request for proposal - mohalimcmohali.org/gisrpf.pdf · request for proposal ... the ulbs are also...
TRANSCRIPT
REQUEST FOR PROPOSAL
DEVELOPMENT OF PROPERTY BASED GIS DATABASE SYSTEM
FOR MUNICIPAL CORPORATION OF S.A.S.NAGAR
TENDER NUMBER:
MUNICIPAL CORPORATION, S.A.S.NAGAR
November, 2013
1.0 DATA SHEET
Tender Inviting authority
Commissioner, Municipal Corporation of S.A.S.Nagar, S.A.S.Nagar
Name of the Work Consulting Services for Development of Property Based Database System
Tender Reference
Last date & Time for Sale of Tender documents
02/12/2013 till 05.00 pm
Cost of Tender Document Rs.1000/-(Rupees one thousands only)in cash or by Demand Draft IN FAVOUR OF Commissioner, Municipal Corporation, S.A.S.Nagar and paybale at S.A.S.Nagar or as mentioned on website.
Date and Time of Pre-Bid Conference, if necessray
27/11/2013 at 11.00 am at Meeting Hall, Municipal Corporation, S.A.S.Nagar
Last date and time for submission of Bids
05/12/2013 till 05.00 pm
Opening of Bids Bids will be opened in two parts i.e 1. Technical Bid 2. Financial Bid
Technical Bids will be opened on 06/12/2013 at 10.00 am and Financial Bids will be opened on 06/12/2013 at 04.00 pm
Place of Opening of Technical Proposal
MC office, S.A.S.Nagar
Earnest Money Deposit (EMD) Rs.1,00,000/- (Rupees One Lacs only) by Demand Draft in favour of - Commissioner, Municipal Corporation, S.A.S.Nagar and paybale at S.A.S.Nagar or as mentioned on website.
Mode of EMD Deposit or Payment of Cost of Tender Document
Demand Draft in favour of Commissioner, Municipal Corporation of S.A.S.Nagar and payble at S.A.S.Nagar or as mentioned on website
Contact Person and Designation Rajnish Wadhwa,Assistant Town Planner, Municipal Corporation of S.A.S.Nagar, Email: [email protected],
Ph.No: 0172-5091604,+91 98882 00123(M)
Address for Communication Municipal Bhawan,Sec.68,S.A.S.Nagar.
Other important criteria specified by the Tender Inviting Authority:
1. Detailed eligibility criteria is given in the Tender Document.
Checklist for Bidders
The following checklist is for the convenience of the bidders. Kindly check the following points before submitting the bids.
Checklist: All answers in your self –inspection should be “yes” 1. In case of Joint Ventures and Associations, whether signed in original by duly authorised
representatives of each partner with details of each signatory on Judicial stamp paper as
per prevailing norms of Government?
2. Have all the CV‟s Signed by Concerned person or properly authorized?
3. Is the CV submitted according to the format given?
4. Have you checked the Eligibility Criteria & Enclosed the relevant documents as proof?
5. Whether the number of pages of the proposal properly indexed?
2.0 Tender Details and Instructions to Bidders
Introduction
Punjab is an emerging state in the field of urban development and this has been exemplified by the
increasing investment that the state has made in this sector. The Government of Punjab is
emphasizing on provision of urban services to its citizens in an efficient and effective manner. Since
local-government is a first interface between the citizens and the government, introduction of GIS in
municipalities will assist municipal bodies to improve service delivery mechanism, achieve better
information management & transparency and ensure utmost citizens‟ involvement in governance,
etc. The GOP and Municipal Corporation S.A.S. Nagar are highly optimistic that updated records
shall assist in achieving promise of Good governance to the citizens focusing on greater
transparency and .accountability.
Background of S.A.S.Nagar
The S.A.S Nagar is strategically situated immediately to the south – west of the capital for the state
of Punjab and Haryana in Chandigarh , which is also an administrative centre for both the states of
Punjab and Haryana. In relation to its proximity and good linkages with the Union Territory ,
residents of SAS Nagar are able to enjoy good educational and social facilities / amenities of
Chandigarh. As most of the land in the Union territory are developed; SAS Nagar also serve to
accommodate the spill – over housing demand from Chandigarh. The planning of SAS Nagar is a
repeat of Le Corbusier grid pattern and the 2 towns are very well connected and integrated.
As per Census of India 2011, SAS Nagar has a population of 1,46,104 ( within existing Municipal
limits). At present , the area under Municipal jurisdiction is about 22.86 sq. Km. The further
extension in Municipal limits is also under consideration of the Govt. , near to 11 more sectors are
proposed for inclusion .
The Municipal Corporation S.A.S.Nagar is working under the Local Government Department,
Government of Punjab and is responsible for providing basic urban services to citizens of
S.A.S.Nagar as per The Punjab Municipal Act 1976 and other relevant provisions of different
Acts and Rules in force from time to time. M.C, S.A.S.Nagar functions as an independent Local
Self Government.
Functions of M.C. S.A.S.Nagar
Functions and major activities carried out by the Municipal bodies, called as ULBs are
detailed out as under:
o Health & Sanitation (solid waste, sewerage and drainage management)
o Registration & Issuance of Birth and Death Certificates
o Collection of Revenue
o Record Keeping
o Engineering Works (Roads, water supply etc.)
o Building permission
o Accounting & Financial Management including proposed accrual based double
accounting system
o Fire Services
o Legal Matters
o Public Relation Activities
o Maintenance of Street/Road lights
The ULBs are also engaged in:
o Maintaining of Green Areas, Parks etc,
o Slaughter Houses Inspection
o Spraying for Malaria Eradication
o Removals of Stray Animals from streets and Dead Animals
o Any other Civic Services supporting better urban services
The M.C.S.A.S.Nagar plans to undertake the process of property base database preparation with plot area records, water supply and sewerage connection records and other attributes defined in annexure I and thus has decided to engage professional solution provider using open tendering process to assist in implementation of the said project.
Terms used
In the Contract (as defined below) the words and expressions defined below shall have the meanings assigned to them, except where the context requires otherwise:
1. “Contract” means the Conditions of Contract, the Employer‟s Requirements, the Bid,
Consultant‟s Proposal, the Schedules, the Letter of Acceptance, the Contract
Agreement and such further documents as may be expressly incorporated in the
Letter of Acceptance or Contract Agreement.
2. “Bid” means the Consultant‟s offer to the Employer for the Services
3. “Appendix to Bid” means the completed appendices comprised in the bid,
wherever the term “Appendix to Bid” is used, this shall mean “Appendix to Technical
Proposal” and/or “Appendix to Financial Proposal”, as may be appropriate.
4. “GIS” means Geographical Information System
5. “Consultant’s Proposal” means the preliminary proposal submitted with the bid.
6. “Schedules” means the information and data submitted with the Bid.
7. “Schedule of Payments” means the Schedule designated as such (if any).
8. “Letter of Acceptance” means the formal acceptance of the bid by the Employer.
9. “Employer” means Commissioner, Municipal Corporation of S.A.S.Nagar, or
authorized representative thereof.
10. “Consultant” means the person/firm/company, whose bid has been accepted by the
employer and the legal successors in title to such person, but not (except with the
consent of the Employer) any assignee of such person.
11. “Consultant’s Representative” means the person (if any) named as such in the
Contract or other person appointed from time to time by the Consultant & notified as
such to the Employer.
12. “Arbitrator” means the person or persons named as such in the Contract, or other
person or persons appointed from time to time by the Govt. of Punjab.
13. “Services” means the services provided by the Consultant.
14. “MC S.A.S.Nagar” means Municipal Corporation of S.A.S.Nagar (Through its
Commissioner).
15. “Bidder” means An individual, a firm, Association of persons or body or individuals or
firms or a company incorporated under the Indian Law that plans to undertake the
execution of this project and participates in the tendering process.
16. “GOP” means Government of Punjab.
17. “GOI” means Government of India.
18. “EMD” means Earnest Money Deposit.
19. “ULB” means Urban Local Body (also called as Municipal Body).
20. “Commissioner” means Commissioner of Municipal Corporation of S.A.S.Nagar.
21. “DLG” means Local Govt. Department, Govt. of Punjab (Through its Director).
Project Location
The project location shall be Municipal Corporation of S.A.S.Nagar, S.A.S.Nagar. Since the project
shall require regular interaction with the officers of MC S.A.S.Nagar, it is essential that the selected
consultant sets up a project office in S.A.S.Nagar with adequate resources. It is also essential that
the consultant appoints a Project Leader/Coordinator, with sufficient experience (minimum of 5 yrs
exp. in urban development) to lead the team on-site and provide overall guidance to the team in
development of required database for MC S.A.S.Nagar.
Eligibility Criteria
1. A Consultant may be a natural person or a registered private or government-owned entity besides any combination of these with a formal intent to enter into an agreement or an existing agreement in the form of a Joint Venture (JV). In the case of a JV, all parties to the JV shall be jointly and severally liable; and a JV shall nominate a Representative who shall have the authority to conduct all businesses for and on behalf of any and all the parties to the JV during the bidding process and, in the event the JV is awarded the Contract, during Contract execution. In case of joint venture all parties must have worked and successfully completed at least one project in the field of conducting GIS based property survey.
2. Government-owned enterprises in India may participate as a bidder only if they can establish
that they: a) are legally and financially autonomous, b) operate under commercial law, and c)
are not dependent agencies of MC S.A.S.Nagar.
3. The minimum annual turnover of the bidder should not be less than Rs 1.00 Crore per year for last three financial years (2010-11, 2011-12, 2012-13). Certified balance sheets must be provided along with the bid.
4. A firm or individual declared ineligible by MC S.A.S.Nagar, Government of Punjab, Government of India or other international agencies like ADB, The World bank etc. shall be ineligible to provide services under this contract. Bidder shall have to provide a statement that they have not been of blacklisting/debarred by any central/state/multi-lateral funding agency in India and shall provide details of all on-going litigations with such agencies, if any.
5. Experience in the field of conducting GIS based property survey and urban development is
required. Must have worked in minimum two cities and successfully completed at least one
project in the field of conducting GIS based property survey.
Only one Proposal
Consultants may only submit one proposal. If a Consultant (including a partner in a Joint Venture)
submits or participates in more than one proposal, such proposals shall be disqualified. However,
this does not prohibit the inclusion of a Sub-Consultant, including individual experts, in more than
one proposal.
No Conditional Proposals
Bidders are requested to submit their tenders/bids as per stipulated requirements. No conditional proposals shall be accepted. It is therefore necessary that bidders carry out their own due diligence before submitting the tender.
Mode of Submission
a. Online submission on website https://etender.punjabgovt.gov.in
Pre-Bid Conference
The bidder or their official representative may attend a pre-bid meeting, which is planned to be held
at MC S.A.S.Nagar on 27/11/2013. The purpose of the meeting will be to clarify issues and to
address clarifications sought by the bidders in this context. The bidders are requested to submit their
Request for Clarifications on this RFP through fax or email so as to reach the Commissioner,
S.A.S.Nagar not less than 2 clear days (i.e by 29/11/2013 ) before the meeting. The responses for
the in writing clarifications sought by the bidders, shall be distributed to all the bidders, who has
confirmed in writing to MC S.A.S.Nagar about their desire to participate in the tendering
process with details of their email and fax. Any modifications in the bidding documents, which
may become necessary as a result of the pre-bid meeting, shall be made by the Commissioner, MC
S.A.S.Nagar exclusively through the issue of an Addendum, which shall also be put on the
website. The decision of the Commissioner, MC S.A.S.Nagar on the need for any modification shall
be final and binding on all. However, it is not binding on the Commissioner, MC S.A.S.Nagar to hold
a pre-bid meeting or restrict itself to holding only one such meeting. If it feels, that the clarifications
sought by the bidders don‟t warrant a pre-bid meeting, it can cancel the meeting and send the
replies to the bidders by fax/email.
Bidder Inquiries and Response of MC S.A.S.Nagar
All enquiries/clarifications from the bidders, related to this tender (RFP) must be directed in writing
exclusively to the contact person notified by the MC S.A.S.Nagar in the data sheet. The preferred
mode of delivering written questions to the aforementioned contact person would be through Fax or
email. In extreme case, Commissioner can also be contacted for minor clarifications, through phone
nos. provided in the data sheet, up to 29/11/2013 . Telephone calls may be responded but will
not be considered for written replies. In no event will the MC S.A.S.Nagar be responsible for
ensuring that bidders‟ inquiries have been received by MC S.A.S.Nagar.
After the date of sale of the tender document, the contact person notified by MC S.A.S.Nagar will
begin accepting written clarifications/queries from the bidders, who have bought the Tender
document. The MC S.A.S.Nagar will endeavor to provide a full, complete and accurate response to
all questions at the pre-bid conference or any other time informed thereof. However, Commissioner,
MC S.A.S.Nagar makes no representation or warranty as to the completeness or accuracy of any
response, neither does the MC S.A.S.Nagar undertakes to answer all the queries that have been
posed by the bidders. The responses to the queries from all bidders will be distributed to all. Further
requests for clarification from any bidder on the responses given in the pre-bid conference, may not
be entertained.
Proposal Preparation Costs
The bidder is responsible for all costs incurred in connection with participation in this process,
including, but not limited to, costs incurred in conduct of informative and other diligence activities,
participation in meetings/discussions/presentations, preparation of proposal, in providing any
additional information required by Commissioner, MC S.A.S.Nagar to facilitate the evaluation
process, and in negotiating a definitive Service Agreement or all such activities related to the bid
process. This RFP does not commit MC S.A.S.Nagar to award a contract or to engage in
negotiations. Further, no costs incurred, in anticipation of award shall be reimbursed by the MC
S.A.S.Nagar. Bidders are requested to carry out necessary due diligence (situational
understanding and information analysis) before submitting their proposals. No objection
shall be entertained by MC S.A.S.Nagar, based on lack of - pre-project data/information
collection, availability of property maps, detailed understanding of the project etc.
Language
The Proposal and all related correspondence exchanged between the Consultant and the Client
shall be written in the English language. Supporting documents and printed literature that are part of
the Proposal may be in another language provided they are accompanied by an accurate translation
of the relevant passages in English, in which case, for the purposes of interpretation of the Proposal,
the translated version shall govern.
Duration of Assignment:
All the activities of the assignment are to be completed within 90 days (3 months) of date of signing of the agreement. No extension shall be provided.
Right to Terminate the Process
a. The right of final acceptance of the tender is entirely vested with the Commissioner, MC
S.A.S.Nagar , who reserves the right to accept or reject, any or all of the tenders in full or in
parts without assigning any reason whatsoever.
b. There is no obligation on the part of the MC S.A.S.Nagar to communicate with rejected
Bidders.
Bid Security (Earnest Money Deposit -EMD)
a. Bidders shall submit, along with their Bids, Bid security or EMD of Rs. 1,00,000/-
(Rupees one lacs only), in the form of a Demand Draft in favour of “Commissioner,
Municipal Corporation of S.A.S.Nagar” and payable at S.A.S.Nagar or as mentioned on
website.
b. The EMD would be refunded to all unsuccessful bidders at the expense of the Bidders within
a reasonable time (normally on signing of agreement with successful bidder) consistent with
the rules and regulations in this behalf. The EMD of successful bidder would be returned only
after the successful fulfillment of the works, as specified under payment schedule.
c. Bid without adequate bid security/EMD are liable for rejection without providing any
opportunity to the bidder concerned.
d. The above EMD held by the MC S.A.S.Nagar till it is returned to the unsuccessful Bidders
will not earn any interest thereof to the bidder.
Tender Rejection Criteria
a. The tenders without specified EMD amount will be summarily rejected.
b. The tenders not fulfilling eligibility criteria are liable to be rejected.
c. Tenders not submitted in the form specified as per the format given in this Tender document are
likely to be rejected.
d. Tenders with incomplete information, subjective and conditional offers as well as partial
offers will be liable for rejection.
e. Tenders with variance/contradiction in its contents will be liable for rejection. If the offer does not
meet the tender requirements, the Commissioner, MC S.A.S.Nagar reserves the right to reject
any or all the tenders without assigning any reason whatsoever.
f. In addition to the above rejection criteria, if there is non-compliance of any of the clauses of this
Tender Document, the Tenders are liable for rejection.
g. Incomplete details will be treated as non-responsive offer and the tender is liable for rejection.
Submission of Tender
Technical Proposal
The Technical Proposal should preferably contain the following:
a) Section 1: Covering Letter, subject to maximum of two (2) pages; b) Section 2: Experience/ Capacity of Firm to undertake tasks, subject to maximum two (2)
pages; c) Section 3: Project detail sheets (PDS) outlining previous experience of the firm in similar
types of assignments completed during the last five years (in standard format), subject to maximum of ten (10) pages;
d) Section 4: Technical Response including general approach, methodology, work plan,
personnel schedule, and qualifications to TOR, restricted to maximum of fifteen (15) pages including charts and diagrams;
e) Section 5: CVs of personnel to work on this project (in the CV please include name of staff,
nationality of staff, profession/designation of staff, proposed position in the team, whether employee of the firm, number of years with the firm, key qualifications, education, experience and languages known), restricted to maximum of three A4 pages per CV in single spacing, Times new Roman 11 font or Arial 10 font (Form Tech 2);
f) Section 6: Matters not appropriate in any other section: This includes: written confirmation
authorizing the signatory of the Proposal to commit the Consultant; Letter of Authorization/JV Agreement (or Intent to form a JV), disclosures, if any; and declaration of conflict of interest, if any. Section 6 should not include any promotional material, brochures etc. about the bidder or their associates.
g) If submitting additional information, please mark it as supplemental to the required response.
If the bidder wishes to propose additional services (or enhanced levels of services) beyond the scope of this RFP, the proposal must include a description of such services as a separate attachment (supplement) to the proposal. However, this may not be considered for technical evaluation.
No mention of your commercial response should be made anywhere in the Technical Proposal. Non-confirmation will result in automatic disqualification of the Consultant’s Proposal.
Financial Proposal
The Financial proposal to be submitted along with technical proposal. While preparing financial
proposal, following should be integrated:
All prices should be valid for the duration specified in the Tender Document. All prices quoted should be inclusive of the price structure as specified inclusive of all taxes and duties etc. No clarification shall be sought from the bidder. No claim whatsoever shall be entertained on account of variations in taxes/duties etc. Prices quoted by the Consultant shall be fixed during the Consultant‟s performance of the Contract and not subject to variation on any account, unless otherwise specified in the Tender Document. Proposal prices shall be quoted in Indian Rupees.
Period of Validity of Proposals
a. The offer submitted by the bidder shall be valid for a period of 120 days from the date of
submission of the tender. A proposal valid for a shorter period may be rejected as non-
responsive.
b. In exceptional circumstances, the Commissioner, MC S.A.S.Nagar may solicit the bidder's
consent for an extension of the validity period. The request and the responses there to shall be
made in writing (or by fax or email).
Opening of Proposals
The MC S.A.S.Nagar will open Technical Proposals in the presence of Consultants‟ representatives who choose to attend, at the address, date and time specified in the Data Sheet as the deadline for submission.
Bid Evaluation Process:
Evaluation of Technical Proposals
The Technical Proposal will be examined by the Technical Evaluation Committee (appointed by
Commissioner, MC S.A.S.Nagar) on the basis of responsiveness to the Terms of Reference. It shall
judge its understanding and ability to meet the TOR.
Technical Bid Criteria:
Sr.No Criteria
1 Project Experience: Experience of successfully completed similar GIS based household/property surveys cities with a properties of more than 50,000. Firm should have conducted two such surveys and successfully completed at least one project
within last 5 years within India.
2 Proposed Project Resources (Organization, Phase wise staffing and CVs)
Team Leader and two important CVs of other key professionals. For CV Evaluation: Professional qualifications – Master‟s in relevant area as per assigned tasks: Relevant Experience (+ 5 years) in similar works and similar capacities
3 The minimum annual turnover of the bidder should not be less than Rs 1.00 Cr per year for last three financial years (2010-11, 2011-12, 2012-13). Certified balance sheets and CA certification must be provided along with the bid
a. Proposal Presentations The committee may invite the eligible bidders to make a presentation
to MC S.A.S.Nagar at a date, time and location determined by the MC S.A.S.Nagar. The
purpose of such presentations would be to allow the bidders to present their proposed approach
and methodology to the committee and the key points in their proposals.
b. The Evaluation Committee may undertake “oral” (telephonic included) clarifications with the
bidders. The primary function of clarifications in the evaluation process is to clarify ambiguities
and uncertainties arising out of the evaluation of the bid documents. Oral clarifications provide
the opportunity for the committee to state its requirements clearly and for the bidder to more
clearly state its proposal. The committee may seek inputs from their professional, technical
faculties in the evaluation process. However, no additional documents will be allowed to be
submitted by the bidder after the formal submission of the bid and the clarifications, if any
have to be provided/referred from documents already submitted.
c. The decision of the Commissioner, MC S.A.S.Nagar will be final and binding in this regard.
Opening of Financial Proposals
The Financial Bids of the technically qualified bidders will only be opened and evaluated. The
Financial Proposals of all non-qualifying Consultants will be rejected.
All Consultants, with qualifying Technical Proposals, shall be informed in writing, or through standard electronic means, of the date and place for the opening of their Financial Proposals. Consultants‟ attendance at the opening of Financial Proposals is optional.
Evaluation of Financial bids
a. The Client will correct arithmetical errors during evaluation of Financial Proposals on the
following basis:
I. if there is a discrepancy between the unit price and the total price that is
obtained by multiplying the unit price and quantity, the unit price shall prevail
and the total price shall be corrected, unless in the opinion of the MC
S.A.S.Nagar, there is an obvious misplacement of the decimal point in the unit
price, in which case the total price as quoted shall govern and the unit price
shall be corrected;
II. if there is an error in a total corresponding to the addition or subtraction of subtotals, the subtotals shall prevail and the total shall be corrected; and
III. if there is a discrepancy between words and figures, the amount in words shall prevail, unless the amount expressed in words is related to an arithmetic error, in which case the amount in figures shall prevail subject to (i) and (ii) above.
b. For comparison of bids, only the price/bid for specified number of properties (50,000 ) shall be
considered. No consideration of price offered for higher/lower number of properties as required
under financial bid shall be made, at this stage. Furthermore Activity III((3.2.3) in scope of work
will not be considered for evaluating L1 and Activity III may be executed only at sole discretion of
Municipal Corporation S.A.S.Nagar.
c. The list of Bidder will be ranked in ascending order (i.e.) Bidder quoting the lowest price in terms
of Total value (L1) will be ranked first and so on.
d. The L1 bidder will be eligible for award of the contract. However, MC S.A.S.Nagar does not bind
itself to award the contract to the bidder(s) offering the lowest price.
e. However, if the two firms have quoted same for specified properties, prices quoted for additional
properties, less number of properties and for vacant plots shall be considered in respective
sequence and firm offering all inclusive lower bids for increased properties shall be considered
the winner. Process shall continue to favor firms offering lower chargeable cost to MC
S.A.S.Nagar. If all four quoted rates are same, firm with sound technical background shall be
given upper hand however Commissioner‟s decision would be final binding.
Negotiations with the Successful Bidder
MC S.A.S.Nagar reserves the right to further negotiate with the Successful Bidder. While
negotiating, the following aspects may be considered:
Further reduction in consultancy charges for undertaking the Work – justifications for charges
may be questioned and negotiated.
Additional services and their prices (for higher/lower number of properties than specified,
price of surveying and recording vacant plots, Activity III under scope of work(Developing
Web GIS based property management system) etc.
Advancing the delivery schedule
Phasing of the Payment Schedule based on actual work load
The Consultant shall confirm the availability of all personnel as indicated in its Proposal.
The Client will not consider substitutions during contract negotiations unless both parties agree
that undue delay in the selection process makes such substitution unavoidable, or for reasons
such as death or medical incapacity. Any proposed substitute shall have equivalent or better
qualifications and experience than the original candidate and must be submitted to the Client
within the period of time specified in the Letter of Invitation to negotiate. Failure to meet either of
these requirements may result in disqualification. Decision of MC S.A.S.Nagar on equivalency of
candidates shall be final.
Signing of Contract and Commencement
Promptly after notification, the Client shall send to the successful Consultant the Contract and the Special Conditions of Contract. Pursuant to negotiations, the successful Consultant shall sign, date,
and return the Contract, along with necessary supporting documents and performance guarantee (10% of contract value) to the Client. All formalities of negotiation and signing of contract will be
completed within Fifteen (15) days of receipt of notification of award from MC S.A.S.Nagar. Failure
to do so may result in forfeiture of EMD of the successful bidder. With this, MC S.A.S.Nagar shall be free to discuss, negotiate and enter into an agreement with the next (II lowest) bidder. The Consultant is expected to commence the Services on the date and at the location specified in the Agreement. However, it is to be noted that project shall have to be completed within 90 days(3 Months) of signing of the agreement.
TERMINATION OF THE CONTRACT
Termination of the contract in the event of default of Agency
a) If contractor/agency fails to comply with the conditions of stipulated project schedule (as a part of agreement) and does not carry out works as per stipulated project schedule, Municipal Commissioner or his authorized representative shall call for explanation by issuing notice to the contractor/agency.
b) The Municipal Commissioner shall be entitled to terminate this contract on account of an Event of Default of the firm/agency and shall do so by issuing 10 days show cause notice calling the explanation from the Agency as to why the contract shall not be terminated for the reason stated therein. If the satisfactory explanation is not received in the views of Municipal Commissioner, contract shall be terminated.
c) The Municipal Commissioner on such notice shall have powers to:
i) Take possession of the work done so far by the contractor/agency.
ii) Carry out the remaining incomplete work by deploying another suitable agency at the discretion of the Municipal Commissioner at the risk and cost of the original contractor (whose contract has been terminated).
iii) Undertake an assessment of the works and other aspects of the project to ascertain the amount of work completed by the contractor. A Panel comprising of officials, appointed by the Municipal Commissioner would undertake the assessment of the payments to be made (or to be collected from the contractor), and decision of the panel shall be final and binding on the contractor.
iv) The Municipal Commissioner shall forfeit the EMD, security deposits/performance guarantee/Bank gurantee without prejudice to the Municipal Commissioner right to recover from the firm/Agency any amount that may be due to it.
v) The Contractor/Agency shall have no claim to compensation to any loss sustained to him by reason of his having purchased or procured any material or entered into any commitments or made any advance on account of or with a view to the execution of the project of the performance of the contract and the Agency shall not be entitled to recover or be paid any sum for any work actually performed under the contract.
vi) In the event of contractor/Agency failing to discharge his liability, Municipal Commissioner has the right to initiate appropriate legal proceedings to recover such dues.
3.0 Terms of Reference
Consultancy Services for Implementation of Property Based GIS Database System for
Municipal Corporation of S.A.S.Nagar.
3.1 Objectives
The objective of the project is to develop an updated mapping of property and services database to
enhance revenue and management functions of Municipal Corporation S.A.S.Nagar and in planning and management of these services. The system proposed to be developed should provide a detailed database, based on GIS system, accessed from a networked desktop system/web based. Specific objectives of the study are:
Strategic Objectives
To facilitate creation of a property database and maps with various attributes as described later;
3.1.2 Operational Objectives:
To facilitate:
1. Updating of location wise consumer and property data base on suitable GIS based and Geo-referenced maps.
2. Query of various attributes – property wise and customer wise
3. Monitoring and management of introduction of reforms
3.2 Scope of Work
The scope of services include provision of GIS support services like physical surveying, collection of data for attributes of various layers (Property, Private & Public, Parks, Bus shelters etc) data validation at the field, digital data for incorporation into the maps and integration of data with images into the GIS system available with MC S.A.S.Nagar. The field survey has to be carried out in each ward/sector to identify the features and measurements are taken and the same to be plotted on the map. The features to be surveyed in detail are: 1. Properties (Private & Public) - Revenue Data 2. Public taps, Water tanks, Hand Pumps and Bore wells 3. Public Convenience (Toilets/Urinals) 4. Parking Stretch 5. Bus Shelters 6. Traffic Signals 7. Water supply,sewerage,streetlights,manholes,greenbelts/parks etc. 8. And as finalized by MC Officials
The scope of work can be divided into two broad activities.
3.2.1 Activity- I:
The first activity shall be a review exercise for conduct of household surveys for collection of attributes:
This would involve:
1. Review of existing situation, collection of all available data including list of wards, list of properties in each ward/sectors and property codes etc. ,Only part of the information may be available.
2. Ground marking/on-site validation of ward boundaries and major and minor streets, in
consultation with MC S.A.S.Nagar
3. Procurement and Updating of Base map showing ward boundaries and major and minor streets, properties (available maps and details of ward boundaries shall be made available
by the MC S.A.S.Nagar) and re-producing them in GIS format.
4. Develop an Unique Identification Number system for each property, in consultation with MC S.A.S.Nagar
5. Acquisition of information of the Municipal functions and water and sewerage charges, property taxation types, identification of defaulters, streamlining of process, norms and parameters, technical, financial and managerial information requisites, existing database systems, etc;
6. Design of questionnaire (Indicative questionnaire is provided as Annexure I), and
data/database formats (which shall be approved by MC S.A.S.Nagar) that capture required attributes/data and additional needs as part of the proposed system design and the mechanisms to update the data.
7. It would be preferred if survey is conducted using PDA devices(Devices should be demonstrated at time of presentation)
3.2.2 Activity-II
The second activity includes producing property database in required format, and linking of
detail attribute data of properties, collected during household survey to provide an improved
information base for municipal decision related to property tax, water charges, sewerage charges,
license fee etc. after validation and reconciliation with available database. This shall require
development and use of a “unique” property identification number (to be developed under activity I).
This stage is focused on collection and linking of property detail attribute data in a geo-database.
Consultants must work closely with MC S.A.S.Nagar staff to carry out property recording for
S.A.S.Nagar city and to ensure long term sustainable improvement in municipal record keeping
through upgrading skills in, and systems for, storage and collection of information on properties and
for development of required database.
The above activity would involve the following:
1. Collection of property based attributes by household surveys of all properties (including vacant
developed plots) using questionnaire/data formats (to be approved by MC S.A.S.Nagar) that capture existing data and additional needs as part of the proposed system design and mechanisms to update the data by Finalization of the requirements of the data sets (design of standard queries, useful for decision-making and customization of data inputs in the relevant database so as to finalize the attributes as well as requisite queries;
2. Data entry of the attribute information of household survey and present water/sewerage charges and tax attributes in database software.
3. Design of a database system by developing a comprehensive matrix of the attributes showing the linkages and requisite interactions for query.
4. Reconciliation and validation of the property tax/water tax/sewerage charges details as collected
by the HH survey with the existing database(s) for these purposes of the MC S.A.S.Nagar in
coordination with MC S.A.S.Nagar
5. Training and Capacity Building of MC S.A.S.Nagar staff for database management and upkeep/updation of new property/ household information.
6. 1 year support including upgradations required after implementation.
Activity-III
Development of Web GIS based property management system
Developing GIS based system by integrating spatial data. Developing a software application to generate tax statements/reports to compare with the existing tax statements. The scope of software may not be limited to:
1. Building assessment of taxation
2. Demand notice & tax collection management
3. Appeal and revision petition management
4. Revamping of accounting system
5. SMS based complaint redressal system
6. Management information system(MIS) for all Records & Data required to assess service level benchmarking
To carryout activities I and II the bidder shall carry out the following as the minimum:
Assessment of current practices
Consultants shall undertake review of current practices and procedures in Property tax ,water
supply and sewerage department and license departments of MC S.A.S.Nagar as well as building
permission department. The availability of property records, ward maps, charts, plans are to be
thoroughly evaluated. This may be done before bidding in order to assess proper scenario
Database Design
The database design shall involve identification of database content and description of data objects
at abstract level, specifications for structuring files, for organising directories and for naming files.
The design should be compatible with SQL server and should be able to be used in the GIS format
later. This shall include design of database includes design for both spatial and non-spatial data.
While designing the database, the attributes of properties to be surveyed and water supply and
sewerage utilities shall be kept into account and this has to be done in close liaison with the MC
S.A.S.Nagar Officials. Available details with MCA shall be made available.
Household survey
Preparation of Database and Validation
All the entries for database shall be undertaken by the bidder against a unique identification number
to each property. Further, there are available records with MC S.A.S.Nagar and the new entries has
to be reconciled and validated against the old entries (which “new” record belongs to which “old”
record), so that present system of billing of property tax, water tax etc. does not get disturbed and a
smooth transition could take place into MIS ( Municipal Information System) at large..
Training
(i) Pre- Project Training : Consultant have to commence a training regarding GIS core issues for 4-
5 days before initialization of the project
(ii) Consultants have to formulate a strategy for training of MC S.A.S.Nagar officials so as to
improve the skills of the staff and for sustainability of the development. The training will be
specialized training for full-time users. A training plan will be required to specify who is trained, for
how long and on what topics, and what time. The training will cover the following:
Attribute data entry
Data Entry of new property/household
Map Updation
Database integration
Updating of data and other information
Security of data
The consultants shall also provide assistance for usage of database applications and for
maintenance of hardware and software.
3.3 Ongoing record keeping
While preparing or updating the property records, consideration must also be given to the
use and upkeep of the records, general awareness raising about the importance of records
and training to support the system in the long term.
Staff and employee training will also be required in the mechanics of record keeping over the full
range of activities from data collection to use of the resulting information. Training needs
assessment in this area will be required to identify the skills training required. The consultants should
then recommend the most appropriate vehicle for training delivery.
3.4 Deliverables
System of Unique Identification Number (UID) of properties
Updated ward maps with details of major and minor streets and properties (in GIS format)
Updated property based records with defined attributes in SQL Compatible mode
Reconciliation and Validation of existing records (for water and sewerage bills) with New UID to
improve existing property tax /water/sewerage/ License billing i.e linking of database to existing
computerized bill generation of water and sewerage utilities. This in turn would ensure
Property Tax as well as billing of water and sewerage billing, with new records. Bidders
should understand the existing system of database management and billing systems
before submitting their bids.
Data query and viewing system
Trained MC S.A.S.Nagar staff to undertake management of property based database systems
3.5 Assistance to be provided by MC S.A.S.Nagar
The MC S.A.S.Nagar will endeavor to: Provide a liaison officer (designated staff) to liaise with the Consultant and Area Officers to assist
with the design of the field. Nominate officers to participate to supervise a) survey work, and b) database Development and
(iii) for monitoring –data verification and (iv) staff for training Provide the Consultant with maps of survey areas, if available Provide the Consultant with necessary authorization to undertake the surveys. Provide access to database system of water and sewerage billing records, as available.
3.6 Other Terms and Conditions
Quantity of work could be different than specified.
The bidder should quote their prices inclusive of all taxes.
The Commissioner, MC S.A.S.Nagar reserves the right to reject any or all tenders without
assigning any reason.
MC S.A.S.Nagar will not provide any arrangement/facilities to carryout the work by way of
labour, transport or residential accommodation etc.
The TDS as applicable under GOI Act/rules shall be deducted from due payments of the
contractors.
All the data has to be supplied in digital form on CD on MS Word/ Excel/SQL compatible format,
any popular and compatible GIS software, as specified by MC S.A.S.Nagar.
The ward/sector specific work program shall have to be intimated to MC S.A.S.Nagar at least
four working days in advance of commencement of survey.
Bidding firms are advised to visit, check, assess and make them fully aware of the
situation as well as operational feasibility before tendering.
Necessary permission required from statutory bodies, if any shall be obtained by agency and MC
S.A.S.Nagar shall provide all necessary help.
All arrangements for accommodation, travel, computers, stationary, forms, office space etc. shall
be made by the bidder/contractor at its own cost.
The reports shall be generated in the form of hard copy (5 Nos.) & Soft copy. The responsibility
of transportation, insurances maintenance, power supply etc. shall be of the bidder.
The source code, documentation, blue prints/drawings and database shall be the property of MC
S.A.S.Nagar and should be handed over to MC S.A.S.Nagar after completion of each phases of
the project .
Data collected during survey may be raw or processed should be kept confidential and in no
circumstance should be used for any other purpose or leaked out, if done MC S.A.S.Nagar will
have right to penalize the bidder as finalized by Commissioner, MC S.A.S.Nagar and may
pursue legally.
If the agency fails to execute the work within the stipulated time period, the order (contract) shall
be cancelled and the earnest money/bank guarantee will be forfeited without issuing any notice.
In extreme circumstances, if the tendering agency requires an extension of the time limit for
completion of the work due to unavoidable circumstances, it shall apply in writing well before the
expiry of the time limits. Decision of Commissioner, MC S.A.S.Nagar shall be final and binding.
MW4 Form will be considered as a part of this tender document.
3.7 Schedule of Payment
Payments shall be released only after field verification of property attributes by MC
S.A.S.Nagar using a Monitoring Mechanism. Under this, MC S.A.S.Nagar shall devise a
system of random verification of attributes of properties before payment. If during
verification, 2% of total attributes of properties (if MC S.A.S.Nagar rechecks 50 properties
with 30 attributes, it shall be considered as 1500 attributes. i.e. an error in only 30 attributes)
are not correct, the bidder shall not be paid, shall have to carry out the survey once again
and the charges of verification shall have to be borne by the bidder/contractor (deducted
from their bills). During attribute verification of plot/covered area dimensions i.e length, width
etc. a deviation of 5% shall be considered satisfactory. However, the monitoring criteria
could be relaxed by MC S.A.S.Nagar, if in the views of MC S.A.S.Nagar, the field feedback
is different than MC S.A.S.Nagar‟s expectations and there are enough justifications to relax
it. Decision of MC S.A.S.Nagar shall be final.
1. 20% payment on submission of database of about 40% of estimated properties
2. 25% payment on submission of database of a total of 75% of estimated properties.
3. 35% on submission of database preparation of about 100% of estimated properties
including its meeting monitoring requirements (not more than 2% property attribute
should be incorrect)
4. 20% payment on final acceptance of deliverables - completion of all survey, database
works, software with source code and submission in required formats along with training
of MC S.A.S.Nagar staff and successful operation by MC S.A.S.Nagar staff.
5. 10% Bank guarantee will be released only after completion of satisfactory support period
of 1 year of successful implementation.
3.8 Law and Jurisdiction
The consultancy services and agreement made with successful bidder shall be governed
by the laws of Republic of India and first court of jurisdiction shall be S.A.S.Nagar.
3.9 Amicable Settlement
This Contract shall constitute the entire Agreement between the Parties, and may not be
altered or amended except by the written agreement of the Parties. No duties,
obligations, liabilities or warranties other than those expressly provided in this Contract
and its attachments shall be applied. Both Parties to this Agreement will make every
attempt to resolve in an amicable way all differences concerning the interpretation of this
Contract and the execution of the work. Any dispute or disagreement which cannot be
resolved by both Parties and any controversy claim or dispute otherwise arising in
connection with this Contract or breach thereof shall be referred to an arbitrator to be
agreed between the Parties or, failing such agreement, will be referred to the Courts of
Amritsar. The decision of the arbitrator shall be final and binding on both Parties.
S.A.S.NagarThe place of arbitration shall be S.A.S.Nagar.
4.0 BENEFITS Single Bill generation for various revenues collected by MC S.A.S.Nagar Providing unique identification no. to all the properties including vacant plots of the city Identifying and categorizing the urban land use Urban planning using digital data Deriving property size and building density Planning road maintenance based on width and condition Determining the slope of the terrain for storm water drains Estimation of dwelling units for various house hold types Use of digital maps for vehicle tracking system to monitor solid waste management Database management, visualization, spatial analysis, spatial modeling Improved mapping, Better access to maps, improved accuracy, more effective mapping Reduced storage cost Greater efficiency in retrieval of information Faster and more extensive accessing to types of geographic information important to
planning and the ability to explore a wider range of possibilities
Improved analysis Better communication to the public and staff Improved quality of services for speedier access to information for planning application
processing Intangible Benefits Increased operational efficiency Reduced redundancy: data, effort, information security More readily available information to users Greater operational and program effectiveness Increased internal cooperation, easier interoffice co-ordination Potential for enhanced external cooperation Better decision making Improved customer service
ANNEXURE - I
MUNICIPAL CORPORATION, S.A.S.NAGAR
PROPERTY TAX SURVEY PROFORMA (Information required U/s 108 of PMC ACT, 1976)
1.Sector/Phase No. ____________________ 1a. Ward no..: __________________________
2 Property I.D No. _______________
3 U.I.D No. _____________________
4 Owner Name___________________ Son/wife/daughter of _____________________
4a.Occupier Name___________________ Son/wife/daughter of _____________________
5.Plot Size ____________Sq. yds. Actual Plot Size at site ________ Sy. Yds (Generated by GIS Imagery) (To be given by Surveyor)
6. Property Address:-
House No. __________________ Street No.(if any) __________________
Sector/phase/Mohalla(village) ______________________________________________________
7.Water/Sewerage ID No. ________________ 7a. Relation with owner ________________
Status:- (a) Water □ (b). Sewerage □ (c). Disposal □ (d) Bore well/Tube well
8.Trade License (a) Yes □ (b) No □
Nature of Work __________________________________
8a. Electricity Bill Account No. ________________________
9. Correspondence Address:-
House No Street
No./Name.(if
any)
Sector/phase/Mohalla(village)
/Area
Nearest
landmark
Telephone No. Mobile No
10. Year of Construction _________________________ (Date of sanctioned plan, Electricity Bill, Date of Water Connection or any other documents)
11.Type of Structure
A) Pucca (cemented bricks walled & load bearing roof) ______________
B) Semi Pucca (cemented bricks walled or non- cemented
bricks walled but non load bearing roof) ______________
C) Kacha (Non-Cemented or non-bricks walled and
non load bearing roof.)
12 Use of Property Total Covered Area __________________________ (Sq. Feet)
Basement(s) Ground First
Floor Second
Floor Third
Floor And
Others
Residential Independent
House Self
Rental
Flats Self
Rental
Government, Institutions
including Educational and
Health Institutions;
Self
Rental
Private Institutions,
including Hospital,
Nursing Homes, Educational & Industrial
Self
Rental
Commercial buildings
including Restaurants and
Hotels upto two stars
Self
Rental
Malls including Hotels
with three and four stars and Marriage Palaces and
Resorts;
Self
Rental
Hotel with Five Stars and
above Self
Rental
Other Buildings (Religious
purpose, cremation ground,
gaushalla. stray animal care
center, historical and
heritage building (notified by
state,center govt. or UNESCO)
charitable institutions(as
exempted under I.T
Act,1961), Building & and
used by the Municipal
Corporation, lands used for religious functions & Festival).
Self
Rental
Note: Refusal to disclose the information attracts penal action u/s 108 (3) of PMC Act, 1976.
Name of Surveyor _________________ Signature _______________
Name of Supervisor ________________ Signature _______________
Date: _________ I hereby declare that the above furnished Information is true to the best of my Knowledge
and belief
(Sign of Respondent) Name………………………………
Contact No…………………………
ANNEXURE II: Formats for Proposal
PROPOSAL
From: To:
______________________ The Commissioner
______________________ Municipal Corporation of S.A.S.Nagar,
______________________ Municipal Bhawan, Sector-68,
______________________ S.A.S.Nagar.
Sir,
Sub: - “Consultancy Services for Implementation of Property Based Database System for Municipal Corporation of S.A.S.Nagar”
Regarding Proposal
We __________________, a Consultancy firm (Consultant) herewith enclose our detailed
Proposal for selection of our firm/Organization as agency for the subject mentioned project.
Yours faithfully,
Signature of Authorized Representative11______________________
Date………….
Full Name _____________________
Designation_____________________
Address________________________
1 The required authorization letter must be attached.
DETAILS OF THE CONSULTANT
The following details should be provided as part of the Proposal:
1. Name of organization
2. Address of the organization
3. Year of formation of the Firm
4. Name of state in which the firm was registered under the „Companies Act, 1956‟,
Registration number and date of registration.
5. Number of planners, engineers etc. working for the organization.
6. Details of all other urban development related tasks undertaken by the organization
relevant to the project to be attached.
7. Other details, which may be applicable, may be attached.
Tech 1: Project Detail Sheet
Assignment name:
Approx. value of the contract (in current Rs ):
Country:
Location within Country:
Name of Client:
Total No. of person-months of the assignment:
Address of Client:
Approx. value of the services provided by your firm under the contract (in current Rs. ):
No. of person-months provided by your firm:
Start date (month/year):
Completion date (month/year):
No. of professional person-months provided by the JV partners or the sub-consultants:
Name of Joint Venture partner or sub-Consultants, if any:
Name of Senior Staff (Project Director/Coordinator, Team Leader) involved from your
firm and functions performed indicated whether regular full-time employees of your firm
or part-time/independent consultants
Narrative description of Project in brief:
Description of actual services provided by your firm in the assignment:
Name of Firm:
FORMAT OF CURRICULUM VITAE (CV) FOR PROPOSED KEY PROFESSIONALS
The Complete CV should not exceed 3 Letter/A4 size pages with 1”margin on all sides, written in
legible fonts (Arial 10, Times New Roman 11), not less than single spacing.
Proposed Position: _____________________________________
Name of Firm: ________________________________________
Name of Staff: ________________________________________
Profession: ________________________Date of Birth: ______________________
Years with Firm: ___________________ Nationality: ____________
Membership of Professional Societies: __________________________
__________________________________________________________
Detailed Tasks Assigned: _____________________________________
Key Qualifications:
(Give an outline of Staff Member‟s experience and training most pertinent to tasks on Assignment.
Describe degree of responsibility held by staff member on relevant previous assignments, and give
dates and locations. Use up to half a page).
___________________________________________________________
Education:
(Summarize college/university and other specialized education, giving names of schools, colleges/
universities, dates attended and degrees/diplomas etc. obtained. Use up to half a page).
____________________________________________________________
Employment Record:
(Starting with present position, list in reversed order, every employment held. List all positions held
by staff member since graduation, giving dates, names of employing organizations, title of positions
held and location of assignments. For experience in last ten years also give types of activities
performed and client references, where appropriate. Use up to Two pages).
Languages:
Indicate proficiency in speaking, reading and writing of each language by “excellent”, “good”,
fair” or “poor”).
___________________________________________
Certification:
I, the undersigned, certify that to the best of my knowledge and belief, this bio-data correctly
describes my qualifications, my experience and myself.
___________________________ Date: ______________________
Signature of staff member or Day/Month/Year
Authorized official from the organization
