Municipal Council Mandi,, Himachal Pradesh Phone : (01905) ,

Transcription

1 Municipal Council Mandi,, Himachal Pradesh Phone : (01905) , Fax No. : (01905) , [email protected] Request for Proposal (RFP) Document for Selection of Consultancy Firms for Preparation of GIS Base Based Property Tax Management System for Mandi Town of Himachal Pradesh October 2015 EXECUTIVE OFFICER Municipal Council Mandi, Mahajan Bazar, District - Mandi HIMACHAL PRADESH Page 1

2 TENDER TITLE: PREPARATION OF GIS BASED PROPERTY TAX MANAGEMENT SYSTEM FOR MANDI TOWN OF HIMACHAL PRADESH 1. Tender No MC/2015/ DATED 3/10/ Contract Period 6 month 3. Cost of RFP Rs. 5000/- (Five Thousand Only) 4. Bid Security (EMD) Rs. 50,000/- (Fifty Thousand Only in shape of DD/BG) 5. Date of Online Publication 05/10/ :00 hrs. 6. Downloading of e-rfp 05/10/ :00 hrs. 7. Pre-Bid Meeting 19/10/ :00 hrs. 8. Physical Submission of Earnest Money and Cost of e-rfp 31/10/ :00 hrs. 9. Date of Submission Detailed e-rfp 31/10/ :00 hrs. 10. Date of Opening of Technical Bid 02/11/ :00 hrs. Page 2

3 Municipal Council Mandi,, Himachal Pradesh Phone : (01905) , Fax No.: (01905) , [email protected] RFP For Preparation of GIS Base Based Property Tax Management System for Mandi Town of Himachal Pradesh No. MC/2015/ Date: 3/10/ Executive Officer Mandi,, HP invites Proposals from eligible Consultancy Firms for Preparation of Based Property Tax Management System for Mandi Town of Himachal Pradesh under JNNURM/NULM project? 2. Eligibility ligibility Criteria for participating Consultancy Firm: (i) The applicant should be a firm or legal entity registered under Companies Act, Societies or any other law and should have been in operations in India for at least 3 years with the proof of incorporation/ incorpora commencement of business. (ii) The Firm should have been working in the field of GIS based Property Survey for more than 3 years ending on st 31 March 2015 st (iii) Average annual turnover of the Consultancy Firm for the last three financial years ending on March Mar should be equal to or greater than Rs. 50 lacs. (iv) The Consultancy Firm should have successfully completed at least 3 similar assignments or 25,000 GIS based Property Survey and its integration with Base Map for ULBs/Towns in the last Three years yea (2011 onwards). Bidder should submit details of the project and completion certificate /work order /contract agreement or any other related document issued by client. (v) Joint ventures and Subletting are not allowed for this assignment Interested Consultancy sultancy Firms may download the complete Request for Proposal (e( -RFP) Document, from tender section on the website : & 3/10/ onwards. Interested Consultancy Firms may submit their proposals along with a Non Non-refundable -refundable Demand Draft of Rs. 5,000/(Rupees Five thousand only) drawn in favor of EXECUTIVE OFFICER Mandi,, payable at Mandi, towards the cost of RFP Document. No proposals will will be accepted without cost of RFP document. No liability will be accepted for downloading the incomplete document. Sealed Completed Proposals along with the Bid security in acceptable form will be received at the address mentioned below on any working day d up to 15:00 hours on 31/10/ 2015 EXECUTIVE OFFICER Municipal Council Mandi, Mahajan Bazar, District Mandi PIN HIMACHAL PRADESH Executive Officer, Municipal Council Mandi reserves the right ight to accept or reject any or all proposals without incurring any obligation to inform the affected applicant/s of the grounds. The eligibility criteria will be first evaluated as defined above at S. No.2 for each bidder. Detailed technical evaluation and an technical presentation will be taken up in respect of only those bidders, who meet with the prescribed eligibility criteria. (Executive Officer) Municipal Council Mandi, Mandi HP Page 3

4 Section 1 Letter of invitation Ref:, dated 2015 From: EXECUTIVE OFFICER Municipal Council Mandi, Mahajan Bazar, District Mandi PIN HIMACHAL PRADESH Phone : (01905) , Fax No. : (01905) , [email protected] 1. Executive Officer Municipal Council Mandi, Himachal Pradesh invites proposals through open tender to provide the following consulting services: Preparation of GIS Based Property Tax Management System for Mandi Town of Himachal Pradesh 2. The Background Information and Terms of Reference for the Consulting services are provided in Section 5 of the Request for Proposal (RFP) 3. This RFP is available to all eligible prospective consulting firms. 4. A firm will be selected under Least Cost Selection (LCS) Method and procedures described in this RFP, in accordance with the policies of the Govt. of Himachal Pradesh. 5. The RFP includes the following documents: Section 1 - Letter of Invitation Section 2 - Instructions to Consultants (including Data Sheet) Section 3 - Technical Proposal - Standard Forms Section 4 - Financial Proposal - Standard Forms Section 5 - Terms of Reference 6. Bidders are requested to submit following documents along with their proposals: a. RFP Document Fee (Non-Refundable) of Rs. 5, b. Bid Security /Earnest Money Deposit (Refundable) in prescribed format amounting Rs. 50,000/- (Fity Thousand only). c. All Copy of Certificate of Incorporation / Registration Certificate. d. Audited Financial Statements of last 3 years; e. Certificate from Employer regarding relevant experience; 7. The deadline for receipt of proposals shall be as indicated in Notice Inviting Proposal. 8. Municipal Council Mandi, reserves the right to accept or reject any or all proposals, and to annul the selection process and reject all proposals at any time prior to the award of contract, without thereby incurring any liability or any obligation in any form to the affected firms on any grounds. Yours sincerely, EXECUTIVE OFFICER Municipal Council Mandi, District Mandi Pin: HIMACHAL PRADESH Phone : (01905) , Fax No. : (01905) , [email protected] Page 4

5 SECTION 2: INSTRUCTION TO CONSULTANTS Page 5

6 Section 2- INSTRUCTIONS TO CONSULTANTS 1. INTRODUCTION General 1.1 Municipal Council Mandi, Himachal Pradesh, INDIA will select a consulting firm /organization (the Consultant) in accordance with the method of selection specified in the Data Sheet. 1.2 Consultants should familiarize themselves with local conditions and take them into account in preparing their Proposals. To obtain first-hand information on the assignment and local conditions, Consultants are encouraged to visit the project site. 1.3 Consultants shall bear all costs associated with the preparation and submission of their Proposals. Costs might include site visit; collection of information; and, if selected, attendance at contract negotiations etc. 1.4 The Municipal Council, Mandi is not bound to accept any Proposal and reserves the right to annul the selection process at any time prior to contract award, without thereby incurring any liability to the Consultants. 1.5 In preparing their Proposals, 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. Conflict of Interest 1.6 Municipal Council, Mandi requires that Consultants provide professional, objective, and impartial advice and at all times hold the Client s interests paramount, avoid conflicts with other assignments or their own corporate interests and act without any consideration for future work. Consultants shall not be recruited for any assignment that would be in conflict with their prior or current obligations to other clients, or that may place them in a position of not being able to carry out the assignment in the best interest of the Municipal Council, Mandi, Without limitation on the generality of the foregoing, Consultants, and any of their associates shall be considered to have a conflict of interest and shall not be selected under any of the circumstances set forth below: (i) (ii) (iii) (iv) If a Consultant combines the function of consulting with those of contracting and/or supply of equipment; or If a Consultant is associated with or affiliated to a contractor or manufacturer; or If a Consultant is owned by a contractor or a manufacturing firm with departments or design offices offering services as Consultants. The Consultant should include relevant information on such relationships along with a statement in the Technical Proposal cover letter to the effect that the Consultant will limit its role to that of a Consultant and disqualify itself and its associates from work, in any other capacity or any future project within the next five years, that may emerge from this assignment (including bidding or any part of the future project). The contract with the Consultant selected to undertake this assignment will contain an appropriate provision to such effect; or If there is a conflict among consulting assignments, the Consultant (including its personnel and subconsultants) and any subsidiaries or entities controlled by such Consultant shall not be recruited for the relevant assignment. The duties of the Consultant depend on the circumstances of each case. While continuity of consulting services may be appropriate in particular situations if no conflict exist, a Consultant cannot be recruited to carry out an assignment that, by its nature, will result in conflict with another assignment of such Consultant. For example, a Consultant engaged to prepare engineering design for an infrastructure project shall not be recruited to prepare an independent environmental assessment for the same project; similarly, a Consultant assisting a client in privatization of public assets shall not purchase, nor advise purchasers of, such assets or a Consultant hired to prepare terms of reference for an assignment shall not be recruited for the assignment in question. Page 6

7 Fraud and Corruption 1.7 The Municipal Council, Mandi requires that consultants observe the highest standard of ethics during the procurement and execution of such contracts. In such pursuance of this policy, the Municipal Council, Mandi : (i) defines, for the purposes of this provision, the terms set forth below as follows: (a) (b) corrupt practice means behavior on the part of officials in the public or private 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 procurement process or in contract execution; and fraudulent practice means a misrepresentation of facts in order to influence a procurement process or the execution of a contract to the detriment of the borrower, and includes collusive practices among bidders (prior to or after bid submission) designed to establish bid prices at artificial, non-competitive levels and to deprive the borrower of the benefits of free and open competition). (ii) (iii) will reject a Proposal for award if it determines that the bidder recommended for award has engaged in corrupt or fraudulent practices in competing for the contract; and will declare a firm ineligible, either indefinitely or for a stated period of time, to be awarded any Municipal Council, Mandi contract if it at any time determines that the firm has engaged in corrupt or fraudulent practices in competing for, or in executing, any Municipal Council, Mandi contract. Proposal: 1.8 If a Consultant (including a partner in any Joint Venture) submits or participates in more than one proposal, such proposals shall be disqualified. However, this does not limit the inclusion of a Sub-Consultant, including individual experts, in more than one proposal. Proposal Validity 1.9 The Data Sheet indicates how long the Consultants Proposals must remain valid after the submission date. During this period, the Consultants shall maintain the availability of experts nominated in the Proposal. The Client will make its best effort to complete negotiations within this period. In case of need, the Client may request Consultants to extend the validity period of their Proposals. Consultants have the right to refuse to extend the validity period of their Proposals. Participation of Government Employees 1.10 No current government employee shall be deployed by the consultant without the prior written approval by the appropriate authority Bid Security (Earnest Money Deposit) a. The bid security of amount indicated in Data Sheet in the form of DD or Fixed Deposit Receipt, or Bank Guarantee in favor of Executive Officer, Municipal Council, Mandi payable at Mandi from any of the commercial banks in an acceptable form. The bid security is to remain valid for a period of Ninety (90) days beyond the final bid validity period. b. The Employer shall reject any bid not accompanied by appropriate bid security, as non-responsive. c. The bid security of the successful Bidder shall be returned as promptly as possible once he has signed the Contract and furnished the required performance security. d. Bid securities of the unsuccessful bidders shall be returned to them at the earliest after expiry of the final bid validity and latest on or before the 30th day after the award of the contract to successful bidder. Page 7

8 e. The bid security may be forfeited: (a) if a Bidder withdraws its bid during the period of bid validity. (b) if the successful Bidder fails to: (i) sign the Contract within required time frame; (ii) Furnish a performance security. 2. CLARIFICATIONS AND AMENDMENTS TO RFP DOCUMENTS 2.1 Consultants may request a clarification of any of the RFP documents up to seven (10) days prior to the Proposal submission date indicated in the Data Sheet. Any request for clarification must be sent in writing to the address indicated in the Data Sheet. The Client will respond in writing and will send written copies of the response, including an explanation of the query but without identifying the source of inquiry, to all Consultants. Should the Client deem it necessary to amend the RFP as a result of a clarification, it shall do so following the procedure under Sub-Clause At any time before the submission of Proposals, the Client may, whether at its own initiative, or in response to a clarification requested by a firm, amend the RFP by issuing an addendum. The addendum shall be sent to all Consultants and will be binding on them. To give Consultants reasonable time in which to take an amendment into account in their Proposals, the Client may at its discretion, if the amendment is substantial, extend the deadline for the RFP submission. 3. PREPARATION OF THE PROPOSAL 3.1 Consultant s Proposal (the Proposal) will consist of three (3) components (i) Bid Security (ii) the Technical Proposal, and (ii) the Financial Proposal 3.2 Bid Security: Bid security as mentioned in clause no 1.11 above shall be placed in Envelope I. If the bid security is found proper then only technical and financial proposals will be entertained 3.3 The Proposal, as well as all related correspondence exchanged by the Consultants and the Client, shall be in English. All reports prepared by the contracted Consultant shall also be in English. 3.4 The Proposal should include a cover letter signed by person(s) with full authorization to make legally binding contractual (including financial) commitments on behalf of the firm. The letter should specify all association arrangements, and certify that each associated firm will perform its designated tasks under the assignment if the lead firm is awarded the contract. 3.5 The Technical Proposal should clearly demonstrate the Consultant s understanding of the assignment requirements and capability and approach for carrying out the tasks set forth in the TOR through the nominated experts. 4. THE TECHNICAL PROPOSAL General 4.1 The Technical Proposal shall not include any information related to financial proposal and any Technical Proposals containing information related to financial proposal shall be declared non-responsive. Technical Proposal Format 4.2 (i) The consultant shall submit technical proposal as per the data sheet which indicates the format of the Technical Proposal to be used for the assignment. Submission of the wrong type of Technical Proposal will result in the Proposal being deemed non-responsive. Page 8

9 Technical Proposal Content 4.3 The Technical Proposal shall contain information indicated in the following paragraphs from (i) to (xiii) using the Standard Technical Proposal Forms (Form TECH-1 to Form TECH-7). Such information must be provided by the Consultant and each Associate. (i) A brief description of the organization and outline of recent experience of the consultant and each associate on assignments of a similar nature is required in prescribed form. For each assignment, the outline should indicate inter-alia, the assignment, contract amount and the consultant s involvement. Information should be provided only for those assignments for which the consultant was legally contracted by the client as a corporate entity or as one of the major participating consulting firms within an association (Joint venture). Assignments completed by individual experts working privately or through other consulting firms cannot be claimed as the experience of the Consultant, or that of the Consultant s Associate(s), but can be claimed by the individuals themselves in their CVs. Consultants should be prepared to substantiate the claimed experience if so requested by the Client. (ii) A concise, complete, and logical description of how the Consultant s team will carry out the services to meet all requirements of the TOR. (iii) A work plan showing in graphical format (bar chart) the timing of major activities, anticipated coordination meetings, and deliverables such as reports required under the TOR. (iv) An organization chart indicating relationships amongst the Consultant and any Associate(s), the Client, and other parties or stakeholders, if any, involved in the assignment. (v) Comments, if any, on the TOR to improve performance in carrying out the assignment. Innovativeness will be appreciated, including workable suggestions that could improve the quality/effectiveness of the assignment. In this regard, unless the Consultant clearly states otherwise, it will be assumed by the Client that work required to implement any such improvements, are included in the inputs shown on the Consultant s Staffing Schedule. Personnel (vi) The Technical Proposal shall not include information related to financial proposal. Technical Proposals containing information related to financial proposal shall be declared non responsive. (vii) The name, age, background employment record, and professional experience of each nominated expert, with particular reference to the type of experience required for the services should be presented in the prescribed CV format. (viii) Only one CV is to be submitted for each position. (ix) Higher rating will be given to nominated experts from the consulting firm and associated consulting firms, if any, who are regular full-time employees. The Client defines a regular full-time employee to be a person who has been employed continuously by the Consultant or one of its Associates, for more than twelve (12) months prior to the date of submission of the Proposal. (x) The Client requires that each expert confirm that the content of his/her curriculum vitae (CV) is correct and the experts themselves should sign the certification of the CV. Note that the need to provide address and fax/ details of experts in the CVs of the experts is not considered mandatory. (xi) A zero rating will be given to a nominated expert if the expert: (a) has not signed the cv; or (b) is a current employee of the executing agency. Page 9

10 5. FINANCIAL PROPOSAL 5.1 All information provided in Consultants Financial Proposal will be treated as confidential. 5.2 The Financial Proposal is to be submitted in the requisite forms enclosed. 5.3 No proposed schedule of payments should be included in Consultants Financial Proposals. 5.4 Consultants shall quote the rates in Indian National Rupees only. 5.5 Form FIN-2 is an acknowledgement that, in preparation and submission of the Technical and Financial Proposals, Consultants have: (i) not taken any action which is or constitutes a corrupt or fraudulent practice; and (ii) agreed to allow the Client, at their option, to inspect and audit all accounts, documents, and records relating to the Consultant s Proposal and to the performance of the ensuring Consultant s Contract. 5.6 The rates to be quoted shall be in the format given in Data Sheet and it shall include all costs / expenses and statutory taxes excluding Service Tax. The Client shall pay Service Tax as applicable on prevailing rates. 6. SUBMISSION, RECEIPT AND OPENING OF PROPOSALS 6.1 The original Proposal (Earnest Money Deposit, Technical and Financial Proposals) shall contain no interlineations or overwriting, except as necessary to correct errors made by Consultants themselves. Any such corrections, interlineations or overwriting must be initialed by the person(s) who signed the Proposal. 6.2 An authorized representative of the Consultant shall initial all pages of the original copy of the Financial Proposal. No other copies are required. 6.3 The Technical Proposal shall be marked ORIGINAL or COPY as appropriate. All required copies of the Technical Proposal as specified in the Data Sheet will be made from the original. If there are discrepancies between the original and the copies of the Technical Proposal, the original governs. 6.4 The original and all copies of the Technical Proposal to be sent to the Client shall be placed in a sealed envelope clearly marked TECHNICAL PROPOSAL. Similarly, the original Financial Proposal shall be placed in a sealed envelope clearly marked FINANCIAL PROPOSAL and with a warning DO NOT OPEN WITH THE TECHNICAL PROPOSAL. The envelopes (Envelope 1 Earnest Money Deposit, Envelope 2 Technical and Envelope 3 Financial Proposals) shall be placed into an outer envelope and sealed. The outer envelope shall bear the submission address, reference number, and other information indicated in the Data Sheet. If the Financial Proposal is not submitted by the Consultant in a separate sealed envelope and duly marked as indicated above, this will constitute grounds for declaring both Technical and Financial Proposals non-responsive. 6.5 Proposals must be delivered at the indicated Client submission addresses on or before the time and date stated in the Data Sheet or any new date established by the Client according to provisions of Sub-Clause PROPOSAL EVALUATION General 7.1 From the time the Proposals are opened to the time the contract is awarded, the Consultant should not contact the Client on any matter related to its Technical and/or Financial Proposal. Any effort by a Consultant to influence the Client in examination, evaluation, ranking of Proposals or recommendation for award of contract may result in rejection of the Consultant s Proposal. 7.2 The envelope 1 shall be opened first. If the bid security is not found to be in order then the proposal shall be treated as non-responsive and shall not be evaluated further. Page 10

11 Evaluation of Technical Proposals 7.3 The eligibility criteria will be first evaluated as defined in Notice Inviting Request for Proposals for each bidder. Detailed technical evaluation will be taken up in respect of only those bidders, who meet with the prescribed eligibility criteria. 7.4 The Client s Consultants Selection Committee (CSC) will be responsible for evaluation and ranking of Proposals received. 7.5 The CSC evaluates and ranks the Technical Proposals on the basis of Proposal s responsiveness to the TOR using the evaluation criteria and points system specified in the Data Sheet. Each Technical Proposal will receive a technical score. A Proposal shall be rejected if it does not achieve the minimum technical mark of 750 from the maximum of 1000 points. 7.6 A Technical Proposal may not be considered for evaluation in any of the following cases: (i) the Consultant that submitted the Proposal or one of its Associated Consultants belongs to one of the cases described in Sub-Clause 5.6(i) to and failed to make a proper statement to that effect in the cover letter ; or (ii) the Consultant that submitted the Proposal or one of its Associated Consultants was found not to be legally incorporated or established in India; or (iii) the Technical Proposal was submitted in the wrong format; (iv) the Technical Proposal included details of costs of the services; or (v) the Technical Proposal reached the Client after the submission closing time and date specified in the Data Sheet. 7.7 After the technical evaluation is completed, the Client shall notify Consultants whose Proposals did not meet the minimum qualifying technical mark or Consultants whose Technical Proposals were considered non-responsive to the RFP requirements, indicating that their Financial Proposals will be returned unopened after completion of the selection process. The Client shall simultaneously notify, in writing Consultants who s Technical Proposals received a mark of 750 or higher, indicating the date, time, and location for technical proposal and then shortlisted candidate will be called for opening of Financial Proposals. (Consultants attendance at the opening of Financial Proposals is optional). 8. PUBLIC OPENING AND EVALUATION OF FINANCIAL PROPOSALS Public Opening of Financial Proposals 8.1 At the public opening of Financial Proposals, Consultant representatives who choose to attend, will sign an Attendance Sheet. (i) (ii) The marks of each Technical Proposal that met the minimum mark of 750 will be read out aloud. Each Financial Proposal will be checked to confirm that it has remained sealed and unopened. (iii) The Client s representative will open each Financial Proposal. Such representative will read out aloud the name of the Consultant and the total price shown in the Consultant s Financial Proposal. This information will be recorded in writing by the Client s representative. Evaluation of Financial Proposals 8.2 Following the ranking of Technical Proposals, financial proposals shall be opened publicly and read out. 8.3 Consultants attendance at the opening of Financial Proposals is optional. 8.4 The evaluation committee will review the detailed content of each Financial Proposal. During the review of Financial Proposals, the Committee and any Client personnel and others involved in the evaluation process, Page 11

12 will not be permitted to seek clarification or additional information from any Consultant, who has submitted a Financial Proposal. 8.5 The detailed contents of each Financial Proposal will be subsequently reviewed by the Client. 8.6 The LCS method is used: the Client will select the lowest Financial Proposal of a Consultant who s Technical Proposal has qualified. The lowest evaluated Financial Proposal will receive the maximum score of 100 marks. If the lowest evaluated financial proposal of more than one qualified bidder is same, then technically higher rank bidder will be invited first. 9. Contract Negotiations and Award of Contract 9.1 The Consultant who is invited for contract negotiations will, as a pre-requisite for attendance at the negotiations, confirm availability of all experts named in its proposal except in the cases of absence on account of death or medical incapacity. Failure in satisfying such requirements may result in the Client proceeding to initiate the negotiation process with the next-ranked Consultant. Representatives conducting negotiations on behalf of the Consultant must have written authority to negotiate and conclude the Contract 9.2 The selected Consultant is expected to commence the Assignment on the date and at the location specified in the Data Sheet. 10. Duration of Assignment The duration of assignment for satisfactory performance of the services the contract will be the period defined in Data Sheet. 11. Delay Damages If the Consultant fail to complete the whole of the works, within the Time for Completion for the works, the consultant shall pay Delay Damages to the Municipal Council, Mandi for this default as defined in the data sheet. 12. Performance Security The consultant will furnish within 10 days of the issue of Letter of Acceptance (LOA), an unconditional Bank Guarantee in favor of Executive Officer, Municipal Council, Mandi from any scheduled commercial Bank for an amount equivalent to 10% of the total contract value towards Performance Security valid for a period of one year beyond the date of completion of services. The Bank Guarantee will be released after one year of completion of the project and rectification of errors if any, found during implementation of the contract for civil work and satisfactory report by supervision consultant / staff engaged by Municipal Council, Mandi. 13. Termination If the Consultant fails to carry out any obligation under the contract, the Municipal Council, Mandi may issue 14 Days notice to the consultant to make good the failure and to remedy it. The Municipal Council, Mandi is entitled to terminate the contract and expel the Consultant form the site if the consultant fails to comply to make good the failure within in a specified reasonable time. Page 12

13 Section 2: Data Sheet to Instruction to Consultants Paragraph Reference 1.1 Name of the Client: Municipal Council Mandi, Himachal Pradesh Client s Representative: Executive Officer Municipal Council, Mandi, Himachal Pradesh 2.2 Method of selection: LCS Method Financial Proposal to be submitted together with Technical Proposal: Yes Name of the assignment is: Preparation of GIS Based Property Tax Management System for Mandi Town, Himachal Pradesh. More details on the services are provided in the Terms of Reference (ToR) under Section The Client will provide the following inputs and facilities: As Mentioned in Terms of Reference (ToR) 1.8 Association Arrangements and Joint Ventures with other Consultancy firms for this assignment are not permitted for this assignment. 1.9 Proposals must remain valid for 180 days from the submission date The applicant Consultant is required to deposit, along with its Proposal, a Bid Security equivalent to amount mentioned below (the Bid Security ), refundable not later than 120 days. The Bid Security amount Rs. 50,000/- (Fifty Thousand only) Mode: DD/FDR/Bank Guarantee. If submitted in the form of Bank Guarantee, the format prescribed at Appendix-III to Data Sheet should be followed. 2.1 Clarifications may be requested not later than 10 days before the submission date. The address for requesting clarifications is: Executive Officer Municipal Council Mandi, HP 2.2 The Addendum, if any, shall be uploaded on referred websites and shall be binding on all Applicant Consultants. 3.1 Add the following text: The Technical Proposal shall also include documents establishing eligibility criteria as defined in Notice Inviting Request (NIT) for Proposals. 4.2 (i) The format of the Technical Proposal to be submitted is: Full Technical Proposal (FTP) Page 13

14 Paragraph Reference 4.3 (x) 5.4 If the CV of expert is not signed by himself, it may be signed by the representative of the Consultant for the purpose of submission of proposal only. Once the consultant is selected for the assignment and asked for contract negotiation, he shall necessarily submit the CV signed by the expert. The CV of expert neither signed by himself nor by the representative of consultant Shall not be considered for evaluation. Under this contract the Consultant s payments are Output and Deliverables Based as mentioned in Terms of Reference (ToR). The Consultant shall quote Cost of the work for satisfactory performance of the services under the contract in terms of Lump sum Fee for Mandi Town mentioned in ToR. Consultant has to quote the rates considering all requirements for satisfactory performance of the services included in ToR. If the consultant has not considered any component for performance of the services, no extra payment shall be made on this account. 5.6 a 5.6 b Amounts payable by the Client to the Consultant under the contract shall be lump sum fee quoted inclusive of all taxes if any. The Client will pay Service Tax only, on prevailing rates as applicable on the consultancy charges. No alternate financial proposal shall be accepted. In such case the Consultant s entire proposal (if technically responsive) shall be rejected. 7.3 Technical Proposals of eligible bidders shall be evaluated on the basis of following preidentified criteria: Following Technical criteria that would be considered for selection of preferred bidder:- S.No. Criteria Score 1 Firms General Experience & Experience in Similar Assignments Approach & Methodology for proposed assignment Qualification and Experience of Team Leader & Other Key 300 Professionals Total Score The members of the Purchase Committee will carry out the evaluation of proposals on the basis of their responsiveness to the Terms of Reference, applying the evaluation criteria. 8.1 Expected date for public opening of Financial Proposals: Will be intimated to all technically responsive bidders through letter/ Expected date for contract negotiations: Will be intimated to the selected bidders through letter/ Expected date for commencement of consulting services: Immediately after signing the contract. Page 14

15 Paragraph Reference 10.1 The duration of the assignment shall be 6 Months and all activities are to be completed in this period The consultant will pay delay 1.5% per month of delay to be computed on per day basis, however the total amount shall not exceed 10 % of the contract price. Misc The Firm is required to establish a project office at Mandi Town and all the Project staff/ support staff shall be stationed there for the entire project period. Other Key professionals including Team Leader and other staff members shall be stationed at the site office in Mandi of the assignment for entire contract period. It is necessary for the selected Consultant that the key personnel who have been offered are actually deployed for project work or else the entire assignment would be vitiated. Page 15

16 Bid Security Form (Bank Guarantee) (Bank s Name, and Address of Issuing Branch or Office) Beneficiary: (name and address of Employer) Date: Bid Security No.: Whereas M/s (insert the name of the Consultant) (hereinafter called the Consultant ) has submitted its technical & financial proposals for the work of (insert the name of work for which proposal is submitted) (hereinafter called the Proposal ) under Package No. on dated _ against the Employer s Notice Inviting Tenders (NIT) Notice Inviting Request for Proposals (NIP)/ Invitation for Bid (IFB) No. (Insert NIT/NIP/IFB number as per publication in news paper or website). Furthermore, we understand that, according to your conditions, proposals must be supported by a Bid Security. At the request of the Consultant, we (insert name of the bank) hereby irrevocably undertake to pay you any sum or sums not exceeding in total amount of (insert bid security amount in figures) (amount in words) upon receipt by us of your first demand in writing accompanied by a written statement stating that the Consultant is in breach of its obligation(s) under the RFP conditions, because the Consultant: (a) (b) (c) has withdrawn its Proposal during the period of Proposal validity specified by the Consultant in the Technical Proposal Form; or does not accept the correction of errors in accordance with the Instructions to Consultants (hereinafter the ITC ) of the RFP Document; or having been notified of the acceptance of its Proposal by the Employer during the period of proposal validity, (i) fails or refuses to execute the Contract Agreement, or (ii) fails or refuses to furnish the Performance Security, in accordance with the ITC. This guarantee will expire: (a) if the Consultant is the successful Consultant, upon our receipt of copies of the Contract Agreement signed by the Consultant and the performance security issued to you upon the Instruction of the Consultant; and (b) if the Consultant is not the successful Consultant, upon the earlier of (i) our receipt of a copy your notification to the Consultant of the name of the successful Consultant; or (ii) forty-five days after the expiration of the Consultant s proposal. Consequently, any demand for payment under this guarantee must be received by us at the office on or before that date. This guarantee is subject to the Uniform Rules for Demand Guarantees, ICC Publication No Bank s seal and authorized signature(s) Page 16

17 SECTION 3: TECHNICAL FORMS Page 17

18 FORM TECH-1: TECHNICAL PROPOSAL SUBMISSION FORM [Location, Date] To: EXECUTIVE OFFICER Municipal Council Mandi, District Mandi - Pin: , HIMACHAL PRADESH Phone : (01905) , Fax No. : (01905) , [email protected] Dear Sir/Madam: We, the undersigned, offer to provide the consulting services for [Insert title of assignment] in accordance with your Request for Proposal dated [Insert Date] and our Proposal. We are hereby submitting our Proposal, which includes this Technical Proposal, and a Financial Proposal sealed under a separate envelope. We are submitting our Proposal in individual capacity without entering in association as a Joint Venture. We hereby declare that all the information and statements made in this Proposal are true and accept that any misinterpretation contained in it may lead to our disqualification. If negotiations are held during the period of validity of the Proposal, i.e., before the date indicated in the Data Sheet, we undertake to negotiate on the basis of the proposed personnel. Our Proposal is binding upon us and subject to the modifications resulting from Contract negotiations. We undertake, if our Proposal is accepted, to initiate the consulting services related to the assignment not later than the date indicated in the Data Sheet (Please indicate date). We also undertake to provide that, in preparation and submission of the Technical and Financial Proposals of the subjected assignment, we have: (i) (ii) not taken any action which is or constitutes a corrupt or fraudulent practice; and agreed to allow the Client, at their option, to inspect and audit all accounts, documents, and records relating to the Consultant s Proposal and to the performance of the ensuring Consultant s Contract. We understand you are not bound to accept any Proposal you receive. We remain, Yours sincerely, Authorized Signature [In full and initials]: Name and Title of Signatory: Name of Firm: Address: Page 18

19 FORM TECH-2: CONSULTANT S ORGANIZATION AND EXPERIENCE FORM TECH-2A: Consultant s Organization [Provide here a brief (two pages) description of the background and organization of the Consultant with following summary sheet.] Name of the Agency: Address of Registered Office: Year of Establishment: Contact Person with Contact Details: Details of JV/Associated Agency (ies): (Relevant documents to be enclosed) Annual Turnover* in last three years (` in Lakhs) FY : FY : FY : Average Annual Turnover for above three Financial Years: *Audited Statements to be enclosed Net worth of Agency (Positive/ Negative): Current Contract Commitments: (` in Lakhs) Working Capital: (` in Lakhs) Experience in Similar Assignment: - Number of years: - Total assignments: - Assignments completed in last 3 years: Any Award or Felicitation received by your Agency: Any Other Relevant Details: (Attach relevant documents and copy of orders for the similar work) Page 19

20 FORM TECH-2B: Consultant s Experience [The following information should be provided in the format below for each reference assignment for which your firm, either individually as a corporate entity or as one of the major companies within a consortium, was legally contracted by the Employer stated below.] Assignment name: Approx. value of the contract (in current Rs): Country: Location within country: Name of Client: Duration of assignment (months): Total No. of person-months of the assignment: Address: Approx. value of the services provided by your firm under the contract Start date (month/year): Completion date (month/year): No of professional person-months provided by the joint venture partners or the Sub-Consultants: Name of joint venture partner or sub-consultants, if any: Name of senior regular full time employees of your firm involved and functions performed (indicate most significant profiles such as Project Director/Coordinator, Team Leader): Narrative description of Project: Description of actual services* provided in the assignment: *(Certificate from Employer regarding experience should be furnished) Firm s Name: Signature of Authorized Representative: Page 20

21 Form TECH-3: Comments and Suggestions on the Terms of Reference and on Counterpart Staff and Facilities to be Provided by the Client FORM TECH-3A: On the Terms of Reference [For Full Technical Proposals Only] [Present and justify here any modifications or improvement to the Terms of Reference you are proposing to improve performance in carrying out the assignment (such as deleting some activity you consider unnecessary, or adding others, or proposing a different phasing of the activities). Such suggestions should be concise and to the point, and incorporated in your Proposal.] FORM TECH-3B: On Counterpart Staff and Facilities [For Full Technical Proposals Only] [Comment here on counterpart staff and facilities to be provided by the Client according to Clause Reference 1.5 of the Data Sheet including: administrative support, office space, local transportation, equipment, data, etc.] Page 21

22 Form TECH-4: Description of Approach, Methodology and Work Plan for Performing the Assignment [As per the details mentioned in the NARRATIVE EVALUATION CRITERIA] Technical Approach and Methodology, Work Plan, and Organization and Personnel, a) Technical Approach and Methodology. In this chapter you should explain your understanding of the objectives of the assignment, approach to the services, methodology for carrying out the activities and obtaining the expected output, and the degree of detail of such output. You should highlight the problems being addressed and their importance, and explain the technical approach you would adopt to address them. You should also explain the methodologies you propose to adopt and highlight the compatibility of those methodologies with the proposed approach. b) Work Plan. In this chapter you should propose the main activities of the assignment, their content and duration, phasing and interrelations, milestones (including interim approvals by the Client), and delivery dates of the reports. The proposed work plan should be consistent with the technical approach and methodology, showing understanding of the TOR and ability to translate them into a feasible working plan. A list of the final documents, including reports, drawings, and tables to be delivered as final output, should be included here. The work plan should be consistent with the Work Schedule of Form TECH-7. c) Organization and Personnel. In this chapter you should propose the structure and composition of your team. You should list the main disciplines of the assignment, the key expert responsible, and proposed technical and support personnel. You shall also specify if you will be the lead firm in a joint venture or in an association with Sub- Consultants. For joint ventures, you must attach a copy of the joint venture agreement.] Page 22

23 FORM TECH-5: TEAM COMPOSITION, TASK ASSIGNMENTS AND SUMMARY OF CV Team Leader (One) and Key Professionals that includes Property Survey Expert [One]; GIS Specialist (One), IT Engineers [One], Application Development Lead / Developer, Database Design & Developer and Database Administrator Surname, First Name Firm Area of Position Task Assigned Employment Status Education/ No. of years of CV signature (by Acronym Expertise Assigned with Firm (full- Degree (Year/ relevant expert/by other) time/ other) Institution) project experience Support Staff S.No Surname, Name Position Task Assignment Page 23

24 FORM TECH-6: CURRICULUM VITAE (CV) FOR PROPOSED EXPERTS [Summary of CV: Furnish a summary of the above CV. The information in the summary shall be precise and accurate. The information in the summary will have bearing on the evaluation of the CV] 1. Proposed Position [only one candidate shall be nominated for each position]: 2. Name of Firm [Insert name of firm proposing the expert]: 3. Name of Expert [Insert full name]: 4. Date of Birth: (Please furnish proof of age) Citizenship: 5. Education [Indicate college/university and other specialized education of expert, giving names of institutions, degrees obtained, and dates of obtainment]: 6. Membership of Professional Associations: 7. Other Training [Indicate significant training since degrees under 5 - Education were obtained]: 8 Publication: [List of details of major technical reports/papers published in recognized national and international journals] 9. Languages [For each language indicate proficiency: good, fair, or poor in speaking, reading, and writing]: 10. Employment Record [Starting with present position, list in reversed order, every employment held. List all positions held by staff member since graduation, giving dates, names of employing organization, title of positions held and location of assignments. For experience period of specific assignment must be clearly mentioned, also give Employer references, where appropriate.]: From [Year]: To [Year]: Employer: Positions held: 11. Detailed Tasks Assigned 12. Work Undertaken that Best Illustrates Capability to Handle [List all tasks to be performed the Tasks Assigned[Among the assignments in which the expert has under this assignment] been involved, indicate the following information for those assignments that best illustrate the expert s capability to handle the tasks listed under point 11.] Name of assignment or project: Year: Location: Client: Main project features: Positions held: Activities performed: 13. Certification: I, the undersigned, certify to the best of my knowledge and belief that: (i) (ii) (iii) (iv) (v) (vi) (vi) This CV correctly describes my qualifications and my experience. I am not employed by the Executing /Implementing Agency. I am/i am not in regular full-time employment with the Consultant/Sub-Consultant.] In the absence of medical incapacity, I will undertake this assignment for the duration and in terms of the inputs specified for me in the Personnel Schedule in Form TECH-6 provided team mobilization takes place within the validity of this proposal or any agreed extension thereof. I am willing to work on the project and I will be available for entire duration of the project assignment and I will not engage myself in any other assignment during the currency of this assignment on the project I, the undersigned, certify that to the best of my knowledge and belief, this bio-data correctly describes myself my qualification and my experience I am committed to undertake the assignment within the validity of Proposal. I did not write the terms of reference for this consulting services assignment. I understand that any willful misstatement described herein may lead to my disqualification or dismissal, if engaged. Date: [Day/Month/Year] [Signature of expert or authorized representative of the firm] Full name of authorized representative: Page 24

25 FORM TECH-7: PERSONNEL SCHEDULE N Name of Expert Professional Expert input (in the form of a bar chart) 2 Total person-weeks input /Position n Home Field 3 Total Expert 1 [Home] [Field] 2 3 n Support staff 1 2 [Home] [Field] Subtotal n Subtotal Total 1 Months are counted from the start of the assignment. For each expert indicate separately the input for home and field work. 2 Field work means work carried out at a place other than the expert s home office; i.e. normal place of business. Full time input Part time input Page 25

26 FORM TECH-8: WORK PLAN/SCHEDULE Months 2 N Activity n Indicate all main activities of the assignment, including delivery of reports/ deliverables as per Terms of Reference & Scope of Work (e.g.: inception, interim, and final reports), and other benchmarks such as Client 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. Page 26

27 SECTION 4: FINANCIAL PROPOSAL Page 27

28 FIN-1: FINANCIAL PROPOSAL SUBMISSION FORM [Location, Date] To: EXECUTIVE OFFICER Municipal Council Mandi, District Mandi Pin: HIMACHAL PRADESH Phone : (01905) , Fax No. : (01905) , [email protected] Dear Sir /Madam: We, the undersigned, offer to provide the consulting services 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 local taxes (except service tax.) 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. No fees, gratuities, rebates, gifts, commissions or other payments have been given or received in connection with this Proposal. We understand you are not bound to accept any Proposal you receive. We remain, Yours sincerely, Authorized Signature [In full and initials]: Name and Title of Signatory: Name of Firm: Address: 1 Amounts must coincide with the ones indicated under Total in Form FIN-2A. Page 28

29 FORM FIN-2A: SUMMARY BY COSTS Project Title: Preparation of GIS Based Property Tax Management System for Mandi Town of Himachal Pradesh S.No [1] [2] [3] [4] [5] Description of Services Procurement High Resolution (Geo- Eye/WorldView ortho-rectified) color satellite imagery (50cm or better) as per Planning area of ULB. Geo-referencing of satellite imagery using sufficient number of Ground Control Points (GCPs at least 30) collected through Differential Global Positioning System (DGPS) survey (observation time 90 minute.) City Base Map [survey of all physical features of the town, collection and superimposition of town survey maps, existing administrative boundaries, slum boundaries, generation of building footprints, Vacant Plots, Roads (National Highways, State Highways, City Roads and Streets), Bridges (Flyovers, Railway Bridges, etc), Railway Tracks, Parks, Gardens, Stadiums, Slums,) Traffic Squares, Water Bodies (River, Lake, Pond, Drainage, Canal etc), Over Head Tanks, etc] as per Terms of Reference (ToR) complete to satisfaction of Client. Property Survey & Landuse (This task involves Property data verification and collection of relevant information of each Property of Mandi town through contact survey, Layout Mapping, Database generation and taking digital photograph of each property. The database and digital photograph should link to GIS Base Map. As per Terms of Reference (ToR) complete to satisfaction of Client. Online GIS Based Property Tax Management WEBGIS Portal Generation Particulars (Approximate) Planning Area Sq.km. Planning Area Sq.km. Municipal Area 4.26 Sq.Km. Building / structure 8100 I Job UNIT I Job I Job I Job No. I Job Rate (in Rs.) Cost of the Work in Rs. (In figures) Total Cost of the Work (Inclusive of all Taxes) Note: (i) (ii) (iii) While quoting financial offers, applicant firms are requested to refer relevant Clauses of Data Sheet to Instruction to Consultants under Section 2 and relevant Clause of Terms of Reference under Section 5 of RFP Document and further shall be discussed in Pre-Bid meeting. During Evaluation of Financial proposals, the quoted Cost of the Work inclusive of all Taxes. All the taxes applicable so imposed by the Center/State/Local Bodies will be deducted from the gross payment. Page 29

30 SECTION 5: TERMS OF REFERENCE Page 30

31 Section 5: Terms of Reference (ToR) 1. Background Mandi formerly known as Mandav Nagar is a major city and a municipal council in Mandi District. As a tourist place, Mandi is often referred to as "Varanasi of Hills" or "Choti Kashi" or "Kashi of Himachal". The city was established in 1527 by Ajbar Sen. Today Mandi is the most fastest developing city of Himachal Pradesh with the 2nd largest economy in the state. Mandi has an average literacy rate of 83.5%, higher than the national average of 65.38% & almost equal to state's literacy rate (83.57%). The Municipal Council Mandi has initiated a series of reforms and measures to improve governance, physical and social infrastructure for the well-being of citizens with a thrust to urban reforms. For efficient, economical and meaningful municipal administration, including the tax administration, a comprehensive and integrated data set through GIS application has become essential. To achieve the goal of electronic governance for all the services of the ULB, large scale and detailed GIS based maps are required. Municipal Council Mandi intends to appoint an agency / firm to carry out the work of preparation of GIS based Property Tax Management System for the Mandi town. 2. Brief Description of Task MCS intends to appoint Consultancy Firm for Preparation of GIS Based Property Tax Management System for Mandi town of Himachal Pradesh using latest high resolution Geo-Eye/WorldView ortho-rectified satellite imagery and survey of all physical features of the town, collection and superimposition of town survey maps, existing administrative boundaries, slum boundaries, generation of building footprints / plots, infrastructure details, water bodies and landmarks etc. The selected Consultancy Firm shall be required to generate all the data sets as per the design standards of National Urban Information System (NUIS). Following activities are to be covered under the project: 1. Review of existing situation, collection of all available data from ULB, in soft copy and or hard copy including municipal boundary, Town survey maps, Cadastral maps, ward boundary maps, slum related data,colony boundary maps etc; 2. Data evaluation: Source and reliability, positional accuracy, attribute authenticity; 3. Design of proper grid and projection (UTM-WGS 84) for the whole town; 4. Geo-referencing of satellite imagery using sufficient number of Ground Control Points (GCPs) collected through Differential Global Positioning System (DGPS) survey; 5. Interpretation and digitization of all physical features from satellite imagery. The digitization process shall include vectorisation, symbolization, layering, edge matching, topological integrity, and data base linking; 6. Incorporation of locality, ward, zone and municipal boundaries; 7. Database structure and design including the Software; 8. Integration of existing environmental, slum related and other data with base map. 3. Project Area Mandi Town is situated in 31 o N, 31 o N Latitude and 76 o E 76 o E Longitude. Municipal Council, Mandi was constituted during It has 13 wards consisting of 10 Revenue hadbasts. In terms of population it is the biggest Municipal Council of the District. Brief details of the town are as under: 1. AREA (M.C.) Sq.km (approx). 2. POPULATION (M.C.) (Census 2011) 3. NO. OF HOUSEHOLD 8100 (approx). 4. No. of Wards 13 Page 31

32 4. Scope of Work The selected bidder is expected to provide technical and management support during the planning, design and implementation phases of GIS base map preparation activity as described below but not limited to, for satisfactory performance of the services within the Contractual framework. 4.1 Preparation of GIS Base Map The main objective of the project is to develop a detailed GIS Based Property Tax Management System for the Mandi town of the state. The details of features to be interpreted are given in Annexure II. The preliminary interpreted map should be ground verified and the final map is to be prepared by incorporating the ground truth data. These detailed maps consisting of the planimetric details, Cadastral boundaries, micro level land use and utility services need to be generated using the latest technologies like DGPS, image processing and digital data capture using Geo-Eye/ WorldView ortho-rectified data with less than 50cm resolution or better, Pan Sharpened colour imagery supplemented by the ground truth collection Procurement of Satellite Imagery: Consultant will procure the Geo-Eye/ WorldView ortho-rectified FFC/colour imagery data sets or better imagery from the concerned agency. Municipal Council will assist by issuing a letter to concerned authorities for quick procurement of satellite imagery with following attributes: i) Resolution : 50 cm or better ii) Area coverage : Local Planning Area of ULB with sufficient buffer iii) Data Products : Digital and hard copy images DGPS Survey & Geo Referencing To correct various geometric anomalies in raw satellite imagery, Ground Control Points (GCP) collected through Differential Global Positioning System (DGPS) Survey will be used for Geo referencing of the imagery. Geo Referencing and Geo-coding of data should be on WGS-84 with projection on UTM. For the DGPS Survey, GCPs should be selected at well-defined sharp points both on the ground and on imagery. A total of 15 to 20 GCPs should be collected and these should be evenly distributed over the town area Digitization and Map Preparation Proper grid and projection shall be designed for the whole of the town. This is essential for proper representation of graphical data and location related unique IDs for each property, which shall form part of GIS for the spatial analysis. In the case of digitization, the data is checked for dimensional accuracy, completeness, displacement, edge matching, symbology, and layering. All undershoots/overshoots; dangling vertices shall get removed in the process. The method to be adopted for digitization shall confirm as per the standards discussed below: i) Minimum mappable unit on Maps -- 1 mm on scale ii) Location accuracy in GIS -- 1 mm on scale iii) Minimum spatial unit in GIS -- 2 mm on scale iv) Registration Error threshold in GIS mm on scale v) Coordinate movement/weed tolerance mm on scale All features like Buildings, Vacant Plots, Roads (National Highways, State Highways, City Roads and Streets), Bridges (Flyovers, Railway Bridges, etc), Railway Tracks, Parks, Gardens, Stadiums, Slums, Traffic Squares, Water Bodies (River, Lake, Pond, Drainage, Canal etc), Over Head Tanks, etc should be extracted from imagery through on screen / Heads on digitization technique. The hard copy of the maps with all the above digitized features is to be prepared on 1:750 scale for updation of base map through field survey. Page 32

33 4.1.4 Monuments for DGPS and Permanent Benchmark Benchmark should be established at interval of 1 Km (at least one PBM in 1 sq Km area). The monuments for DGPS and PBM shall be made of cement concrete of grade M-15 (1:2:4), rectangular in shape and size of 800 mm x 100 mm x 100 mm. A rod of 20 mm diameter and 800 mm long of Mild Steel shall be provided at the centre of pillar to mark location and each pillar shall be painted to mark its number. The pillar will be founded in the ground using cement concrete of grade M-15 (1:2:4). The indicative shape and specification for the PBM shown below. DGPS/PBM with number should be carved in the upper side of the pillar as shown in the figure 1. Figure 1: Indicative diagram for Monuments of PBM and DGPS 4.2 Survey and Updation of Base Map The consultant will be responsible for integration of available data with Base Map in GIS relating to slum data, environmental data, infrastructural data and vendor zoning data sets in addition to the data collection during the preparation\ updation of base map. The consultant will collect the data in proper field data sheet format, some of the proposed field data sheet format for the data collection given at annexure II. The base map hard copy prepared through on screen digitization of imagery as discussed above is to be used for ward wise survey for the updation purpose and finalization of layer wise Base Map with the attributes, as per Annexure II (a). 4.3 Final Base Map Final base map is to be prepared incorporating the data collected from survey and the data for different entities. Hard copy base maps are to be prepared at 1: 1000 scale ward wise. The base maps will be prepared in various layers for ease of operation in GIS. Layer and data structures can be modified depending on the local requirements of ULB after approval from Municipal Council. The details of the layers for base map are given at Annexure III. Page 33

34 4.4 Property Survey This task involves Property data verification and collection of relevant information of each Property of Mandi town through contact survey, database generation, and taking digital photograph of each property. The database and digital photograph should link to GIS Base Map. The specific activities for this phase are briefly discussed below: 1. Detailed survey of each property/holding through contact survey and its database generation as per suggested format given in Annexure II. 2. Database structure design for property/holdings to keep all records collected during field survey and as mandated for property tax calculation as per MCS mandate 3. Integration and verification of existing holding data available with ULBs through contact survey. The details to be collected through contact survey for property/holdings includes a. Details of owner name, property/holding address, occupancy status, building age and other parameters necessary for holding tax calculation b. Status of other municipal facilities like water connection, sewerage connection etc. c. Floor wise (with usage detail/category) carpet area/taxable area, structure, d. Other information as suggested in the Property Survey Format under Annexure II. 4. Digital photograph (through GPS enabled Camera) of each property within the municipal boundary and its linking with respective property/holdings database 4.5 Detailed Survey and Verification The consultant will organize a detailed property survey to collect information on total built up area, area on ground floor and verification of total taxable area with floor wise structure and usage detail for each property as per the suggested format and its database generation and integration with Base Map. During the survey the consultants shall collect and verify the following information for each property as per property survey format given in Annexure II. Surveyors will record all information about the property like: Parcel ID and date of survey Respondent Name and its status Property Usage like Residential/Non-residential/Mix Category in case of Non-residential use of property as given in the Field data sheet format Following details to be collected through contact survey for property/holdings: Owner Name, Father/Husband Name of Owner, Property Address, Mobile number of property owner Existing Property Number, Old Holding Number (If any) Revenue circle, Ward No, electric connection consumer ID etc Occupancy status: rented /self-occupied/mix Total area on ground floor and total Built up area in case of individual buildings only Municipal facilities status like water connection, sewerage connection Measurement detail plot area, total built up area and its break up Floor wise built up area detail with roof type/house type, usage with floor detail etc. Age of Building In case of Multi-storey Building (Commercial complex/apartments) following information shall be also collected Page 34

35 o Apartment/Building Name o Total No. of Property o Lift Facility o Total built up area o Total number of floors excluding ground floor o Total open space area o Status of different facility like lift, power backup, parking, fire fighting o Total no. of residential and non-residential holdings o Source of water for the building In case of Commercial/Industrial following additional information shall be also collected o Firm/Shop/Industry Name o License Status Yes/No o Firm/Shop/Industry Owner Name and address o License status and license no. o Shop area o License validity date o Business/Industry type 4.6 Compilation of Data as per Database Structure The consultant will compile the data strictly as per agreed database structure. The consultant shall also integrate existing property number as per municipal record for each property except new properties identified during survey. Unique ID shall be structured for each property considering standard practices. 4.7 Integration of Database with Base Map and its Updation The selected consultant shall integrate the final database for each property with the base map database and also update the thematic layers of base map accordingly. 4.8 Digital Photograph of each Property Linked with Base Map The selected consultant shall take digital photograph (through GPS enabled Camera) of each property and it should be linked with respective database of the building in base map. 4.9 Updation of Base Map During the survey if there is any change in status of administrative boundaries (like ward boundary, tax zone, circle) Parcel, Buildings and other utilities including road, drainage, sewerage, water network, street light, OHT etc. it should be updated in the Base Map Workshop and Training The consultant shall organize atleast 3 workshops and training during the Project period. The participants of the workshop will be executives and staff of the ULBs. All the workshops during the project period shall be focused on work progress, training on survey, mapping, database integration and updation of data. 5. Outputs and Deliverables Under this contract the Consultant s payments will be output and deliverables based. It is very important to note clearly and in detail the exact outputs required and what they should contain. The desired outputs & deliverables under this contract are as shown below. Page 35

36 5.1 Satellite Data 1. Rectified satellite data along with GCP file 2. Soft copies of images in.img/geo-tiff and JPEG formats 5.2 DGPS Survey 3. The processed data of the DGPS survey with a photograph of each GCP with monument 4. A neat sketch of each DGPS point showing the location on A4 size drawing 5.3 Topographical survey The following details shall be submitted on completion of the survey 1. All original field books related with utilities, land use and auto level survey 2. All the survey details in AutoCAD format on a CD / DVD and 2 draft prints of the same 5.4 Base Map 1. Ward wise check prints in Hard copy on 1:2500 or large scale containing all the thematic layers and administrative boundaries (In A0 Paper two sets) 2. Digital base map of all the thematic layers on 1:2500 scale in 3 sets in hard copy (A0 Paper) and one set in soft copy in GIS format and PDF format 3. Ward wise check prints in Hard copy on 1:750 scale (Two sets on A0 Paper) and PDF format 4. Ward wise Final Base Map (Hard Copy) on 1:1000 scale (Five sets of multi-colour plotted maps on A0 paper) and PDF format 5. Digital data of base map in GDB/MDB (Geo-Database File) DXF/DWG, SHP file format along with soft copy of base map to a scale of 1:2500 and 1:5000 (soft copy) for the total town area in DXF/DWG, SHP and PDF format which shall contain foot prints of each building, slum boundary ward wise, roads, nalas, Canals, railway lines, bridges, water bodies duly incorporating cadastral information, Locality, ward, block, slum, and municipal boundary. 6. Base maps on 1:2500 in hard copy (Five sets of multi-colour plotted maps on A0 Paper) and PDF format 7. Base maps on 1:5000 in hard copy (Five sets of multi-colour plotted maps on A0 Paper) and PDF format 8. Ward wise Slum boundary with dwellings and utilities/basic infrastructure map on 1:500 scale in soft copy PDF format 5.5 Online Property Tax Management System Software (ANNEXURE IV) 5.6 Reports 1. Town wise Inception Report for the Project that describe the detailed methodology, area of interest, quality control and work schedule should be submitted within 2 weeks after issue of work order 3 sets ((for each town) and soft copy in word and PDF 2. Integrated Project Progress Report (to be submitted on 25th day of each calendar month after submission of Inception report) soft copy (Word file only) 3. Town wise Detailed Project Report at the end of the Project 10 sets and soft copy (In word and PDF) 6. Expertise and Inputs The professional requirements of personnel to be provided by the selected bidder for the project are given in the following Table detailing type of expertise, required skills and experience. The criteria are desirable and not restrictive, such as stating an exact degree might preclude other good candidates from the job. The bidder needs to provide the CVs of its proposed team in the prescribed format. Page 36

37 S.No. Designation Qualification and Experience No. of Resources 1 Team Leader Any Engineering Graduate or MBA or Masters in Geography / Remote sensing / Geology / Planning with an experience of minimum 10 years in GIS or RS. 1 2 GIS Specialist Property Survey Expert IT Engineer Application Development Lead / Developer Masters in Geography / Remote sensing / Geology or Masters in Planning with an experience of minimum 6 years in the field of GIS Mapping Any Engineering Graduate or MBA with diploma in RS/GIS or Masters in Geography / Remote sensing / Geology/Planning with an experience of minimum 5 years in GIS or Remote Sensing based Project Mapping IT Engineering Graduate or Bachelor in Planning with an experience of minimum 4 years in the field of GIS & Remote Sensing. Engineering Graduate with Computer Science or MCA with an experience of minimum 5 years in Software Development, Programming and DBMS. Support Staff (No CVs required along with Technical Proposal) Field Surveyors, Supervisors Diploma in Survey / working experience in DGPS surveys or Auto Level Survey for a minimum of 2 years As per requirement 7 CAD operators, Data entry operators 10+2/Diploma/Degree with 1 year experience As per requirement Note: 1. All above personnel should be computer savvy and be able to use latest design software, project management software for the respective area of work. 2. Proposed personnel must be proficient in both written and spoken English. The field staff should preferably know Hindi as well. 3. All staff shall station at the project site office with support staff for the entire project period or till completion of the project which one is earlier. Terms for provision of the services and reporting 1. The consultant will correspond with and report to concerned authorized person from the MCS team. 2. The consultant will work according to the deadlines provided in the current RFP. 3. The consultant will conduct itself in a professional and ethical manner, and will ensure that none of its actions have an adverse effect on the project. 4. The consultant will set up site office at Project place with complete infrastructure Computers, Software, Printer, Furniture etc. 5. The consultant will appoint staff for field activity and data entry at site office who will work in close concern with the local ULB office. 8. Schedule for Output and Deliverables The firm is to complete the work for the Municipal council Mandi within 6 months from the stipulated date of commencement of services notified. Page 37

38 9. Payments to the Consultants i. Under this contract the Consultant s payments will be output and deliverables based on town basis as per the following schedule: S. No. Description of Deliverable/Outputs Payment Acceptance of Inception Report and Procurement of Satellite Imagery Completion of DGPS Survey, Image Rectification (Soft copies of images in.img/geo-tiff and JPEG formats) Acceptance of Thematic layers (Hard copy check print maps on 1:2500 scale and GIS database of all the thematic layers) Acceptance of submitted check prints of Property on 1:750 scale contain land use, building footprints and other important features like road, drainage, landmarks etc. Acceptance of corrected base map including building/plot thematic layer with database for all the thematic layers in soft and hard copy and the GIS Based Online software Development for Property Tax Collection 10% 10% 10% 20% 30% 6 Approval of Final Reports, other Deliverables 20% ii. The cost of the work for performance of the services under the contract shall be paid by the client in terms of percentage of the total project cost (as quoted by the successful consultant). iii. The client shall pay the Consultant after the deduction all taxes, on prevailing rates as applicable on the cost of the work. iv. The consultant has to quote the rates (including all taxes) considering all requirements for satisfactory performance of the services included in ToR. If the consultant has not considered any component for performance of the services, no extra payment shall be made on this account. QUALITY CONTROL The consultant shall follow standard Government of India standards and guidelines for Survey, Mapping and Database generation. Each property shall be measured accurately and the carpet area calculated as per M.C. / N.P. rules and guidelines. The thematic layers attribute data should be attached on the basis of unique ID. The consultant will submit the data on fortnightly basis to the Municipal Council in hard and soft copy. At least 10% of the data will be taken as sample and checked randomly by the ULB staff and if less than 5% of sample data is found to be incorrect, the consultant will correct it within 15 days after getting feedback from the ULB and resubmit. In case of more than 5% of the sample data found to be incorrect, the consultant will have to redo the survey for the area without any extension of time and resubmit the corrected data for quality check again. Page 38

39 ANNEXUERS FOR PREPARATION OF GIS BASED PROPERTY TAX MANAGEMENT SYSTEM FOR MANDI TOWN OF HIMACHAL PRADESH Page 39

40 ANNEXURE I AREA OF INTEREST Mandi formerly known as Mandav Nagar is a major city and a municipal council in Mandi District. As a tourist place, Mandi is often referred to as "Varanasi of Hills" or "Choti Kashi" or "Kashi of Himachal". The city was established in 1527 by Ajbar Sen. Today Mandi is the most fastest developing city of Himachal Pradesh with the 2nd largest economy in the state. Mandi has an average literacy rate of 83.5%, higher than the national average of 65.38% & almost equal to state's literacy rate(83.57%). Mandi Town is situated in 31 o N, 31 o N Latitude and 76 o E 76 o E Longitude. Municipal Council, Mandi was constituted during It has 13 wards consisting of 10 Revenue hadbasts. In terms of population it is the biggest Municipal Council of the District. Brief details of the town are as under: 1. AREA (M.C.) Sq.km (approx). 2. POPULATION (M.C.) (Census 2011) 5. NO. OF HOUSEHOLD 8100 (approx) 3. No. of Wards 13 Page 40

41 ANNEXURE II FIELD SURVEY FORMATS FOR DATA COLLECTION (Data collection formats will be finalized with MC/NP at the time of field survey commencement) Page 41

42 Parcel ID Total No of Properties Sheet ID Property ID Field Data Sheet for Land use & Property Survey Ward No. Respondent Name Photo ID Camera ID Date Respondent Status Owner Name (as per Record available with Municipality) Owner s Father/Husband Name Property Usage ( mark in the box): Bldg. Name Existing Holding Number Water Connection Connection No. No. of Shops Residential Self Occupancy Status & Occupied RCC ASB OTH ID Non- Residential Construction Type( Rented RCC ASB OTH Contact No. mark in the box): Mix Mix RCC ASB OTH Adhar Card No. Y N House No/ Flat No Sewerage Connection Sewerage Connection No. Age of Building Locality/ Colony Name Plot Area (in sq.feet) Y N Toilet Facility Y N Total No of Floors No. of Toilet Seats In case of Commercial / Industrial Shop Area (in Sq. Feet): Road Name Electric Connection No. / Consumer ID (as per Electricity Bill): In case of Multi-Storey Building - Commercial Complexes or Residential or Non Residential Multi-Storey Buildings Apartment/ Building Name Total No. of Floors (Excluding Ground) Total No. of Properties Residential Non-Residential Lift Facility Y N Power Backup Y N Parking Facility Y N Fire Fighting Facility Total Built up Area (In Sq. Feet) Y N Residential Non- Residential Total Open Space Area (In Sq. Feet) S N o Floor Wise Built-up Area with Usage: (Area must be in Sq. Feet) Usage Residential Non-Residential Constn. Type RCC/RBC ASB Others RCC/RBC ASB Others Floor S T S T S T S T S T S T 1 Bsmt-1 2 Bsmt-2 3 Bsmt-3 4 Ground 5 1 st Floor 6 2 nd Floor 7 3 rd Floor 8 4 th Floor 9 5 th Floor 10 6 th Floor Page 42

43 11 7 th Floor Remarks: Signature of the Surveyor) (Signature of Property Owner/Respondent) Age of the Buildings: Source of Water: a) > 30 years, a) Own b) years b) Municipal Connection c) 15-5 years c) Public Tap (within 400 yards) d) < 5 years d) Public Tap (more than 400 yards) Category in case of Non-Residential use of property Code Non-Residential use of property Code Non-Residential use of property 01 Hotels,Restaurants,bars,clubs,healthclub,CinemaHouses,Guest houses,marriagehallsand all places of entertainment 02 Shops, Showroom 03 Commercial offices, financial institutions, insurance and financialservicesbusinesses,commercialhouses,banks,hospitals andnursinghomes,dispensaries,laboratories 04 State Governmentofficeandinstitutionsandsemigovt.officesandinstitutionsandexcludes Holdingsownedbyprivateparties/entities,OtherthanCentralGo vernment 05 Central Government owned properties 06 Industries and workshops 07 Schools, colleges and other educational institutions, research institutions all coaching and study centres and all fees collecting properties owned by individuals or institutions registered as Trusts or under Society Act, Guidance and Training Centres 08 Educational and socialinstitutionsrunbycharitabletrustsonnoprofitno-lossbasisforbenefit of poor, physically challenged, social security of women and children 09 Religious places including facilities for Boarding or Lodging for which some charge albeitnominalis made. Such Religious places shall include all Temples, Mosques, Dharamshalas, and Ashrams, Churches and Monasteries. 10 Any other holdings not covered under(1)to (9) Page 43

44 Field Survey Format for Data Collection of Road Date of Survey: Sheet ID: Road ID*: Road Name: Road Type % : Construction Material: Concrete WBM Asphalt Any Other Remarks (In case of any other): Carriage Way width (In meter): ROW width (In meter): Maintained By**: Municipal Body RCD NHAI Other Footpath Status: Yes No Footpath Width (In case of Yes, in meter) Footpath Construction Material: Concrete Tile Other Signature of the Surveyor Signature of Project Coordinator * Road ID Road ID will change in case of junction of Roads/ Change in construction material/ change in width of carriage way/row/ change in footpath status/change in maintenance agency % 1 2 Road Type - Principal Main Road 01; Main Road 02; Other Private Street 03; Other Public Street 04; National Highway 05; State Highway- 06; District Road Private Street: means any street, road, lane, gully, alley, passage or square which is not a public street, and includes any passage securing access to four or more premises belonging to the same or different owners, but does not include a passage provided in effecting a partition of any masonry building amongst joint owners where such passage is less than two metres and fifty cm wide; 2 Public Street: means any street, road, lane, gully, alley, passage, pathway, square or courtyard, whether a thoroughfare or not, over which the public have a right of way. ** Maintained By: RCD Road Construction Department; NHAI National Highway Authority of India Page 44

45 Field Survey Format for Hoarding Date of Survey: Sheet ID: Hoarding ID: Ward No. : Road ID: Owned By: Locality Name: Road Side: On Building: Hoarding Category*: Hoarding Size**: Small Medium Big Hoarding Status: Authorized Unauthorized Signature of the Surveyor Signature of Project Coordinator *Hoarding Category: Neon / Glow / Electric Display / Backlit Non-Hoarding type - 01; Slides 02;; Illuminated Bus Shelters 03; Bus Shelters advertisements with printed advertisements 04; Banners 05; Flags 06; Pole Panels 07; Shop Shutter 08; Closed Circuit TV 09; Short Films 10; Medians Printed advertisement - 11; Traffic and Parking Stand 12; Tree Guards 13; Others 14. **Hoarding size Not Required for Hoarding Category no. 07 to 13. Small - Area Less than 10 sq ft; Medium- Area 10 to 20 sq ft; Big - Area more than 20 sq ft; Page 45

46 Field Survey Format for Street Light Date of Survey: Sheet ID: SL ID: Ward No: Road ID: Locality Name: Pole Type: Iron Concrete Other Street Light Type: HPMV/Sodium Lamp Tube Light CFL High Mast Other Source of Energy: Electricity Solar Other Signature of the Surveyor Signature of Project Coordinator Page 46

47 Field Survey Format for Bridges/Flyover Date of Survey: Sheet ID: Bridge ID: Ward No.: Road ID: Locality: Bridge Type*: Length (In Meter): Width (In Meter): Construction Material: Concrete Iron Masonry Any Other Construction Year: Signature of the Surveyor Signature of Project Coordinator * Bridge Type: Culvert 01; Road Over Bridge 02; Road Bridge Constructed Over Railway Line 03; Bridge Across River or Nala 04; Under Pass 05; Foot Over Bridge 06. Page 47

48 Field Survey Format for Other Basic Infrastructure Date of Survey: Sheet ID: ID: Road ID: Road Name: Locality Name: Other Basic Infrastructure*: Description (If any): Capacity** Status: Working Not Working Signature of the Surveyor Signature of Project Coordinator *Other Basic Infrastructure: Telephone/Cell Phone Tower 01; Electric Substation of 33 KVa or more 02; Water Treatment Plant 03; Drainage Pumping Station 04; Water pumping Stations 05; Over head Tanks 06; Sewerage Treatment Plant 07; Telephone Exchange 08; Slaughter House 09; Community toilet 10; Fire Stations 11; Tube Well 12; Hand Pump 13; Bus shelters 14; Water Supply Valves 16; Sluice Valve 17; Hydrant 18, Vent Shaft 19; Sewerage Pumping Station 20; Man Hole 21 ** Capacity: Should be filled only for Electric Substation of 33 KVa or more 01; Water Treatment Plant 02; Drainage Pumping Station 03; Water pumping Stations 04; Over head Tanks 05; Sewerage Treatment Plant 06. Sewerage Pumping Stations 20. Page 48

49 ANNEXURE II (a): ATTRIBUTES FOR SURVEY AND BASE MAP Finalization of layer wise base map with the following attributes: i) Building, Plots/Vacant Lands During the survey, a Unique ID should be marked for each building / plots and the data is to be collected as per the format given in Annexure II. Consultant will propose the methodology for generation of Unique ID structure for map features and GIS database in their technical proposal. ii) Roads All types of roads / streets within the AOI will be surveyed and incorporated in the base map as per the format given in Annexure II. It includes National Highway, State Highway, District Roads, Principal Main Road, Main Road, Street (Public and Private). Every road needs to be given a unique ID and the consultant will propose the methodology for its generation in their technical proposal. v) Slum Boundaries Each slum area is to be marked and digitized by image interpretation along with individual building footprints. Survey and the data for each slum available with client or concerned ULB should be integrated in GIS. The data on each individual dwelling unit is available for all slum areas in each ULB. The consultant will take the help of the data to update the base map and data collection as per the format given in Annexure II. The data collected and supplied is to be reconciled before linking in GIS environment. vi) Street Lights Street light within the AOI is to be surveyed and incorporated on to the base map. The field survey data collection format is given in the Annexure II. vii) Hoardings All the hoardings by the side of road, building and land (public/private) are to be surveyed and data collected as per the format given in Annexure II. viii) Bridges/ Flyovers The data for bridges/flyover is to be collected as per the format given in Annexure II and incorporated in the base map. ix) Environmental Data Integration The consultant needs to create maps from the environmental point source data supplied by the client for following: Air Quality Trees Water Quality Soil Noise Health Page 49

50 x) Other Features Other features which are listed in the layer list provided at Annexure III, like traffic squares, water bodies, etc., are to be updated at the time of survey and incorporated in the base map with database. Important landmarks should also be taken correctly on the plots with proper information for the final base map. For other layers, for which format is not given, the data should be collected as specified in Table Details of Layer for Base Map. Page 50

51 ANNEXURE III: DETAILS OF THE LAYERS FOR BASE MAP Vector S.N. Layer Name Represe Data Source Attribute Data Remarks ntation 1 Municipal Boundary Polygon ULB and Field Provided by ID and ULB Name Survey concern ULB 2 Ward Boundary Polygon Provided by ULB and Field ID, Ward No. Zone No. and concern ULB in Survey Ward Name Hard copy 3 Tax Zone Boundary Polygon ULB and Field ID, Tax Zone No. Tax Zone Provided by Survey Name concern ULB 4 Industrial ULB and Field Should be marked Polygon ID, Locality Zones/Area Survey During field survey 5 Colony Boundary Polygon ULB and Field Should be marked ID, Ward No, Name Survey during field survey Should be marked 6 Slum Boundary 7 Buildings Polygon Polygon ULB, Imagery and during field survey, ID, Slum No., Locality Field Survey Parcel ID, Ward No., Locality/Colony Name, Road Imagery and Unique ID for each ID, Road Name Land use, Field Survey buildings/plots Land Use Details, owner details, area, floors, photo id, Construction Type, Remarks 8 Canal, Drainage, Streams/Drainage/C Imagery and Polygon ID, Type of water bodies River and Streams anal Field Survey 9 Over Head Tanks Polygon Imagery, ULB and ID, Ward No., Locality, Road Field Survey ID, Capacity, Status 10 Landfill Site Polygon ULB and Field Survey ID, Road ID, Ward No., Locality ID, Latitude, Longitude, 11 DGPS Points Point Field Survey Height ID, Road ID, Owned By, Locality Name, Status (Road 12 Hoardings Point Field Survey Side/ On Building, Hoarding Category, Hording Size, Location Status (Road Side/ On Building) 13 Fire Stations Point Field Survey, ULB ID, Road ID, Capacity, Ward, Locality, Description 14 Slaughter House Point Field Survey, ULB ID, Road ID, Ward No, Locality 15 Street Light Line ID, Road ID, Ward No, Field Survey, ULB, Locality, Pole Type, SL Type, PESU Source of Energy ID, Road ID, Ward No, 16 Bridges/Flyover Line Imagery and Field Locality, Bridge type, Culverts, Fly over, Survey Length, Width, Construction all type of bridges Material, Construction Year 17 Parks/Garden Polygon Park, Garden, Imagery, ULB and ID, Road ID, Ward No, Zoological Park, Field Survey Locality, Type, Name Botanical Park Page 51

52 18 Community Toilet and Public Toilets Point Field Survey Imagery and Field Survey ID, Road ID, Ward No, Locality, Description, Status 19 Traffic Square Point ID, Road ID, Name Broad Imagery and Field 20 Railway Line ID, Type Gauge/Meter Survey Gauge Major Hospitals, Govt. Buildings, Historical Monuments, Post Office, Police Stations, Major 21 Landmarks Point ID, Road ID, Ward, Locality, Industries, and Imagery and Field Type, Name, Description, commercial places, Survey Status Electric Substations 22 Road Network Line of 33 KVa or more, Telephone Exchange, etc. At least one Landmark should be marked at every 500 mts. Road ID, Type, Road Median (Yes/No); Construction Material, Name, Carriage Imagery and Field Way width, ROW width, Survey Maintained By Footpath Status, Footpath Width, Footpath material, Imagery and 23 Streets Limited Field ID, Road ID, Width Line Survey 24 Cell Phone Tower/ ULB and Field ID, Ward No., Locality, Road Point Telephone Tower Survey ID, Parcel ID, Description Page 52

53 Development of GIS based Software Application ULB is envisaging procuring a web-based GIS-enabled ULB Level Software Solution on multi-tenancy catering to the requirements of the ULBs and the ULB is envisaged including applications and services through mobile devices platform. ANNEXURE IV- Functional Requirement Specifications This section describes the functional requirements of the applications which are to be fulfilled by the Software Development Agency. These points should be taken as a guideline and will be frozen by the Purchaser during system study phase carried out by the successful bidder. 1. General Requirements of the Application a. Application should be developed on open standards. b. The Application Modules should be multi-tier, web-based solution (having web-based front- end for users and as well as for system administrative functions) having centralized database, web and application server c. Any policy level changes in the tax rate, discounts, rebates, penalty, interests etc. should be possible without any change in the source code of the Application d. System should work on the latest version of the proposed RDBMS based database systems e. System should be compatible with all leading web browsers in India f. System shall be Unicode compliant and support English and Hindi character sets g. System should provide browser based access on a 24 x 7 basis h. System should enforce secure login as per the Login process, where the ULB official/staff will have to authenticate his/her Username, Password to access the home page. i. System, on successful login, should display the Main page or the Home page of the browser as customized by the user and links to various services as per his/her customization j. System should provide the ability to securely access the application(s) from a remote location k. System should provide for online help, general information and instructions l. System should use standard drop-down lists wherever possible for standard values to be selected by the User m. System should have capability to cut/ paste/ format, etc. at a field level on the inputs screens, output screens, etc. n. System s user interface should make use of horizontal and vertical scroll bar feature wherever needed, depending on the layout of the window o. System should have an ability to configure restricted and mandatory fields wherever relevant p. System should at the time of input pre-fill the field with the next value in the restricted list that matches the characters which have already been entered q. System should include a calendar tool which can be used to graphically select a date when a date field is to be used r. System should have the functionality to: i. Define user groups ii. Define users iii. Map users to groups iv. Assign the users a role and privileges in the applications v. Assign the menus/ forms/ functionalities in the system to the users / groups vi. Grant / impose data-based access / restrictions to the user s e.g. specific citizens etc. vii. Define menus and attach such menus to users/ groups Page 53

54 viii. Disable/re-enable users / groups from the system s. System should store all authentication credentials of users in an encrypted format t. System should suspend the user in case of a specified number of unsuccessful attempts to logon to the system and these suspended user IDs should only be reactivated by system administrator u. System should allow administrator to forcibly log out users, in case needed v. System should provide the facility for recording of audit trail. System should maintain following categories of logs: I. System access logs II. System health logs III. System error logs w. System should have an integrated audit log capable of recording, displaying and reporting all transactions occurring in the system x. System should time-out after a stipulated period of idle time. Usability Requirements a. System should be UNICODE compliant and should provide complete support for the Hindi and English language. It should be able to perform the necessary display, read, write, and update, query, generating data including all reports etc. operations in Hindi and English for all modules / functions. b. Screen layout and designs, menu options, and other system formats etc., should be designed keeping in mind ease of use by the department staff; and a final signoff from the nominated department staff to be taken before finalizing any of the above c. Information Dissemination through User Interface of the Application Modules d. Should allow only the authorized Department officials/ Vendor to update information obtained from the departments e. Should be able to add new information components besides the above Should be accessible to citizens, ULB officials f. Should not allow any user to upload information beyond his/ authorized sections g. Should have different presentation layer for each set of users i.e. Information seekers, updaters, approvers etc. h. Should update information over the portal only after digital signatures of the concerned person has been put up on the information update i. Should ask for digital signature of the concerned person in case of rejection also j. Should ask for changes from the desired in case of rejection by the department head k. Should request Department/ Vendor to put his digital signature after each updation l. Should auto generate grievances in case of concerned person or Department/ Vendor are not performing against their set SLAs Payments a. System should provide for and allow financial transaction functions b. System should check for all details of the service before initiating the payment c. System should enable the payment option only when all the fields of service request are filled d. System should return back and highlight the field which have inconsistencies / error for user to rectify the error e. System should retain all the information of the service request form besides those having inconsistencies f. System should return back after successful checking of the fields with the prompt of confirmation to open the payment page Page 54

55 g. System should open a new page for recording payment details against the service request h. System should allow payment to be registered on the service application request against following i. Payment against the service ii. Payment against the dues / payments as defined under service charter of the specific service i. System should record and maintain all details of payment against a unique service application number j. System should be able to maintain all the payment records in a database and retrieve the same as and when required. k. System should be able to open a page with declaration on successful payment output l. System should able to record specific payment details on the service request form after successful payment has been made m. System should be such that it should allow for part payment function n. Unique application number for requested service o. System should be able to maintain all records of part payments as well as consolidated payment amount against the service request p. On-line payment System should support online payment, including the following fields: i. Facilitate payment against dues and recoveries online through a payment gateway interface with a bank. ii. The vendor would be required to integrate with other payment options as and when required by the department in future. The developed Application Module should be able to support single or multiple payment gateways. iii. Prompt the user / customer to make payment of late fee in case the last date of payment is passed. iv. Facilitate automatic updation of the information on the applicant record, upon realization of the submitted money v. Payment made should be credited to the proper head of account as per the rules and directives of the department/ulbs. vi. System should allow transaction through approved financial instruments o Credit cards o Debit cards o Online banking system o Cash Cards q. Payment function may be against specific invoice / bills for the given services or can be lump-sum payment for any service r. System should have provision of payment through mobile banking system at the subsequent stage. s. System should ask for the confirmation from user before initiating payments function t. System should allow for user re-verification before initiating payment function through transaction unique ID allocated to the user u. System should provide for migration to a payment gateways from the portal in a secured manner v. System should allow predefined data / information to be provided to payment gateways w. System should be able to generate unique ID codes for every transaction x. System should be able to correlate and confirm o User data / information through unique ID code generated o Payment gateway data information through Unique ID code y. System should provide for confirmation of transaction to the user z. System should provide for payment receipt against the payment aa. System should provide printable version of receipt bb. System should store the payment details in the corresponding account heads of the ULB s Department under which bills are paid. Page 55

56 cc. System should have interface with the monthly accounts module and store the payment details in the corresponding office monthly accounts dd. The confirmatory receipt issued should have a unique registration number against the transaction ee. System should not store any critical information of the user provided on the secured payment gateway ff. System should allow for data / information transfer / flow across developed Application Modules during payment process gg. System should facilitate automatic updation of the information on the applicant record on successful payments made hh. System should not allow any initiation of payment function beyond prescribed days limit for transaction. System should be able to provide user friendly information for such transactions ii. System should not allow for initiation of payment in case of non-availability of records of invoice / bills against which payment function is initiated. System should be able to provide user friendly information for such transactions jj. System should provide user friendly information wherever required kk. System should follow predefined payment rules and regulation as defined from time to time by the application. The same should be updated in the application. ll. System should maintain records of such transaction for users accounts respectively mm. System should be able to send s on registry value of the user account on the payments. nn. System should maintain all information and records of user transaction tagged to the user account and also provide for viewing of such information as and when required by the user oo. System should not allow any changes to be made by the user into the following I. Past records II. Ongoing transaction once confirmation on initiation of such a transaction is given by the user III. Any values maintained for such transaction Status Check a. System should have integrated auto status tracking features embedded in the overall architecture of the system b. System should keep track of all the service requests from the citizens along with the respective unique application reference id generated at the time of the service request receipt c. System should be available in public and administrative view d. System should be able to keep track of the status of all the service requests with the help of the respective unique reference id (application id) and map the current status with the pre- defined service level against each process e. System should be able to detect any change in the status of a given unique application reference id f. In case there is a change in the status of a unique application reference id, the system should update the status information in the database g. System should have provisions for intimating the applicant about the current status of his/her application through SMS and/or especially if there is a change in the status with respect to the final delivery of the service h. System should provide details about the internal SLAs (citizen s charter) to the applicant and only provide update about the status with respect to the final delivery. This feature should also allow the system to update the applicant if there is any change in the service level of the final delivery i. System should display the links for status check for each service from where the applicant can retrieve the status information by entering the unique application reference id Page 56

57 j. System should also allow the applicant to retrieve his/her service request through the web portal by entering the reference id in the link provided on the portal k. System should display the number from where the applicant can retrieve the status information by sending SMS along-with the unique application reference id l. System should also allow the applicant to retrieve update about his/her service request by sending a SMS containing the unique application reference id to the Application Module m. System should display an appropriate message if the system is unable to retrieve the details due to any reason like connectivity issues, maintenance issues, etc. and also provide contact details of the system administrator and alternate link (if available) n. System should have Side Menu on each page so as to reflect the contents of the containing directory, making it easier to navigate the site and locate the link for retrieving update against a given reference id o. System should be adequate security features built in the architecture of the system to ensure that it cannot be hacked or manipulated p. System should not allow the users to edit the details of the application upon retrieving the status update against a given reference id q. System should allow the end user to print the status update information if the applicant is retrieving the status through the portal or r. System should have provision for Calendar System, which displays the dates and time of schedule events on a page formatted as a standard monthly calendar s. System should have provisions such that the System Administrator can add/remove/modify the hierarchy of the ULB officials with adequate authentication mechanism t. If there is any modification in the hierarchy of the relevant authority against a given service (in the system), system should automatically map the escalation levels with the new hierarchy of ULB officials 2. GIS based Online Property Tax Management System 2.1 Web Portal S.NO Web Portal- User Management 1. System would allow user to view the Service information from ULB displayed on Web portal 2. User self-registration and first time password change prompt. System would allow user to login and avail services from any of the modules. 3. During user id creation system would ask for Security question for any password reset request by user in future 4. System would prompt user to create password as per security policy. Alphanumeric passwords would be asked. 5. System would ask user to create a transaction password to be used for performing any financial transaction with the concerned departments or while making any changes in the profile. 6. During user id creation, system would ask user to furnish few personal details like Name Sex Age Address Mobile no. ID PAN/License/Passport/Voter Registration No. / UID No. or any other Id proof details 7. System would prompt user to login using user id and password created and verify them. Page 57

58 8. On successful password match, system would allow the user to login to the portal and allow him to access his/her profile. 9. On unsuccessful password match, System would generate password error message and ask user to enter correct password in order to login to his/her profile. 10. System would allow user to view his/her profile after login. 11. System would allow user to edit his/her personal details like Name, Address etc. 12. System would display the service related information/instructions to fill up requested details in the entry forms like applicable fee and documents to be attached/submitted along with application request. 13. System would allow Department official to login using his/her user id and password as provided by System administrator. 14. On successful password match, system would allow ULB user to access requests submitted to him/her, pending for his approval or pending for field verification. 15. On unsuccessful password match, System would generate password error message and ask ULB user to enter correct password. 16. System would allow ULB user to perform service processing functions as discussed in Property Tax application module in following sections. If any of the login details are not authenticated then the User would be shown the error message Invalid login details. Please re-enter. Deactivated Users should not be able to login into the application. For all other active Users, in case of a successful login, the User would be directed to My Dashboard/Profile section of the application. 17. User Logout: System would allow user to log out whenever he intends to. 18. System would automatically terminate the login session if user closes the window by any chance without logging out of the system. 19. System would automatically terminate the login session if no activity is noticed in the profile after login for a specified time interval. The time period defined for session log-out in must be configurable as per the requirements and when required. By default the time should be 15 minutes. 20. Once the user has logged out or automatically logged out by the system, the system would prompt user to re-enter user details and verify password if the user wants to login. 21. System would prompt users to change their profile & transaction password after regular time intervals. 22. System would notify the ULB user on successful password change by showing alert message on screen during password change. Whereas for citizens an would be sent to their registered mail id as specified in their profile informing the change in password for their user account. 23. In case user forgets the password, system would allow user to reset the password. 24. System would ask user to answer the security question created during profile creation for resetting the password. 25. System would match the user response with the user records. 26. On successful security question and answer match, system would ask user to update new password. System would prompt the user to re-enter the new password. 27. System would match the new password entered twice before submission and notify user on successful password reset activity. 28. In case of unsuccessful match, system would prompt user to enter same password twice for matching. 29. Once the password has been changed, system shall ask user to use new password for any request submission. For any online service request citizens would fill up their details in the web page shown on screen after selecting the specific department along with attaching the required supporting documents. System would Page 58

59 generate a receipt number for each request submitted by citizen, which would be displayed on screen after submission of the request and also the details of the request would be sent on the registered -id of citizen. Also an intimation of acceptance of the request would be sent on his/her mobile no. as an SMS. 2.2 Property Tax Services Functionality Integration Requirements Compliance (Y/N/P) General System should allow citizens to register their property on-line. Assign the unique property ID based on the Process defined in the ULBs System should have interface with GIS system System should have facility to deliver the service online & offline (through ULB Front Desk.) Portal should have all the information including the processes and documents required for the convenience of citizen. System should capture all the details required for application. System should have the facility to apply online and through Front Desk or at ULB. System should have facility to download required forms. System should have facility for online payment and offline (through ULB Front Desk.) System should have facility to send the alerts through SMS and Capture description of property like mutation number, number of floors, area covered, land owner, co-owner, correspondence & permanent address, built year, Category of holdings (Residential, Commercial or industrial, Mixed Use, Government / Semi-Government, Education Institutions, Others), category of road (Principal road, Main road, Other road), Access to water supply (with connection, within 400 yards, beyond 400/ no connection), Mode of collection, Contact number, individual room measurements etc. Facility to classify the property based on its type. Allow changing the category of holding. Provide tax calculator for users to calculate the property tax on a particular holding at any given rate and with multiple combinations of variables Capable of exporting data stored in the database to excel as and when required by the user. Similarly, provision of data import from excel to the system should be there. System should support templates for defining the import Interface to use digital signature certificate, System should interface with Mailing & Messaging System SMS Application, GIS Page 59

60 Inclusion of New Assessment of Property and export structure Calculation of rebate and Penalty to be shown as "others" and distinct from total Demand (TD) and Total Collection (TC). Within others, rebate, penalty, interest and adjustments to be clearly identified En Masse demand generation needs to be made possible. It should be done for total, circle, revenue circle and ward wise. System should have a provision to tag property as suspect. Additional tags will be required for properties with incomplete data, and which have been marked as potentially incorrect size, as distinct from property does not exist. Batch mode upload of data collections required Provision to provide incentives based on advance annual payment, as well as writing off or decrease of arrears based on payment to be provided. A complete audit trail for all transactions, as well as master updates Provision for bar code on the demand Capable of adding schemes for recovery of arrears Mail merge exports and imports Back up archival functionality Dashboard display of status Provision to make a qualitative and quantitative assessment of the tax paid and arriving at logical decisions that will help in decision making on which raids, inspections and imposition of penalties on the defaulters can be made possible System to keep history of payment defaults, penalties imposed, discounts given etc. related to each holding System should generate acknowledgement receipt regarding filling of property tax Entering/ adding the applicant details for new assessment (SAF) Entering / adding the details of SAF for existing holding Generation of a new assessment application acknowledgment receipt Facility of modifying an existing record Generation of the special notice to the assesse indicating the amount of tax to be paid Entering of the revision petition application into the system Generation of the acknowledgement for the appeal petition application receive System should interface with Mailing & Messaging System SMS Application, GIS Page 60

61 System should calculate applicable tax liabilities for properties for which returns have been filled. And, flag those properties which have discrepancies. System should allow ULB officials to do sample checks of the returned filed Calculation of Property Tax to be levied based on the building type, area, usage details etc. Facility of modifying an existing record Accommodate different tax rates depending on the 27-cell matrix structure. Enter/add the assessment details and property tax levied Property tax demands should be generated for those properties for which returns have not been filled and also for those properties against which less tax have been paid in the return Frequency of generation of Demand should be flexible. It should be user defined (defined at admin level) and could be quarterly, half-yearly or annually Enter/add the Arrear details and property tax levied for assessment. Generation of enter/ add the application details for exemption from property tax. Facility of entering/adding application details for write-off from property tax. Facility of issuing an acknowledgement Facility for citizen to raise the objection (if any) after getting the demand notice System should have the facility to send SMS alert to citizen for payment & due date. System should have the provision for online payment of property tax through portal & ULB Front Desk. System should have all the irregularities in tax payment predefined; to automatically detect any suppression of fact and details on the part of the citizens in paying the tax. MIS should be generated listing suspect cases and reasons citing irregularities System should have interface with to track the defaulters of house tax payment. System should have inbuilt check and balances to enable the Enforcement authorities to track citizens evading tax payment System should have provision to make a qualitative and quantitative assessment of the tax paid and shall arrive at logical decisions that will help urban local bodies in decision making on which raids, inspections and imposition of penalties on the defaulters System should have the facility to analyze and forecast revenue trends based on tax collection. For house tax assessment, the system should provide the Page 61

62 Change of Ownership / Mutation Collection of Property Tax General Revision Action Taken for Recover of Taxes complete flow of data of approval/rejection by Inspector, EO etc Facility of entering/ adding the application details for title transfer of property. Facility of issuing an acknowledgement. System should ask for NOC from departments/ sections before processing the service request System should follow the numbering of holding Facility of modifying/ deleting an existing record. Facility of entering/ adding the field verification details for title transfer property Enter/ add the approval details for title transfer property Enter/add the fee payment details for title transfer property. Facility of generating the endorsement for the title transfer property after the property is transferred and the fees is paid. Change property tax computations and determine arrears/refunds etc. Generation of the details of Property Tax paid for the assessment. Generation of enter/ add the application details for exemption from property tax. Enter/add the application details for vacancy remission from property tax. Facility of entering/ adding the application details for write-off from property tax. Facility of issuing an acknowledgement. Accepting requests for Revision. System should provide information related to general revision and documents required for the same. Updation of the assessment database based on the field verification details. Entry of the property modification details. Entry of the penalties details. Capturing of the approval details. Add/Edit Details of notice sent to the defaulters (integration with defaulter register) Add/Edit details of responses received from defaulters (integration with defaulter register) Add/Edit details of action for distraint Flagging for legal cases filed, and information on these cases System should interface with Mailing & Messaging System SMS Application System should interface with Mailing & Messaging System SMS Application, GIS & Plugin With Payment Gateway System should interface with Mailing & Messaging System SMS Application, Page 62

63 Flags for investigation based on grievance filed by the assessee Information on auction of property and recoveries GIS Indicative List Masters Details of Zone/Circle(Addition/Modification/Search) Details of Wards (Addition/Modification/Search) MIS (minimum) Details of Revenue Zone/Circles (Addition/Modification/Search) Details of Apartments/Complexes (Addition/Modification/Search) Details of Use Factor (Addition/Modification/Search) Details of Tenancy Factor (Addition / Modification / Search) Details of Building Classification (Addition/Modification/Search) Details of Roof Type (Addition/Modification/Search) Details of Floor Types (Addition/Modification/Search) Details of Tax Rates along with validity (Addition/Modification/Search) Details of ARV matrix along with validity (Addition / Modification / Search) Details of Discount along with validity (Addition / Modification / Search) Details of Bill Collector (Addition/Modification/Search) Exemption details (Addition/Modification/Search) Occupier details (Addition/Modification/Search) Details of Bank (Addition/Modification/Search) a. Overview Report 1. Data Fields for the report are given below 1.1. No. of holdings 1.2. Total arrears 1.3. Total demand 1.4. Total collections and 1.5. Total arrears The report should be generated as Overall, by Zone/circle, by revenue zone/circle, by ward. Collections need to be shown against Arrears, current FY Demand and total. The figures for penalty and rebates are to be shown separately. b. Checklist for status of submission of SAF by the assesses c. List of Defaulters (Assesses who have not paid taxes d. along with SAF by particular day every year) Circle/ward/revenue circle/locality-wise e. Field Verification Checklists Dashboard, GIS Page 63

64 f. Checklist for Holding Data g. Special Notices h. Collections: 1. Bill Collectors Collection (optional) 2. Counter Collection, Direct bank remittance, Front Desk/counter wise collection 3. Mode of payment wise collections 4. Ward wise Collection 5. Revenue Zone/ Circle wise Collection 6. Locality wise Collection 7. Penalty on Late Payment Collection 8. Penalty on Unauthorized Construction i. Registers 1. Arrears Register 2. Area Base Register 3. DCB Register 4. Defaulter register 5. Exemption Details Register 6. PT Register 7. Register of Appeals for the Year 8. Register of Distraint 9. Register of Warrants 10. Remittance/Daily Collection Register 11. Receipts/Payments Register of PT for the Year 12. PT Demand Register 13. Vacancy Remission Register 14. Write Off Register j. Certificates 1. Ownership Certificate 2. Valuation Certificate. k. Other Notices 1. Final Notice 2. Warrant Notice. l. Apartment Details, Complex Detail m. Building Age wise Assessment List n. Monthly List of Buildings Requiring Levy of PT or Revision of PT o. Occupiers Other than Owners p. DCB (Demand-Collection-Balance) Report 1. Data Fields for the report are given below 1.1 Opening Balance (arrears as at end of last period) 1.2 Current year demand 1.3 Collection Collection against arrears Collection against current year Demand 1.4 Closing Balance as at end of period The report should be generated as Overall/summary and also by Holding Category, Municipal Zone/Circle, and Revenue Zone/circle. q. Ageing Report The report aims to capture total arrears as at end of any Page 64

65 period in a classified category. Drill down of this MIS to be available to the property level. This report should be generated as summary report for whole ULB and also by each ward and Zone /circle. r. ABC Analysis 1. Data Fields for the report are given below 1.1. Holdings ID 1.2. Name 1.3. Addresses 1.4. Total Arrears The report can be classified in different Value Bands. The report should be generated as summary report for ULB and also by collector, Ward, Zone/Circle, holding category ( Purely Residential, Purely Commercial/Industrial and Others ), By type of Construction (Pacca, Asbestos, Others) and by category of Road (Principal, Main and Others). s. Projections of Annual Demand with Revised 27-cell Matrix Rate structure : 1. Data Fields for the report are given below Total no. of Holdings 1.2. Current rate 1.3. Projected rate 1.4. Actual demand with current rate structure 1.5. Projected Amt Difference (Increase / Decrease) The report should be generated as summary report for ULB and category wise sub-total for type of use (Purely Residential, Purely Commercial/Industrial and Others), by type of Construction (Pacca, Asbestos, Others) and by category of Road (Principal, Main and Others). t. Query System should be capable of generating any information as and when needed by querying the database e.g. 1. ABC Analysis of Demand, Collections and Arrears as defined for total or various categories or for various wards 2. List of all default customers above defined amount, categories or locations (ward/zone) 3. Ward wise holding details as defined 4. Ward wise demand details. 5. Category wise list of all properties whose assessable area has changed (in percentage) as per user input u. Trend Reports 1. Demand 2. Realization 3. Timely realization 4. Method of payment 5. Arrear recovery 6. No. of holdings 7. Collection channel Page 65

66 8. Collection of penalty and interest The report should be generated as summary report for ULB and also by Ward, Zone/Circle, holding category (Residential, Commercial/Industrial and Others), By type of Construction (Pacca, Asbestos, Others) and by category of Road (Principal, Main and Others). v. Time Series Reports 1. Change in assessable area 1.1. For a particular holding - original and revised area Category-wise list of all the holdings whose assessable area has changed (in percentage or range of percentage) as per user input 2. Ownership change - for a particular holding with tenure w. w. Exception Reports 1. Difference between amount of tax return filled and actual tax liability calculated by the system based on the data available in the database 2. Status of Flagged/suspected holding - Overall, municipal zone/circle wise, revenue zone/circle wise, ward wise, and collector wise list of property which have marked as suspected along with the remarks and other details. 3. Incomplete data reports 4. Reports where data not received consistently 5. Reports for areas where data changed often 6. Property size and demand decrease reports 7. Report for occupancy details changed often Others Features x. GIS & Dashboard needs to offer various drill down and graphical report associated with property tax related data for citizen as well as for ULB official i.e. self-assessment, demand, collection, arrear, payment etc. (eg. End user & ULB official shall be getting all his/her property tax details from the GIS map interface in the portal by one click. And also get his details drill out information like calculation of his property tax details with due/arrear/penalty details, demand details viz.) Citizen shall be raised and submit his/her self assessment details on property tax to ULB. In this case ULB official shall be verifying on the request and sanction approval or rejection on it. If the request will be pending for long time, system will be automatically update the approve request of citizen and reflect shown on the property tax database. Page 66

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