Commissioner Land Records & Settlement


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Govt. of Madhya Pradesh, Department of Revenue
Request for Proposal
For
“Conversion of Existing Record Rooms to Cyber Record Rooms at 342 Tehsils of Madhya Pradesh”
in time bound schedule
(Amendment-1 dated April 25, 2011)
Office of the Commissioner, Land Records & Settlement
Moti Mahal, Gwalior, Madhya Pradesh – 474 007 Phone: 0751-2441200 Fax: 0751-2441202 e-mail: [email protected] website: www.landrecords.mp.gov.in

CLR, Gwalior, Madhya Pradesh

RFP for Conversion of Existing Record Rooms

Tender Notice

Commissioner Land Records & Settlement, Gwalior, Madhya Pradesh invites sealed offers in two bid system for the work “Conversion of Existing Record Rooms to Cyber Record Rooms at 342 Tehsils of Madhya Pradesh” from interested and eligible bidders.

Sealed offers prepared in accordance with the procedures enumerated in this document should be submitted to the Office of the Commissioner, Land Records & Settlement, Moti Mahal, Gwalior, Madhya Pradesh – 474007 before the specified date as given in the data sheet.

The Tender reference number, description of work, earnest money deposit and time limit

to complete the work are as given below:

Tender Reference Description of EMD (Rs)

Hardcopy Time

limit

for

Number

work

Tender

completing the work

Price (Rs)

CLRMP/2010/03 Conversion of 50,00,000/-

500/- Nine (09) Months per

(Amendment-1) Existing Record

location from the date

Rooms to Cyber

of issue of work

Record Rooms

order.

at 342 Tehsils

Details provided in

of

Madhya

the Tender document

Pradesh

The above tender may be purchased from this office or downloaded for free from our website www.landrecords.mp.gov.in. The last date and time for submission of sealed offers, deposit of EMD, dates for opening of technical offers are given in the data sheet (Pg.4)

Joint Commissioner Office of the Commissioner, Land Records & Settlement
Gwalior, Madhya Pradesh

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CLR, Gwalior, Madhya Pradesh

RFP for Conversion of Existing Record Rooms

BEE BIS BS CLR COTS DIN DMS EMD HRD IEEE ISO IT LAN NA NDA OEM RFP UPS dpi

Abbreviations Used
Bureau of Energy Efficiency Bureau of Indian Standards British Standards Commissioner, Land Records & Settlement, Gwalior, Madhya Pradesh Commercially Off-The-Shelf Deutsches Institut für Normung Document Management System Earnest Money Deposit Human Resources Department Institute of Electrical and Electronics Engineers International Organization for Standardization Information Technology Local Area Network Not Applicable Non Disclosure Agreement Original Equipment Manufacturer Request For Proposal Uninterrupted Power Supply Dots per inch

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CLR, Gwalior, Madhya Pradesh

RFP for Conversion of Existing Record Rooms

Data Sheet

Tender Document No

CLRMP/2010/03 (Amendment-1)

Tender Name

Conversion of Existing Record Rooms to Cyber Record Rooms at 342 Tehsils of Madhya Pradesh

Name of the Organization

Office of the Commissioner, Land Records & Settlement, Gwalior, Madhya Pradesh

Non refundable Cost of the For tenders purchased from this office, Rs.500/- is

Tender

payable through Cash, Demand Draft/Banker’s Pay

Order from a nationalized bank, drawn in favour of

Dy. Commissioner, Land Records & Settlement,

Gwalior, Madhya Pradesh payable at Gwalior.

However, the tender can be downloaded for free from

the department website www.landrecords.mp.gov.in

Earnest Money Deposit

Rs 50,00,000/- in the form of Demand Draft or Bank Guarantee from a nationalized bank in favour of Dy. Commissioner, Land Records & Settlement, Gwalior, Madhya Pradesh payable at Gwalior

Date of issue

February 21, 2011

Last Date and Time for sale of tender

May 03, 2011 – 3.00 PM IST

Last date to receive requests for clarification on the tender in prescribed format

March 07, 2011 – 5.00 PM IST

Date for Pre-Bid Conference

March 10, 2011 – 11.00 AM IST

Venue of Pre-Bid Conference

Office of the Commissioner, Land Records & Settlement, Moti Mahal, Gwalior, Madhya Pradesh – 474 007

Last Date and Time for Receipt of Bids

May 03, 2011 – 3.00 PM IST

Date and Time of Opening of Technical Bids

May 03, 2011 – 3.30 PM IST

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CLR, Gwalior, Madhya Pradesh

RFP for Conversion of Existing Record Rooms

Place of Opening of Bids

Office of the Commissioner Land Records & Settlement, Moti Mahal, Gwalior, Madhya Pradesh – 474 007

Technical Presentation by bidders, if required

To be declared later

Declaration of bidders qualified for opening commercial bid

To be declared later

Opening of commercial bids

To be declared later

Address for all communications

Commissioner Land Records & Settlement, Moti Mahal, Gwalior, Madhya Pradesh – 474 007. Phone:0751-2441200,0751-2441210, 0751-2441240 Fax: 0751-2441202 e-mail: [email protected]

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CLR, Gwalior, Madhya Pradesh

RFP for Conversion of Existing Record Rooms

Table of Contents

Tender Notice..................................................................................................... 2 Abbreviations Used ............................................................................................. 3 Data Sheet ........................................................................................................ 4 Section 1: Introduction ...................................................................................... 9 1.1 Preface .................................................................................................. 10 1.2 Organization of the RFP ........................................................................... 10 1.3 Objectives of the project:......................................................................... 11 1.4 IT scenarios relevant to the project – Past, Present and Planned ................... 12 Section 2: Qualifications of The Bidder............................................................. 14 2.1 Eligibility and Pre-qualification criteria ....................................................... 15 2.2 Earnest Money Deposit ............................................................................ 16 Section 3: Instructions to Bidders .................................................................... 17 3.1 Advice to the bidders............................................................................... 18 3.2 Transferability of the RFP document .......................................................... 18 3.3 Misplacement of the RFP document ........................................................... 18 3.4 Cost of Bidding ....................................................................................... 18 3.5 Two Bid System ...................................................................................... 18 3.6 Packaging the offers ................................................................................ 18 3.7 Authentication of Bid ............................................................................... 19 3.8 Last date and time for receiving sealed offers ............................................. 20 3.9 Pre-bid Meeting (PBM) ............................................................................. 20 3.10 Amendment of RFP Document .................................................................. 20 3.11 Technical Qualification ............................................................................. 21 3.12 Evaluation of Proposals ............................................................................ 21 3.13 Evaluation Framework ............................................................................. 22 3.14 Site Visit ................................................................................................ 25 Section 4: Terms and Conditions of The Tender ............................................... 26 4.1 Bid Security ........................................................................................... 27 4.2 Rejection of Bid ...................................................................................... 27

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CLR, Gwalior, Madhya Pradesh

RFP for Conversion of Existing Record Rooms

4.3 Discharge of Bid Security of Successful Bidder ............................................ 28 4.4 Forfeiture of Bid Security ......................................................................... 28 4.5 Performance Guarantee ........................................................................... 28 4.6 Warranty Period...................................................................................... 28 4.7 Conditional offers by the Vendors.............................................................. 29 4.8 Late Tender offers ................................................................................... 29 4.9 Offer validity .......................................................................................... 29 4.10 Validity of L1 Rate List ............................................................................. 29 4.11 Address of Communication ....................................................................... 30 4.12 Modification and Withdrawal of Offers ........................................................ 30 4.13 Hand written documents, Erasures or Alterations ........................................ 30 4.14 Commitment and Liability of Partner Companies ......................................... 30 4.15 Bid Currency .......................................................................................... 31 4.16 Intellectual Property Rights ...................................................................... 31 4.17 Indemnity .............................................................................................. 31 4.18 Publicity................................................................................................. 31 4.19 Guarantees ............................................................................................ 31 4.20 Force Majeure......................................................................................... 32 4.21 Resolution of Disputes ............................................................................. 32 4.22 Right to Accept Any Offer and to Reject Any or All Offers ............................. 33 4.23 Risk Purchase Clause ............................................................................... 33 4.24 Termination for convenience..................................................................... 33 4.25 Ownership of resources supplied ............................................................... 34 4.26 Work Completion Requirements ................................................................ 34 4.27 Signing of Contract Agreement ................................................................. 34 4.28 Payment Terms ...................................................................................... 35 Section 5: Scope of work .................................................................................. 36 5.1 Required standards ................................................................................. 37 5.2 Conversion of Existing Record Rooms to Cyber Record Rooms at 342 Tehsils.. 37 5.3 Scanning, Indexing and Lamination Hardcopies .......................................... 39

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CLR, Gwalior, Madhya Pradesh

RFP for Conversion of Existing Record Rooms

5.4 Barcode Tagging of Hardcopies ................................................................. 41 5.5 Data Entry ............................................................................................. 41 5.6 Design, Development and Implementation of a Digital Document Management
System Software....................................................................................... 41 5.7 Training ................................................................................................. 45 5.8 Warranty Services................................................................................... 46 Section 6: Technical Requirements .................................................................. 49 6.1 Platform................................................................................................. 50 6.2 Minimum Technical Requirements/Specifications ......................................... 50 6.3 User Capacity Requirements ..................................................................... 51 6.4 Language Interface ................................................................................. 51 Section 7: Service Level Agreements................................................................ 52 7.1 Penalty for delay in project execution ........................................................ 53 7.2 Returning the existing hardcopy documents in its original condition............... 53 7.3 Review and Monitoring system.................................................................. 54 7.4 Response time on Warranty Services ......................................................... 58 7.5 Privacy & Confidentiality .......................................................................... 59 7.6 Recovery mode of Penalties from the bidder ............................................... 59 Annexure I: Format for Technical Bid ............................................................... 60 Annexure II: Format for Commercial Bid.......................................................... 78 Annexure III: Compliance Matrix ..................................................................... 87 Annexure IV: Reference Drawings for Compactors ........................................ 103 Annexure V: Format for Bank Guarantee ........................................................ 107

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CLR, Gwalior, Madhya Pradesh

RFP for Conversion of Existing Record Rooms

SECTION 1: INTRODUCTION

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CLR, Gwalior, Madhya Pradesh
1.1 Preface

RFP for Conversion of Existing Record Rooms

The Government of Madhya Pradesh, Department of Revenue has entrusted the Commissioner Land Records & Settlement with the responsibility of creation and maintenance of land records (Cadastral Maps, RoRs & Khasra).
As part of its initiatives for converting the current activities of the departments in to an e-System, CLR wishes to outsource the work of “Conversion of Existing Record Rooms to Cyber Record Rooms at 342 Tehsils of Madhya Pradesh” to preserve the original hard copies of the documents.
CLR also wishes to outsource the task of scanning, and indexing of all of its documents pertaining to land records, preserving the data in digital image format as well as implementation of a document management system to convert the overall operations of the department including services to public into an effective e-System.
It is also to be noted that, CLR may choose and work can be awarded to more than one vendor as per the L1 Rate List under Clause 3.13.4 – “Commercial Bid Evaluation” (Pg 23) in order to complete the work in a faster manner.
1.2 Organization of the RFP

This RFP has been divided in to the following sections for easy and effective reference:

Section

Topic

Section 1

Introduction

Section 2

Qualifications of The Bidder

Section 3

Instructions to Bidders

Section 4

Terms and Conditions of The Tender

Section 5

Scope of work

Section 6

Technical Requirements

Section 7

Service Level Agreements

Annexure I

Format for Technical Bid

Annexure II

Format for Commercial Bid

Annexure III

Compliance Matrix

Annexure IV

Reference Drawings for Compactors

Annexure V

Format for Bank Guarantee

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Commissioner Land Records & Settlement