Identification of Service Provider - · PDF fileRFP ‐ Identification of Service Provider for Digitization of FMBs for ... Survey Settlement & Land Records Dept ... changes made in

RFP ‐ Identification of Service Provider for Digitization of FMBs for SS&LR, GoAP

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Open Competitive Bid (OCB) for

Identification of Service Provider for

Digitization of Field Measurement Books (FMBs)

and Mosaicing of FMBs of

Survey Settlement & Land Records Dept, GoAP

May ’ 2015

Prepared by

AP Technology Services Limited BRKR Bhavan, B‐Block, 4th floor,

Tank bund Road, Hyderabad‐ 500 063, India. Telephones: 91 (40) 23220305, (40) 23223753

Fax: 91 (40) 23227458 Email: [email protected]


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Proprietary & Confidential

No part of this document can be reproduced in any form or by any means, disclosed or

distributed to any person without the prior consent of APTS except to the extent

required for submitting bid and no more. The guidelines referred are indicative, the

bidder is bound by other appropriate guidelines related to the subject.

The information contained in this tender document (the “Tender Document”) or

subsequently provided to Bidder(s), whether verbally or in documentary or any other

form by or on behalf of the APTS or any of its employees or advisors, is provided to

Bidder(s) on the terms and conditions set out in this Tender Document and such other

terms and conditions subject to which such information is provided.

This Tender Document is not an agreement and is neither an offer nor invitation by

APTS to the prospective Bidders or any other person. The purpose of this Tender

Document is to provide interested parties with information that may be useful to them

in making their technical/ financial proposals (“Bid(s)”) pursuant to this Tender

Document.


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Table of Contents

1. Invitation for Open Competitive Bid (OCB) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 1.1. RFP Notice ........................................................................................................... 6 1.2. Important Dates & Contacts ............................................................................ 6

2. PreQualification Criteria . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 3. Scope of Work . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

3.1. Introduction .................................................................................................... 9 3.2. Objectives ..................................................................................................... 10 3.3. Project Deliverables ................................................................................... 10 3.4. Roles & Responsibil i t ies ........................................................................... 11

3.4.1. Role of Service Provider .............................................................................. 11 3.4.2. Role of DSSLR ............................................................................................ 12 3.4.3. Role of District Administration / District Collector ......................................... 13 3.4.4. Role of Tahasildar ........................................................................................ 13 3.4.5. Role of APTS ............................................................................................... 13 3.4.6. Role of NIC .................................................................................................. 14

3.5. Project Period .............................................................................................. 14 3.6. Payment Milestones ................................................................................... 15 3.7. Penalties/ Service Level Agreements (SLA) ........................................ 16

3.7.1. Project Time lines & Delivery Schedule ...................................................... 16 4. Instructions to Bidders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

4.1 Completeness of Response ...................................................................... 17 4.2 Proposal preparation costs & related issues ....................................... 17 4.3 Pre-bid Meeting ........................................................................................... 17 4.4 Responses to Pre-bid Queries and Issue of Corrigendum ............... 18 4.5 Right to terminate the process ................................................................ 18 4.6 Preparation of Proposals .......................................................................... 18 4.7 Submission of Responses ......................................................................... 19 4.8 Bid Submission Format.............................................................................. 19 4.9 Venue and deadline for submission ....................................................... 20 4.10 Short l ist ing Criteria ................................................................................... 20 4.11 Overall Evaluation Process ...................................................................... 21 4.12 Evaluation and comparison of f inancial bids ....................................... 21 4.13 Work allocation procedure ........................................................................ 21

5 Technical Evaluation Criteria . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23 6 Award of Contract . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24 7 Contract Period . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

7.1 Contract amendment .................................................................................. 24 8 Statement of important limits/values related to bid . . . . . . . . . . . . . . . . . . . . . . . . . . . 25 9 General Instructions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

9.1 Definit ions ..................................................................................................... 28 9.2 General Eligibil i ty ....................................................................................... 28 9.3 Bid forms ....................................................................................................... 29 9.4 Cost of bidding ............................................................................................ 29 9.5 Clarif ication of bidding documents ......................................................... 29 9.6 Amendment of bidding documents .......................................................... 30


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9.7 Period of validity of bids ........................................................................... 30 9.8 Submission of bids ..................................................................................... 30 9.9 Deadline for submission of bids .............................................................. 30 9.10 Late bids ....................................................................................................... 30 9.11 Modif ication and withdrawal of bids ....................................................... 31 9.12 General Business information ................................................................. 31 9.13 Bid security i.e. earnest money deposit (EMD) ................................... 31 9.14 Preparation of Pre-qualif ication (PQ) bids ........................................... 31 9.15 Preparation of Technical Qualif ication (TQ) Bid. ................................ 32 9.16 Preparation of Financial bid ..................................................................... 32 9.17 Bid currency ................................................................................................. 32 9.18 Term and Extension of Contract ............................................................. 33 9.19 Suspension of Work ................................................................................... 33 9.20 Force majeure .............................................................................................. 33 9.21 Terminate the Contract .............................................................................. 34 9.22 Termination ................................................................................................... 34 9.23 Termination for insolvency ....................................................................... 34 9.24 Termination for convenience .................................................................... 35 9.25 Resolution of disputes ............................................................................... 35 9.26 Application .................................................................................................... 36 9.27 Standards ...................................................................................................... 36 9.28 Use of documents and information ......................................................... 36 9.29 Implementation and Performance security ........................................... 36 9.30 Acceptance cert if icates ............................................................................. 37 9.31 Insurance ...................................................................................................... 37 9.32 Governing language ................................................................................... 37 9.33 Applicable law .............................................................................................. 37 9.34 Notices ........................................................................................................... 38 9.35 Taxes and duties ......................................................................................... 38 9.36 Special Condit ions ...................................................................................... 38 9.37 Corrupt or Fraudulent Practices .............................................................. 38 9.38 In lab proof of concept .............................................................................. 39

10 General Conditions of Contract (GCC) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40 10.1 Definit ions ..................................................................................................... 40 10.2 Application .................................................................................................... 41 10.3 Standards ...................................................................................................... 41 10.4 Use of documents and information ......................................................... 41 10.5 User l icense and patent r ights ................................................................ 41 10.6 Performance security ................................................................................. 42 10.7 Warranty ........................................................................................................ 42 10.8 Payment ........................................................................................................ 43 10.9 Prices ............................................................................................................. 43 10.10 Change orders ............................................................................................. 43 10.11 Contract amendment .................................................................................. 44 10.12 Assignment ................................................................................................... 44 10.13 Subcontracts ................................................................................................ 44 10.14 Delays in the supplier’s performance .................................................... 44 10.15 Liquidated damages ................................................................................... 45


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10.16 Termination for default .............................................................................. 45 10.17 Force majeure .............................................................................................. 45 10.18 Termination for insolvency ....................................................................... 46 10.19 Termination for convenience .................................................................... 46 10.20 Governing language ................................................................................... 46 10.21 Applicable law .............................................................................................. 46 10.22 Notices ........................................................................................................... 47 10.23 Taxes and duties ......................................................................................... 47 10.24 Licensing considerations .......................................................................... 47 10.25 Protection against damages- site condit ions: ..................................... 47 10.26 Confidential ity and Property Rights ....................................................... 47

Bid Letter Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49 Sample Contract Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50 Bid security (EMD) form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53 Performance Security (PBG) Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54 Check List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55

Compliance/ Agreed/ Enclosed/ Deviation Statement ................................................... 55 APPENDIX I . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56 Pre Qualification (PQ) Proposal submission forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56

Form PQ#1 - General Information ................................................................................ 57 Form PQ#2 - Financial Turnover .................................................................................. 58 Form PQ#3 - Project Experience .................................................................................. 59 Form PQ#4 - Declaration Regarding Clean Track Record ............................................. 60 Form PQ#5 – Quality Certification ................................................................................. 61 Form PQ#6 - Local Presence ........................................................................................ 61

APPENDIX II . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62 Technical Qualification (TQ) Proposal submission forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62

Form TQ#1 -Understanding of the Project ..................................................................... 63 Form TQ#2 – Implementation Schedule & Methodology ............................................... 63 Form TQ# 3 - Staff Proposed for Digitization Project ..................................................... 64 Form TQ# 4 - Work Schedule ........................................................................................ 65

APPENDIX III . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66 Commercial Proposal Submission Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66

Commercial Proposal Submission Letter ....................................................................... 67 Form F#1 - Commercial Form ...................................................................................... 68

END of DOCUMENT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68


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1. Invitation for Open Competitive Bid (OCB) For

Identification of Service Providers for “Digitization of Filed Measurement

Books (FMBs)” for SS&LR dept, GoAP

1.1. RFP Notice

APTS on behalf of SS&LR Dept, GoAP invites Request For Proposal (RFP) from eligible agencies on e‐Procurement platform for identification of Service Providers towards “Digitization of Field Measurement Books (FMBs)” to convert the existing paper maps into GIS‐ready digital format in order to facilitate updating of cadastral maps in sync with the changes made in the Record of Rights (RoRs) for SS&LR Dept, GoAP.

1.2. Important Dates & Contacts

# Description Venue & Dates

1 Bid calling date 27‐05‐2015

2 Prebid conference date/time 04‐06‐2015, 11.00 AM at APTS, 4th Floor Conference hall, BRKR Bhavan, Hyd.

3 Last date/time for submission of Prebid clarifications requests

04‐06‐2015, 11.00 AM

4 Workshop for Prospective bidders on NIC Software

Date will be announced in the pre bid.

4 Bid closing date/time 18‐06‐2015, 03.00 PM

5 Bid opening date/time 18‐06‐2015, 03.30 PM

6 Technical Bid Opening date/time Will be informed to PQ qualified bidders

7 Commercial Bid Opening date/time Will be informed to TQ qualified bidders

8 Bid Document Fee Rs.10,000/‐ 9 APTS Contact person P.Venkateswara Reddy, [email protected]

10 SS&LR Dept. Contact Persons Smt. Krishna Bharathi, [email protected] Ch. V Subba Rao [email protected] P.Harikrishna [email protected]

11 Tender Reference No. APTS/CS/CCLA/FMB‐DIGI/2015 For full details regarding detailed Tender Notification, specifications and digital certificate please visit http://www.apts.gov.in and www.eprocurement.gov.in.

Managing Director, Andhra Pradesh Technology Services Ltd.


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2. PreQualification Criteria

APTS invites the interested & eligible solution providers desirous of bidding for the project shall meet the following pre‐ qualification criteria.

1. Legal Entity: The bidder must be a company registered under Companies Act, 1956

and shall have at least 5 years of experience in the field of cadastral survey and GIS

based digitization of survey records/maps in India as on bid calling date.

Bidder should submit the copy of RoC & Service Tax Registration Certificate.

2. Turnover Details: The bidder should have average annual turnover of Rs.10 crore

during the last 3 financial years i.e., 2011‐12, 2012‐13 & 2013‐14.

Bidder should submit the any of the Copies of Certified audited Balance sheet/ Profit & Loss statement or Certificate from the statutory auditor.

3. Past Experience: The bidder must have successfully completed at least one project of

cadastral survey/ digitization of FMBs/ GIS mapping of survey records/ Cadastral

maps with a cost of Rs.50 lakhs during last Three Financial years i.e., 2011‐12, 2012‐

13 & 2013‐14.

Bidder should submit the Work orders, Purchase order/agreement, Work completion certificates/ Performance Certificate/ Satisfactory certificate duly signed by the authorized signatory from the Client end.

4. SelfDeclaration: The bidder should submit/give declaration stating that they have

not been debarred/ blacklisted by any State Government, Central Government, Central

& State Govt. Undertakings/enterprises/ Organizations and by any other Quasi

Government bodies/ Organizations, World Bank or any major Enterprise/

Organization in India for non‐satisfactory performance, corrupt & fraudulent or any

other unethical business practices. It should also be declared that no cases pending

against the firm/ organization either in Government(State or Union) for involvement

in cases for supply of sub‐standard goods/ material or track record of supply of

inferior quality or no enquiries on past supplies are being conducted or underway.

a. If the bidder is debarred/ blacklisted as mentioned above, such bidder becomes ineligible to participate in the bidding process. In case of any concealing of


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information relating to blacklisting or pending of cases as mentioned above, APTS reserves the right to cancel the work order/ contract allotted, apart from forfeiting EMD/ PBG. APTS reserves the right further to take penal action on the bidder.

Bidder should submit self declaration as above on the company letter head.

5. Quality Certification: The bidder should have valid ISO certification 9001:2008

Quality certification as on bid calling date.

Bidder should submit a copy of valid ISO Certification & Quality certification. 6. Local Office: The bidder should have a local office in anywhere in the Jurisdiction of 13 districts of AP / Temporary Capital of AP at Hyderabad as on bid calling date.

If the bidder is not having Local presence, it has to open a local office within 15 days from date of issue of LoI and same must be communicated to APTS/ Dept. for future correspondence. An undertaking in this regard should be submitted on the company letter head along with the bid.

Note: ** Relevant supporting documents (ink signed) should be furnished without fail or the bid is liable to be treated as “non responsive”.

Note: Any bidder who offers discounts/ benefits suomoto after opening of commercial bid(s) will be automatically disqualified from the current bidding process without any prior notification and also may be disqualified for future bidding processes in APTS.

a. Nature of Bid: Bidder should submit Single Bid only. Consortium bids not allowed.

b. The bidder should upload all the required documents with clear visibility, avoid missing documents and avoid bidding mistakes. In such cases, APTS reserves it’s right in seeking clarification from the bidder and may disqualify the bidder for the bidding mistakes, missing documents and for the documents that are not clear.

c. Deviation from this shall be treated as rejection of bid and shall attract the liability as specified in the Tender.

d. Bidder shall not have conflict of interest that may affect the bidding process or the Bidder (the “Conflict of Interest”). Any applicant found to have a Conflict of Interest shall be disqualified.


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3. Scope of Work

3.1. Introduction

The National Land Records Modernization Programme (NLRMP), which is formulated by

merging two existing centrally sponsored schemes of Computerization of Land Records (CLR)

and Strengthening of Revenue Administration and Updating of Land Records (SRA&ULR), is

being implemented by the MoRD, Department of Land Resources, Govt. of India with the main

objective of development of a modern, comprehensive and transparent land records

management system in the State with the aim to implement the conclusive land‐titling system

with title guarantee.

a. Proposed Digitization of FMBs in AP:

There is a need to convert the existing paper maps into GIS‐ready digital format in order to

facilitate updating of cadastral maps in sync with the changes made in the Record of Rights

(RoRs) There are about 49 lakh FMBs (Field Measurement Sketches or survey number

wise land parcel maps) in AP which need to be digitized by entering numeric data available

in the sketches (ladder, baselines and offsets/perpendiculars, angles, distances) as inputs

supplied by the Government in a scanned form in soft copy. The proposed digitization is

distinct from heads up digitization.

b. Proposed misaiming of FMBs in where village maps are not available

In respect of villages for which village maps are missing, FMBs have to be mosaiced District wise details of FMBs & missing village maps are follows:

# District Name No. of FMBs Missing Groups 1 Srikakulam 240540 26

C 2 Vizianagaram 198322 392 3 Visakhapatnam 227163 233 4 East Godavari 292996 325 5 West Godavari 291834 208

B 6 Krishna 315414 12 7 Guntur 391893 26 8 Prakasam 435602 6 9 Nellore 401926 4

A 10 Chittoor 540384 18 11 Kadapa 535008 0 12 Anantapur 447449 0 13 Kurnool 484804 2

Total FMBs 48,03,335 1,252


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Now APTS, on behalf of SS&LR Dept. GoAP called bids from experienced and qualified bidders

to undertake the Digitization of FMBs mosaicing of village maps in Andhra Pradesh.

Digitization work has been divided into 3 groups namely A, B and C as indicated above.

L1 bidder may be given group A, L2 and L3 may be given groups B and C subject to

matching L1 Price. In case of L2 AND L3 are not matching to L1 Price, all groups may be

given to L1 Bidder.

Government provide NIC developed “Collabland” GIS based land records software (features attached to RFP) shall be used for digitization subject to evaluation and acceptance by departmental technical committee. All the data available in the FMBs including sub‐divisions, linear measurements, ladder, G lines, offsets, angles and topo details should be captured and exhibited. Operating Environment: Support for MS Windows /Linux platforms operation

3.2. Objectives • To preserve the data available in the documents. • Electronic storage and facilitate its easy access to the users. • Easy retrieval to the public and user Department by obtaining the drawing of land

along with dimensions, area (as on ground and also as per (RoR)), other attributes and adjacency details.

• Facilitate in prompt updating of digital land record so that modern land record system will add value to a common man. Whenever there is a future updation /mutation, new subdivisions have to be created in the FMB based on field survey data

• Better resource planning and better monitoring of Govt. lands • To have the centralized MIS

3.3. Project Deliverables • FMBs in .shp and .pdf formats and also mosaics of FMBs in the above formats where

village maps are not available in the form of soft copy to be submitted to the department on hard disk media to respective Tahasildar, in addition to Daily Upload the data to the centralized server.

• The Tahasildars has to use the software provided by the Government and verify the digitized FMBs and upload to the central server by Digitally signing the each and every digitized FMB specified by the Government.

• Two sets of hard copies (in bound volumes) after final acceptance.

• Mosaic of FMBs Digitized in Hard copy in Handmade paper in addition to the uploading of central server.


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3.4. Roles & Responsibilities The following are the Roles & Responsibilities of SS&LR Department, GoAP and selected service provider.

3.4.1. Role of Service Provider

• Sign the agreement with respective District Collectors for executing the contract

• Shall set up digitization centre with minimum of 75 number of computers at district level with provision for internet connectivity for uploading the daily data

• Deploying the required infrastructure and skilled & experienced resources, including workstations, laptops, printers, connectivity, etc

• Receive soft copy of the scanned images (in .tif format), (if required take a print on A3/Legal) and Digitize the FMBs

• Mosaic FMBs, where village map is not available

• Attaching attribute data such as name of village, survey number, area as per FMB and area as per RSR

• Exhibiting all the data available in the FMBs including linear measurements, angles, subdivisions, topo details, point numbers/names, adjoining survey numbers, ladder, G lines, F lines, offsets(perpendiculars) ,recorded areas, scale of the original sketch faithfully

• 100% internal QC Conducting 100% internal quality check by comparing the computed areas with areas recorded in RSR and also by comparing the digitized sketch with the original scanned image

• Handing over error free data to the concerned Nodal Officer.

• Collect the defective/rejected data back from concerned Nodal Officer.

• Rectifying the defects pointed out by the dept. and resubmitting for final check and acceptance.

• Handing over the FMBs in prescribed formats to the concerned Officer for final check and acceptance by District Administration / District Collector.

• Appoint a senior functionary as a district level co‐ordinator. He should co‐ordinate with Joint Collector, AD, S&LR, Tahsildars, Mandal Surveyors and brief Collector/JC from time to time. He should also submit weekly progress reports generated from central server to Collector, AD and CSO, Hyderabad

• Submit soft copy of final data in .shp and .pdf

• Submit 2 sets of hard copies of FMBs/mosaics


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• Daily Upload the data to the centralized server after approval by the Dept.

• The Technical qualified persons engaged for this project in the District should not be changed until the project is completed. The bidder has to give undertaking in this regard.

• The Digitized FMB must be signed by the Technical person of the Agency apart from the Mandal Surveyor and Tahsildar of the Mandal with date.

3.4.2. Role of DSSLR

As owner of the project, the role of SS&LR dept shall be as follows:

• DSSLR act as a State Level nodal officer and PD, NLRMP team would assist

• Joint Collector with assistance of AD SS & LR should coordinate with Nodal Officer at District Administration for any application related issues.

• To arrange the secured Office Space with Electricity raw power to the bidder for deployment of Equipment at the district.

• Provide necessary support & information about SS&LR department to the Service Provider.

• Providing scanned FMBs in respect of already scanned FMBs through AD, SS&LR of the District.

• Maintaining Log register for issue & receiving of FMBs

• Providing recently updated FMBs and FMBs omitted to be scanned earlier for scanning

• Final quality check and acceptance within 15 days from the date of receipt data from the bidder

• Extending necessary assistance to the service provider in matters relating to domain knowledge

• Deploying the sufficient number of Government staff for assisting and monitoring the Agency during the Digitization.

• Identifying and nominating personnel for accepting the deliverables

• Data Security measures should be taken by DSSLR.

• Authorize the selected bidder to sign the agreement with respective District collectors.

• Approval of Draft Contract Agreement.


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• Authorise the District Collector to enter into agreement with the selected Service Provider.

• Arrange for the rectification of the errors in FMBs as per the existing rules.

• Final check and acceptance

• Release the funds to the District collectors

3.4.3. Role of District Administration / District Collector

• Signing of Agreement with selected Service provider.

• Nomination of Joint Collector as a Nodal Officer to monitor the project progress and point of contact for the Project at District level with AD, SSLR as Assistant Nodal officer.

• Release the funds to the selected Service Provider as per the terms and conditions of the agreement.

• Provide necessary permission to the selected Service Providers for execution of “Digitization of FMBs Project”.

• Release timely payments as per approved 'Financial Bid' of the Tender Document.

• Provide security measures for District center for Digitization of FMBs.

• Helpdesk with Technical support to clear doubt of agency during the process of Digitization of FMBs

3.4.4. Role of Tahasildar

• Assign the surveyor for the verification of the digitized FMBs to ensure the correctness, while the FMBs of his/her Mandals are being done for supervision and quality check

• The rejected Digitized FMBs survey Nos. list will be prepared and communicated to the vendor for rectification and resubmission.

• All the Digitized FMBs verified and found correct by the surveyor to be digitally signed by the both the Surveyor and Tahasildar to be uploaded to the central server indicated by Government using the software provided by the Government.

3.4.5. Role of APTS

Following are the roles of APTS:

• Processing of Tender Management.

• Conducting pre‐bid conference along with department.

• Receiving and evaluation of the bids.


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• Finalization of the Service Providers.

• Issue of Letter of Intent (LoI) to the selected Bidder

• Preparation of Draft Contract Agreement.

• Co‐ordination with SS&LR department / selected service providers till the completion of the tender.

3.4.6. Role of NIC

• Customize the collabland software as per the requirement of SS&LR Dept.

• Providing of customized software

• Providing of VPN Connectivity to service provider for uploading FMBs & Village Maps

• Capacity Building

o Training to Prospective bidders on usage of the application by creating dummy login

o Training to selected service providers team on installation and usage

o Training to the End user (TOT format)

o Design, Develop and Host the Daily progress report on the progress of FMBs Digitization

• Continued change request and support for the software and infrastructure

3.5. Project Period The project period is for 9 months including Digitization, Quality Check (QC) by Final Check and Acceptance by SS&LR Dept/ District Administration from the date of signing of Contract Agreement with the identified service providers.


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3.6. Payment Milestones Payment Terms for FMBs:

Mile Stone No Deliverable Installment amount

Mile Stone I Completion of Digitization of 25% of FMBs after quality check

80% of the Final accepted Digitized FMBs and uploaded to the central server of the respective 25% of the quantity

Mile Stone II Completion of Digitization of Next 25% of FMBs after quality check


Mile Stone III

Completion of Digitization of next 25% of FMBs and Mosaics of Digitized FMBs completion of Quality Check


Mile Stone IV Completion of Digitization of Balance 25% (100%) of FMBs after Quality Check


Mile Stone V Submission and acceptance of final deliverables

Balance amount shall be released after completion of work & receipt of satisfactory certification from SS&LR Dept.

Payment Terms for mosaicing:

Mile Stone No Deliverable Installment amount

Mile Stone I Completion of Digitization of 25% of mosaicing of FMBs after quality check

80% of the Final accepted mosaics and uploaded to the central server of the respective 25% of the quantity

Mile Stone II Completion of Digitization of Next 25% of mosaicing after quality check


Mile Stone III Completion of Digitization of Next 25% of mosaicing after quality check


Mile Stone IV Completion of Digitization of Balance 25% (100%) of mosaicing after Quality Check


Mile Stone V Submission and acceptance of final deliverables

Balance amount shall be released after completion of work & receipt of satisfactory certification from SS&LR Dept.


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3.7. Penalties/ Service Level Agreements (SLA) 3.7.1. Project Time lines & Delivery Schedule

S.No Deliverable Start Date End Date

1 25% of FMBs & Mosaics of Digitized FMBs allotted

Date of Contract Signing 90 days from the date of Signing of contract

2 Next 25% of FMBs & Mosaics of Digitized FMBs allotted

91st day of contract signing 150th day from the date of contract signing

3 Next 25% of FMBs & Mosaics of Digitized FMBs allotted

151st day of contract signing

210th day from the date of contract signing

4 Final 25% of FMBs & Mosaics of Digitized FMBs allotted

211th day of contract signing

270th day from the date of contract signing

a. Any delay in implementation at any milestone mentioned in the plan, will attract a

penalty of 0.5% of the contract value of the milestone for every 7 days (week or

thereof), subject to a maximum of 10% of the Total Contract value. Maximum delay

permitted will be 90 days beyond which the agreement is liable to be terminated and

bidder performance guarantee will be forfeited. In such case, department reserves the

right to make necessary alternate arrangements to complete the project.

b. The penalties if any will be deducted at the time respective mile stone payment


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4. Instructions to Bidders 4.1 Completeness of Response a. Bidders are advised to study all instructions, forms, requirements and other

information in the RFP documents carefully. Submission of the bid shall be deemed to have been done after careful study and examination of the RFP document with full understanding of its implications.

b. The response to this RFP should be full and complete in all respects. Failure to furnish all information required by the RFP documents or submission of a proposal not substantially responsive to this document will be at the Bidder's risk and may result in rejection of its Proposal.

4.2 Proposal preparation costs & related issues a. 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 facilitating the evaluation process.

b. Will in no case be responsible or liable for those costs, regardless of the conduct or outcome of the bidding process.

c. This RFP does not commit to award a contract or to engage in negotiations. Further, no reimbursable cost may be incurred in anticipation of award or for preparing this RFP.

4.3 Prebid Meeting a. APTS shall hold a pre‐bid meeting with the prospective bidders as per RFP.

The Office of the Managing Director Andhra Pradesh Technology Services Ltd., 4th Floor, BRKR Bhavan, Tankbund Road, Hyderabad – 500 063

b. The Bidders will have to ensure that their queries for Pre‐Bid meeting should reach by email as per RFP.

The Managing Director Andhra Pradesh Technology Services Ltd., 4th Floor, BRKR Bhavan, Tankbund Road, Hyderabad – 500 063 Telephone: (040) 2322 0305, (040) 2322 3753 Fax: (040) 2322 7458 : Email : [email protected]


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c. All and any queries related to Scope of work, Payment Terms and mode of selection will be entertained during Pre‐bid clarifications meeting.

d. Max. Two representatives authorized by the company will be permitted to attend the meeting.

4.4 Responses to Prebid Queries and Issue of Corrigendum

a. The Nodal Officer notified by the APTS will Endeavour to provide timely response to all queries. However, APTS makes no representation or warranty as to the completeness or accuracy of any response made in good faith, nor does APTS undertake to answer all the queries that have been posed by the bidders.

b. At any time prior to the last date for receipt of bids, APTS 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 a corrigendum.

c. The Corrigendum (if any) & clarifications to the queries from all bidders will be posted in the portal www.eprocurement.gov.in and www.apts.gov.in.

d. Any such corrigendum shall be deemed to be incorporated into this RFP.

e. In order to provide prospective Bidders reasonable time for taking the corrigendum into account, APTS may, at its discretion, extend the last date for the receipt of RFP Proposals.

4.5 Right to terminate the process a. APTS may terminate the RFP process at any time and without assigning any reason.

APTS makes no commitments, express or implied, that this process will result in a business transaction with anyone.

b. This RFP does not constitute an offer by APTS. The bidder's participation in this process may result in short listing of the bidder.

4.6 Preparation of Proposals a. The Proposal as well as all related correspondence exchanged by the bidders and

APTS shall be written in English language, unless specified otherwise.

b. In preparing their Proposal, Consultants are expected to examine in detail the documents comprising the RFP. Material deficiencies in providing the information requested may result in rejection of a Proposal.

c. The Technical Proposals shall contain an Executive summary giving a brief overview of the manner in which the bidder proposes to achieve the outcomes and the assessment of resources required.

d. The bidder is expected to submit the Technical Proposal as per the format given in


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Appendix II. Submission of the wrong type of Technical Proposal will result in the proposal being deemed non‐responsive. The Technical Proposal shall not include any financial information.

e. The Financial Proposal shall be prepared as per the format given in Appendix.

4.7 Submission of Responses a. The bidder shall submit the bid through e‐Procurement platform only.

b. The bidder shall submit (3) proposals – PreQualification Proposal, Technical Proposal and Financial Proposal as per format given in Appendixes on e‐procurement portal.

c. The original proposal both Technical and Financial shall contain no interlineations or overwriting, except as necessary to correct the errors made by the bidders themselves. The same authorized representative who has signed the proposal shall initial the corrections.

d. An authorized representative of the bidders shall initial all the pages of the original Technical and Financial Proposals. The authorization shall be in the form of written power of attorney accompanying the proposal and supported by any evidence that the representative has been duly authorized to sign.

e. One copy of the documents necessary for Pre‐Qualification as per the format given in Appendix I, shall be submitted. An authorized representative of the bidders shall initial all pages of Pre‐Qualification documents submitted.

f. The bidder shall submit one softcopy of the Technical Proposal in the form of a non‐rewriteable CD. CD media must be duly signed using a Permanent pen Marker and should bear the name of the bidder.

g. Bidder must ensure that the information furnished in the CD is identical to that submitted in the original paper document. In case of any discrepancy, the information furnished in the original paper document will prevail over the soft copy.

4.8 Bid Submission Format a. The entire proposal shall be strictly as per the format specified in this Invitation for

Expression of Interest and any deviation may result in the rejection of the RFP proposal.

b. The documents to be submitted for PreQualification are:

i. Bid letter form ii. General information on the bidder’s company ‐ Form PQ#1 iii. Turnover details ‐ Form PQ#2


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iv. List of similar projects executed in last 3 years – Form PQ#3 v. Declaration regarding Clean Track record ‐ Form PQ#4. vi. Valid ISO Certification ‐ Form PQ#5 vii. Local Presence ‐ Form PQ#6 viii. EMD

c. The documents to be submitted for Technical Proposal are:

i. Executive Summary ii. Understanding of the Project – Form TQ#1 iii. Approach & Methodology for project implementation including the project plan

for scanning, digitization, quality check‐ Form TQ#2 iv. Project team structure, size, capability and deployment plan (Total staffing plan

including numbers) ‐ Form TQ#3 v. Proposed Work Schedule Plan‐ Form TQ#4.

d. The documents to be submitted for Commercial Proposal are: i. Commercial Proposal submission letter ii. Commercial Form ‐ Form F#1

4.9 Venue and deadline for submission a. Proposals must be submitted through eProcurement Platform only on or before the

last date time given. b. Any proposal received by the APTS after the above deadline shall be rejected. The

bidders should take care in uploading their bids & supporting documents well in advance so as to avoid last minute rush & failures. APTS will not entertain any such complaints of failure on the e procurement portal.

c. The bids submitted by telex/telegram/fax/e‐mail, etc. Shall not be considered. No correspondence will be entertained on this matter.

d. APTS reserves the right to modify and amend any of the above‐stipulated condition /criterion depending upon assignment/project priorities vis‐à‐vis urgent commitments.

4.10 Short listing Criteria a. APTS will shortlist bidders who meet the Pre‐Qualification criteria mentioned in this

Invitation to RFP. b. Any attempt by a Bidder to influence the bid evaluation Process may result in the

rejection of its RFP Proposal. c. APTS will constitute a Proposal Evaluation Committee to short‐list the bidders


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according the Pre‐Qualification criteria given in this document.

4.11 Overall Evaluation Process a. The evaluation will be 3 stages i.e., PQ, TQ & Financials of the proposal submitted by

the bidders.

b. The bidders will be shortlisted based on the Pre‐Qualification criteria as given this RFP document.

c. The bidders who qualify in PQ evaluation will be eligible for opening of Technical Evaluation.

d. The bidders have to score 70 & more marks out of 100 marks in the Technical Evaluation will be considered for Financial Evaluation.

e. The Financial Proposals of the bidders who have qualified in the Technical Evaluation will be evaluated.

f. The qualifying Financial Proposals as the criterion give in the RFP will be opened & arranged in the sequence of Lowest Bid Amount to Highest Bid Amount.

g. The Lowest quote will be treated as L1 bidder.

Note: APTS may ask bidders at this stage to given Technical Presentation on their Technical solution. Venue, Date & time will be communicated to the PQ qualified bidders at Technical Evaluation stage.

4.12 Evaluation and comparison of financial bids a. Evaluation of financial bids will exclude and not take into account any offer not asked

for or not relevant to the present requirements of user.

b. Evaluation of financial bid will take into account, in addition to the basic bid price, one or more of the following factors

• The projected costs for the entire contract period; • Past track record of bidder in supply/ services and • Any other specific criteria indicated in the tender call and/or in the

specifications.

4.13 Work allocation procedure

1. APTS proposes to make allotment of Districts as follows:

a. Uniform price for all the 13 Districts proposed in the state will be arrived at

based on L1 price received.


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b. After determining the L1 price, the other bidders will be asked to match the L1

price to qualify themselves for allotment of blocks. If any bidder does not

accept to match the price, the next in the line bidder as per the price quote

received will be asked to match the L1 price and thereon to arrive at a list of

bidders in the same sequence of priority.

L1 bidder will be allotted GroupA (5 Districts)

L2 bidder who matches L1 prices will be allotted Group B (4 Districts)

L3 bidder who matches L1 prices will be allotted GroupC (4 Districts).

In case of L2 AND L3 are not matching to L1 Price, all groups may be given to L1 Bidder.

c. Reserved bidders who have accepted the L1 price but did not get any blocks,

such bidders list shall be maintained as ‘Reserve bidders’ for future allocation

of group/ Part of group in case of poor performance/non performance of the

contracted bidders.

d. The EMDs submitted by the Reserve bidders shall be retained with APTS till the

contract tenure.


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5 Technical Evaluation Criteria Project Evaluation Committee (PEC) will evaluate the Technical Proposals of the Pre‐Qualified bidders as per the following criteria:

# Technical Evaluation Parameter

Description Maximum Marks

1.

Past experience of Similar projects

No of similar Maintenance projects handled by the bidder along with the features mentioned in the RFP in the last three years i.e., 2011‐12, 2012‐13 & 2013‐14. • <=2 Projects – 10 Marks • 3 Projects – 15 Marks • >3 Projects – 20 Marks

Supporting documents including Purchase Orders/ work orders & Completion Certificate should be submitted.

20

2 Understanding the project

Work break down, implementation plan and assignment of roles and responsibilities within the team 20

3

Project Staff : Experience and Competence for the assignment

The evaluation will be done on the following sub criteria • Project Manager ‐ 10 Marks • District Manger ‐ 10 Marks

20

Marks (a) 60

4 Presentation & Work Demo

Correct Demonstration 40

Marks (b) 40

Total Marks (a+b) 100


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6 Award of Contract

The proposals will be arranged lowest bid amount to Highest bid amount. The bidder with

lowest quote is L1 bidder & will be considered for Award of Contract.

Note: Digitization work has been divided into 3 groups namely A, B and C as per clause 3.1 in

this RFP.

7 Contract Period

The contract period is as per clause no. 3.5 from date of signing of agreement.

7.1 Contract amendment No variation in or modification of the terms of the Contract shall be made except by written

amendment signed by the parties.


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8 Statement of important limits/values related to bid # Item Description

1 EMD

Rs.25,00,000/ (Rupees Twenty Five lakhs only) Note: Scanned copy of EMD document should be uploaded on e‐Procurement website. The Original Copy of EMD should be submitted to APTS before opening of PQ bid.

2 Bid Validity Period 90 days from the date of opening of bids

3 EMD Validity Period

90 days Demand Draft (DD) / BG will be accepted as EMD. Date on DD/ BG should be later date than the date of issue of pre‐bid minutes.

4 Variation in quantities

+/‐ 25%

5 Period for furnishing performance security

Within 7 days from date of receipt of Notification of Award

6 Performance security value

10% of Contract Value in favor of ““Director, Survey Settlements & Land Records/ Respective District Collector” from any Nationalized / Scheduled Banks.

7 Performance security validity period

90 days beyond contract period

8 Period for signing contract

Within 10 days from date of receipt of Notification of Award

12 Conditional bids Not acceptable and liable for rejection

13 Eligibility Criteria As per RFP

14 Transaction Fee

Transaction fee: All the participating bidders who submit the bids have to pay an amount @ 0.03% of their final bid value online with a cap of Rs.10,000/‐ for quoted value of purchase up to Rs.50 crores and Rs.25000/‐ if the purchase value is above Rs.50 crores & service tax applicable or as levied by Govt. of India on transaction fee through online in favour of MD, APTS. The amount payable to APTS is non refundable. Corpus Fund: Successful bidder has to pay an amount of 0.04% on quoted value through demand draft in favour of Managing Director, APTS, Hyderabad towards corpus fund at the time of concluding agreement.


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15 Bid submission

On Line.

Bidders are requested to submit the bids after issue of minutes of the pre bid meeting duly considering the changes made if any, during the pre‐bid meeting. Bidders are totally responsible for incorporating/ complying the changes/ amendments issued if any during pre‐bid meeting in their bid. However, hard copies of PQ& TQ bids to be submitted to APTS in separate sealed covers with proper titles on Bid Submission Date.

16 Procedure for Bid Submission

Bids shall be submitted online on www.eprocurement.gov.in platform 1. The participating bidders in the tender should register themselves free of cost on e‐procurement platform in the website www.eprocurement.gov.in. 2. Bidders can log‐in to e‐procurement platform in Secure mode only by signing with the Digital certificates. 3. The bidders who are desirous of participating in e‐procurement shall submit their technical bids, price bids as per the standard formats available at the e‐market place. 4. The bidders should scan and upload the respective documents in Pre‐Qualification and Technical bid documentation as detailed in the RFP including EMD. The bidders shall sign on all the statements, documents certificates uploaded by them, owning responsibility for their correctness/ authenticity. 5. The rates should be quoted in online only


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17 Other conditions

1. After uploading the documents, the copies of the uploaded statements, certificates, documents (except the Price bid/ offer/ break‐up of taxes) are to be submitted by the bidder to the O/o The Managing Director, APTS, BRKR Bhavan, Hyderabad as and when required.

Failure to furnish any of the uploaded documents, certificates, will entitled in rejection of the bid. The APTS shall not hold any risk on account of postal delay. Similarly, if any of the certificates, documents, etc., furnished by the Bidder are found to be false/ fabricated/ bogus, the bidder will be disqualified, blacklisted, action will be initiated as deemed fit and the Bid Security will be forfeited. 2. APTS will not hold any risk and responsibility regulating non‐visibility of the scanned and uploaded documents. 3. The Documents that are uploaded online on e‐market place will only be considered for Bid Evaluation. 4. Important Notice to Contractors, Suppliers and Department users (i)In the endeavor to bring total automation of processes in e‐Procurement, the Govt. has issued orders vide G.O.Ms.No. 13 dated. 5.7.2006 permitting integration of electronic Payment Gateway of ICICI/ HDFC/ Axis Banks with e‐Procurement platform, which provides a facility to participating suppliers/ contractors to electronically pay the transaction fee online using their credit cards. 5. The prime bidder shall purchase the bid document. The bid can be filed with user ID of bidder.


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9 General Instructions 9.1 Definitions a. Tender call or invitation for bids means the detailed notification seeking a set of

solution(s), service(s), materials or any combination of them.

b. Specification means the functional and technical specifications or statement of work, as the case may be.

c. Firm means a Company, Authority, Society, Trust, Co‐operative or any other Organization incorporated under appropriate statute as is applicable in the country of incorporation.

d. Bidder means any firm offering the solution(s), service(s) and/or materials required in the tender call. The word Bidder/bidder when used in the pre award period shall be synonymous with bidder and when used after award of the contract shall mean the successful bidder with whom SS&LR signs the contract for rendering of goods and services.

e. Prequalification and Technical bid means that part of the offer that provides information to facilitate assessment by APTS, professional, technical and financial standing of the bidder, conformity to specifications etc.

f. Financial Bid means that part of the offer, that provides price schedule, total project costs etc.

g. Three part Bid means the Pre‐qualification bid, Technical and Financial bids submitted in e‐procurement.

h. Two part Bid means the Technical bid and financial bids submitted in e‐procurement and their evaluation is sequential.

i. Composite bid means a bid in which the technical and financial parts are combined into one but their evaluation is sequential.

j. Goods and services mean the solution(s), service(s), materials or a combination of them in the context of the tender call and specifications.

k. The word goods when used singly shall mean the hardware, firmware component of the goods and services.

9.2 General Eligibility a. This invitation for bids is open to all Bidders both from within and outside India, who

are eligible to do business in India under relevant Indian laws as is in force at the time of bidding subject to meeting the pre‐qualification criterion.

b. Bidders marked/considered by APTS to be ineligible to participate for non‐satisfactory past performance, corrupt, fraudulent or any other unethical business


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practices shall not be eligible.

c. Bidder debarred/ blacklisted by any Central or State Govt./ Quasi –Govt. Departments or organizations as on bid calling date for non‐satisfactory past performance, corrupt, fraudulent or any other unethical business practices shall not be eligible.

d. Breach of general or specific instructions for bidding, general and special conditions of contract with APTS or any of its user organizations may make a firm ineligible to participate in bidding process.

9.3 Bid forms a. Wherever a specific form is prescribed in the bid document, the bidder shall use the

form to provide relevant information. If the form does not provide space for any required information, space at the end of the form or additional sheets shall be used to convey the said information.

b. For all other cases the bidder shall design a form to hold the required information.

9.4 Cost of bidding a. The bidder shall bear all costs associated with the preparation and submission of its

bid, and APTS will in no case be responsible for those costs, regardless of the conduct or outcome of the bidding process.

b. Bidder is expected to examine all instructions, forms, terms, and specifications in the bidding documents. Failure to furnish all information required by the bidding documents or to submit a bid not substantially responsive to the bidding documents in every respect will be at the bidder’s risk and may result in the rejection of its bid.

c. The participating bidder should purchase the document and enclose a receipt of the same with the bid document.

9.5 Clarification of bidding documents a. A prospective Firm/ bidder requiring any clarification of the bidding documents may

notify APTS contact person. Written copies/ e‐mail of the APTS response (including an explanation of the query but without identifying the source of inquiry) will be sent to all prospective bidders that have received the bidding documents.

b. The concerned person will respond to any request for clarification of bidding documents which it receives no later than bid clarification date mentioned in the notice prior to deadline for submission of bids prescribed in the tender notice. No clarification from any bidder shall be entertained after the closure of date and time for seeking clarification mentioned in tender call notice. It is further clarified that APTS shall not entertain any correspondence regarding delay or non‐receipt of


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clarification from APTS.

9.6 Amendment of bidding documents a. At any time prior to the deadline for submission of bids, APTS, for any reason,

whether at its own initiative or in response to a clarification requested by a prospective bidder, may modify the bidding documents by amendment.

b. All prospective bidders those have received the bidding documents will be notified of the amendment and such modification will be binding on all bidders.

c. In order to allow prospective bidders reasonable time in which to take the amendment into account in preparing their bids, the APTS, at its discretion, may extend the deadline for the submission of bids.

9.7 Period of validity of bids a. Bids shall remain valid for the180 days or duration specified in the bid document,

after the date of the financial bid opening prescribed by APTS. A bid valid for a shorter period shall be rejected as non‐responsive.

b. In exceptional circumstances, the APTS may solicit the bidders’ consent to an extension of the period of bid & EMD validity. The request and the responses thereto shall be made in writing. The bid security shall also be suitably extended. A bidder granting the request will not be permitted to modify its bid.

9.8 Submission of bids The bidders shall submit all the bids i.e., PreQualification, Technical and Financial Bids on e‐Procurement website only.

9.9 Deadline for submission of bids a. Bids must be submitted on e‐procurement website not later than the bid submission

date and time specified in the tender call notice.

b. The APTS may, at its discretion, extend this deadline for the submission of bids by amending the tender call, in which case all rights and obligations of the APTS and bidders previously subject to the deadline will thereafter be subject to the deadline as extended.

9.10 Late bids Any bid not received by the APTS contact person by the deadline for submission of bids will

be rejected and returned unopened to the bidder.


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9.11 Modification and withdrawal of bids a. No bid can be modified subsequent to the deadline for submission of bids.

b. No bid can be withdrawn in the interval between the deadline for submission of bids and the expiration of the period of bid validity. Withdrawal of a bid during this interval will result in the forfeiture of its bid security (EMD).

9.12 General Business information The bidder shall furnish general business information to facilitate assessment of its professional, technical and commercial capacity and reputation.

9.13 Bid security i.e. earnest money deposit (EMD) a. The bidder shall furnish, as part of its bid, a bid security for the amount specified in

the tender call notice.

b. The bid security is required by APTS to:

• Assure bidder’s continued interest till award of contract and • Conduct in accordance with bid conditions during the bid evaluation process.

c. The bid security shall be in Indian Rupees and shall be a bank guarantee, or an irrevocable letter of credit or cashier’s certified check, issued by a Reputed scheduled Bank in India and having at least one branch office in Hyderabad

d. Unsuccessful bidder’s bid security will be discharged or returned as promptly as possible but not later than thirty (30) days.

e. The bid security may be forfeited:

• if a bidder withdraws its bid during the period of bid validity or • in the case of a successful bidder, if the bidder fails:

to sign the contract in time; or to furnish performance security.

9.14 Preparation of Prequalification (PQ) bids It shall contain of the following parts:

i. Bid letter form ii. General information on the bidder’s company ‐ Form PQ#1 iii. Turnover details ‐ Form PQ#2 iv. List of similar projects executed in last 3 years – Form PQ#3 v. Declaration regarding Clean Track record ‐ Form PQ#4 vi. Valid ISO Certification ‐ Form PQ#5 vii. Local Presence ‐ Form PQ#6


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viii. Bid Security (EMD). The bidders who qualified in PQ evaluation will only be short listed and eligible for participating Technical opening.

9.15 Preparation of Technical Qualification (TQ) Bid. It shall consist of the following parts.

i. Executive Summary

ii. Understanding of the Project – Form TQ#1

iii. Approach & Methodology for project implementation including the project plan for scanning, digitization, quality check‐ Form TQ#2

iv. Project team structure, size, capability and deployment plan (Total staffing plan including numbers) ‐ Form TQ#3

v. Proposed Work Schedule Plan‐ Form TQ#4.

The bidders who qualified in TQ evaluation will only be short listed and eligible for participating Financial bid opening

9.16 Preparation of Financial bid The documents to be submitted for Commercial Proposal are:

1. Commercial Proposal submission ‐ Form F#1

a. Overview of financial bid The financial bid should provide cost calculations corresponding to each component of the project. i. Bid prices(Including all taxes)

a. The bidder shall indicate the unit prices (where applicable) and the total bid price of the goods/services it proposes to supply under the contract.

b. The bidder shall indicate Basic Prices and taxes, duties etc. (If required) in the form prescribed.

c. Prices (including all Taxes) quoted by the bidder shall be fixed during the bidder’s performance of the contract and not subject to variation on any account unless otherwise specified in the tender call. A bid submitted with an adjustable price (including all taxes) quotation will be treated as non‐responsive and will be rejected.

9.17 Bid currency Prices (including all taxes) shall be quoted in Indian Rupees.


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9.18 Term and Extension of Contract

a. The term of this Contract shall be for a period as indicated in the contract and contract shall come to an end on expiry of such period except when its term is extended by SS&LR Dept.

b. SS&LR dept. shall reserve the sole right to grant any extension to the term mentioned above on mutual agreement including fresh negotiations on terms and conditions.

c. When the 3 years term of contract with the service provider expires, the Service Provider is required to conduct a parallel run for one month with any new agency identified.

9.19 Suspension of Work

a. The Service Provider shall, if ordered in writing by APTS representative, temporarily suspend the maintenance or any part thereof for such a period and such a time as ordered.

b. The Service Provider shall not be entitled to claim compensation for any loss or damage sustained by him by reason of temporary suspension of the Works as aforesaid.

9.20 Force majeure a. The Bidder shall not be liable for forfeiture of its performance security, liquidated

damages, or termination for default if and to the extent that its delay in performance or other failure to perform its obligations under the Contract is the result of an event of Force Majeure.

b. For purposes of this clause, “Force Majeure” means an event beyond the control of the Bidder and not involving the Supplier’s fault or negligence and not foreseeable. Such events may include, but are not restricted to, acts of the State Government in its sovereign capacity, wars or revolutions, fires, floods, epidemics, quarantine restrictions and freight embargoes.

c. If a Force Majeure situation arises, the bidder shall promptly notify the APTS in writing of such condition and the cause thereof. Unless otherwise directed by the APTS/ SS&LR dept. in writing, the bidder shall continue to perform its obligations under the Contract as far as is reasonably practical, and shall seek all reasonable alternative means for performance not prevented by the Force Majeure event.


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9.21 Terminate the Contract a. Retain such amounts from the payment due and payable by SS&LR dept to the Service

Provider as may be required to offset any losses caused to SS&LR dept as a result of such event of default and the Service Provider shall compensate SS&LR dept for any such loss, damages or other costs, incurred by SS&LR dept in this regard. Nothing herein shall effect the continued obligation of the Service Provider / other members of its Team to perform all their obligations and responsibilities under this Contract in an identical manner as were being performed before the occurrence of the default.

b. Invoke the Performance Bank Guarantee and other Guarantees furnished hereunder, enforce the Deed of Indemnity, recover such other costs/losses and other amounts from the Service Provider may have resulted from such default and pursue such other rights and/or remedies that may be available to SS&LR dept. under law.

9.22 Termination SS&LR dept may terminate this contract in whole or in part by giving the Service Provider prior and written notice indicating its intention to terminate the Contract under the following circumstances:

• Where it comes to SS&LR dept. attention that the Service Provider (or the Identified agency) is in a position of actual conflict of interest with the interests of SS&LR dept. in relation to any of terms of the Identified agency, the tender or this Contract.

• Where the Service Provider ability to survive as an independent corporate entity is threatened or is lost owing to any reason whatsoever including inter alia the filing of any bankruptcy proceedings against the implementation agency, any failure by the Service Provider to pay any of its dues to its creditors, the institution of any winding up proceedings against the Service Provider or the happening of any such events that are adverse to the commercial viability of the implementation agency. In the event of the happening of any events of the above nature, SS&LR dept. shall reserve the right to take any steps as are necessary to ensure the effective transition of the project to a successor implementation agency/service provider, and to ensure business continuity.

• Termination for Default: SS&LR dept. may at any time terminate the Contract by giving 30 days written notice to the implementation agency without compensation to the implementation agency in the event of default on the part of the Service Provider which may include failure on the part of the Service Provider to respect any of its commitments with regard to any part of its obligations under its bid, the tender or under this contract.

9.23 Termination for insolvency The SS&LR dept. / APTS may at any time terminate the contract by giving 30 days written


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notice to the bidder if the bidder becomes bankrupt or otherwise insolvent. In this event, termination will be without compensation to the bidder, provided that such termination will not prejudice or affect any right of action or remedy which has accrued or will accrue thereafter to the SS&LR dept /APTS.

9.24 Termination for convenience a. The SS&LR dept. /APTS, may at any time by giving 30 days written notice to the

bidder, terminate the Contract, in whole or in part, for its convenience. The notice of termination shall specify that termination is for the SS&LR dept. / APTS /Purchaser’s convenience, the extent to which performance of the Bidder/bidder under the Contract is terminated, and the date upon which such termination becomes effective.

b. The deliverables of the DIGITIZATION project will be taken over by the SS&LR dept. from the date of service termination & any delay in handing over these equipments will not be acceptable & will be viewed severely for appropriate action.

c. The client may in the following events after giving a prior notice and conducting investigations if required, terminate the contract forfeiting the bid security and any sums due for payment to the Bidder:‐

• If the value of the penalty for different services together exceeds 10% of the contract amount for 1 year.

• If the Bidder becomes Bankrupt or financially insolvent during currency of the contract.

• If it is found that the bidder has been convicted for any unlawful activities. • If it is found that bidder has made gross misconduct or involved in practices

injurious to the image and interest of the client or has failed in performing his duties as per contract.

9.25 Resolution of disputes a. The SS&LR dept. and the Bidder shall make every effort to resolve amicably by direct

informal negotiation any disagreement or dispute arising between them under or in connection with the contract.

b. If, after thirty (30) days from the commencement of such informal negotiations, the SS&LR dept. and the Bidder have been unable to resolve amicably a contract dispute, either party may require that the dispute be referred for resolution to the formal mechanisms specified here in. These mechanisms may include, but are not restricted to, conciliation mediated by a third party.

c. The dispute resolution mechanism shall be as follows:


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• In case of a dispute or difference arising between the SS&LR DEPT and the Bidder relating to any matter arising out of or connected with this agreement, such disputes or difference shall be settled in the presence of CCLA, Andhra Pradesh. CCLA will be the arbitrator.

9.26 Application These general conditions shall apply to the extent that they are not superseded by provisions

of other parts of the contract.

9.27 Standards The goods and services supplied under this contract shall conform to the standards

mentioned in the specifications, and, when no applicable standard is mentioned, the

authoritative standards appropriate to the goods’ country of origin shall apply. Such

standard shall be the latest issued by the concerned institution.

9.28 Use of documents and information a. The bidder shall not, without prior written consent from APTS, disclose/share/use the

bid document, contract, or any provision thereof, or any information furnished by or on behalf of the APTS in connection therewith, to any person other than a person employed by the bidder in the performance of the contract. Disclosure to any such employed person shall be made in confidence and shall extend only so far as may be necessary for purposes of such performance.

b. The Bidder shall not, without prior written consent of APTS, make use of any document or information made available for the project, except for purposes of performing the Contract.

c. All project related document ( including this bid document) issued by APTS, other than the contract itself, shall remain the property of the APTS and shall be returned (in all copies) to the APTS on completion of the bidder’s performance under the contract if so required by the APTS.

9.29 Implementation and Performance security a. On receipt of Notification of Award (LoI), the Bidders shall furnish performance

security to SS&LR Dept. in accordance with bid document requirement.

b. The proceeds of the security shall be payable to the SS&LR Dept as compensation for the supplier's failure to complete its obligations under the contract.

c. The security shall be denominated in Indian rupees or in a freely convertible currency acceptable to SS&LR Dept and shall be in one of the following forms:


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• A bank guarantee or an irrevocable letter of credit, issued by a reputed bank located in India with at least one branch office in Hyderabad, in the form provided in the bidding document or another form acceptable to the SS&LR Dept.;

(or)

• A cashier's cheque or banker's certified cheque or crossed demand draft or pay order drawn in favour of the SS&LR Dept.

d. The security will be discharged by the SS&LR Dept and returned to the Bidder not later than thirty (30) days following the date of completion of all formalities under the contract.

e. In the event of any contract amendment, the bidder shall, within 15 days of receipt of such amendment, furnish the amendment to the security, rendering the same valid for the balance duration of the Contract.

9.30 Acceptance certificates

On successful completion of acceptability test, receipt of deliverables etc, and after SS&LR

DEPT is satisfied with the working of the system, the acceptance certificate signed by the

bidder and the representative of the SS&LR Dept. will be issued. The date on which such

certificate is signed shall be deemed to be the date of successful commissioning of that

system or component.

9.31 Insurance It is suggested that the goods supplied under the contract shall be fully insured in a freely

convertible currency against loss or damage incidental to manufacture or acquisition,

transportation, storage, use and delivery up to user site.

9.32 Governing language The contract shall be written in English. All correspondence and other documents pertaining

to the contract which are exchanged by the parties shall be written in same languages.

9.33 Applicable law The contract shall be interpreted in accordance with appropriate Indian Laws.


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9.34 Notices a. Any notice given by one party to the other pursuant to this contract shall be sent to the

other party in writing or by telex, email, cable or facsimile and confirmed in writing to the other party’s address.

b. A notice shall be effective when delivered or tendered to other party whichever is earlier.

9.35 Taxes and duties All Taxes and Duties will be the responsibility of Service Provider.

9.36 Special Conditions IPR of SS&LR logo, Sign or any other Mark related to this Project shall be the exclusive

property of SS&LR Department.

In case of any conflict between other terms and conditions of RFP and Special Conditions, the

provisions of this section shall override provisions indicated elsewhere in the RFP.

9.37 Corrupt or Fraudulent Practices APTS requires that all the bidders should observe the highest standard of ethics during the

RFP selection process. In pursuant to this policy, APTS defines for the purposes of this

provision, the terms set forth as follows

a) “corrupt practice” means behaviors on the part of officials in the public sectors by which they improperly and unlawfully enrich themselves and / or those close to them, or induce others to do so, by misusing the position in which they are placed, and it includes the offering / giving receiving, or soliciting of anything of value to influence the action of any such official in the selection process.

b) “fraudulent practice” means a misrepresentation of facts in order to influence a selection process to the determent of the Purchaser, and includes collusive practice among bidders (prior to or after bid submission) designed to establish bid prices at artificial non‐competitive levels and to deprive the Purchaser of the benefits of free and open competition.

APTS will reject a proposal for award if it determines that the bidder qualified in PQ & TQ

stage has engaged in corrupt or fraudulent practices in competing for the contract in

question. APTS will declare a firm ineligible, either indefinitely or for a stated period of time,

if it at any time it is determined that the firm has engaged in corrupt or fraudulent practices

in competing.


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9.38 In lab proof of concept The in lab proof of concept on demand may be organized either in APTS or in the bidder’s lab

by mutual discussion. In case it is organized in APTS lab, APTS would make available generic

hardware for this purpose. Application specific hardware and software will have to be

brought in by the bidder.


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10 General Conditions of Contract (GCC) 10.1 Definitions In this contract, the following terms shall be interpreted as indicated. Terms defined in general instructions to bidders section shall have the same meaning.

a. “Contract” means the agreement entered into between the APTS and the bidder, as

recorded in the contract form signed by the parties, including all attachments and

appendices thereto and all documents incorporated by reference therein;

b. “Contract price” means the price payable to the bidder under the contract for the full

and proper performance of its contractual obligations;

c. “Incidental services” means those services ancillary to the supply of the goods and

services, such as transportation and insurance, and any other incidental services, such

as installation, commissioning, provision of technical assistance, training and other

such obligations of the bidder covered under the contract;

d. “GCC” means the general conditions of contract contained in this section.

e. “SCC” means the special conditions of contract if any.

f. “APTS” means the Andhra Pradesh Technology Services Ltd.

g. “Purchaser/ User” means ultimate recipient of goods and services

h. “Vendor or Bidder “ means the individual or firm supplying the goods and services

under this contract.

i. “Project site”, where applicable, means the place(s) where goods/services are to be

made available to user.

j. “Day” means calendar day.

k. ”Up time” means the time period when specified services with specified technical and

service standards are available to user(s)

l. ”Down time” means the time period when specified services with specified technical

and service standards are not available to user(s).


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10.2 Application These general conditions shall apply to the extent that they are not superseded by provisions

of other parts of the contract.

10.3 Standards The goods supplied under this contract shall conform to the standards mentioned in the

specifications, and, when no applicable standard is mentioned, the authoritative standards

appropriate to the goods’ country of origin shall apply. Such standard shall be the latest

issued by the concerned institution.

10.4 Use of documents and information a. The bidder shall not, without prior written consent from APTS, disclose/share/use the

bid document, contract, or any provision thereof, or any specification, plan, drawing, pattern, sample or information furnished by or on behalf of the APTS in connection therewith, to any person other than a person employed by the vendor in the performance of the contract. Disclosure to any such employed person shall be made in confidence and shall extend only so far as may be necessary for purposes of such performance.

b. The bidder shall not, without prior written consent of APTS, make use of any document or information made available for the project, except for purposes of performing the Contract.

c. All project related document (including this bid document) issued by APTS, other than the contract itself, shall remain the property of the APTS and shall be returned (in all copies) to the APTS on completion of the Vendor’s performance under the contract if so required by the APTS.

10.5 User license and patent rights a. The bidder shall provide licenses for all software products, whether developed by it or

acquired from others. In the event of any claim asserted by a third party for software

piracy, the vendor shall act expeditiously to extinguish such claim. If the vendor fails to

comply and the APTS is required to pay compensation to a third party resulting from

such software piracy, the vendor shall be responsible for compensation including all

expenses, court costs and lawyer fees. The APTS will give notice to the vendor of such

claim, if it is made, without delay.


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b. The Vendor shall indemnify the purchases against all third party claims of

infringement of patent, trademark or industrial design rights arising from use of the

goods, software package or any part thereof.

10.6 Performance security c. On receipt of notification of award, the Vendor shall furnish performance security to

APTS in accordance with bid document requirement.

d. The proceed of the performance security shall be payable to the APTS as compensation for any loss resulting from the supplier’s failure to complete its obligations under the contract.

e. The performance security shall be denominated in Indian rupees or in a freely convertible currency acceptable to APTS and shall be in one of the following forms:

a. A bank guarantee or an irrevocable letter of credit, issued by a reputed bank located in India with at least one branch office in Hyderabad, in the form provided in the bidding document or another form acceptable to the APTS; or

b. A cashier’s cheque or banker’s certified cheque or crossed demand draft or pay order drawn in favour of the APTS.

f. The performance security will be discharged by the APTS and returned to the Vendor not later than thirty (30) days following the date of completion of all formalities under the contract and if activities, post warranty, by the Vendor is envisaged, following receipt of a performance guarantee for annual maintenance as per bid document.

g. In the event of any contract amendment, the vendor shall, within 15 days of receipt of such amendment, furnish the amendment to the performance security, rendering the same valid for the duration of the Contract.

10.7 Warranty

a. The bidder warrants that the goods and services supplied under the contract are new, unused, of the most recent or current models, and that they incorporate all recent improvements in design and materials unless provided otherwise in the contract. The bidder further warrants that all goods and services supplied under this contract shall have no defect arising from design, materials or workmanship or from any act or omission of the Vendor, that may develop under normal use of the supplied goods in the conditions prevailing in the country of final destination.

b. The warranty period for the data submitted shall be 6 months. The bidder shall, in addition, comply with the performance guarantees specified under the contract. If, for reasons attributable to the Vendor, these guarantees are not attained in whole or in


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part, the bidder shall, make such changes, modifications, and/or additions to the goods or any part thereof as may be necessary in order to attain the contractual guarantees specified in the contract at its own cost and expenses and to carry out further performance tests.

c. APTS/user shall promptly notify the Vendor in writing of any claims arising under this warranty.

d. Upon receipt of such notice, the Vendor shall, within the period specified in GCC and with all reasonable speed, repair or replace the defective goods and services or parts thereof, without costs to the user.

e. If the bidder, having been notified, fails to remedy the defect(s) within a reasonable period, the APTS/user may proceed to take such remedial action as may be necessary, at the bidder’s risk and expense and without prejudice to any other rights which the APTS /user may have against the Vendor under the contract.

10.8 Payment a. The bidder’s request(s) for payment shall be made to the APTS/ Department in

writing, accompanied by an invoice describing, as appropriate, the goods/service delivered/ performed.

b. Payments shall be made promptly by the APTS/ Department, but in no case later than (30) days after submission of a valid invoice or claim by the vendor.

c. The currency of payment will be Indian rupees.

d. Payment shall be made as indicated in Bid document.

e. The annual maintenance and repair cost as per separate agreement if any, shall be paid in equal quarterly installments at the end of each quarter as per the rates quoted and agreed.

a. Payment will be made through Cheque/ Online.

10.9 Prices Prices charged by the Vendor for goods delivered and services performed under the contract

shall not vary from the prices quoted by the Vendor in its bid, with the exception if any price

adjustments authorized in special conditions of contract or in the request for bid validity

extension, as the case may be.

10.10 Change orders APTS may, at any time, by written order given to the Vendor, make changes within the


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general scope of the Contract in any one or more of the following:

a. Drawing, designs, or specifications, where Goods to be supplied under the Contract are to be specifically manufactured for the APTS;

b. The method of shipment or packing;

c. The place of delivery and/or the services to be provided by the Vendor. If any such change causes an increase or decrease in the cost of, or the time required for, the vendor’s performance of any provisions under the contract, an equitable adjustment shall be made in the contract price or delivery schedule or both, and the contract shall accordingly be amended. Any claims by the Vendor for adjustment under this clause must be asserted within thirty (30) days from the date of the Vendor’s receipt of the change order.

10.11 Contract amendment No variation in or modification of the terms of the Contract shall be made except by written

amendment signed by the parties.

10.12 Assignment The Vendor shall not assign, in whole or in part, its obligations to perform under this

Contract, except with the prior written consent from APTS/Department.

10.13 Subcontracts Subcontracting is not allowed under this project.

10.14 Delays in the supplier’s performance a. Delivery of the Goods and performance of the services shall be made by the Vendor in

accordance with the time schedule specified by the APTS in the specifications.

b. If at any time during performance of the Contract, the Vendor or its subcontractor(s) should encounter conditions impending timely delivery of the goods and performance of services, the Vendor shall promptly notify the APTS in writing of the fact of the delay, its likely duration and its cause(s). As soon as practicable after receipt of the vendor’s notice, APTS shall evaluate the situation and may at its discretion extend the Vendor’s time for performance, with or without liquidated damages.


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c. A delay by the Vendor in the performance of its delivery obligations shall render the vendor liable to the imposition of appropriate liquidated damages, unless an extension of time is agreed upon by APTS without liquidated damages.

10.15 Liquidated damages If the Vendor fails to deliver any or all of the goods or perform the services within the time

period(s) specified in the Contract, the APTS shall, without prejudice to its other remedies

under the Contract, deduct from the Contract Price, as liquidated damages, a sum equivalent

to, as per the terms indicated in the bid document, until actual delivery or performance,

subject to maximum limit. Once the maximum is reached, the APTS may consider

termination of the contract.

10.16 Termination for default a. The APTS, without prejudice to any other remedy for breach of Contract, by written

notice of default sent to the Vendor, may terminate the Contract in whole or in part:

• if the Vendor fails to deliver any or all of the Goods/services within the time period(s) specified in the contract, or within any extension there of granted by the APTS.

• if the Vendor fails to perform any other obligation(s) under the Contract or

• if the Vendor, in the judgment of the APTS has engaged in corrupt or fraudulent practices in competing for or in executing the Contract.

b. In the event the APTS terminated the contract in whole or in part, APTS may procure, upon such terms and in such manner as it deems appropriate, goods or services similar to those undelivered, and the Vendor shall be liable to the APTS for any excess costs for such similar goods or services. However, the Vendor shall continue performance of the contract to the extent not terminated.

10.17 Force majeure a. The Vendor shall not be liable for forfeiture of its performance security, liquidated

damages, or termination for default if and to the extent that its delay in performance or other failure to perform its obligations under the Contract is the result of an event of Force Majeure.

b. For purposes of this clause, “Force Majeure” means an event beyond the control of the Vendor and not involving the Supplier’s fault or negligence and not foreseeable. Such events may include, but are not restricted to, acts of the APTS in its sovereign capacity,


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wars or revolutions, fires, floods, epidemics, quarantine restrictions and freight embargoes.

c. If a Force Majeure situation arises, the Vendor shall promptly notify the APTS in writing of such condition and the cause thereof. Unless otherwise directed by the APTS in writing, the Vendor shall continue to perform its obligations under the Contract as far as is reasonably practical, and shall seek all reasonable alternative means for performance not prevented by the Force Majeure event.

10.18 Termination for insolvency APTS, may at any time terminate the contract by giving 30 days written notice to the Vendor

if the Vendor becomes bankrupt or otherwise insolvent. In this event, termination will be

without compensation to the Vendor, provided that such termination will not prejudice or

affect any right of action or remedy which has accrued or will accrue there after to the APTS.

10.19 Termination for convenience a. APTS, may at any time by giving 30 days written notice to the Vendor, terminate the

Contract, in whole or in part, for its convenience. The notice of termination shall specify that termination is for the APTS/Purchaser’s convenience, the extent to which performance of the Vendor under the Contract is terminated, and the date upon which such termination becomes effective.

b. The goods or services that are complete and ready for shipment within thirty (30) days after the vendor’s receipt of notice of termination shall be accepted by the APTS at the contract terms and prices. For the remaining Goods or services, the APTS /Department may elect to have any portion completed and delivered at the contract terms and prices at its discretion.

10.20 Governing language The contract shall be written in English or Telugu. All correspondence and other documents

pertaining to the contract which are exchanged by the parties shall be written in same

languages.

10.21 Applicable law The contract shall be interpreted in accordance with appropriate Indian laws.


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10.22 Notices a. Any notice given by one party to the other pursuant to this contract shall be sent to

the other party in writing or by telex, email, cable or facsimile and confirmed in writing to the other party’s address.

b. A notice shall be effective when delivered or tendered to other party whichever is earlier.

10.23 Taxes and duties The bidder shall be entirely responsible for all taxes, duties, license fee Octroi, road permits

etc. incurred until delivery of the contracted Goods/services at the site of the user or as per

the terms of tender document if specifically mentioned.

10.24 Licensing considerations The software mentioned in the Schedules of Requirement will be used throughout Andhra

Pradesh or user’s sites even outside Andhra Pradesh State.

10.25 Protection against damages site conditions: a. The system shall not be prone to damage during power failures and trip outs. The

normal voltage and frequency conditions available at site are as under:

• Voltage 230 Volts

• Frequency 50Hz. b. However, locations may suffer from low voltage conditions with voltage dropping to as

low as 160 volts and high voltage conditions with voltage going as high as 220 + 20% volts. Frequency could drop to 50Hz + 2%. The ambient temperature may vary from 10oC to 48oC. The relative humidity may range in between 5% to 95%.

c. The goods supplied under the contract should provide protection against damage under above conditions.

10.26 Confidentiality and Property Rights 10.26.1 Confidentiality.

The bidder must maintain absolute confidentiality of the documents/data received and any other data/information provided to him for the execution of the work. The bidder should not use the Project data for any purpose other than creation of digital images. The CSP must remove/destroy the entire data from his custody after completion of the warranty period. If at any stage it is found that the bidder is using the data for any other purposes, stringent legal action will be initiated as per


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applicable law and the contract will be terminated without assigning any reasons.

10.26.2. Use of documents and Information 1) The vendor shall not, without prior written consent from client/ APTS,

disclose/ share/ use the bid document, contract, or any provision thereof, or any specification, plan, drawing, pattern, sample or information furnished by or on behalf of the client/ APTS in connection therewith, to any person other than a person employed by the vendor in the performance of the contract. Disclosure to any such employed person shall be made in confidence and shall extend only so far as may be necessary for purposes of such performance.

2) The Vendor shall not, without prior written consent of client/ APTS, make use of any document or information made available for the project, except for purposes of performing the Contract.

3) All project related document (including this bid document) issued by client/ APTS, other than the contract itself, shall remain the property of the client/ APTS and shall be returned (in all copies) to the client/ APTS on completion of the Vendor’s performance under the contract.

10.26.3. Indemnification The bidder shall, at its own expense, defend and indemnify the Client against all third‐party claims of infringement of intellectual property rights, including patent, trademark, copyright, trade secret or industrial design rights arising form use of the products or any part thereof in the Client’s country. The bidder shall expeditiously extinguish any such claims and shall have full rights to defend itself there from. If the Client is required to pay compensation to a third party resulting from such infringement, the bidder shall be fully responsible there of, including all expenses and court and legal fees. The Client will give notice to the bidder of any such claim without delay and shall provide reasonable assistance to the bidder in disposing of the claim. The Client shall indemnify and defend the bidder against all third‐party claims of infringement of Intellectual Property Rights, including patent, trademark, copyright, trade secret or industrial design rights arising from the use of any information of Software provided to the bidder by the Client under the contract.


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Bid Letter Form

From: (Registered name and address of the bidder.)

To: The Managing Director, Andhra Pradesh Technology Services (APTS), 4th Floor, BRKR Bhavan Hyderabad‐Pin‐500063

Sir,

Having examined the bidding documents and amendments there on, we the undersigned,

offer to provide services/execute the works in conformity with the terms and conditions of

the bidding document and amendments there on, for the following project in response to

your tender call dated.......................

Project title:

We undertake to provide services/execute the above project or its part assigned to us in

conformity with the said bidding documents for an estimated sum of Rs.................... (Total bid

amount in words and figures) which may vary in accordance with the schedule of prices

attached herewith and coverage options made by APTS or its user organization.

If our bid is accepted, we undertake to; 1. Provide services/ execute the work according to the time schedule specified in the bid

document,

2. Obtain the performance guarantee of a bank in accordance with bid requirements for the due performance of the contract, and

3. Agree to abide by the bid conditions, including pre‐bid meeting minutes if any, which remain binding upon us during the entire bid validity period and bid may be accepted any time before the expiration of that period.

We understand that you are not bound to accept the lowest or any bid you may receive, nor to

give any reason for the rejection of any bid and that you will not defray any expenses

incurred by us in bidding.

Place: Bidder’s signature Date: and seal.


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Sample Contract Form Contract Ref No: ____________________ THIS AGREEMENT is made on ____ day of _______ BETWEEN

1. The

2. _______________ a company incorporated under the laws of India and having its registered

office at _________________. (Hereinafter called “the Service Provider”).

WHEREAS the Purchaser invited bid for Identification of Service Provider for

Digitization of FMBs & completion of Mosaic Mosaics of Digitized FMBs at SS&LR

Dept. and has accepted a bid by the Service Provider in the sum of Rs. __________

(_________________.) including all taxes and duties (hereinafter called as “the Contract

Price”)

NOW THIS AGREEMENT WITNESSETH AS FOLLOWS:

In this Agreement words and expression shall have the same meanings as are respectively

assigned to them in the Conditions of bid document referred to

3. Scope of the Work

Brief outline of the work: Identification of Service Provider for Digitization of FMBs

& completion of Mosaic Mosaics of Digitized FMBs at SS&LR Dept at SS&LR Dept.,.

The detailed scope is as covered in RFP and subsequent clarifications.

2. Contract Documents

2.1. Contract Documents

The following documents shall constitute the Contract between the APTS /

SS&LR Dept., and the Service Provider , and each shall be read and construed as

on integral part of the Contract:

I. This Contract Agreement and the Annexures attached to the Contract


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Agreement

II. Notification of award

III. Minutes of TFC meeting held on _________

IV. Pre – bid conference minutes

V. Bid document Ref No. ______________Dt. _________________

4. Order of Precedence

In the event of any ambiguity or conflict between the Contract Documents listed above,

the order of precedence shall be the order in which the Contract Documents are listed

in 2.1 (Contract Documents) above.

5.1) Brief particulars of the services shall be completed /provided by the Service

Provider are as under:

Sl. No Solution, service, or material Unit Price(Rs)

(inclusive of Taxes)

1. Digitization of FMB, QC and submission of error free

data in prescribed formats.(price for FMBs)

90% weightage

2. Generation of mosaic of FMBs (per mosaic) 10% weightage

Note:

1. All other tasks pertinent to the contract even though may not have been mentioned in

the bid document are assumed to have been included in the work.

2. Deduction of taxes at source will be made as per applicable laws from the payments to

be made to the selected Service Provider.

3. All Taxes and duties payable if any or both either by State or Central Government will

be the responsibility of Service Provider only. Charges quoted should be inclusive of

all types of Taxes.


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IN WITNESS where of the parties hereto have caused this Agreement to be executed in

accordance with their respective laws the day and year above written.

Signed, and delivered by

For Bidder

Bidder Common Seal:

Place:

Date:

Signed, and delivered by

For SS&LR

Seal:

Place:

Date:

In the presence of:

Witness 1:

Name: Signature with Date

Designation:

Address:

Witness2:

Name: Signature with Date

Designation:

Address:


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Bid security (EMD) form I. File. No: …………………………….....

II. Project Name: ……………………………….

(To be issued by a bank scheduled in India as having at least one branch in Hyderabad)

Whereas...................................... (Here in after called “the Bidder”) has submitted its bid dated

......(Date). For the execution of........................ (Here in after called “the Bid”) KNOW ALL MEN by

these presents that WE ................... of ........................ having our registered office at........................

(Here in after called the “Bank”) are bound unto the (hereinafter called

“MD,APTS,HYDERABAD”) in the sum of ................ for which payment well and truly to be made

to the said APTS itself, its successors and assignees by these presents.

The conditions of this obligation are:

a. If the bidder withdraws its bid during the period of bid validity or

b. If the bidder , having been notified of the acceptance of its bid by the APTS during the

period of bid validity:

1) fails or refuses to execute the contract form if required; or

2) fails or refuses to furnish the performance security, in accordance with the bid

requirement;

c. bidder submits fabricated documents

We undertake to pay the above amount upon receipt of its first written demand,

without the APTS having to substantiate its demand, provided that in its demand the will

note that the amount claimed by it is due to it, owing to the occurrence of one or both of the

two conditions, specifying the occurred condition or conditions.

This guarantee of Rs. ‐‐‐‐‐‐‐‐‐‐will remain in force up to…... and any demand in respect

thereof should reach the Bank not later than the above date.

Place: Signature of the Bank Official Date : with seal


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Performance Security (PBG) Form

Ref. No...... (To be issued by a bank scheduled in India and having at least one branch in Hyderabad) To: ............................ (Address of SS&CR/ District Administration)

WHEREAS ............................. (Name of Bidder) hereinafter called “the Bidder" has undertaken, in pursuance of Contract No......... dated ... (Date), to supply .................. called "the Contract".

AND WHEREAS it has been stipulated by you in the said Contract that the Bidder shall furnish

you with a Bank Guarantee by a recognized bank for the sum specified therein as security for

compliance with the Supplier's performance obligations in accordance with the Contract.

WHEREAS we have agreed to give the Bidder a Guarantee:

THEREFORE WE hereby affirm that we are Guarantors and responsible to you, on behalf of

the Bidder, up to a total of Rs. ..................(Rupees..........) and we undertake to pay you, upon your

first written demand declaring the Bidder to be in default under the Contract and without

cavil or argument, any sum or sums within the limit of Rs............... (Amount of Guarantee) as

aforesaid, without your needing to prove or to show grounds or reasons for your demand or

the sum specified therein.

This guarantee is valid until the ......... day of ........ (Date)

Place: Date:

Signature of guarantors and seal.


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Check List Compliance/ Agreed/ Enclosed/ Deviation Statement

The following are the particulars of compliance/deviations from the requirements of the tender specifications.

Sl.No Bid document reference Remarks

1. EMD & APTS Receipt

2. Form PQ#1

3. Form PQ#2

4. Form PQ#3

5. Form PQ#4

6. Form PQ#5

7. Form PQ#6

8. Form TQ#1

9. Form TQ#2

10. Form TQ#3

11. Form TQ#4

12. Form F#1

The specifications and conditions furnished in the bidding document shall prevail over those of any other document forming a part of our bid, except only to the extent of deviations furnished in this statement.

Place: Bidder’s signature Date : and seal NOTE: For every item appropriate remarks should be indicated like ‘no deviation’, ’agreed’, ’enclosed’ etc. as the case may be.


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APPENDIX I

Pre Qualification (PQ) Proposal submission forms


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Name of the Service Provider (Bidder): Name of the Project:

Form PQ#1 General Information

The bidder must be a company registered under Companies Act, 1956 and shall have at least 5 years of experience in the field of cadastral survey and GIS based digitization of survey records/maps in India as on bid calling date.

# Description Supporting Documents with

page nos.

Nature of Bid Single

1 Name of the Company/ Firm :

2 Date of Incorporation (Registration Number & Registering Authority) VAT No., CST No., PAN No.

3 Legal Status of the Company in India & Nature of Business in India

Public Ltd Company/ Private/ Partnership firm

4 Address of the Registered Office in India :

5 Date of Commencement of Business

6 Name & e‐mail id, phone number, fax of the Contact Person :

Phone:Fax: Email

7 Web‐Site :

8 EMD details :

Amount:DD No. & Date Name of the Bank: Valid up to :

9 Proof of purchase of bid document : Receipt No: Date of purchase:

Note:

1. Bidder should submit the copy of RoC & Copy of Service Tax Registration Certificate. Place: Bidder’s signature Date : and seal.


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Name of the Bidder: Name of the Project:

Form PQ#2 Financial Turnover (All values in Rs. Lakhs)

Financial Information of Bidder

#

Financial Year

Turnover of the firm in

Total Profit after Tax

Net Worth of Company

Total Turnover of the firm

Turnover in related

digitization activities as per PQ criteria

(1) (2) (3) (4) (5)1 FY.201112

2 FY.201213

3 FY.201314

Note:

1. Turnover in areas other than mentioned above shall not be considered for evaluation, If bifurcation is needed a CA certificate is needed.

2. Please attach audited Balance Sheets and IT return statements to confirming the figures mentioned in columns (2).

3. Bidder should submit any of the Audited balance sheet / Profit & Loss statement / certificates from CFO of the Company duly audited by the Charted Accountant and certified by the Company Secretary for all the above stated three financial years.

Place: Bidder’s signature Date : and seal.


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Name of the Bidder : Name of the Project:

Form PQ#3 Project Experience

Place: Bidder’s signature Date : and seal.

Description of Item Supporting Document with page number

should have successfully completed at least one project of cadastal

survey/ digitization of FMBs/ GIS mapping of survey records/ maps

with a cost of Rs. 50 lakhs during the last three financial years i.e.,

2011‐12, 2012‐13 & 2013‐14.

Name of the Client / Department

Contact address & details of the department

Value of the Project

Date of Start of Work

Description of Work

Present Status

Date of Completion of Work

Bidder should submit any of the following: i. PO / Work order ii. Work completion certificates / Performance Certificate from client dept. duly signed by the authorized signatory from the Client end.

iii. Work satisfactory certificate from the client dept.

Enclosures submitted: Yes / No


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Form PQ#4 Declaration Regarding Clean Track Record To: The Managing Director APTS, 4th Floor, BRKR Bhavan, Tankbund Hyderabad‐63 Sir, I have carefully gone through the Terms & Conditions contained in the RFP Document [No._________________]. I hereby declare that my company has not been debarred/ black listed as on Bid calling date by any Central or State Government/ Quasi Government Departments or Organizations in India for non‐satisfactory past performance, corrupt, fraudulent or any other unethical business practices. I further certify that I am competent officer in my company to make this declaration. Yours faithfully, (Signature of the Bidder) Printed Name Designation Seal Date: Business Address:


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Form PQ#5 – Quality Certification

The bidder should submit valid ISO Certificate as on bid calling date.


Form PQ#6 Local Presence

The bidder should have a local office as on bid calling date.

If the bidder is not having Local presence, it has to open a local office within 15 days from

date of issue of LoI and same must be communicated to APTS for future correspondence.


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APPENDIX II

Technical Qualification (TQ) Proposal submission forms


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Form TQ#1 Understanding of the Project

i. Approach & Methodology for project implementation including the project plan for

Digitization, training etc.,

ii. Project Management, reporting and review methodology

iii. Bill of Material (BoM) should give complete technical specifications of each item and

its procurement value.

(Signature of Bidder)


Form TQ#2 – Implementation Schedule & Methodology

i. Implementation cum operations plan in detail.

ii. Acceptance Test plan with Department.


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Name of the Bidder :

Name of the Project:

Form TQ# 3 Staff Proposed for Digitization Project

Project team structure, size, capability and deployment plan (Total staffing plan including numbers)

Sl. No. Qualification Experience in the bidder‘s company

No. of persons proposed for the Project

Manager / Supervisor

Hardware Engineer

Software Engineer

Network / Database Administrator

Digitization Experts cum Assistants

Assistants Others (Specify)

Note:

1. The bidder should submit SelfCertification by the authorized signatory.

Place: Bidder’s Signature Date: with Seal


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Form TQ# 4 Work Schedule

No Activity Months

1 2 3 4 5 6 7 8 9 10 11 12 n1 2 3 4 5 N

Note:

1. Indicate all main activities of the assignment, including delivery of reports and other

benchmarks approvals. For phased assignments indicate activities, delivery of reports, and

benchmarks separately for each phase.

2 Duration of activities shall be indicated in the form of a bar chart.

Place: Bidder’s Signature Date: with Seal.


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APPENDIX III

Commercial Proposal Submission Forms


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Commercial Proposal Submission Letter [Location, Date] To: [Name and address of Employer] Dear Sirs: We, the undersigned, offer to provide the for [Insert title of Assignment] in accordance with your Request for Proposal dated [Insert Date], and our Technical Proposal. Our attached Financial Proposal is for the sum of [Insert amount(s) in words and figures]. This amount is inclusive of the Domestic taxes such as ‐‐‐‐‐‐‐‐‐ (Indicate the amounts against each). We hereby confirm that the financial proposal is unconditional and we acknowledge that any condition attached to financial proposal shall result in reject of our financial proposal. Our Financial Proposal shall be binding upon us subject to the modifications resulting from Contract negotiations, up to expiration of the validity period of the Proposal. We understand you are not bound to accept any Proposal you receive. We remain, Yours sincerely,


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Form F#1 Commercial Form

Sl.No Particular Amount (in Rs.) including

all taxes

A

Cost for each FMB

Digitization of FMBs, QC and uploading of error free data in the centralized server and all deliverables related to FMB

B

Cost for each village Map

Mosaic of Digitized FMBs into Village Map and all deliverables related to FMB

C Total Cost (a*0.90+B*.10)

• L1 cost will be arrived on Total Cost.

Note: 1. All Taxes will be the responsibility of Service Provider only. Charges quoted should

be inclusive of all types of Taxes.

2. All unit rates indicated shall be inclusive of installation, duties, transport, packing and transit insurance charges etc.

3. All other tasks pertinent to the contract even though may not have been mentioned in the bid document are assumed to have been included in the work.

4. Deduction of taxes at source will be made as per applicable laws from the payments to be made to the selected Service Provider.

Place: Bidder’s Signature Date: with Seal.

END of DOCUMENT ‐‐o0o—

CollabLand

Digitization and Mosaicing of Survey Maps

Web-site: collabland.gov.in

e-mail: [email protected]

Overview

CollabLand is a software developed by NIC for Digitization and Mosaicing of Land Survey Maps. It can handle a

variety of Survey Systems like Chain, Theodolite and Total Station (ETS). CollabLand can create maps of individual

land parcels and mosaic them to form village maps. Besides, it can import maps from Shape files, and can handle a

host of measurement units.

Product Highlights

Single product for all Survey Systems and Needs of the Country

Facility to integrate with legacy software for non-spatial data

Web-Enabled: Viewing of Maps and Work-Flow through Browser

Handles day-to-day Land Transactions like Creation of Sub-Divisions

Provides citizen service like Viewing and Printing of Land Parcel Maps

Maps in Database: Ensures Security and Availability Anytime / Anywhere

Platform independent: Works in Linux and Windows Operating Systems

Negligible cost due to use of Open-Source Technologies

Survey Systems Handled

Chain Survey: Madras System (Cumulative) and Bombay System (Incremental)

Total Station Survey: Leica and Top Con formats of Electronic Total System (ETS)

Theodolite Survey: Cadastral Survey Maps and Village Traverse

Import of Shape Files: Individual Parcel-wise | All parcels as a mosaic | Directly into Database

Import of proprietary format files: Files of Vision Surveyor Software

Measurement Units

Length Units Area Units

Meter Hectare-Are

Chain-Anna Hectare-Centiare

Sakhali-Aane Acre-Guntha

Chain-Link Acre-Cent

Links

Feet-Inch

Millimeter (ETS)

Customized for States / Union Territories

Tamil Nadu Kerala Puducherry

Karnataka Maharashtra Lakshadweep

Gujarat Auroville General

Operating Systems: Windows and Linux

Current Version : CollabLand 2.3 Beta (Released on 16 Feb 2015)

Next Release : CollabLand 2.3 (May 2015)

Implementation Status

CollabLand has been customized for the following States and Union Territories besides the Auroville Foundation.

Training sessions and workshops were also conducted at these States / UTs. Additional features were introduced in the

product based on the feedback received during these programmes. Besides, support to the end-users on digitization,

mosaicing, and database aspects are also being provided to on a regular basis.

1. Tamil Nadu Pilot started in 2005 in two taluks. State-wide rollout started in 2008. Maps in Chain Survey Method. Presently about 150 draftsmen from 70 taluks in 29 districts are doing digitization using the product About 20 Lac maps have been digitized so far which is approximately 40 % of the whole State. Mosaicing has been extensively done throughout the state. Training facility exists at "Tamilnadu Land Survey Training Institute", Orathanadu, near Thanjavur. CollabLand is a part of the curriculum for the Diploma course in Survey Techniques of the institute.

2. Kerala Pilot run in 2007 at Thycaud village in Thiruvananthapuram city resurveyed in Total Station method Product integrated with application for non-spatial data developed by NIC Kerala Combined print out of map and ownership information given to landowners at nominal cost. Digitization in Chain, Theodolite as well as Total Station methods in progress in 60 taluks in 14 Districts More than 50,000 maps have been digitized so far which is roughly 10 % of total maps. Mosaicing also has been successfully done both in Chain Survey and Total Station Systems.

3. Puducherry Digitization work started in the year 2009. Maps are in Chain Survey Method. About 10 draftsmen from 6 taluks in 2 districts are doing digitization. More than 80 % of maps digitized. Mosaicing also has been done in Chain Survey Method with and without Traverse Data. Integration with the software for non-spatial land records data was tested in dept. office. Maps created using Vision Surveyor software also has been successfully imported into CollabLand.

4. Lakshadweep

Product customized in 2011. Training has been given to the dept. staff. Digitization is in progress on pilot basis in Minicoy, which is one of the 10 inhabited islands. Majority of the maps were digitized; Integration with ownership data is also done over web.

5. Karnataka Product customized in 2012. More than 200 staff trained, who are doing digitization work now Implemented Multiple Workflow Mechanism in the software to suite the state’s requirements. Detailed proposal for integration with legacy systems like Mojini, Bhoomi and Kaveri was drafted.

6. Maharashtra Product was customized and pilot implementation in Pune district started in 2012. Staff from the dept. and out-sourced implementing agency were trained. Digitization work by the by dept. staff and implementing agency is in progress.

7. Gujarat Product customized in 2010. Brief training sessions have been conducted at two occasions. Demonstrated the capability of the product to handle Chain and Total Station Survey Systems.

8. Auroville Auroville is a universal township having land parcels spread across Tamilnadu and Puducherry Demonstrated the ability of CollabLand to handle maps which inherits properties from both states. Product customized in 2013. Digitization work in progress in full swing.

Web-Enabling and Integration

Multiple options have been provided to integrate the maps generated by CollabLand with other legacy software systems

developed by various State Units of NIC. This facilitates Integrated Workflow Mechanism during land transactions like the

Mutation process. These features can be customized and extended to the users environment on demand. The prominent

channels for integration are:

Display of Maps in common web-browser.

Light-weight CollabLand Viewers downloaded as Applets

Providing Shape files as inputs to systems which can handle such files

Stand-Alone CollabLand application in Viewer Mode, invoked from other applications.

Development History The development was started in 2003. A total of 14 releases have been made so far. Releases are made on regular basis

after implementation of series of popular features, as well as based on user requirement. Release of the next version

(CollabLand 2.3) is scheduled during March-April 2015.

Sl. No. Version Date Version Highlight

1 2.3 May 2015 Customization for AP. Geo-Referencing. Icon Palette.

2 2.2 Apr 2014 Interactive creation of maps & mosaic enhancements

3 2.1 Jun 2013 Online Viewing. Customization for Auroville

4 2.0 Oct 2012 Customization for Karnataka and Maharashtra

5 1.9 Oct 2011 Mosaic enhancements; Automatic mosaicing

6 1.8 Feb 2010 Customization for Gujarat

7 1.7 Jan 2009 Roll-out in Puducherry

8 1.6 May 2008 State-wide roll-out in Tamil Nadu

9 1.5 Jan 2008 Integration and commercial deployment in Kerala

10 1.4 Aug 2007 Pilot run in Kerala using Total Station method

11 1.3 Dec 2006 Basic mosaicing feature implemented

12 1.2 Jun 2006 User Interface enhancements

13 1.1 Aug 2005 Pilot run in two Taluks in Tamil Nadu

14 1.0 Jun 2005 First version for field level testing

Road Map Integration with other Land Records and GIS Applications

Make available to Academic Institutions and Private parties

3D features like creation of Contour Maps and computation of Earth Work

CollabLand Features

1. Map Creation A set of Data Entry Tables have been provided for the user to enter the data related to the map. Data can be imported

also into these tables from files in respective formats. A host of options are available to manipulate the data in these

tables. Maps would be created from these data on a single mouse click. Extensive checks and validations have

been provided during this process of map generation. Maps would be created with optimum position for various texts

like Point Names, Length of Lines, and Name/Area of Sub-Divisions. The direction of boundary of adjacent plots also

would be automatically marked using Frill lines.

Chain Survey Facility for Cumulative (Madras System) and Incremental (Bombay System) input of Base Distances.

Option for Clock-wise and Anti-Clockwise Traversal of Base Lines

Provision for simultaneous display of map during entry of Ladder data (CollabLand 2.2)

Creation of Maps by merging Base Lines using Copy-Paste method.

Total Station Survey Choice of brands of ETS instruments like Leica, Top Con.

Facility to import Point data from text file.

Provision to import Traverse as well as Parcel Survey Data.

Different options to correct closing error of Traverse Survey

Theodolite Traverse Interactive creation of Traverse Maps by entering Bearing (Angle) and Distance.

Facility to import reduced point coordinates of Traverse Points

Provision for Parcel Maps as well as Mosaic Maps over a Traverse.

Shape Files Facility for import individual Parcels in the Shape file.

Option to import the whole shape file as a Mosaiced map

Provision to import all the parcels in the file directly into the database.

Proprietary Formats Facility for import Vision Surveyor Maps

More formats shall be supported on user demand.

2. Creation of Sub-Divisions (Mutation) Easy to use and state of the art facilities are available for creation of Sub-Division Points, Lines and the Sub-Division

itself. All the information provided by the user are logged in the Data Entry Tables for later regeneration of the Map.

Creation of Sub-Division Points: The following methods exist to create Sub-Division Points. Offset Point: Using Base and Offset distance with respect to an existing Line

Coordinate Point: By entering absolute X, Y, and Z coordinate values of the Point

Delta Point: By providing relative X and Y distance of the Point w. r. an existing Point

Polar Point: From Angle and Distance of the Point w. r. to a given Point

Triangle Point: By entering the distance of the Point from two Points

Intersection Point: At the point of intersection of two Lines

Free Hand Point: At a position specified by the mouse click

Creation of Sub-Division Lines: The following methods are available to create Sub-Division Lines Point to Point: By connecting existing Points using Mouse.

Area and Side: By entering the Area to be covered parallel to a selected Line.

Area and Point: By providing the Area to be enclosed w. r. to a selected Point.

Sub-Division Creation: Sub-Divisions are created by a single mouse click inside the area.

Area is automatically computed and prompted for confirmation.

Provision to create Island Sub-Divisions inside a Sub-Division.

Option to enter Sub-Division Names in Local Language.

Facility to Merge two Sub-Divisions having a common boundary

3. Modification / Beautification of Maps

Option to include / exclude points in the Boundary.

Introduce Frill Lines denoting boundary of adjacent plots

Facility to orient the map with reference to true North

Facility to assign GPS Coordinates to Points in the map.

Insert missing linear measurements.

Change Base / Offset distances of Offset Points

Modify coordinates of Total Station Points.

Alteration of Length and Area to match legacy data.

Provision to restrict Length/Area modification within Tolerance

Movement of Test Position to avoid overlap.

4. Display Features

Option for display in Local Language (based on Unicode).

Display of one or more Sub-Divisions with different patterns.

Formatted display of Ladder and Coordinate Tables.

Shows Coordinates and Offset Measurements of Points.

Length of Lines displayed in Local Numerals and Metric Units.

Control over Size and Color of Points, Lines and Texts.

Differential display of Lines and Points based on their type.

Provision to Import / Export display options to achieve uniformity

5. Detailing of Maps

Facility to create detailed view of a portion of the map.

Hundreds of scalable symbols. Customized for each state.

Symbols that are always aligned and not aligned to North

Provision for Notes with modifiable size, style, color and orientation.

Notes in different fonts, including local languages

Smooth Free Hand sketches to denote Streams and Roads

Multi-Line Profiles to represent Railways, Telephone/Electric Lines.

Closed Polygons with hatching facility to represent buildings

Profiles with constraints like Parallel, Perpendicular, Orthogonal.

Facility to create Arrows / Leads and Symbols using Profiles.

Option to Copy, Modify, Move, Rotate, and Deletion the Details

6. Mosaicing

Intelligent mosaicing of Maps based on Survey system employed.

Automatic mosaicing of a Village by merely selecting the Village Name

Mosaicing over Traverse Map based on number of Control Points.

Option for manual Mosaicing; Mosaicing in batches.

Facility to Mosaic one Map with its immediate neighboring Plots.

Provision to Move, Rotate, Align, and Delete Mosaiced Parcels.

Option for automatic correction of Mosaiced Maps

Manual correction by Moving and Merging of Points and Lines

Beautification of Village Maps using variety of colored patterns

Facility to export Mosaiced maps in Shape file format.

Option to control the Tolerance Values during Matching and Merging.

Provision to view the area of mosaiced maps in tabular form.

7. Database Features

Maps saved in Database ensures Anytime / Anywhere availability

Facilitates Work Flow mechanism and Integration with other software

Database approach enhances security using access privileges

Customized Role-Based Menu for different category of users.

Maintenance of Transaction tables for easy tracing of database events.

User logs maintained for monitoring performance of the users.

Automatic update of Database and Maps with software version change.

Easy database administration with the help of menu based operations.

8. Workflow

Built-in Workflow mechanism with Three customisable levels.

‘Modification’ of Maps follows ‘Verification’ and ‘Approval’.

‘Proposals’ for Multiple modifications to proceed simultaneously.

Provision for other software to participate in the Work-Flow.

All old versions of the Map are preserved for future reference.

Facility to view and compare all older versions of map.

9. Reports

Built-in mechanism for generation of all important reports.

Reports to monitor progress of digitization and user performance.

Reports to assess Workflow progress and Transaction History.

Village-wise Area Report. Length and Area Tolerance Reports.

Provision to customize various reports for viewing in web-browser.

10. Miscellaneous Features

Provision to export Maps in Image and PDF format, besides Shape files.

Facility for dynamic zooming and panning, and Print Preview.

Display in customizable standard scales, and user defined scale

Option to Pin the map to prevent further zooming and panning.

Extensive search facility for Texts in the Map and Data Entry Tables.

Facility for unlimited Undo and Redo, and to set Undo limit

Measuring Tool to find distance between Points and Area of a Polygon.

Option for General installation (which is not specific to any State/UT)

Licensed version of CollabLand also exists for commercial distribution.

Built-in User Manual consisting of Tutorials and suggested procedures.