Request for Proposal For

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1 Request for Proposal For FOR CREATION OF GIS DATABASE OF ALL DEPARTMENTS OF UT OF DADRA AND NAGAR HAVELI DADRA & NAGAR HAVELI, PLANNING AND DEVELOPMENT AUTHORITY, 1 st floor, South wing, New Collectorate Building, Amli, Silvassa

2 No. DNHPDA/107(116)/GISDATABASE/2015/ Tender Invitation Notice No The Member Secretary, Dadra and Nagar Haveli Planning and Development Authority, Silvassa invites tender from eligible consultants/firms/ agencies. Sl. No. Name of work Tender ID Earnest Money Deposit Tender fees non refundable (1) (2) 3 (4) (5) 1 Creation of GIS Database of all Departments of UT of Dadra and Nagar Haveli 10,000/- Rs.500/- * Starting of tender purchase *Last date for purchase of tender documents Up to , hrs. *Physical Submission of tender *Opening of Technical Bid Opening of Financial Bid On hrs at hrs at hrs The tender form along with all details including schedules and terms and conditions can be down loaded from the Web Site The tender fees (nonrefundable) in form of DD in favor of undersigned may be kept in Bid along with above mandatory documents. Submission of tender fees in form of DD & EMD in form of FDR, PAN Card number etc. Tender documents shall be submitted to the tender inviting authority by RPAD/Speed Post/Courier. However, Tender inviting Authority shall not be responsible for any postal delay. The said documents can also be deposited in the office of the undersigned in person. In case the bidder/s not enclosed any of above documents he/she/they will be disqualified and the price bid shall not be opened. The Tender Inviting Authority reserves the right to accept or reject any or all the tender to be received without assigning any reasons thereof. In case bidder needs any clarification on the Tender Document or Scope of Work, they can contact the undersigned at office of the Planning and Development Authority, First Floor, New Collectorate Building, Silvassa, DNH during office hours. Tel: Copy to: 1. All Heads of Office, for wide publicity. (Sanjay Kumar) MS,DNHPDA, Dadra & Nagar Haveli, Page 1 of 21

3 2. F.P.O. for wide publicity. 3. Director, IT, Silvassa for wide publicity through Internet on web site Page 2 of 21

4 Table of Contents 1 GENERAL INSTRUCTIONS INSTRUCTIONS TO TENDERERS Acceptance of Proposal Clarification on RFP Response Purchase of RFP documents Eligibility Criteria Contact Details Authentication of Bids Right to Terminate the Process Earnest Money Deposit (EMD) BIDDING PROCESS Pre-bid Clarifications Cost of Bid Preparation Bid Submission Availability of Tender Documents Proposal Format Bid opening and Bid Evaluation Process Bid Opening Overall Evaluation Process Evaluation of Technical Bids Award of Work Notification of Award Signing of Agreement Performance Bank Guarantee Scope of work DELIVERY SCHEDULE Appendix B: TERMS AND CONDITIONS OF CONTRACT Standards of Performance Delivery and Documents Intellectual Property Rights Liquidated Damages order Cancellation Taxes Page 3 of 21

5 7.7 Indemnity Legal Jurisdiction Payment Terms: Indemnity Resolution of Disputes Force Majeure PRICE SCHEDULE PERFORMANCE SECURITY FORM (PSF) Page 4 of 21

6 1 GENERAL INSTRUCTIONS 1.1 INSTRUCTIONS TO TENDERERS The Planning and Development Authority shall have a TWO STAGE bidding selection process, more specifically dealt with here in the tender document. The details of the work have been more specifically mentioned in the scope of work. The intending tenderers are required to carefully go through the details of the conditions and scope of the work mentioned in the tender document and the formats for submission which form part of this document. Each bidder shall be allowed to submit one bid only, complete in all respects. Multiple offers by the same agency shall disqualify him/her for consideration in the tender selection process. Each bidder shall also be responsible for and shall pay for all the costs associated with the preparation of his or her own bid and participation in the bidding process. Member Secretary, DNHPDA reserves the right to modify the conditions specified in this tender document in the form of an addendum/s and in such event the bidder shall be entitled to modify their tender conditions in accordance with the requirement of addendum if any within the time stipulated in the notice of addendum. The bid shall remain valid for a period not less than 90 days from the bid submission date (proposal validity period). The Member Secretary reserves the right to reject any bid, which does not meet this requirement. 1.2 ACCEPTANCE OF PROPOSAL Without limiting its rights at law or otherwise, The Planning and Development Authority reserves the right in its absolute discretion in relation to: Accepting or rejecting a response Seek written clarification from any or all of the bidders in relation to their responses, during the evaluation of bids Varying or discounting the procurement process if it deems reasonable conditions exist to do so Page 5 of 21

7 Providing additional information to any or all applicants Cancelling, adding to or amending the information, requirements, terms, procedures or processes set out in this document. In such a case the DNHPDA shall publish these on the website and notify the applicants Identifying opportunities for collaborative responses to be offered for the delivery of specified services Issue an open tender/rfp Waive any small/ minor informalities in the process 1.3 CLARIFICATION ON RFP RESPONSE During Technical and Commercial evaluation of the Proposals, The Planning and Development Authority may, at its discretion, ask Bidder for clarifications on their proposal. 1.4 PURCHASE OF RFP DOCUMENTS The Bid documents would be made available online and interested bidders can download the bid documents. 1.5 ELIGIBILITY CRITERIA I. The bidders eligible for participation in the tender shall be any Technical GIS Expert/Consultant/ GIS Firm II. The Bidder should have minimum 7 years experience in GIS/ Remote Sensing/GPS solutions. III. The bidder must have engaged in providing consultancy services to government or private organizations in areas of Remote Sensing and GIS (Geographical Information System) application projects for at least 3 years. Profile may be attached accordingly information for proposal submission IV. The bidder should have qualified personnel to handle the latest remote sensing and GIS hardware and software available.. Tenderer must provide CVs of professional staff proposed to be engaged on the project. Page 6 of 21

8 1.5.1 CONTACT DETAILS All inquiries concerning this procurement are to be directed to The Member Secretary, Planning and Development Authority. Any unauthorized contact will result for immediate rejection of the bidders communicated in writing and will be dealt with in writing only For further details and queries please contact The Member Secretary, Planning and Development Authority, Phone: Fax: ID: RFP Response. Substantive questions should be AUTHENTICATION OF BIDS The Bid Document shall be typed in indelible ink and shall be signed by a person or persons duly authorized to bind the Bidder to the Contract. The person or persons signing the Bid Document shall initial all pages of the Bid Document, including places where entries or amendments have been made RIGHT TO TERMINATE THE PROCESS The Planning and Development Authority may terminate the RFP process at any time without assigning any reason. The Planning and Development Authority makes no commitments, express or implied, that this process will result in a business transaction with any of the bidders. This RFP does not constitute an offer by the Planning and Development Authority. The bidder s participation in this process may result in The Planning and Development Authority selecting the bidder for The Planning and Development Authority to engage in further discussions toward execution of a contract. The commencement of such discussions does not, however, signify a commitment by The Planning and Development Authority to execute a contract or to continue negotiations. The Planning and Development Authority may terminate discussions at any time without assigning any reason EARNEST MONEY DEPOSIT (EMD) Page 7 of 21

9 I. Bidders shall submit, along with their bids, EMD of Rs.10,000 - (Rupees Sixty Thousands Only ) in the form of a Bank Guarantee (BG)/FDR drawn from any scheduled/nationalized bank in favor of The Member Secretary, Dadra & Nagar Haveli Planning and Development Authority payable at Silvassa valid for 90 days from the date of submission of the bid. EMD in any other form shall not be entertained. II. The EMD shall be denominated in Indian Rupees only. No interest will be payable to the bidder on the amount of the EMD. III. Unsuccessful bidder s EMD will be discharged/ returned as promptly as possible, but not later than 30 days after the award of the contract to the selected implementation agency. IV. The EMD may be forfeited: a. If a bidder withdraws his bid or increases his quoted prices during the period of bid validity or its extended period, if any; or b. In the case of a successful bidder if the bidder fails to sign the contract for any reason not attributable to the Planning and Development Authority or to furnish Performance Bank Guarantees within specified time in accordance with the format given in the RFP. c. During the bidding process, if any information is found wrong / manipulated / hidden in the bid. The decision of The Planning and Development Authority regarding forfeiture of the EMD and rejection of bid shall be final & shall not be questioned under any circumstances 2 BIDDING PROCESS 2.1 PRE-BID CLARIFICATIONS After distribution of the RFP, The Planning and Development Authority will begin accepting the requests for Clarification from the interested Bidders. All clarifications should be sent in the format provided in the table below. S. No. Bidding Document Reference(s) (section number/ page) Content of RFP Description of clarification sought Page 8 of 21

10 All clarifications should be sent on ID mentioned below on or before the deadline mentioned in the RFP. Telephone calls will not be accepted for clarifying the queries. All enquiries / clarifications from the Bidder related to this RFP must be directed to the contact person notified by The Planning and Development Authority. In no event will Planning and Development Authority be responsible for ensuring that Bidders inquiries have been received by The Planning and Development Authority. The Planning and Development Authority may at its option share the replies to the queries by publishing it on the website <dnh.nic.in>. However, The Planning and Development Authority makes no representation or warranty as to the completeness of any response, nor does The Planning and Development Authority undertakes to answer all the queries that have been posed by the Bidder. 2.2 COST OF BID PREPARATION The bidder shall bear all costs associated with the preparation and submission of its bid and / The Planning and Development Authority shall in no event or circumstance be held responsible or liable for these costs, regardless of the conduct or outcome of the bidding process. All costs incurred in connection with participation in the bidding process, including, but not limited to, costs incurred in participation in meetings/ discussions/ presentations, preparation of proposal, in providing any additional information required by The Planning and Development Authority to facilitate the evaluation process and in negotiating a definitive contract or all such activities related to the bid process will be borne by the bidder. This RFP does not commit The Planning and Development Authority to award a contract. Further, no reimbursable cost may be incurred in anticipation of award. Bidders shall furnish the required information of their technical and commercial proposals in the enclosed formats only. Any deviations in format or if the envelopes are not sealed properly will make the tender liable for rejection. 2.3 BID SUBMISSION AVAILABILITY OF TENDER DOCUMENTS Tender documents can be downloaded from our website <www.dnh.nic.in> Page 9 of 21

11 The bidders are expected to examine all instructions, forms, terms, project requirements and other information in the RFP documents. Failure to furnish all information required as mentioned in the RFP documents or submission of a proposal not substantially responsive to the RFP documents in every respect will be at the bidder's risk and may result in rejection of the proposal. The sealed Bids shall be submitted either by registered post, in person or through reputed courier service agencies only. No Bids will be accepted beyond the date & time given below. liable for rejection Bids submitted without adequate EMD / tender document fee will be PROPOSAL FORMAT The proposal as mentioned shall be submitted in two parts. Each part shall include the following information Technical Bid This bid shall contain the following documents DD/BG/FDR for EMD. Covering letter and Bid form as prescribed Bidder Information form (details of the Bidder) as prescribed in Annexure Details of Relevant Project Experience along with necessary work orders / Client certificate Technical Proposal comprising of Technical approach, methodology and work plan. Compliance to Functional Requirement Specification The envelope should be super scribed Technical Proposal Creation of GIS Database for various Departments of DNH and addressed to The Member Secretary, Dadra and Nagar Haveli Planning and Development Authority, Silvassa, at the address specified in RFP. Technical proposal should not contain any commercial information Commercial Proposal Page 10 of 21

12 The Commercial Proposal will be submitted only in the printed format and the bidder is expected to submit only one copy of the Commercial Proposal as per the form in RFP. Prices Quoted in Commercial Proposal shall be inclusive of all applicable taxes. All the pages in the commercial response should be sealed and signed by the authorized signatory of the Bidder. The envelope should be super scribed Commercial Proposal Creation of GIS Database for various Departments of DNH and addressed to The Member Secretary, Dadra and Nagar Haveli Planning and Development Authority, Silvassa, at the address specified in RFP. 3 BID OPENING AND BID EVALUATION PROCESS 3.1 BID OPENING a. The Planning and Development Authority reserves the rights at all times to postpone or cancel a scheduled bid opening. b. The bids will be opened in two parts. In the first part all technical bids will be opened and in second part, Commercial bids of only technically qualified bides will be opened. Bids will be opened, in the presence of bidder s representatives who choose to attend the bid opening sessions on the specified date, time and address. 3.2 OVERALL EVALUATION PROCESS a. A tiered evaluation procedure will be adopted for evaluation of proposals, with the technical evaluation being completed before the commercial proposals are opened and compared. b. Planning and Development Authority will review the technical bids of the bidders to determine whether the technical bids are substantially responsive. Bids that are not substantially responsive are liable to be disqualified. The Planning Development Authority may seek inputs from their professional, external experts in the technical and commercial evaluation process. Page 11 of 21

13 c. Planning and Development Authority shall assign technical score to the bidders based on the technical evaluation criteria. The bidders with a technical score above the threshold as specified in the technical evaluation criteria shall technically qualify for the commercial evaluation stage. d. The commercial bids for the technically qualified bidders will then be opened and reviewed to determine whether the commercial bids are substantially responsive 3.3 EVALUATION OF TECHNICAL BIDS The evaluation of the Technical bids will be carried out in the following manner: The bidders' technical solution proposed in the bid document is evaluated as per the requirements specified in the RFP and adopting the evaluation criteria spelt out in this RFP. The Bidders are required to submit all required documentation in support of the evaluation criteria specified as required for technical evaluation. 4 AWARD OF WORK 4.1 NOTIFICATION OF AWARD Prior to expiry of the validity period, the Planning and Development Authority will notify in writing that the successful bidder s proposal has been accepted. Upon the successful bidder s furnishing of a Performance Bank Guarantee, the contract signing process will commence. 4.2 SIGNING OF AGREEMENT Once the Planning and Development Authority notifies the successful bidder that its proposal has been accepted, the Planning and Development Authority shall enter into the Agreement with bidder. 4.3 PERFORMANCE BANK GUARANTEE a. The successful bidder shall at its own expense deposit with the Planning and Development Authority, within thirty (30) working days of the date of notice of award of the contract, an unconditional and irrevocable Performance Bank Guarantee (PBG) (as per the prescribed format provided in this document) from a scheduled or nationalized Page 12 of 21

14 bank acceptable to the Planning and Development Authority, payable on demand, for the due performance and fulfillment of the contract by the Bidder. b. The Performance Bank Guarantee will be for an amount of 10% of Total value of contract. All incidental charges whatsoever such as premium, commission etc. with respect to the Performance Bank Guarantee shall be borne by the bidder. The PBG shall be valid till Twelve months after the date of work order given to bidder. c. In the event of the bidder being unable to service the Agreement for whatever reason, the Planning and Development Authority would have the right to invoke the PBG. Notwithstanding and without prejudice to any rights whatsoever of the Planning and Development Authority under the Agreement in the matter, the proceeds of the PBG shall be payable to the Planning and Development Authority as compensation for the bidder s failure to perform/comply with its obligations under the Agreement. The Planning and Development Authority shall notify the Bidder in writing of the exercise of its right to receive such compensation within 14 days, indicating the contractual obligation(s) for which the bidder is in default. 5 SCOPE OF WORK The primary scope of the project is a. To develop a common digital geo-referenced base map that will be used by all departments within the Administration for detailed mapping. This map is to be updated regularly to maintain an accurate and reliable information data base on all components of infrastructure on a common, scalable and physically verifiable GIS platform. b. The Base Data - Administrative Boundaries like Patelad boundary, Village boundary, road network, water bodies etc is existing with DNHPDA. The database creation will be done for all the Departments on the existing GIS data of DNH. c. To do a thorough review of the existing datasets in terms of their features and attributes and compile all the spatial information before starting with base map updation d. To create a GIS based Database management system of all Departments of DNH as per the requirement. The GIS layers and its database structure will be given after award of work. Page 13 of 21

15 e. To coordinate with all the Departments and collect all the existing GIS Data and other non spatial data which is to be required to make the database. f. Integration of existing GIS data of DNHPDA and other Departmental spatial and non spatial data. g. To conduct GPS survey or any other filed survey as per the requirement to collect the data for integration of data h. Topology creation and to submit a error free database with a common coordinate system (Projection UTM) i. To conduct minimum two weeks training on GIS including Remote Sensing and Database Management System to the selected officers of various Department for the usage, edit and update of GIS Data 6 DELIVERY SCHEDULE All Application Development must be completed within 6 months of commencement of work. 7 APPENDIX B: TERMS AND CONDITIONS OF CONTRACT 7.1 STANDARDS OF PERFORMANCE The Bidder shall perform the services and carry out their obligations under the Contract with due diligence, efficiency and economy in accordance with generally accepted professional standards and practices. The Bidder shall always act in respect of any matter relating to this contract as faithful advisor to the Planning and Development Authority. The Bidder shall always support and safeguard the legitimate interests of The Planning and Development Authority, in any dealings with the third party. The Bidder shall abide by all the Provisions/Acts/Rules etc. of Information Technology prevalent in the country and conform to the standards laid down in RFP in totality 7.2 DELIVERY AND DOCUMENTS The applicant shall submit all the deliverables on due date as per the delivery schedule. The applicant shall not without The Planning and Development Authority's prior written consent disclose the Contract, drawings, specifications, plan, pattern, samples to any person other than an entity employed by the Planning and Development Authority for the performance of the Contract. In case of termination of the Contract, the entire document used by applicant in the execution of project shall become property of the Planning and Development Page 14 of 21

16 Authority. Bidder shall provide all necessary support whenever requested by the Planning and Development Authority during the period of project implementation 7.3 INTELLECTUAL PROPERTY RIGHTS All rights including the Intellectual property rights subsisting in any material including to any tools, utilities or methodologies belonging to the Bidder and used to perform the obligations under this Agreement and any additional or new inventions made in the course of performance of services here under by the Bidder shall remain vested with the Bidder 7.4 LIQUIDATED DAMAGES If the bidder fails to deliver any or all of the equipment or does not perform the Services within the time period(s) specified in the Contract, the Planning and Development Authority shall, without prejudice to its other remedies under the Contract, deduct from the Contract price, as liquidated damages, a sum equivalent to 0.5 percent of the price of the undelivered stores for a particular council/authority at the stipulated rate for each week or part thereof during which the delivery of such stores may be delayed subject to a maximum limit of 5 percent of the stipulated price of the stores so undelivered. Once the maximum limit mentioned above is reached, the Planning and Development Authority may consider termination of the Contract. 7.5 ORDER CANCELLATION The Planning and Development Authority reserves the right to cancel the order in the event of one or more of the following circumstances. (i) (ii) (iii) (iv) (v) Any unsatisfactory progress in performance of the system and/or inadequate provisions for implementation of the system contrary to the requirement specified in the tender document. Breach of any terms and conditions of the tender and/or any special contract(s) entered into between the parties If the bidder goes into liquidation voluntarily or otherwise in addition to the cancellation of the purchase order. In any of such events the Planning and Development Authority reserves the right to forfeit the performance guarantee submitted to the Planning and Development Authority in the form of Bank guarantee by the vendor. The order of cancellation shall be in writing sent through registered post on the address furnished in the agreement and/or in the form of publication in any widely circulated Page 15 of 21

17 (vi) (vii) (viii) newspaper. Cancellation shall be effective on and from the date specified therein the order of cancellation. The successful bidder shall have to deposit an amount equal to 10% of the tendered and accepted value of the work as performance guarantee in form of FDR (Fix Deposit Receipt) or Bank Guarantee of a Scheduled Bank. Non receipt of performance guarantee within stipulated time will result in automatic cancellation of the order for supply without any intimation. The amount of Earnest Money paid by the bidder whose tenders are not accepted will be refunded to them by cheque or Demand Draft ( as may be convenient to the Tender Inviting Officer ) drawn on any branch of Nationalized Bank or its subsidiary Schedule Bank. 7.6 TAXES The prices quoted should exclude all taxes, VAT, Sales Tax, etc. duties and any other levy attracted to the item applicable. As per the prevailing laws on duties and taxes during the execution of the project, the taxes applicable shall be levied in the bills provided by vendor which shall be paid by the Authority. 7.7 INDEMNITY Vendor shall indemnify, protect and save the Purchaser against all claims, losses, costs damages, expenses, action suits and other proceeding, resulting from infringement of any patent, trademarks, copyrights etc. or such other statutory infringements in respects of all the hardware and software supplied by him. 7.8 LEGAL JURISDICTION All legal disputes are subject to the jurisdiction of Dadra & Nagar Haveli courts only. 7.9 PAYMENT TERMS: 30% on submission of Performance Bank Guarantee 50% on completion of GIS database creation Page 16 of 21

18 20% on completion of training 7.10 INDEMNITY Bidder shall indemnify, protect and save the Planning and Development Authority against all claims, losses, costs damages, expenses, action suits and other proceeding, resulting from infringement of any patent, trademarks, copyrights etc. or such other statutory infringements in respects of all the hardware and software supplied by him RESOLUTION OF DISPUTES The Planning and Development Authority and the Bidder shall make every effort to resolve amicably, by direct informal negotiation, any disagreement or dispute arising between them in connection with the contract. If after thirty days from the commencement of such informal negotiations, the Planning and Development Authority and the Bidder have been unable to resolve amicably a contract dispute; either party may require that the dispute be referred for resolution by formal arbitration. The Arbitration and Conciliation Act, 1996, shall apply to the arbitration proceedings and the venue of the arbitration shall be Silvasa FORCE MAJEURE If either party is unable to perform any of its obligations under this Agreement because of circumstances beyond the reasonable control of the party, such as an act of God, fire, casualty, flood, war, strike, lock out, failure of public utilities, injunction or any act, exercise, assertion or requirement of any governmental authority, epidemic, destruction of production facilities, insurrection, inability to obtain labor, materials, equipment, transportation or energy sufficient to meet needs (a Force Majeure Event ) the party who has been so affected shall immediately give notice to the other party and shall do everything reasonably possible to resume performance, except that Company shall not be excused in any event from its payment obligation. Upon receipt of such notice, all obligations under this Agreement shall be immediately suspended for the period of such Force Majeure Event. If the period of nonperformance exceeds sixty (60) days from the receipt of notice of the Force Majeure Event, the party whose ability to perform has not been so affected may give written notice to terminate this agreement. Page 17 of 21

19 7.13 PRICE SCHEDULE Sr. Description Amount in Rs. A Creation of GIS Database of all Departments of UT of Dadra and Nagar Haveli Signature of Bidder Business Address Place Date Page 18 of 21

20 7.14 PERFORMANCE SECURITY FORM (PSF) To: The Member Secretary, The Planning and Development Authority,, <Location> WHEREAS (Name of Bidder) hereinafter called "the Bidder" has undertaken, purchase of Contract No. dated, to Supply (Description of goods and Services) here in after 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 scheduled/ nationalized bank for the sum specified therein as security for compliance with the Bidder's performance obligations in accordance with the Contract. AND 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 (Amount of the guarantee in Words and Figures) 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 Page 19 of 21

21 as aforesaid, without your needing to prove or to show the grounds or reasons for your demand or the sum specified therein. This guarantee is valid until the day of Signature and Seal of Guarantors Date Address: Telephone no. E. mail Page 20 of 21

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