Personnel to be available during implementation of the Agreement. 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. Substitution of the Team Leader will not normally be considered and may lead to disqualification of the Bidder or termination of the Agreement. 4.3 Indemnity The Bidder shall, subject to the provisions of the Agreement, indemnify the Authority 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. 4.4 Award of work After selection, a Letter of Award (the LOA ) shall be issued, in duplicate, by the Authority to one or more 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 Authority may, unless it consents to extension of time for submission thereof, 19

21 appropriate the Bid Security of such Bidder as mutually agreed genuine preestimated loss and damage suffered by the Authority on account of failure of the Selected Bidder to acknowledge the LOA, and the next highest ranking Bidder may be considered. 4.5 Execution of Agreement After acknowledgement of the LOA as aforesaid by the Selected Bidder, it shall execute the Agreement within the period prescribed. The Selected Bidder shall not be entitled to seek any deviation in the Agreement. 4.6 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. 4.7 Proprietary data All documents and other information provided by the Authority or submitted by an Bidder to the Authority shall remain or become the property of the Authority. Bidders and the Consultant, as the case may be, are to treat all information as strictly confidential. The Authority will not return any Proposal or any information related thereto. All information collected, analyzed, processed or in whatever manner provided by the Consultant to the Authority in relation to the Consultancy shall be the property of the Authority. 4.8 Criteria for evaluating technical bids on techno-commercial points: 1. ISO-Certification: Maximum marks 10 a. Yes - 10 b. No Execution of projects in cadastral scanning/digitization: Maximum marks 20 a. Projects cost < Rs. 50 lacs - 10 b. Projects cost > Rs. 50 lacs Expertise manpower: Maximum marks 30 a) >= GIS manpower Minimum 20 staff, technician 10 staff - 30 b) >= GIS manpower Minimum 10 staff, technician 05 staff - 20 c) >= GIS manpower Minimum<10 staff, technician <5 staff

22 4. IWMP Completion certificate: Maximum marks 10 a) Less than 20 projects - Not eligible b) projects - 8 c) More than 40 projects Number of GIS mapping project executed/ running having a value of (Attach proof of work completion): Maximum marks 20 a. One project of Rs. 20 lacs or 2 GIS projects having a value of at least Rs. 10 Lacs of each - 12 b. More than 1 project out of which 1 has value at least Rs. 20 lacs - 20 d) Vendor annual turnover for past 3 years each to be certified by CA: Maximum marks 10 a) Less than Rs. 2 crores - Not eligible b) Rs.2 crores 5 crores - 8 c) More than Rs. 5 crores - 10 A Vendor who secures 55 or more marks out of total 100 marks break-up as given above and eligible in all respect (Clause 4.8) will be treated as technical responsive. 4.9 Vendor's Profile and References Provide a detailed profile and references for vendor and any partners vendor propose to have on this project. Vendor should give a minimum of two references of similar assignments, describing the size of each assignment, the main tasks and the status of the project. Include with each reference the contact details. Please use the following format for the main bidder and each partnering agency: Main Bidder Company name and Address (with tel, Fax and ) Year established Type of ownership Name of parent company [if any] Contact name Number of full time personnel Address of main office (if different from above) Partnering Agency (for each partner) Company name, Address (with Tel, Fax and ) Contact name Number of full time personnel Main Area of work and activity Relationship with main Bidder 21

23 Client References: Please fill the following information for at least two previous clients of the company. Company name for which the project has been done (with detailed address Tel, fax and ) Contact name Proposed project team: showing the qualifications and experience of each team member, his position on the project and highlighting the relevant experience. Please use the following format for each person to be positioned in the i. Staff member name ii. Reservation status of staff member iii. Position in the company iv. Length of time in position v. Academic Qualifications vi. Number of years of working experience at the relevant field vii. Technical skills and qualifications Deliverables: The deliverables offered in the proposal may be clearly specified. However the deliverables must be in accordance with the requirements, objectives and goals described in this document and in accordance with the cost proposal that the vendor is making. Schedule of the project activities above. The recommended schedule in the Tender document may be used as reference but a detailed schedule may be outlined. Detailed milestones of activities may be listed. Any other Item in case the vendor wishes to add any other item than these mentioned above the same may be described in this section in detail. 5.0 BID EVALUATION Pre-proposal conference The vendor or its official representative are invited to attend a pre-bid meeting which will take place at Committee Room, RSAC-UP, Lucknow on dated 15/10/2013 at Hrs. Only those firms who have deposited Rs (Rupees One thousand only) with the RSAC, Lucknow shall attend the pre-bid meeting and pre-bid queries would be addressed or entertained. A maximum of two representatives of each Bidder shall be allowed to participate. The purpose of the meeting will be to clarify issues and to answer questions on any matter that may be raised at that stage. 22

24 The vendor is requested to submit any question in writing to reach Director, RSAC, Lucknow not later than two days before the date of prebid meeting. RSAC, Lucknow shall make best efforts to respond to any request for clarification of the tender document in the pre-bid meeting on dated 15/10/2013 at 12:00 hrs at the office of Director, RSAC, Lucknow. Such response / clarification shall be made in writing. Further, minutes of the pre-bid meeting together with written copies of RSAC, Lucknow s response, if any, shall be sent to all prospective vendors. 5.1 Amendment of Tender Document: At any time before the deadline for submission of bids to RSAC, Lucknow may, for any reason, whether at its own initiative or in response to a clarification requested by a prospective vendor, modify the tender document by amending, modifying and/or supplementing the same. All prospective vendors who have purchased this tender document shall be notified of any amendments in writing by and / or post, and all such amendments shall be binding on them without any further act or deed on RSAC, Lucknow part. In the event of any amendment, RSAC, Lucknow reserves the right to extend the deadline for the submission of the bids, in order to allow prospective vendors reasonable time in which to take the amendment into account while preparing their bids. Before intimation of reply to pre-bid queries and modification in the RFP, if any as detailed above, no bid document shall be accepted. 5.2 Opening of Technical Bids The Tendering Authority will open the technical bids in the presence of bidders' representatives who choose to attend, at 15:30 hrs on dated at Prof. R. S. Chaturvedi Hall, Remote Sensing Applications Centre, Sector-G, Jankipuram, Lucknow. The bidders' representatives who are present shall sign a register evidencing their attendance. Financial Bids will remain unopened and will be held in the custody of the Tendering Authority until the time of opening of the Financial Bids. The time and date and location of the opening of the Financial Bids will be intimated in writing or by fax by the Tendering Authority to the technically qualified bidders. 23

25 5.3 Preliminary Examination of Technical Bids The Tendering Authority will examine the technical bids to determine whether they are complete, whether the documents have been properly signed, whether the required EMD is enclosed, and whether the bids are generally in order. Any bids found to be non responsive for any reason or not meeting the minimum levels of the performance or other criteria specified in the bidding documents will be rejected by the Tendering Authority and not included for further consideration. 5.4 Evaluation of Technical Bids The Tendering Authority will carry out a detailed evaluation of the bids in order to determine whether the bidders are qualified and whether the technical aspects are substantially responsive to the requirements set forth in the bidding documents. In order to reach such a determination, the Tendering Authority will examine the information supplied by the Bidders and other requirements in the bidding documents. 5.5 Clarification of Technical Bids and Contacting the Tendering Authority The Tendering Authority may conduct clarification meetings with each or any Bidder to discuss any matters, technical or otherwise. The bidder may be required to make presentations on his methodology for carrying out the tasks. If considered necessary the Tendering Authority may like to visit projects being handled by the bidder. Any effort by the bidder to influence the Tendering Authority in the Tendering Authority s evaluation of technical Bids, bid comparison or the Tendering Authority s decisions on acceptance or rejection of bids may result in rejection of the bidder s bid. 5.6 Invitation to Attend Opening of Financial Bids At the end of the evaluation of the Technical Bids, Tendering Authority will invite bidders who have submitted substantially responsive Technical Bids and who have been determined as meeting the eligibility criteria as mentioned in this tender document to attend the bid opening of the Financial Bids. Bidders shall be given reasonable notice of the Financial Bid opening. 5.7 Opening and Evaluation of Financial Bids The Tendering Authority will open the Financial Bids of bidders who submitted substantially responsive Technical Bids and who have been determined as meeting the eligibility criteria as mentioned in this tender document (technically qualified bidders) at the time and date at the location advised to the bidders. The bidder's representatives who are present shall sign a register evidencing their attendance. 24