Request For Proposal
For
Scanning Old Land Records in
Tehsildar, Dy.SLR and City
Survey offices of Maharashtra
TABLE OF CONTENTS Disclaimer ... 6 Tender Notice ... 8 Schedule ... 10 1. Introduction ... 12 1.1. NLRMP Background ... 12 1.2. Vision towards NLRMP ... 12 1.3. NLRMP Objectives ... 12 1.4. NLRMP in Maharashtra (eMahabhoomi) ... 13
1.5. Modern Record Room - NLRMP Component ... 18
1.6. Purpose of the project ... 18
1.7. Objectives of Scanning Project ... 18
1.8. Stakeholders of the project... 19
2. Department Overview ... 21
2.1. History of land Records in Maharashtra ... 21
2.2. Existing Status of Record Rooms ... 23
2.3. Existing DSR Application ... 24
2.4. Existing Data Center Infrastructure ... 24
2.5. Existing Network Infrastructure ... 24
2.6. Existing Client Site (Taluka level) Infrastructure ... 25
3. Instruction to bidder ... 26
3.1. Issuer of RFP ... 26
3.2. Bidding schedule ... 26
3.3. General instruction to bidder ... 27
3.4. Important limits and values ... 28
3.5. Tender Form and Tender Fee ... 29
3.6. Timely submission ... 29
3.8. Pre-bid Queries ... 29
3.9. Language of the Bid ... 30
3.10. Hand written documents, Erasures or Alterations ... 30
3.11. Bid Prices ... 30
3.12. Firm Prices ... 31
3.13. Amendment of RFP document ... 31
3.14. Clarification of offers ... 31
3.15. Opening of bids ... 32
3.16. Contacting SC&DLR (M.S.), Pune ... 32
3.17. Bid validity ... 32
3.18. Address for bid submission and correspondence ... 33
3.19. Award of contract ... 33
3.20. Right to Accept any Bid and to Reject any or All Bids ... 33
3.21. Notification of Award ... 33
3.22. Signing of Contract ... 33
3.23. Bid Security (EMD – Earnest Money Deposit) ... 33
3.24. Performance Bank Guarantee ... 34
3.25. Fraud and Corruption ... 35
3.26. Failure to agree with the Terms & Conditions of the RFP ... 36
4. Qualification Criteria and Bid evaluation ... 37
4.1. Qualification criteria ... 37
4.2. Bid Submission ( 3 Envelope Bid System) ... 38
4.3. Bid evaluation ... 40 4.4. Evaluation Committees ... 43 4.5. Rejection Criteria... 44 4.6. Conditional offers ... 45 5. Scope of work ... 46 5.1. Definitions ... 46 5.2. Geographical Scope ... 46 5.3. Volume of Work ... 47
5.4. Scope of Services ... 47
5.5. Project Planning and Management ... 48
5.6. DSR Application Study ... 50
5.7. Scanning Old Land Records ... 54
5.8. External Hard Disk supply along with image and data ... 66
5.9. Operational Support ... 67
5.10. Training and Capacity Building ... 67
5.11. Project Documentation ... 68 6. Project Implementation ... 70 6.1. Project Timelines ... 70 6.2. Taluka Schedule ... 71 6.3. Contract Period ... 72 6.4. Implementation Approach ... 72 6.5. Project Structure ... 73
6.6. Guidelines for District Metadata Center and Scanning premises ... 76
7. Service level agreements ... 78
7.1. Service level objectives ... 78
7.2. Penalty Terms ... 78
8. Terms and conditions ... 80
8.1. Payment terms ... 80
8.2. Termination of the Contract ... 81
8.3. Risk Purchase Clause ... 82
8.4. Indemnity ... 82
8.5. Intellectual Property Rights ... 82
8.6. Performance Obligations ... 82
8.7. Publicity ... 83
8.8. Force Majeure ... 83
8.9. Resolution of disputes ... 84
8.10. Subject Laws and Jurisdiction ... 84
Annexure B. List of offices ... 95
Annexure C. Indicative External hard disk Specifications ... 105
Annexure D - Pre-Qualification bid document format ... 106
1. Pre-Qualifcation Bid Cover Letter ... 106
2. Authority Letter ... 108
3. Particulars of the Bidder ... 109
4. Profiles of Previous Project Experience ... 111
5. Pre-Qualification criteria compliance sheet ... 112
Annexure E - Self declaration form for not having pending cases in court of law ... 115
Annexure F– Notarized Affidavit for non-blacklisting ... 116
Annexure G. Technical Bid Document Format ... 117
1. Technical Bid Covering letter ... 117
2. Authority Letter ... 119
3. Authorization letters from OEM ... 120
4. Profile of Key People ... 121
5. Proposed Resource Deployment ... 123
6. Project Implementation Methodology ... 124
7.Hardware Specification Compliance Format ... 125
Annexure H – Draft Non - Disclosure Agreement ... 126
Annexure I – Performance Bank Guarantee Format ... 131
Annexure J - Commercial Bid Format ... 134
1. Commercial Proposal Cover Letter ... 134
2. Price Summary (Name of division) ... 136
Annexure K - Format for Pre-Bid Queries ... 138
Annexure L - Other Documents Checklist ... 139
Annexure M - Abbreviations ... 140
DISCLAIMER
The information contained in this Request for Proposal document (hereinafter referred to as “RFP”) or subsequently provided to bidder(s), whether verbally or in documentary or any other form by or on behalf of the Settlement Commissioner & Director of Land Records (Maharashtra State), Pune (hereinafter referred to as “SC&DLR (M.S.), Pune”), (the “Authority”) or any of their employees or advisors, is provided to bidder(s) on the terms and conditions set out in this RFP and such other terms and conditions subject to which such information is provided.
The purpose of this RFP is to provide interested parties with information that may be useful to them in making their financial offers pursuant to this RFP (the "Bid"). This RFP includes statements, which reflect various assumptions and assessments arrived at by the SC&DLR (M.S.), Pune in relation to the project. Such assumptions, assessments and statements do not purport to contain all the information that each bidder may require. This RFP may not be appropriate for all persons, and it is not possible for the SC&DLR (M.S.), Pune, its employees or advisors to consider the investment objectives, financial situation and particular needs of each party who reads or uses this RFP. The assumptions, assessments, statements and information contained in this RFP, may not be complete, accurate, adequate or correct. Each bidder should, therefore, conduct its own investigations and analysis and should check the accuracy, adequacy, correctness, reliability and completeness of the assumptions, assessments, statements and information contained in this RFP and obtain independent advice from appropriate sources.
Information provided in this RFP to the bidder(s) is on a wide range of matters, some of which depends upon interpretation of law. The information given is not an exhaustive account of statutory requirements and should not be regarded as a complete or authoritative statement of law. SC&DLR (M.S.), Pune accepts no responsibility for the accuracy or otherwise for any interpretation or opinion on law expressed herein.
SC&DLR (M.S.), Pune , its employees and advisors make no representation or warranty and shall have no liability to any person, including any bidder under any law, statute, rules or regulations or tort, principles of restitution or unjust enrichment or otherwise for any loss, damages, cost or expense which may arise from or be incurred or suffered on account of anything contained in this RFP or otherwise, including the accuracy, adequacy, correctness, completeness or reliability of the RFP and any assessment, assumption, statement or information contained therein or deemed to form part of this RFP or arising in any way in this Bid Stage.
negligence or otherwise howsoever caused arising from reliance of any bidder upon the statements contained in this RFP.
SC&DLR (M.S.), Pune may in its absolute discretion, but without being under any obligation to do so, update, amend or supplement the information, assessment or assumptions contained in this RFP.
The issue of this RFP does not imply that SC&DLR (M.S.), Pune is bound to select a bidder or to appoint the selected bidder, as the case may be, for providing scanning services; and SC&DLR (M.S.), Pune reserves the right to reject all or any of the bidders or bids without assigning any reason whatsoever.
Bidder shall bear all its costs associated with or relating to the preparation and submission of its bid including but not limited to preparation, copying, postage, delivery fees, expenses associated with any demonstrations or presentations which may be required by SC&DLR (M.S.), Pune or any other costs incurred in connection with or relating to its Bid. All such costs and expenses will remain with the bidder and SC&DLR (M.S.), Pune shall not be liable in any manner whatsoever for the same or for any other costs or other expenses incurred by a bidder in preparation for submission of the bid, regardless of the conduct or outcome of the bidding process.
TENDER NOTICE
Settlement Commissioner & Director of Land Records (Maharashtra State), Pune has envisaged implementing Modern Record Room Component of National Land Records Modernization Programme of Ministry of Rural Development, Government of India in the entire state. Scanning old land records in Tehsildar, Dy.SLR and CTS offices of Maharashtra for providing citizen services and helping departmental officials is the main objective of Modern Record Room Component of NLRMP. In order to achieve this aspect of the component, Settlement Commissioner & Director of Land Records (Maharashtra State), Pune proposes to seek the services of reputed organizations/System Integrators having relevant experience in Scanning & Document Management Services.
Settlement Commissioner & Director of Land Records (Maharashtra State), Pune invites proposals to provide services as per the attached RFP document. RFP includes the following sections:
Tender Notice Schedule
Chapter 1 - Introduction
Chapter 2 - Department Overview Chapter 3 - Instruction to Bidder
Chapter 4 -Qualification Criteria and Bid evaluation Chapter 5 - Scope of work
Chapter 6 - Project implementation Chapter 7 - Service level Agreements Chapter 8 - Terms and Conditions Annexure
Yours sincerely,
Sd/-
Settlement Commissioner &
Director of Land Records (Maharashtra State) Pune
Date: 22/07/2013
OFFICE OF THE SETTLEMENT COMMISSIONER & DIRECTOR OF LAND RECORDS (MAHARASHTRA STATE)
2nd Floor, New Administrative Building Opp. Council Hall
Pune - 411001 Maharashtra
Settlement Commissioner & Director of Land Records (Maharashtra State), Pune invites proposals for the following work from firms who have similar work experience. Vendor for each division will be selected through this tender.
Description of Work, Earnest Money Deposit (EMD) and Tender Fee are as under:
Sr.
No. Name of Work
Division Name Earnest Money Deposit (INR) Tender Fee (INR) 1.
Request for Proposal for Scanning Old Land Records in Tehsildar, Dy.SLR and CTS offices of Maharashtra Amravati 40,00,000/- 25,000/- 2. Aurangabad 30,00,000/-3. Mumbai 25,00,000/-4. Nagpur 15,00,000/-5. Nashik 30,00,000/-6. Pune
45,00,000/-EMD mentioned above is per Division, if the Bidder is interested to bid for more than one Division, then bidder has to submit separate EMD for each Division. Each bidder needs to pay Tender Fee only once.
Bidders have to submit a non–refundable Tender Fee as mentioned above by Demand Draft from Nationalized Bank, in the name of “Settlement Commissioner & Director of Land Records, Maharashtra State, Pune” payable at Pune.
EMD should be in the form of Bank Guarantee from Nationalized Bank drawn in favor of “Settlement Commissioner & Director of Land Records, Maharashtra State, Pune” and valid for 180 days which can be extended if required.
SC&DLR (M.S.), PUNE RESERVES THE RIGHT TO ACCEPT OR REJECT ANY TENDER OFFER WITHOUT ASSIGNING ANY REASON.
Sd/-
Settlement Commissioner & Director of Land Records Maharashtra State, Pune
SCHEDULE
# Parameter Details
1. Tender Reference Tender No.NLRMP-2/PraKr11/Scanning/2013
2. Website for downloading tender
document*
1. https://www.maharashtra.gov.in/Site/Comm on/Tenders.aspx
2. https://bhumiabhilekh.maharashtra.gov.in 3. http://tenders.gov.in
3. Place for submitting tender offers
Settlement Commissioner & Director of Land Records (M.S.), Pune
2nd Floor, New administrative building Opp. Council Hall
Pune - 411001
4. Non-refundable tender fee
Rs.25,000/- byDemand Draft from Nationalized Bank drawn in favor of
“Settlement Commissioner & Director of Land Records, Maharashtra State, Pune” payable at Pune.
5. Earnest Money Deposit
a. Amravati
Rs. 40,00,000/- in the form of Bank Guarantee of Nationalized Bank drawn in favour of “Settlement Commissioner & Director of Land Records, Maharashtra State, Pune”
b. Aurangabad
Rs. 30,00,000/- in the form of Bank Guarantee of Nationalized Bank drawn in favour of “Settlement Commissioner & Director of Land Records, Maharashtra State, Pune”
c. Mumbai
Rs. 25,00,000/- in the form of Bank Guarantee of Nationalized Bank drawn in favour of “Settlement Commissioner & Director of Land Records, Maharashtra State, Pune”
d. Nagpur
Rs. 15,00,000/- in the form of Bank Guarantee of Nationalized Bank drawn in favour of “Settlement Commissioner & Director of Land Records, Maharashtra State, Pune”
e. Nashik
Rs. 30,00,000/- in the form of Bank Guarantee of Nationalized Bank drawn in favour of “Settlement Commissioner & Director of Land Records, Maharashtra State, Pune”
f. Pune
Rs. 45,00,000/- in the form of Bank Guarantee of Nationalized Bank drawn in favour of “Settlement Commissioner & Director of Land Records, Maharashtra State, Pune”
6. Pre-bid Meeting
1100 Hrs. on 02/08/2013 in the office of
Settlement Commissioner & Director of Land Records (M.S.), Pune
2nd Floor, New administrative building Opp. Council Hall
Pune – 411001
7.
Last date and time for submission of bid proposal in the office of SC&DLR (M.S.), Pune
1500 Hrs on 22/08/2013
8. Time and date of Technical bid
opening
1530 Hrs on 22/08/2013 in the office of
Settlement Commissioner & Director of Land Records (M.S.), Pune
2nd Floor, New administrative building Opp. Council Hall
Pune – 411001
9. Time and date of Technical
presentations by the Bidders To be declared later
10.
Time and date for declaration of short-list of bidders for
commercial bid
To be declared later
11. Time and Date of Opening of
commercial bid To be declared later
12. Address for Communication
Settlement Commissioner & Director of Land Records (M.S.), Pune
2nd Floor, New administrative building Opp. Council Hall
Pune – 411001
13. Contact Telephone Numbers 020-26050006/020-26050886
14. Contact Fax Number 020-26050753
15. Contact Email id [email protected]
Note:
*RFP Document can be downloaded only from these websites. All bidders should download the RFP document from these websites for their consideration and submit tender manually. No hard copy will be provided in the department premises.
Bidders will be shown xerox copies of sample documents during pre-bid meeting. Bidders should also note that they should register their names with the SC&DLR (M.S), Pune during pre-bid meeting for viewing sample documents at selected record rooms. Department will provide the contact details of concerned department officials of record rooms of Tehsildar office, Dy.SLR office and CTSO. Bidders may contact these officials to view records in their respective offices for better understanding of Scope of Work.
1. INTRODUCTION
1.1. NLRMP BACKGROUND
Government of India decided to implement the Centrally-Sponsored scheme - National Land Records Modernization Programme (NLRMP) by merging two existing centrally sponsored schemes: Computerization of Land Records (CLR) and Strengthening of Revenue
Administration and Updating of Land Records (SRA&ULR) in the Department of Land
Resources (DoLR), Ministry of Rural Development. The integrated programme would modernize management of land records, minimize scope of land/property disputes, enhance transparency in the land records maintenance system, and facilitate moving eventually towards guaranteed conclusive titles to immovable properties in the country. The major components of the programme are computerization of all land records including mutations, establishment of Modern Record Room, Digitization of cadastral maps & integration of textual and spatial data, Survey/Re-survey & updation of all survey and settlement records including creation of original cadastral records, Computerization of registration and its integration with Land Records, Core Geospatial Information System (GIS) and Capacity Building.
Land Records Department of Maharashtra has embarked on the journey of implementing various components of NLRMP across the state in either pilot mode or complete roll out mode. After successful initiation and stable rollout of scanning project in Mulshi and Haveli taluka, SC&DLR (M.S.), Pune have decided to implement “Scanning Old Land Records, Digital storage and retrieval system”, aspect of Modern Record Room component of NLRMP in the entire state. Document Search & Retrieval (DSR) Application i.e. eRecords Application has already been developed for state-wide rollout and now the department is looking for agencies specialized in Scanning & Document Management System domain to provide their services and help SC&DLR (M.S.), Pune in rolling out the project in the entire state.
1.2. VISION TOWARDS NLRMP
“To harness technology in transforming Land Records Department into a modern and service driven department through better collaboration, efficiency and effectiveness; and to make it a focal point for all information on matters related to Land Records in Maharashtra”
1.3. NLRMP OBJECTIVES
To develop a modern, comprehensive and transparent land records management system in the country
To implement the conclusive land-titling system with title guarantee, which will be based on four basic principles
− a single window to handle land records (including the maintenance and updating of textual records, maps, survey and settlement operations and registration of immovable property),
− the “mirror” principle, which refers to the fact that cadastral records mirror the ground reality,
− the “curtain” principle which indicates that the record of title is a true depiction of the ownership status, mutation is automated and automatic following registration and the reference to past records is not necessary, and
− title insurance, which guarantees the title for its correctness and indemnifies the title holder against loss arising on account of any defect therein.
To develop an institutional framework for proper and timely implementation of the land record reforms across all states in the envisaged timelines
To give land administrators, planning authorities, and citizens more and easier access to land data and details
To provide a system to have secure, authenticate and confidential land records To ensure self-sustainability of the system
To provide uniformity of data and coding scheme across the country
To enable SC&DLR (M.S.), Pune deliver services to its stakeholders in a modern, efficient and client-service oriented manner, through the use of technology
To equip SC&DLR (M.S.), Pune officials with the appropriate skill sets required for delivering services in a modern, efficient and client-service oriented manner
1.4. NLRMP IN MAHARASHTRA (EMAHABHOOMI)
National Land Records Modernization Programme (NLRMP) is an integrated programme for modernization and management of land records. It has been initiated by Department of Land Resources (DoLR), Government of India, 'eMahabhoomi', a comprehensive land records modernization and management programme is being implemented in Maharashtra, as a part of NLRMP initiative. All the applications under this project are developed and maintained with the help of NIC. Considering the importance and scale of such Mission Mode Projects, department has setup a Programme Management Unit, in the form of Society, 'Mahabhoomi' to look after the detailed implementation of all components of 'eMahabhoomi' in the state.
Apart from the main components of NLRMP, eMahabhoomi has also introduced 2 new projects under its umbrella in Maharashtra state. Detailed description of the various components of eMahabhoomi are elaborated as follows:
'eMojani' application helps department officials in managing survey requests in more efficient and effective manner. This application helps department officials to process the survey requests accurately and provide citizens with vital information like date of survey, time of survey, name of surveyor, value of survey fee etc. as soon as he applies. This application also helps the department officials in generating challans of measurement cases and tracks the survey fees collection. Online MIS generated through this application, helps the department officials in understanding the overall status of this project like number of survey cases catered to , number of pending cases , revenue earned etc. On an average, the application handles more than 1.75 lacs measurement requests per year. The overwhelming success of eMojani project has also been showcased in various case studies.
In future, citizens will be provided more utilities through this web application, where citizens can track status of their application, calculate survey fees, online application form along with e-payment (through integration with GRAS). Many of these utilities have already been provided to the citizens. eMojani project is rolled out in the entire state from 1st Jan 2012.
eChawadi: Computerization of village records
At village level, various land related forms (Forms No. 1 to 21) categorized under 5 categories namely - Land Revenue, Record of Rights, Settlement related, General administration and Miscellaneous are maintained by Talathi (village accountant). Currently all the forms are in physical format maintained by Talathis. It was found that maintaining all these forms is a cumbersome activity and talathis have to spend a lot of time in updating each of these forms. Department officials also spend a lot of time to calculate the revenue to be recovered from the citizens under the current setup. Considering the importance of these forms and various problems faced by revenue officials, state has decided to utilize technology to reduce such problems by computerization of all these forms which lead to development of “eChawadi” application. This is a web based which will benefit almost 12,600 talathis. This application will be used from Talathis laptop will be connected to State Data Center through data card. All the forms are interlinked to each other and any change in a one form will lead to concurrent changes in related forms. Almost 50-60% data for this application is derived from Form No.7/12 data created through eMutation application. This G2G service will help department officials in maintaining village records in an efficient and easily retrievable manner.
eChawadi application is tested in one village in every district of Maharashtra and ready for implementation in the entire state in the financial year 2013-14. The application is in its early stage of state-wide implementation, where numerous Talathis and Circle officers (more than 8,500) have bought laptops and data cards to use the application. Also parallel activities are done to convert data in physical format into digital format. eChawadi was launched on 10th April,2013 during Survey Day by Hon. Chief Minister of Maharashtra.
e-Mutation: Online mutation
e-Mutation application ensures that as soon as there is registration of document resulting into change in ownership in land, process of mutation is initiated. The entire process starts at the registration department where the citizen gets his documents registered at Sub-Registrar Office (SRO). Once that is over, the details of registration are uploaded on the State Data Center (SDC) from the SRO office. Department officials at Tehsildar office view such mutation request and the mutation number is automatically given by application. Digitally signed notice No. IX is generated in Tehsil office, which is then sent to SRO office immediately for serving to all interested parties present in SRO office. At the same time SMS is sent to the concerned Talathi and 15 days notice period is given to the citizens to raise objection if any. In case no objection is received in the prescribed time period, the mutation is certified and updation is done in Record of Rights (RoR) automatically. Along with this, the application also has provision to initiate mutation arising due to non-registered documents. Such mutations are done at village level by talathis, using their laptops.
Pilot project was initiated in Mulshi and Haveli taluka of Pune District. It has also been rolled out in another 5 talukas after the success of Mulshi taluka project. The work of state-wide implementation has already started. All related offices (more than 11oo) at taluka level and district level have already been provided with IT Infrastructure like Computers, Printers, Scanners, UPS etc. All the core offices are being provided with BSNL's VPNoBB/MPLS connectivity. eMutation was launched on 10th April,2013 during Survey Day by Hon. Chief Minister of Maharashtra. - present status
In the future, information between registration department and land records department will be shared with each other leading to real time mutation initiation. Information being shared with registration department will also help in the registration process. Also, with the use of laptops by Talathis, initiating mutation process will be possible at village level for all non -registered document.
e-Records: Scanning of old records
Land Records Department maintains huge volume of textual records related to land as a custodian of Land Records. These records are old mutations, old RoR, old Khata Register, Tippan, Akarband, Akarphod patrak, Gunakar book, KJP, consolidation scheme, etc from year 1880 onwards. Over a period of time, these records have deteriorated due to various environmental conditions and also continuous use by department officials. Also there is huge demand for such records at taluka offices. Thus, these records need to be preserved by converting them in digital form. This will help the department officials in drastically reducing the citizen service time and help them to improve the service quality. Under eRecords project, all these textual records will be scanned and preserved at taluka as well as state level. On an
average 10 lacs documents in each taluka is to be scanned. The total volume for the entire state is about 26 crores. Development of Document Search and Retrieval application is already completed and pilot project has completed in Mulshi and Haveli taluka in Pune district. Approximately 40 lacs documents have already been scanned and indexed till now.
Through this tender, eRecords project will be initiated in this financial year and is planned to be completed by FY 2014-15.
eMaps: Digitization of maps
Land Records department is the custodian of valuable spatial Records i.e. cadastral map. Maharashtra poses a unique combination of cadastral map sheets which range from year 1880 to till date. There are numerous types of cadastral map sheets like tippans, phalni sheets, pot phalni sheets, gat book, village map sheets, Land Acquisition Measurement Sheets, Non Agricultural measurement sheets etc. The cadastral maps are in different sizes ranging from A4 to A0. State has decided to scan and digitize these map sheets for archival purpose. These digitized maps will also be used for resurvey and by department officials in their daily operations under eMaps project.
The pilot project is started in Mulshi Taluka in September 2012. The pilot project is near completion and the state will move towards state-wide rollout in this financial year.
eResurvey: Resurvey with modern technology
Resurvey leads to accurate and updated records which helps to move towards conclusive titling. From 1930 onwards, many sub-divisions have taken place leading to mismatch between Record of Rights (maintained by revenue department) and Land Records data (maintained by Land Records department) and ground reality. There is a huge need to make these records accurate and match with each other. It will benefit the citizens as the citizens will get comprehensive data which will have both land records and revenue data as per the actual field information. To achieve the objective, state is actively considering to undertake huge task of resurvey of entire Maharashtra.
Under this project called “eResurvey” entire state will be surveyed again by using modern survey technologies. This will provide citizens with updated and current details of their land parcels. Considering the huge scale of operation, it is decided to conduct resurvey in pilot 12 villages of taluka Mulshi District Pune before rolling out in the entire state. Pilot project on resurvey is being carried by two methods i.e. (1) high resolution satellite imagery with ETS/GPS and (2) pure ETS/GPS. Ground Control Network (GCN) is being established in pilot area in consultation with Survey of India. This network will be part of the network for the entire state. GCN data will form the basis for carrying out detailed survey in the intended survey area.
eBhulekh : GIS interface for public
eBhulekh is one of the most unique application developed by NIC under the guidance of Settlement Commissioner & Director of Land Records (Maharashtra State) Pune for providing all land records data since 1880 through one application. It combines the power of technology and domain knowledge of department officials to create a holistic land records data dissemination application for citizens. It will allow citizens to trace history of their land parcel (textual as well as spatial data) and view all such records. It will also help other government departments to access land records data for official purposes. eBhulekh will provide citizens with all old and current land records like Form No. 7/12, Form no 8A, Mutation Register and other textual records for their land parcels. The application will also provide spatial records like tippans, phalni sheets, village maps etc along with RoR. All relevant historical data of a land parcel will be available through this application. eBhulekh application will be ready in this financial year.
Training and Capacity building
For the success of all above eMahabhoomi initiatives, relevant training and capacity building has to be done for all department officials on mass scale. In order to achieve this it is decided to strengthen the land records training academy situated in Aurangabad. The academy is being provided with state of art facilities and technological instruments to make it a premier land records training academy in the country. Since near about 32,000 employees are required to be trained, second academy is proposed at Mulshi taluka in Pune District where all pilot projects are being carried out.
A comprehensive training programme on eChawadi and eMutation has been done at Land Records Training Academy in Aurangabad since March,2013 to train master trainers, who in turn would train revenue department officials at taluka and district level. Post training of master trainers, district level training activities have also completed where master trainers have trained set of individuals from district and taluka level. Training material has also been provided to the master trainers for assistance in training.
After implementation of all components of “e-Mahabhoomi” as explained above the Maharashtra will have robust land record management system which will provide easy access to land records, for the citizens and for general administration for private and public sector which will accelerate the pace of development in the State.
1.5. MODERN RECORD ROOM - NLRMP COMPONENT
Modern Record Room envisages conversion of land records in paper format into digital format along with proper document management system for handling all such digital records. It also talks about improving the record room facilities which will help in longer preservation of physical records. Modern Record Room Component of NLRMP has primarily 3 main aspects:
• Physical Storage Area contains all the existing physical records maintained by department. Currently all the records are mostly stored in racks. But in the future it will primarily comprise of compactors or modern racks. Department plans to procure compactors in the future for storing all these physical records. Also existing record rooms will be modified in terms of better ceiling, flooring, partition, painting and other features like Fire Alarm System and Fire Extinguisher etc.
• Electronic Storage Area will hold all the records in electronic dematerialized format. It will comprise of Servers, computers, storage area network, printers, scanners, UPS, biometric device. All the documents scanned through this project will be stored in servers place in Electronic Storage Area.
• Citizen Interaction Center is a public services area for waiting/ reception etc. Citizens will interact with the citizen delivery staff in this area to to avail various services.
1.6. PURPOSE OF THE PROJECT
Scanning Project will help to cater to following two main entities -
• Citizens
Citizens will be given required documents in digital format either through taluka office using DSR application installed at all offices or web portal. Information in both soft copy and also in hard copy (through department offices) will be made available to the citizens. Over a period of time, department will also provide chronological records to citizens along with other pertinent records linked to it. This will help citizens to trace historical records of any land parcel.
• Department officials
Digitized textual records will also help the department officials in their day to day operations. It will drastically reduce the time taken to cater to citizen request. Along with saving time, department will also be able to serve complete information regarding a land parcel to a citizen, inculcating increased faith and trust in the department.
SC&DLR (M.S.), Pune has decided to implement the Scanning Project in the entire state for the following reasons:
• To archive old land records data in digital format and saving them from further deterioration
• To provide citizens with land records data as per their needs in easy and efficient manner through eBhulekh (customized software)
• To strengthen department in handling citizen requests for land records and cater to them in efficient and speedy manner
• To create coherency and linkage between various type of land records related information available with the department
• To develop a modern, comprehensive and transparent land records management system in Maharashtra
1.8. STAKEHOLDERS OF THE PROJECT
For the success of any project, it is important to identify right stakeholders and classify them correctly. Prioritization of these stakeholders on the basis of the impact of the project on them is an important activity at the beginning of the project. Stakeholders in this project are as follows:
Government of Maharashtra, Revenue and Forest Department's Mahabhoomi - Project Management Unit, National Land Records Modernization Programme (NLRMP) Core committees or various committees for the Project Implementation
o High Power Committee
o Project Implementation Committee
o State Level monitoring and review Committee o District Level monitoring and review Committee
Department of Information Technology, Government of Maharashtra National Informatics Center, Pune
State Informatics Officer, NIC, Mumbai District Informatics Officer, NIC at districts Government Officials
o Divisional Commissioners o District Collectors
o Divisional Deputy Director Land Records o District Superintendent Land Records
o Sub-Divisional officers o Tehsildar
o Dy. Superintendent Land Records o City Survey Officer
o Circle Officers
o Talathi/Surveyors/Maintenance Surveyors
o Other land records and revenue department officials
External Project Management Consultants – M/s. PricewaterhouseCoopers Pvt. Ltd. Scanning Vendors for each division
Citizens and Businesses
o Farmers/Land holders/ Land owners o Real Estate Developers/ Architects o Lawyers/ Advocates
o Industrialists/ Businessmen o Other government organizations
2. DEPARTMENT OVERVIEW
2.1. HISTORY OF LAND RECORDS IN MAHARASHTRA
Land has been an important aspect of human’s life since time immemorial. The economic importance of this form of nature has been understood by humans long back and always been preserved. In India, the importance of maintaining records of land holding was emphasized by the then Indian Rulers and Britishers. The state of Maharashtra in its erstwhile form was also swept by the land administration wave started during those times.
The initial survey and settlement in the state of Maharashtra was carried out in the year 1830 to 1870. It was done using latest methods and techniques available in those times; primarily chain and cross staff method. In this method each and every land parcel was divided into a set of triangles and trapeziums. Areas of individual geometrical figure were derived and added to find out the total area of a land parcel. For unique identification of each land parcel surveyed, a unique number known as Survey Number was assigned to them. Dimensions and Area calculation of each geometrical figure comprising survey number was maintained in Vaslevar Book. Also the details of the land holding were noted in registers which were known by various names across various areas within the state. In erstwhile Pune area, it was known as Kadai (
क.ड.ई
.) Patrak. Along with these textual records, the map data or the spatial records were stored in form of Tippans, but these tippans were not maintained to scale. One tippan would be maintained for one survey number. Mostly these tippans were maintained in legal size papers.Each of these tippans were merged together to form the village map, but only after completing traverse of the concerned village. This led to the formation of Village maps in terms of spatial data whereas a new register called Village Form – 1 or Aakarbandh came into existence. This document was primarily divided into 2 parts
• Details of all agricultural land (Pagewise details)
• Abstract - Non agricultural land like gaothan, road, river etc.
This register had details of all the land parcels which form the village. It has details like survey no., hissa no., total area, tax payable, areas under various heads like Kharif, Rabi, Bagayat and Varkas.
Over a period of time, sub division of land parcels happened in the state under various conditions like part sale of land, inheritance etc. In around 1923, the government decided to survey these sub-divisions. Wherever sub-division of land parcels were done, the government
surveyed them and created new records for the sub-division parcels. These new sub –divided survey number parcels were called Hissa. To capture the spatial aspect of these Hissa, Phalni Sheets were created. Each phalni sheet captured the sub-division done in 1 survey number. Phalni sheets were in the scale of 1: 1000 (approx.) and were true to scale unlike tippans which were not to scale. Most of the phalni sheets are in A1 size papers. Along with these spatial records, textual records in the form of Gunakar Book were created. Gunakar book is of prime importance to the department legally, as it holds the details of each sub-division along with their signature or thumb impression of persons present at time of measurement.
This division of land into various new land parcels also had financial implications. Thus a new register called Aakarphod Patrak was created. This register had details of the bifurcation of Land Revenue as per the new area of each hissa.
Over a period of time, Government of India and Government of Maharashtra acquired land in Maharashtra for various reasons like roads, dams, and various other projects. In all such cases, land to be acquired from each land parcel was surveyed. All the acquired land parcels were combined to form a single parcel and given a separate survey number. Details of land being acquired from various land parcels are maintained in Kami-Jasti Patrak (
क.
जा.प.
). The same process is also maintained in case of Non Agricultural Measurement.KJP is prepared in case of change in land use from agricultural to other purposes.In the year 1956, the existing measurement units of Acre/Guntha were replaced by metric system units. All the textual records pertaining to land were changed to decimal converted units as per the metric system.
The period from 1960 to 1993 saw a very important scheme being implemented in Maharashtra – Consolidation of Holdings Scheme under the Bombay prevention of the fragmentation and consolidation of holdings act, 1947. Under this scheme sub-divided land parcels (hissa and pot hissa) of an individual, scattered over various parts of the village were consolidated as much as possible. Exchange of land parcels between two or more khatedars was done to achieve consolidation of holding. The new consolidated land parcels were given gat numbers and shown in Gat Maps. They were in the scale of 1 : 10000
After consolidation various documents like Aakarband etc. were updated with the Gat Numbers. Also register called scheme book i.e. form 9(3),9(4) were created to maintain records prior to consolidation and post consolidation respectively. In the same manner, spatial data was also maintained under 9(1) and 9(2) mentioning maps prior to consolidation and post consolidation. After consolidation the identification of individual land parcels were done using Gat Numbers. Many villages did not go under consolidation, thus in all such villages Survey number is still being used.
In many villages, due to administrative issues, increase in habitat and various other issues, the village was divided into 2 or more villages. Such new villages are called Wadi Gaon whereas the parent village is called Mul Gaon. Generally the division of these villages happen on the lines of natural demarcations like river, lake etc. After division of the old village into various new villages, all relevant records were updated and maintained.
2.2. EXISTING STATUS OF RECORD ROOMS
Record rooms are physical infrastructure to store land records and other relevant records of a taluka. Each taluka has primarily 2record rooms at –
1. Tehsildar Office
2. Deputy Superintendent of Land Records Office 3. City Survey Offices (wherever applicable)
These record rooms contain numerous records, but the records which are required by citizens frequently for their use are given priority over other records. Indicative list of documents stored at the record rooms are as follows:
Though the records are mostly same across various divisions of Maharashtra, there are some records which are unique to each division which will also be scanned and stored under this project.
Records maintained in the record rooms have been categorized based on the number of years that they need to be preserved. These records have been kept in colored sacs made of cloth. The age of the records has been mentioned on tags on each sac. Categorization of the records is as follows:
Tehsildar Office – Record Room
• Village forms - Form No.7/12,8A
• Ferfaar Book/Mutation Register
• Birth Certificate
• Death Certificate
• Land Acquisition Records
• Land Grant Files
• Non Agricultural Land Orders
• Tenancy Orders
• Etc.
Dy.SLR Office – Record Room
• Tippan
• Kami Jasti Patrak
• Gunakar Book
• Phalni Sheets
• Scheme Book -Form No. 9(3),
9(4)
• Akarbandh
• Consolidation scheme
a. Category A: Permanent records and is not supposed to be destroyed ever b. Category B: Records to be destroyed after 30 years
c. Category C: Records to be destroyed after 5- 10 years d. Category D: Records to be destroyed after 1 year
The physical infrastructure of the record rooms varies from taluka to taluka. Record rooms which are newly constructed are in good condition while some are in old and delicate conditions. Racks in these record rooms are mostly made up of iron or wood. Due to frequent use and age of these racks, rack conditions have deteriorated.
2.3. EXISTING DSR APPLICATION
During pilot implementation of Scanning Project in Mulshi and Haveli taluka, DSR Application for the entire state has been developed, along with scanning of records of these two talukas. DSR Application (along with source code and IPR) used for the pilot project is a property of SC&DLR (M.S.), Pune and is being maintained by NIC. The successful bidder will be provided with this application for Scanning and DSR purpose. Details of SC&DLR (M.S.), Pune’s DSR Application has been mentioned below:
• Name of the Application: e-Records Application
• Mode: Client Server as well Web-based
• Technology Used: Microsoft VB.Net for front end and PostGreSQL as database for client
server and IIS6.0 and ASP.net for web module
• Modules: Master (Backup), User Administration, Image Processing, Metadata Transaction,
Quality Control, End User Search, Printing, File Import/Export.
Successful bidder will be provided with detailed information on each module. Detailed training will be provided to master trainers from each successful bidder at the beginning of the project. The master trainers of each successful bidder has to train their manpower on the application. 2.4. EXISTING DATA CENTER INFRASTRUCTURE
Maharashtra State Data Center at Mumbai will act as the Data center for any project related requirements. Currently, all relevant records like Form No. 7/12 details, online mutation details etc. are stored at State Data Center in the New Administrative Building, Opp. Mantralaya, Mumbai.
2.5. EXISTING NETWORK INFRASTRUCTURE
SC&DLR (M.S.), Pune has dedicated network connectivity among taluka leveloffices and State Data Center.
2.6. EXISTING CLIENT SITE (TALUKA LEVEL) INFRASTRUCTURE
All taluka offices (Tehsildar, Dy.SLR and CTSO) in the state have been provided adequate IT infrastructure like Computers, Printers, Scanners, UPS and Biometric Devices etc for various other projects under NLRMP.
At present no dedicated IT Infrastructure is available for scanning project. But for providing scanned images to the citizens as a service, department will procure all necessary IT infrastructure in the future.
3. INSTRUCTION TO BIDDER
3.1. ISSUER OF RFP
Settlement Commissioner & Director of Land Records (Maharashtra State) 2nd floor, New Administrative Building,
Opp. Council Hall, Pune – 411 001
3.2. BIDDING SCHEDULE
# Parameter Details
1. Tender Reference Tender No. NLRMP-2/PraKr11/Scanning/2013
2. Website for downloading tender
document
1. https://www.maharashtra.gov.in/Site/Com mon/Tenders.aspx
2. https://bhumiabhilekh.maharashtra.gov.in 3. http://tenders.gov.in
3. Place for submitting tender offers
Settlement Commissioner & Director of Land Records (M.S.), Pune
2nd Floor, New administrative building Opp. Council Hall
Pune - 411001
4. Non-refundable tender fee
Rs. 25,000/- by Demand Draft from Nationalized Bank drawn in favor of
“Settlement Commissioner & Director of Land Records, Maharashtra State, Pune” payable at Pune.
5. Earnest Money Deposit
a. Amravati
Rs. 40,00,000/- in the form of Bank Guarantee of Nationalized Bank drawn in favour of “Settlement Commissioner & Director of Land Records, Maharashtra State, Pune”
b. Aurangabad
Rs. 30,00,000/- in the form of Bank Guarantee of Nationalized Bank drawn in favour of “Settlement Commissioner & Director of Land Records, Maharashtra State, Pune”
c. Mumbai
Rs. 25,00,000/- in the form of Bank Guarantee of Nationalized Bank drawn in favour of “Settlement Commissioner & Director of Land Records, Maharashtra State, Pune”
d. Nagpur
Rs. 15,00,000/- in the form of Bank Guarantee of Nationalized Bank drawn in favour of “Settlement Commissioner & Director of Land Records, Maharashtra State, Pune”
e. Nashik
Rs. 30,00,000/- in the form of Bank Guarantee of Nationalized Bank drawn in favour of “Settlement Commissioner & Director of Land Records, Maharashtra State, Pune”
f. Pune
Rs. 45,00,000/- in the form of Bank Guarantee of Nationalized Bank drawn in favour of “Settlement Commissioner & Director of Land Records, Maharashtra State, Pune”
6. Pre-bid Meeting
1100 Hrs. on 02/08/2013 in the office of
Settlement Commissioner & Director of Land Records (M.S.), Pune
2nd Floor, New administrative building Opp. Council Hall
Pune – 411001
7.
Last date and time for submission of bid proposal in the office of SC&DLR (M.S.), Pune
1500 Hrs on 22/08/2013
8. Time and date of Technical bid
opening
1530 Hrs on 22/08/2013 in the office of
Settlement Commissioner & Director of Land Records (M.S.), Pune
2nd Floor, New administrative building Opp. Council Hall
Pune – 411001
9. Time and date of Technical
presentations by the Bidders To be declared later
10.
Time and date for declaration of short-list of bidders for
commercial bid
To be declared later
11. Time and Date of Opening of
commercial bid To be declared later
12. Address for Communication
Settlement Commissioner & Director of Land Records (M.S.), Pune
2nd Floor, New administrative building Opp. Council Hall
Pune – 411001
13. Contact Telephone Number 020-26050006/020-26050886
14. Contact Fax Number 020-26050753
15. Contact Email id [email protected]
3.3. GENERAL INSTRUCTION TO BIDDER
A. This RFP is not transferable.
B. Bidder can apply for one or more or all divisions
C. All bidders will submit one pre-qualification proposal, one technical proposal and one tender fee irrespective of the number of divisions bidding for. But all bidders interested to bid for more than one division, will have to submit separate EMD and commercial proposals.
D. In case any division does not get adequate number of bid proposals, extension may be provided for bid submission for only that division and not all other divisions. Department's decision in this regard will be final.
E. Department reserves the right to negotiate the rates with successful bidders in case the rates obtained are found unreasonable by the department.
F. Bidders are advised to study the RFP document carefully. Submission of bid shall be deemed to have been done after careful study and examination of the RFP document with full understanding of its implications.
G. The response to this RFP should be full and complete in all respects. INCOMPLETE OR PARTIAL BIDS SHALL BE REJECTED.THE BIDDER MUST QUOTE FOR ALL THE ITEMS ASKED IN THE COMMERCIAL BID FORMAT, IN THIS RFP.
H. The bidder shall bear all costs associated with the preparation and submission of the bid, including cost of presentation for the purposes of clarification of the bid, if so desired by SC&DLR (M.S.), Pune. SC&DLR (M.S.), Pune will in no case be responsible or liable for those costs, regardless of the conduct or outcome of the bidding process.
I. Kindly note that the bidder should take care that the costs quoted by the bidder sufficiently covers all expenses that the bidder shall incur for the project’s scope of work which includes activities like
a. Scanning and Metadata entry of Land Records data b. Submission of deliverables in asked format and media
c. Operational support post completion of all scanning related activities d. Training & Capacity building
e. Resource required for the project implementation & post implementation support f. Project related documentation
g. Any other activities required for completion of the project
J. All communications to SC&DLR (M.S.), Pune including this RFP and bid documents shall be signed on each page by the authorized representative of the bidder along with the authority letter attached.
3.4. IMPORTANT LIMITS AND VALUES
# Parameter Details
1. Tender Fee Rs. 25,000/-
2. Bid Security Amount (Earnest Money Deposit – EMD) in INR
a. Amravati 40,00,000/- b. Aurangabad 30,00,000/-c. Mumbai 25,00,000/-d. Nagpur 15,00,000/-e. Nashik 30,00,000/-f. Pune
45,00,000/-3. Bid Validity Period
180 days from the date of
submission of bids by the bidder(s) which may be extended, if required
4. Period for furnishing Performance Bank Guarantee
Within 15 working days of the date of notice of award of the contract
5. Performance Bank Guarantee value 10% of the contract value
6. Performance Bank Guarantee validity period 3 months beyond Contract period 7. Period for signing contract Within 15 working days from date
of receipt of notification of award
3.5. TENDER FORM AND TENDER FEE
The tender document can be downloaded from the following websites- 1. https://www.maharashtra.gov.in/Site/Common/Tenders.aspx 2.https://bhumiabhilekh.maharashtra.gov.in
3. https://tenders.gov.in
The bid proposal submitted by the bidder shall accompany Demand Draft for an amount equal to Tender Fee drawn on any Nationalized bank in favour of “Settlement Commissioner& Director of Land Records, Maharashtra State, Pune” payable at Pune without which tender will be taken as incomplete and non responsive and shall not be considered. The D.D. shall be submitted at SC&DLR (M.S.), Pune’s office along with bid security in person on or before the last date of submission. The tender fee shall be non refundable.
3.6. TIMELY SUBMISSION
Bidders are solely responsible for timely submission of the bids. Proposals received after the last date and time of submission will not be considered.
SC&DLR (M.S.), Pune may, at its discretion, extend deadline for submission of bids by amending the bid documents. In such case all rights and obligations of SC&DLR (M.S.), Pune and bidders subject to the deadline will thereafter be subject to the deadline as extended.
3.7. LATE BIDS
Any bid received by SC&DLR (M.S.), Pune after the deadline for submission of bids prescribed by SC&DLR (M.S.), Pune shall be rejected.
3.8. PRE-BID QUERIES
SC&DLR (M.S.), Pune will host a Pre-Bid Meeting for queries (if any) by the prospective bidders. The meeting will be held on 02/08/2013 at 1100 hours. Venue of the meeting will be at the address mentioned in the Bidding Schedule . Bidder's representatives may attend the pre-bid meeting at their own cost. The purpose of pre-bid meeting is to provide a forum to the
bidders to clarify their doubts/seek clarifications or additional information, necessary for them to submit their bid.
All enquiries from the bidders relating to this RFP must be submitted in the format specified in
Annexure K - "Format forBidder's Queries" latest by 31/07/2013, 1700 hours. These queries
should also be emailed to [email protected] with subject line - <<Name of Company>>: Pre-bid Queries for Maharashtra Land Records Scanning RFP.
Queries submitted post the above mentioned deadline or which do not adhere to the format provided may not be responded to.
3.9. LANGUAGE OF THE BID
Bids prepared by the bidder and all subsequent correspondence & documents relating to the bids exchanged by the bidder and SC&DLR (M.S.), Pune shall be written in English language. Any printed literature furnished by the bidder, written in another language, shall be accompanied by an accurate English translation, in which case, for purposes of interpretation of the bid, the English translation shall govern.
3.10. HAND WRITTEN DOCUMENTS, ERASURES OR ALTERATIONS
Offers containing erasures or alterations will not be considered. There should be no hand-written material, corrections or alterations in the offer. Filling up of the information using terms such as “OK”, “noted”, “as given in brochure/manual” is not acceptable and may lead to the disqualification of the bid.
3.11.BID PRICES
The bidder shall indicate in the proforma prescribed, the unit rates and total bid prices for the services, it proposes to provide under the Contract. Prices should be shown separately for each items mentioned in the Commercial Bid Format.
The bidder shall prepare the bid based on details provided in the RFP. It must be clearly understood that the Scope of Work is intended to give the Bidder an idea about the order and magnitude of the work and is not in any way exhaustive and guaranteed by department. The bidder shall carry out all the tasks in accordance with the requirement of the RFP & with due diligence. It shall be responsibility of the bidder to fully meet all requirements of the RFP and to meet objectives of the project.
If during the course of execution of the project any minor revisions to the work requirements like technical specifications, equipment sizing, etc. are to be made to meet the goals of the project, such changes shall be carried out within the proposed price. If any deviation has a major impact on the commercials, Government of Maharashtra’s Project Implementation
Committee or the High Power Committee shall take appropriate decision and such decisions would be binding on the vendor.
3.12.FIRM PRICES
Prices quoted in the bid must be firm and final and shall not be subject to any upward modifications, on any account whatsoever. Department reserves the right to negotiate the prices quoted in the bid to effect downward modification. Bid prices shall be indicated in Indian Rupees (INR) only.
Commercial bid should clearly indicate the price quoted without any ambiguity/qualifications whatsoever and should include all applicable taxes, duties, fees, levies, and other charges as may be applicable in relation to the activities proposed to be carried out.
Prices in any form or by any reason before opening the Commercial Bid should not be revealed, failing which the offer shall be liable for rejection.
3.13.AMENDMENT OF RFP DOCUMENT
At any time before the deadline for submission of bids, SC&DLR (M.S.), Pune may for any reason, whether at its own initiative or in response to a clarification requested by a prospective bidder, modify the RFP Document by amending, modifying and/or supplementing the same. All prospective bidders who have downloaded this RFP Document and attended pre-bid meeting shall be notified of any amendments in writing by e-mail and will also be available on the following websites:
https://www.maharashtra.gov.in/Site/Common/Tenders.aspx https://bhumiabhilekh.maharashtra.gov.in
http://tenders.gov.in
All such amendments shall be binding on them without any further act or deed on SC&DLR (M.S.), Pune part. Prospective bidders are advised to periodically browse the above mentioned websites to find out any further corrigendum/addendum/notice published with respect to this RFP.
In the event of any amendment, SC&DLR (M.S.), Pune reserves the right to extend the deadline for the submission of the bids, in order to allow prospective bidders reasonable time in which to take the amendment into account while preparing their bids.
To assist in the scrutiny, evaluation and comparison of offers, SC&DLR (M.S.), Pune may at its own discretion, ask some or all bidders for clarification of their offer. The request for such clarifications and the response will necessarily be in writing.
3.15.OPENING OF BIDS
Bid proposals will be opened in presence of bidder’s representatives (if they are present, else it will be opened in presence of the other representatives and officials present). The bids will be opened at the address mentioned above in "Bidding Schedule".
SC&DLR (M.S.), Pune will open all bids as per schedule mentioned in “Bidding Schedule” above. If all documents mentioned in each part of proposal are not found, then proposal/bid may be summarily rejected. The bidder’s representative willing to attend the opening of the bids shall bring authorization letter and sign the attendance register.
The bidder’s name, technical solutions given by bidder, bid prices and presence or absence of requisite bid security and such other details, as SC&DLR (M.S.), Pune at its discretion may consider appropriate, will be announced at the time of corresponding openings.
Note:
Dates for Technical presentation and Commercial bid opening will be communicated later . 3.16.CONTACTING SC&DLR (M.S.), PUNE
No bidder shall contact SC&DLR (M.S.), Pune on any matter relating to its bid, after opening of commercial bid till contract is awarded. If bidder wishes to bring additional information to the notice of SC&DLR (M.S.), Pune, he/she can communicate in writing to address given for correspondence. SC&DLR (M.S.), Pune reserves the right for consideration of such information.
Any effort by bidder to influence SC&DLR (M.S.), Pune in its decision on bid evaluation, bid comparison or contract award may result in disqualification of the bidders bid and forfeiture of the bid security amount.
3.17.BID VALIDITY
The proposals shall be valid for a period of 180 days from the last date for submission of the tender. A proposal valid for a shorter period will be rejected as non-responsive. On completion of the validity period, unless the bidder withdraws his proposal in writing, it will be deemed to be valid until such time that the bidder formally (in writing) withdraws his proposal. In exceptional circumstances, at its discretion, SC&DLR (M.S.), Pune may solicit the bidder’s
consent for an extension of the validity period. The request and the responses thereto shall be made in writing or by fax or email.
3.18. ADDRESS FOR BID SUBMISSION AND CORRESPONDENCE
Settlement Commissioner & Director of Land Records (Maharashtra State) 2nd floor, New Administrative Building,
Opp. Council Hall, Pune – 411 001. 3.19.AWARD OF CONTRACT
High Power Committee (HPC) of Government of Maharashtra shall finalize the successful bidders for each division at the L1 price, discovered for the respective division. Contracts shall be signed by the successful bidders with the concerned District Collectors, as specified in the RFP.
3.20. RIGHT TO ACCEPT ANY BID AND TO REJECT ANY OR ALL BIDS
SC&DLR (M.S.), Pune reserves the right to accept or reject any Bid. SC&DLR (M.S.), Pune shall be under no obligation to accept the lowest or any other offer received in response to this RFP and to annul the tendering process and reject all Bids at any time prior to award of Contract, without thereby incurring any liability to the affected bidder(s) or any obligation to inform the affected bidder(s) of the grounds for SC&DLR (M.S.), Pune action.
3.21.NOTIFICATION OF AWARD
Prior to the expiration of the period of bid validity, SC&DLR (M.S.), Pune will notify the successful bidder in writing or by fax or email, to be confirmed in writing by letter, that its bid has been accepted.
Upon the successful Bidder's furnishing of Performance Security, SC&DLR (M.S.), Pune will promptly notify each unsuccessful bidder.
3.22. SIGNING OF CONTRACT
After SC&DLR (M.S.), Pune notifies the successful bidder that its bid has been accepted, District Collector of respective district shall enter into a separate contract with the successful bidder. Terms and Conditions specified in the RFP document shall become the part and parcel of the contract document.
3.23. BID SECURITY (EMD – EARNEST MONEY DEPOSIT)
division. The value of bid security should be as mentioned in the table below: # Division Name EMD Value (INR)
a. Amravati 40,00,000/- b. Aurangabad 30,00,000/-c. Mumbai 25,00,000/-d. Nagpur 15,00,000/-e. Nashik 30,00,000/-f. Pune
45,00,000/-ii. The bid security is required to protect the SC&DLR (M.S.), Pune against the risk of bidder’s conduct, which would warrant the security’s forfeiture
iii. The bid security shall be denominated in Indian Rupees, and shall be in the form of a Bank Guarantee from a nationalized bank in favor of “Settlement Commissioner and Director of Land Records, Maharashtra State, Pune”
iv. The Bank Guarantee should be valid for a minimum period of 180 days from the date of submission of the tender
v. Unsuccessful Bidder’s bid security (EMD) will be discharged/ returned as promptly as possible but not later than 60 days after the award of the contract to the successful bidder.
vi. The successful bidder’s bid security will be discharged upon the successful bidder signing the Contract and furnishing the Performance Bank Guarantee.
vii. No interest will be payable by the SC&DLR (M.S.), Pune on the amount of the Bid Security.
viii. The bid security may be forfeited:
a) If a Bidder withdraws his bid or increases his quoted prices during the period of bid validity or its extended period, if any; or
b) In the case of a successful bidder, if the Bidder fails to sign the Contract or to furnish Performance Bank Guarantee within the specified duration.
ix. Offers, made without EMD, will be treated incomplete and non responsive and the same will not be considered.
3.24. PERFORMANCE BANK GUARANTEE
i. The successful bidder shall at his own expense, deposit with District Collector, within 15 working days of the date of notice of award of the contract or prior to signing of the contract whichever is earlier, an unconditional and irrevocable Performance Bank Guarantee (PBG) from a Nationalized Bank, for the due performance and fulfillment of the contract by the successful bidder.