REQUEST FOR PROPOSAL - Municipal Corporation Jalandhar

REQUEST FOR PROPOSAL
CONSULTANCY SERVICES FOR IMPLEMENTATION OF PROPERTY
BASED DATABASE SYSTEM USING GEOGRAPHICAL INFORMATION
SYSTEM TECHNOLOGY FOR MUNICIPAL CORPORATION OF
JALANDHAR
TENDER NUMBER: MCJ/GIS/2010
MUNICIPAL CORPORATION, JALANDHAR
March 2010
- 1 -

TABLE OF CONTENTS
1.Data Sheet………………………………………………………………………………………………………4
2.Checklist for Bidders.……………………………………………………………………………………..……5
3 Tender Details and Instructions to Bidders………………………………………………………………….6
3.1 Background of Jalandhar……………………………………………………………………………………6
3.2 Municipal Corporation of Jalandhar & Government of Punjab………………………………………….6
3.3 Functions of MCJ…………………………………………………………………………………………….6
3.4 Institutional Improvements………………………………………………………………………………….7
3.5 Terms used…………………………………………………………………………………………………..7
3.6 Project Location……………………………………………………………………………………………..8
3.7 Cost of the Tender Document (RFP)……………………………………………………………………...8
3.8 Due date and Time…………………………………………………………………………………………..8
3.9 Eligibility Criteria: …………………………………………………………………………………………….8
3.10 Only one Proposal………………………………………………………………………………………….9
3.11 No Conditional Proposals ………………………………………………………………………………...9
3.12 Mode of Submission……………………………………………………………………………………….9
3.13 Pre-Bid Conference……………………………………………………………………………………….10
3.14 Proposal Preparation Costs……………………………………………………………………………...10
3.15 Language ………………………………………………………………………………………………….10
3.16 Duration of Assignment…………………………………………………………………………………..11
3.17 Right to Terminate the Process…………………………………………………………..……………..11
3.18 Bid Security (Earnest Money Deposit -EMD)…………………………………………………………..11
3.19 Bid Opening………………………………………………………………………………………………..11
3.20 Tender Rejection Criteria………………………………………………………………………………...11
3.21 Submission of Tender-Two Cover System…………………………………………………………….12
3.22 Technical Proposal……………………………………………………………………………………….12
3.23 Financial Proposal………………………………………………………………………………………..13
3.24 Outer Cover……………………………………………………………………………………………….13
3.25 Signature…………………………………………………………………………………………….....13
3.26 Submission of Proposals……………………………………………………………………………..14
3.27 Period of Validity of Proposals……………………………………………………………………….14
3.28 Late Proposals…………..…………………………………..…………………………………………14
3.29 Withdrawal of Proposals…………………………………….…………………………………………14
3.30 Opening of Proposals……………….………………………………………………………………….15
4 Bid Evaluation Process: ……………………………………………………………………………..15
- 2 -

4.1 Evaluation of Technical Proposals…………………………………………………………………….15
4.2 Opening of Financial Proposals……………………………………………………………………….17
4.3 Evaluation of Financial bids……………………………………………………………………………17
4.4 Review Meetings………………………………………………………………………………………..18
4.5 Negotiations with the Successful Bidder………………………………………..……………………18
4.6 Signing of Contract and Commencement……………………………………..……………………..19
4.7 TERMINATION OF THE CONTRACT…………………………………………..……………………19
5.0 Terms of Reference………………………………………………………………..………………….21
5.1 Objectives…………………………………………………………………………………….……………….21
5.1.1 Strategic Objectives: ……………………………………………………………………………………21
5.1.2 Operational objectives: …………………………………………………………………………………21
5.2 Scope of Work……………………………………………………………………………………………21
5.2.1 Activity- I: …………………………………………………………………………………………………21
5.2.2 Activity-II……………………………………………………………………………………………………22
5.2.3 Activity-III…………………………………………………………………………………………………..23
5.2.4 Deliverables ………………………………………………………………………………………………25
5.5 Assistance to be provided by MCJ ……………………………………………………………………26
5.6 Other Terms and Conditions …………………………………………………………………………..26
5.7 Schedule of Payment…………………………………………………………………………………….27
5.8 Law and Jurisdiction……………………………………………………………………………………..28
5.9 Amicable Settlement……………………………………………………….……………………………28
ANNEXURE …………………………………………………………………………………………………….. 29
KEY AREA OF APPLICATION…………………………………………………………………..……………. 29
FORM……………………………………………………………………………………………..……………… 31
FORM-1: Formats for Proposal ……………………………………………………………..…………..…….31
FORM-2: DETAILS OF THE CONSULTANT ……………………………………………………..…………32
FORM-3: Project Description Sheet ……………………………………………………….………….………33
FORM-4: FORMAT OF CURRICULUM VITAE ………………………………… ……………..……………34
FORMAT FOR SUBMISSION OF FINANCIAL OFFER ………………………………………..………..35-36
- 3 -

Tender Inviting authority
Name of the Work
1 DATA SHEET
Commissioner, Municipal Corporation of Jalandhar,
Jalandhar
CONSULTANCY SERVICES FOR IMPLEMENTATION OF
PROPERTY BASED DATABASE SYSTEM USING
GEOGRAPHICAL INFORMATION SYSTEM
TECHNOLOGY FOR MUNICIPAL CORPORATION OF
JALANDHAR
Start Date for the Sale of Tender
Documents
19.02.2010
Last date & Time for Sale of
Tender documents
Cost of Tender Document
Date and Time of Pre-Bid
Conference, if necessary
Last date and time for
submission of Bids
Opening of Bids
Place of Opening of Technical
Proposal
Earnest Money Deposit (EMD)
Mode of EMD Deposit or
Payment of Cost of Tender
Document
17.03.2010, 15:00 hrs.
Rs. 500 (Rupees Five Hundred only) in cash or by
Demand Draft In FAVOR OF “Commissioner,
Municipal Corporation, Jalandhar” and payable at
Jalandhar
08.03.2010, 15:00 hrs.
18.03.2010, 15:00 hrs
18.03.2010, 16:00 hrs
Mayor office of M.C.Jalandhar
Rs. 500,000 (Rupees Five Lacs. only) by Demand
Draft in favor of - Commissioner, Municipal
Corporation, Jalandhar and payable at Jalandhar
Demand Draft in favor of Commissioner, Municipal
Corporation of Jalandhar and payable at Jalandhar
Contact Person and Designation Superintending Engineer (O&M), Municipal
Corporation of Jalandhar, Jalandhar
Email: amardeep.dhaliwal@rediffmail.com
Mobile: 09988824055
Address for Communication
Dr. B.R.Ambedkar Administrative Complex, Municipal
Corporation of Jalandhar, Jalandhar 144001
Other important criteria specified by the Tender Inviting Authority:
1. Detailed eligibility criteria is given in the Tender Document
2. Tender received after due date and time will be summarily rejected.
- 4 -

2. Checklist for Bidders
The following checklist is for the convenience of the bidders. Kindly check the following
points before submitting the bids.
Checklist:
All answers in your self –inspection should be “yes”
1. Whether the proposals have been properly sealed, marked and labeled as required
2. Have you placed Technical and Financial proposals (two copies each) in separate
envelopes and marked those envelopes correctly as “Technical Proposal” and “Financial
Proposal”. Has both of these envelopes been placed in one single “outer envelope”. Have
you enclosed the EMD in an envelope and also put the same inside the “outer envelope”
3. Have you marked the outer envelope correctly with “Name of Tender”, “Don’t Open in
absence of Evaluation Committee” and Last Date and Time of Opening of Tender
besides your own name and address in sufficiently bold and legible letters.
4. Have you checked the Eligibility Criteria & Enclosed the relevant documents as proof
5. Whether the proposal has been signed by concerned authority
6. In case of Joint Ventures and Associations, whether signed in original by duly authorized
representatives of each partner with details of each signatory on a Rs. 100 Judicial stamp
papers
7. Have all the pages of technical and financial proposals been signed by authorized
signatory
8. Have all the CV’s Signed by Concerned person or properly authorized
9. Is the CV submitted according to the format given
10. Whether the number of pages of the proposal properly indexed
- 5 -

3.1 Background of Jalandhar
3 Tender Details and Instructions to Bidders
Jalandhar is one of the most ancient, fascinating and major cities of the Punjab state in India.
The Jalandhar is situated at 710 31’ East and 300 33’ North at a distance of 146 Kms from state
capital Chandigarh. Located on the intensively irrigated plain between the Beas and Satluj
rivers. Jalandhar was declared a city on 5 July 1977 under the Punjab Municipal Corporation
Act 1976 and the Municipal Corporation was constituted in place of Municipal Committee which
was created in 1867 and raised Class-I 1950 under the Punjab Municipal Act-1911. The first
election to the Municipal Corporation was held in 1991 and the city was divided into 50 wards
and it was further increased to 60 wards.
As per Census of India 2001, Jalandhar UA has a population of 7.14 Lacs. Under Municipal
jurisdiction is about 101.45sq. km and the estimated number of properties is about 200,000.
3.2 Municipal Corporation of Jalandhar & Government of Punjab
The Municipal Corporation of Jalandhar (MCJ) is working under the Local Government Department,
Government of Punjab and is responsible for providing basic urban services to citizens of Jalandhar
as per The Punjab Municipal Act 1976 and other relevant provisions of different Acts and Rules in
force from time to time. MCJ functions as an independent Local Self Government, run by
democratically elected Public representatives.
3.3 Functions of MCJ
Functions and major activities carried out by the Municipal bodies, called as ULBs are
detailed out as under:
• Health & Sanitation (solid waste, sewerage and drainage management)
• Registration & Issuance of Birth and Death Certificates
• Collection of Revenue
• Record Keeping
• Engineering Works (Roads, water supply/sewerage etc.)
• Building permission
• Accounting & Financial Management including proposed accrual based double
accounting system
• Motor Garage activities
• Fire Services
• Legal Matters
• Public Relation Activities
• Maintenance of Street/Road lights
The ULBs are also engaged in:
• Maintaining of Trenching Ground
• Maintaining of Green Areas, Parks etc,
• Slaughter Houses Inspection
• Spraying for Malaria Eradication
• Removals of Stray Animals from streets and Dead Animals
- 6 -

• Any other Civic Services supporting better urban services
3.4 Institutional Improvements
It is in the context of Institutional Improvements that Municipal Corporations of Jalandhar (MCJ) is
seeking the assistance of an agency/organization with requisite expertise and experience to assist
the MCJ in the development of a GIS property based database, for Municipal Corporation of
Jalandhar. The MCJ plans to undertake the process of property base database preparation with plot
area records, water supply and sewerage connection records and other attributes defined in
annexure I and thus has decided to engage professional consultants using open tendering process
to assist in implementation of the said project.
3.5 Terms used
In the Contract (as defined below) the words and expressions defined below shall have the meanings
assigned to them, except where the context requires otherwise:
1. “Contract” means the Conditions of Contract, the Employer’s Requirements, the Bid,
Consultant’s Proposal, the Schedules, the Letter of Acceptance, the Contract
Agreement and such further documents as may be expressly incorporated in the
Letter of Acceptance or Contract Agreement.
2. “Bid” means the Consultant’s offer to the Employer for the Services
3. “Appendix to Bid” means the completed appendices comprised in the bid,
wherever the term “Appendix to Bid” is used, this shall mean “Appendix to Technical
Proposal” and/or “Appendix to Financial Proposal”, as may be appropriate.
4. “Consultant’s Proposal” means the preliminary proposal submitted with the bid.
5. “Schedules” means the information and data submitted with the Bid.
6. “Schedule of Payments” means the Schedule designated as such (if any).
7. “Letter of Acceptance” means the formal acceptance of the bid by the Employer.
8. “Employer” means Commissioner, Municipal Corporation of Jalandhar, or authorized
representative thereof.
9. “Consultant” means the person/firm/company, whose bid has been accepted by the
employer and the legal successors in title to such person, but not (except with the
consent of the Employer) any assignee of such person.
10. “Consultant’s Representative” means the person (if any) named as such in the
Contract or other person appointed from time to time by the Consultant & notified as such to
the Employer.
11. “Arbitrator” means the person or persons named as such in the Contract, or other
person or persons appointed from time to time by the Govt. of Punjab.
12. “Services” means the services provided by the Consultant.
13. “MCJ” means Municipal Corporation of Jalandhar.
14. “Bidder” means a firm, Association of persons or body or individuals or firms or a
company incorporated under the Indian Law that plans to undertake the execution of
this project and participates in the tendering process.
15. “GoP” means Government of Punjab.
16. “GOI” means Government of India.
17. “EMD” means Earnest Money Deposit.
18. “ULB” means Urban Local Body (also called as Municipal Body).
- 7 -

19. “Commissioner” means Commissioner of Municipal Corporation of Jalandhar.
20. “DLG” means Department of Local Govt., Govt. of Punjab.
21.”Properties” means completed properties, if not Specified
22.”PDS” means Project Description Schedule
23.”GIS means” Geographical Information System
24. “Tender Document” means Request for Proposal (RFP) & its clarifications
3.6 Project Location
The project location shall be Municipal Corporation of Jalandhar. Since the project shall require
regular interaction with the officers of MCJ, it is essential that the selected consultant sets up a
project office in Jalandhar with adequate resources. It is also essential that the consultant appoints a
Project Leader/Coordinator, with sufficient experience (a minimum of 10 yrs total experience and
similar survey management experience of one city) or equivalent experience acceptable to MCJ, to
lead the team on-site and provide overall guidance to the team in development of required database
for MCJ.
3.7 Cost of the Tender Document (RFP)
The Tender document is available for sale against non-refundable payment of Rs. 500 (Rupees Five
Hundred only) by cash/demand draft drawn in favor of “Commissioner, Municipal Corporation of
Jalandhar” and payable at Jalandhar. The Tender Document is not transferable to any other bidder.
Firms, who downloads the RFP from the official website of the Corporation (www.mcjalandhar.in)
shall have to submit the Cost of tender document (Rs 500/-) by a separate demand draft besides
their EMD, while submitting their bids (tenders). Else, their tenders shall not be accepted.
Although all efforts to update the website shall be made in time, however, all bidders, who have
downloaded the RFP from the “website”, must inform MCJ, about their desire to bid, providing their
email addresses, so that any addendum/communication could be sent to them also. Failure to
indicate their intention of bidding to MCJ may deprive them of ongoing communications and
clarifications from MCJ.
3.8 Due date and Time
The sealed tenders should reach Commissioner, Municipal Corporation, Jalandhar and/or dropped
in the Tender Box kept with the Mayor office, MC, Jalandhar not later than due date as specified in
data sheet. The tenders received after the due date and time specified or unsealed or incomplete or
by facsimile or email will be summarily rejected.
The Commissioner, MCJ may, in exceptional circumstances and at his discretion, extend the
deadline for submission of proposals by issuing an Addendum or by intimating all bidders who have
been provided the proposal documents or downloaded the RFP and informed corporation, in writing
or by facsimile or through email. However, till such communication is received by the bidders, they
should not assume any changes in the schedule.
3.9 Eligibility Criteria: The Bidder should have the following Eligibility Criteria and should enclose
documentary proof supporting the claim.
- 8 -

a. The Bidder should be a Registered Firm or Partnership Firm or a Company registered under the
Companies Act and should be in the services industry for a period of 5 years as on 31 st March
09.
b. The bidding firm/company/implementation should have had an average annual turnover of Rs.1
Cr. from consulting/advisory services on survey in urban development/ GIS, over the previous
3 financial years as revealed by audited accounts, as on 31 st March, 2009.
c. The firm/company should have experience in handling at least three surveys of urban assets in
urban development/ GIS, projects, with an order value of a minimum of Rs. 50 lakhs each in
the last 3 years as on 31 st March 2009. (Should be substantiated with purchase orders/ work
order supporting the claim).
d. The lead member of a JV/Consortium should meet the eligibility criteria.
A firm or individual declared ineligible by MCJ, Government of Punjab, Government of India or other
international agencies like ADB, The World bank etc. shall be ineligible to provide consulting
services under this contract. Bidder shall have to provide a statement that they have not been of
blacklisted/ debarred by any central/state/multi-lateral funding agency in India and shall provide
details of all on-going litigations with such agencies, if any.
Experience in the field of conducting survey in urban development/GIS is essential.
3.10 Only one Proposal
Consultants may only submit one proposal. If a Consultant (including a partner in a Joint Venture)
submits or participates in more than one proposal, such proposals shall be disqualified. However,
this does not prohibit the inclusion of a Sub-Consultant, including individual experts, in more than
one proposal.
3.11 No Conditional Proposals
Bidders are requested to submit their tenders/bids as per stipulated requirements. No conditional
proposals shall be accepted. It is therefore necessary that bidders carry out their own due diligence
before submitting the tender.
3.12 Mode of Submission
a. The bid document must be addressed to the Commissioner, Municipal Corporation of Jalandhar,
by designation only.
b. Tenders can be submitted in person on or before the due date and time specified in the Tender
Notice. The tenders can also be dropped by due date and time in the tender box kept at the
office of Mayor, MCJ Jalandhar.
c. No late proposals shall be accepted. The issues of untimely delivery by postal
agencies/courier companies etc. shall be the sole responsibility of Bidder.
- 9 -

3.13 Pre-Bid Conference
The bidder or their official representative may attend a pre-bid meeting, which is planned to be held
at MCJ as indicated in the data sheet (Page 4). The purpose of the meeting will be to clarify issues
and to address clarifications sought by the bidders in this context. After the date of sale of the tender
document, the notified contact person i.e. SE (O&M) will begin accepting written
clarifications/queries from the bidders, who have bought the Tender document. The bidders are
requested to submit their Request for Clarifications on this RFP through fax or email so as to reach
the Superintending Engineer (O&M), MCJ, Jalandhar, not less than two clear days (i.e by 3:00 pm
on 5.03.2010 ) before the meeting. Telephone calls may be responded but will not be
considered for written replies. In no event will the MCJ be responsible for ensuring that bidders’
inquiries have been received by MCJ. The responses for the in-writing clarifications sought by the
bidders shall be distributed to all the bidders, who have bought the tender document. Any
modifications in the bidding documents, which may become necessary as a result of the pre-bid
meeting, shall be made by the Commissioner, MCJ exclusively through the issue of an Addendum,
which shall also be put on the official website of the Corporation. The decision of the Commissioner,
MCJ on the need for any modification shall be final and binding on all. However, it is not binding on
the Commissioner, MCJ to hold a pre-bid meeting or restrict itself to holding only one such meeting.
If it feels, that the clarifications sought by the bidders don’t want a pre-bid meeting, it can cancel the
meeting and send the replies to the bidders by fax/email. This addendum or any clarification shall be
considered as a part of RFP.
3.14 Proposal Preparation Costs
The bidder is responsible for all costs incurred in connection with participation in this process,
including, but not limited to, costs incurred in conduct of informative and other diligence activities,
participation in meetings/discussions/presentations, preparation of proposal, in providing any
additional information required by Commissioner, MCJ to facilitate the evaluation process, and in
negotiating a definitive Service Agreement or all such activities related to the bid process. This RFP
does not commit MCJ to award a contract or to engage in negotiations. Further, no costs incurred, in
anticipation of award shall be reimbursed by the MCJ. Bidders are requested to carry out necessary
due diligence (situational understanding and information analysis) before submitting their proposals.
No objection shall be entertained by MCJ, based on lack of - pre-project data/information
collection, availability of property maps, detailed understanding of the project etc.
3.15 Language
The Proposal and all related correspondence exchanged between the Consultant and the Client
shall be written in the English language. Supporting documents and printed literature that are part of
the Proposal may be in another language provided they are accompanied by an accurate translation
of the relevant passages in English, in which case, for the purposes of interpretation of the Proposal,
the translated version shall govern.
- 10 -

3.16 Duration of Assignment
All the activities of the assignment are to be completed within 180 days (about 6 months) of date of
signing of the agreement. No extension shall be provided.
3.17 Right to Terminate the Process
a. The right of final acceptance of the tender is entirely vested with the Commissioner, MCJ,
who reserves the right to accept or reject, any or all of the tenders in full or in parts without
assigning any reason whatsoever.
b. There is no obligation on the part of the MCJ to communicate with rejected Bidders.
3.18 Bid Security (Earnest Money Deposit -EMD)
a. Bidders shall submit, along with their Bids, Bid security or EMD of Rs. 5, 00,000 (Rupees
Five Lacs only), in the form of a Demand Draft in favor of “Commissioner, Municipal
Corporation of Jalandhar” and payable at Jalandhar.
b. The EMD would be refunded to all unsuccessful bidders at the expense of the Bidders within
a reasonable time (normally on signing of agreement with successful bidder) consistent with
the rules and regulations in this behalf. The EMD of successful bidder would be returned only
after the successful fulfillment of the works, as specified under payment schedule.
c. Bid without adequate bid security/EMD are liable for rejection without providing any
opportunity to the bidder concerned.
d. The above EMD held by the MCJ till it is returned to the unsuccessful Bidders will not earn
any interest thereof to the bidder.
3.19 Bid Opening
The tenders will be received and will be opened as indicated in DATA SHEET (Page 4) (or any
other date communicated by fax/email to bidders by MCJ) by the Members of Tender Evaluation
Committee authorized by Commissioner, MCJ, at Mayor office Jalandhar, in the presence of such of
those Bidders or their representatives who may be present at the time of opening. The
representatives of bidders present at the time of opening must have required authorization from the
bidder. They would be required to sign, indicating their presence.
3.20 Tender Rejection Criteria
a. The tenders without specified EMD amount will be summarily rejected.
b. The tenders not fulfilling eligibility criteria are liable to be rejected.
c. Tenders, without tender fee of Rs 500, in case of those, who have downloaded the tender from
the website, are liable to be rejected.
d. Tenders not submitted in the form specified as per the format given in this Tender document are
likely to be rejected.
e. Tenders with incomplete information, subjective and conditional offers as well as partial
offers will be liable for rejection.
f. Tenders with variance/contradiction in its contents will be liable for rejection. If the offer does not
meet the tender requirements, the Commissioner, MCJ reserves the right to reject any or all the
- 11 -

tenders without assigning any reason whatsoever.
g. In addition to the above rejection criteria, if there is non-compliance of any of the clauses of this
Tender Document, the Tenders are liable for rejection.
h. Incomplete details will be treated as non-responsive offer and the tender is liable for rejection.
3.21 Submission of Tender-Two Cover System
The bidder must submit, in separate covers “Technical Bid” and a “Financial Bid”. Failure to submit
separate technical and financial bids may result in disqualification of the proposal. The technical
proposal shall not contain any price/rate details. Bid submitted by the bidder shall comprise the
following documents:
a. This tender document (RFP), Technical Proposal and Financial proposals/bids and all
supporting documents should be duly signed on all pages before submission. The signing of
RFP documents shall be considered as acceptance of terms and conditions by the bidder.
b. EMD amount of Rs. 5, 00,000 (Rupees five lacs only) in the form of DD in favor of
Commissioner, Municipal Corporation of Jalandhar and payable at Jalandhar.
c. Proposal covering letter
d. Any other information that is required to be submitted in the proposal process
3.22 Technical Proposal
The Technical Proposal should preferably contain the following:
a) Section 1: Covering Letter as per FORM-1,Detail of Consultant as per FORM-2
b) Section 2: Experience/ Capacity of Firm to undertake tasks, subject to maximum two (2)
pages;
c) Section 3: Project Description sheets (PDS) outlining previous experience of the firm in
similar types of assignments completed during the last three years (in standard format),
subject to maximum of ten (10) pages ;( FORM-3 :)
d) Section 4: Technical Response including general approach, methodology, work plan,
personnel schedule, and qualifications to ToR, restricted to maximum of fifteen (15) pages
including charts and diagrams;
e) Section 5: CVs of personnel to work on this project (in the CV please include name of staff,
nationality of staff, profession/designation of staff, proposed position in the team, whether
employee of the firm, number of years with the firm, key qualifications, education, experience
and languages known), restricted to maximum of three A4 pages per CV in single spacing,
Times new Roman 11 font or Arial 10 font (Form 4)
f) Section 6: Matters not appropriate in any other section: This includes: written confirmation
authorizing the signatory of the Proposal to commit the Consultant; Letter of Authorization/JV
Agreement, disclosures, if any; and declaration of conflict of interest, if any. Section 6 should
not include any promotional material, brochures etc. about the bidder or their associates.
- 12 -

g) If submitting additional information, please mark it as supplemental to the required response.
If the bidder wishes to propose additional services (or enhanced levels of services) beyond
the scope of this RFP, the proposal must include a description of such services as a
separate attachment (supplement) to the proposal. However, this may not be considered for
technical evaluation.
No mention of your commercial response should be made anywhere in the Technical
Proposal. Non-confirmation will result in automatic disqualification of the Consultant’s
Proposal.
3.23 Financial Proposal
The Financial proposal, as prescribed in the Tender should be filled up and sealed in a separate
envelope clearly marked “FINANCIAL PROPOSAL” and submitted along with technical proposal,
all in an outer envelope. The address of the bidder should be clearly written on the cover of the
financial proposal. The Financial Bid format is given in Annexure Il While preparing financial
proposal, following should be integrated:
All prices should be valid for the duration specified in the Tender Document.
All prices quoted should be inclusive of the price structure as specified. Any taxes etc. at the
prevailing rates must be quoted. No claim whatsoever shall be entertained on account of
variations in taxes/duties etc., if the same, and their prevailing rates, have not been specified in the
financial proposal. In absence of such details, proposal shall be considered as all inclusive,
lump sum proposal and the quoted price shall be considered as “Total price” during financial
evaluation. No clarification shall be sought from the bidder.
Prices quoted by the Consultant shall be fixed during the Consultant’s performance of the Contract
and not subject to variation on any account, unless otherwise specified in the Tender Document.
Proposal prices shall be quoted in Indian Rupees.
3.24 Outer Cover
Both the Technical Proposal and Financial Proposal should be submitted in a single outer cover,
sealed and be super-scribed as “Tender for Selection of Consultant for Development of Property
Base Database, Tender Ref: MCJ/GIS/2010. The address of the bidder should be clearly written in
the cover. The covers received without superscription are liable for rejection. The tenders not
submitted as specified in the above clauses will be summarily rejected. The following should be
written in a clear and legible way on top of the front side of the outer cover “PLEASE OPEN ONLY
IN PRESENCE OF TENDER EVALUATION COMMITTEE” not before as provided in DATA SHEET
(Page 4).This outer envelope (containing two separate envelopes of Technical and Financial
proposals) should also contain the demand draft towards EMD and the cost of tender (if applicable)
separately (preferably in a envelope super-scribed with “Earnest Money Deposit” and “Tender Fee
deposit”, as applicable).
3.25 Signature
The covering letter must be signed with the bidder’s name and by a representative of the bidder,
who is authorized to commit the bidder to contractual obligations. All obligations committed by such
signatories must be fulfilled
- 13 -

3.26 Submission of Proposals
a. The bidder shall submit a sealed cover consisting of two (2) copies of all the bid documents
(Technical and Financial Proposals marked as “Original” and “Copy”). Sealed proposals
shall be received (may be dropped in the tender box kept) at the office of the Mayor, MCJ,
Jalandhar as indicated in DATA SHEET(page 4)
b. The Commissioner, MCJ will not accept delivery of bid/proposal by fax or e-mail. Proposal
received by facsimile shall be treated as defective and invalid and thus will be rejected.
c. The proposal documents shall be submitted as two complete sets following exactly, the
conventions set forth above, clearly marked Original and Duplicate. In case of discrepancy, the
copy marked original shall be treated as correct.
d. The original and copies of the financial bid, each consisting of the documents listed in
instructions and Proposal Cover Letters, shall be typed or written in indelible ink and shall be
signed by the bidder or a person /persons duly authorized to bind the Bidder to the contract.
e. In general, no over writings are permitted.
3.27 Period of Validity of Proposals
a. The offer submitted by the bidder shall be valid for a period of 120 days from the last date of
submission of the tender, as specified in the data sheet. A proposal valid for a shorter period
may be rejected as non-responsive.
b. In exceptional circumstances, the Commissioner, MCJ may solicit the bidder's consent for an
extension of the validity period. The request and the responses there to shall be made in writing.
3.28 Late Proposals
Any proposal received at the MCJ office designated in this Tender document, after the specified
time for receipt of the same will not be considered unless it is received before award is made.
3.29 Withdrawal of Proposals
A Consultant may withdraw its Proposal after it has been submitted by sending a written
Withdrawal Notice, duly signed by an authorized representative, and including a copy of the
authorization document. The Withdrawal Notice must be submitted in time and the respective
envelopes shall be clearly marked ‘WITHDRAWAL’ and received by the MCJ prior to the
deadline prescribed by the MCJ for submission of Proposals. Proposals, which have been
approved by MCJ as withdrawn shall be returned unopened to the Consultant.
- 14 -

3.30 Opening of Proposals
The MCJ will open Technical Proposals in the presence Tender Evaluation Committee authorized by
Commissioner, MCJ and Consultants’ representatives who choose to attend, at the address, date
and time specified in the Data Sheet as the deadline for submission.
Opening of Technical Proposals
First, envelopes marked ‘WITHDRAWAL’ will be opened, read out, and recorded, and the envelope
containing the corresponding Technical and Financial Proposals will not be opened, and will be
returned unopened to the Consultant after completing necessary formalities. No Proposal shall be
considered withdrawn unless the corresponding Withdrawal Notice contains a valid authorization to
request withdrawal and is read out and recorded at the opening of Technical Proposals.
All remaining “outer envelopes” containing envelopes of Technical Proposals and Financial
Proposals shall be opened one at a time, and the following will be read out and recorded:
a. Name of the Consultant
b. Details of EMD amount
c. Details of Tender fee deposited, if downloaded from the web.
d. any other information
All financial proposals shall be kept separately. Only technical proposals of those firms, who
are considered “responsive” based on meeting the EMD and tender fees deposition criteria,
shall be considered and opened. Decision of MCJ shall be final and binding. Having
competed the process, all Financial Proposals shall be further sealed in an outer envelope
and kept in the safe custody, as per the advice of Commissioner, MCJ.
MCJ shall prepare a record of the opening of Technical Proposals that shall include the name of
Consultants and indicate whether there was any withdrawal. The Consultants’ representatives, who
are present, will be requested to sign the record. The omission of a Consultant’s signature on the
record shall not invalidate the contents or effect of the record. A copy of the record will be distributed
to all Consultants in writing or through standard electronic means.
4 Bid Evaluation Process:
4.1 Evaluation of Technical Proposals
The Technical Proposal will be examined by the Technical Evaluation Committee (appointed by
Commissioner, MCJ) on the Eligibility Criteria and basis of responsiveness to the Terms of
Reference. It shall judge its understanding and ability to meet the TOR.
- 15 -

Technical Bid Evaluation Criteria:
Evaluation Criteria
% of Marks
General experience in the following areas:
35
• Implementation of three GIS projects (Work related to satellite image
interpretation, field survey, data integration and implementation of
project value not less than 10 lakhs) – (15)
• Conducting at least three household/property surveys for any cities in
India with a population above one lakhs(15) l
• Overall Experience and Credentials of the firm (5) –Financial strength,
Years of experience in GIS/survey, Turnover from GIS/survey project
activities, Supporting documents for longer existence, successful
completion of large value projects will be given more weight age etc.
Approach & Methodology:
25
• Clear understanding of scope of services (5 including their
interpretation
• Strategy for data/information collection (8)
• Development of GIS Technology Application (5)
• Team Organization and Scheduling: Team and Its Optimized work plan
to meet an efficient activity scheduling (7 )
Proposed Project Resources (Organization, Phase wise staffing and CVs): 30
• Team Leader (20 Marks), (urban asset survey Expert)
• One CVs of other key professional (10 marks) –(GIS Expert) who
should have at least 2 to 3 month input
For CV Evaluation: Professional qualifications – Degree/Master’s in relevant
area as per assigned tasks: 30%, Relevant Experience for Team Leader (+5
years in property survey, +5 years in GIS) & for GIS Expert (+10 year
Experience) in similar works 60%, Others 10% (work in the region, knowledge
of Punjabi etc.).
Presentation of capabilities of the organization and implementation plan for this 10
project.
Total 100
NOTE-The Technical proposal to be submitted by the firm/company should clearly reflect the
works assigned under evaluation Criteria to avoid any ambiguities while awarding marks.
a. Proposal Presentations The committee my invite the eligible bidders to make a presentation to
MCJ at a date, time and location determined by the MCJ. The purpose of such presentations
would be to allow the bidders to present their proposed approach and methodology to the
committee and the key points in their proposals.
b. The Tender Evaluation Committee may undertake “oral” (telephonic included) clarifications with
the bidders. The primary function of clarifications in the evaluation process is to clarify
ambiguities and uncertainties arising out of the evaluation of the bid documents. Oral
clarifications provide the opportunity for the committee to state its requirements clearly and for
the bidder to more clearly state its proposal. The committee may seek inputs from their
professional, technical faculties in the evaluation process. However, no additional documents
will be allowed to be submitted by the bidder after the formal submission of the bid and
the clarifications, if any have to be provided/referred from documents already submitted.
- 16 -

c. Depending on the evaluation methodology mentioned in points a, and b each Technical
Contents will be assigned a technical score (TS), out of a maximum of 100 points.
d. The bidders, who score a Technical score of more than 75%, will only qualify for further
evaluation under the financial bids. Financial bids of non-qualifying bidders (receiving less than
75% marks in technical evaluation) shall not be opened and shall be returned, once the contract
has been awarded. The decision of the Commissioner, MCJ will be final and binding in this
regard.
4.2 Opening of Financial Proposals
The Financial Bids of the technically qualified bidders will only be opened and evaluated. The
Financial Proposals of all non-qualifying Consultants will be returned unopened, after signing of the
contract with the winning Consultant.
All Consultants, with qualifying Technical Proposals, shall be informed in writing, or through standard
electronic means, of the date and place for the opening of their Financial Proposals. Consultants’
attendance at the opening of Financial Proposals is optional.
At the opening of Financial Proposals, the Financial Proposals of all qualifying Technical Proposals
shall be opened one at a time by the Client and the following read out and recorded:
a. Name of the Consultant;
b. Prices, taxes and duties details (exclusive, inclusive etc.) etc.
c. Validity and
d. Any other relevant details (over-writings, omissions if any), which the Client may consider
appropriate to indicate.
Only Financial Proposals read out and recorded at the opening of Financial Proposals shall be
considered for comparison and award. No Proposal shall be rejected at the Financial Proposal
opening.
The Client will prepare a record of the opening of Financial Proposals. The Consultants’
representatives who are present will be requested to sign the record. The omission of a Consultant’s
signature on the record shall not invalidate the contents or effect of the record.
4.3 Evaluation of Financial bids
a. The Client will correct arithmetical errors during evaluation of Financial Proposals on the
following basis:
I. if there is a discrepancy between the unit price and the total price that is obtained by
multiplying the unit price and quantity, the unit price shall prevail and the total price shall
be corrected, unless in the opinion of the MCJ, there is an obvious misplacement of the
decimal point in the unit price, in which case the total price as quoted shall govern and
the unit price shall be corrected;
II. if there is an error in a total corresponding to the addition or subtraction of subtotals, the
subtotals shall prevail and the total shall be corrected; and
- 17 -

III. if there is a discrepancy between words and figures, the amount in words shall prevail,
unless the amount expressed in words is related to an arithmetic error, in which case the
amount in figures shall prevail subject to (i) and (ii) above.
b. For comparison of bids, only the price/bid for specified number of properties (200,000) shall be
considered. No consideration of price offered for higher/lower number of properties as required
under financial bid shall be made, at this stage.
c. The Total Value of the Financial bid shall be arrived by the following method:
Total Value = Fixed lump sum fees + any applicable taxes. If taxes have not been indicated
separately in unambiguous terms, the proposal shall be considered all inclusive.
d. The list of Bidder will be ranked in ascending order (i.e.) Bidder quoting the lowest price in terms
of Total value (L1) will be ranked first and so on.
e. The L1 bidder will be normally eligible for award of the contract. However, MCJ does not bind
itself to award the contract to the bidder(s) offering the lowest price.
f. However, if the two firms have quoted same for specified properties, prices quoted for additional
properties, less number of properties and for vacant plots shall be considered in respective
sequence and firm offering all inclusive lower bids for increased properties shall be considered
the winner. Process shall continue to favor firms offering lower chargeable cost to MCJ. If all four
quoted rates are same, firm with higher technical marks (up to two decimals) shall be
considered.
4.4 Review Meetings
Consultant/ successful Bidder shall organize weekly/fortnightly review meetings with the
commissioner to review functionality issues and progress of work. The frequency of
meetings will be intimated by the consultant in consideration of requirements in the
interest of the project. Consultant would prepare the minutes of the review meetings
m e n t i o n i n g the issues discussed, decisions taken on them and appropriate level at which
these require to be resolved.
4.5 Negotiations with the Successful Bidder
MCJ reserves the right to further negotiate with the Successful Bidder. While negotiating, the
following aspects may be considered:
1 Further reduction in consultancy charges for undertaking the Work – justifications for charges
may be questioned and negotiated.
2 Additional services and their prices (for higher/lower number of properties than specified,
price of surveying and recording vacant plots etc.)
3 Advancing the delivery schedule
4 Phasing of the Payment Schedule based on actual work load
5 The Consultant shall confirm the availability of all personnel as indicated in its Proposal.
6 The Client will not consider substitutions during contract negotiations unless both parties agree
that undue delay in the selection process makes such substitution unavoidable, or for reasons
such as death or medical incapacity. Any proposed substitute shall have equivalent or better
qualifications and experience than the original candidate and must be submitted to the Client
within the period of time specified in the Letter of Invitation to negotiate. Failure to meet either of
- 18 -

these requirements may result in disqualification. Decision of MCJ on equivalency of candidates
shall be final.
4.6 Signing of Contract and Commencement
Promptly after notification, the Client shall send to the successful Consultant the Contract and the
Special Conditions of Contract. Pursuant to negotiations, the successful Consultant shall sign, date,
and return the Contract, along with necessary supporting documents and performance guarantee
(5% of contract value) to the Client. All formalities of negotiation and signing of contract will be
completed within Fifteen (15) days of receipt of notification of award from MCJ. Failure to do so
may result in forfeiture of EMD of the successful bidder. With this, MCJ shall be free to discuss,
negotiate and enter into an agreement with the next (II lowest) bidder.
The Consultant is expected to commence the Services on the date and at the location specified in
the Agreement. However, it is to be noted that project shall have to be completed within 180
days of signing of the agreement.
4.7 TERMINATION OF THE CONTRACT
Termination of the contract in the event of default of Agency
a) If contractor/agency fails to comply with the conditions of stipulated project schedule (as a
part of agreement) and does not carry out works as per stipulated project schedule,
Municipal Commissioner or his authorized representative shall call for explanation by issuing
notice to the contractor/agency.
b) The Municipal Commissioner shall be entitled to terminate this contract on account of an
Event of Default of the firm/agency and shall do so by issuing 10 days show cause notice
calling the explanation from the Agency as to why the contract shall not be terminated for the
reason stated therein. If the satisfactory explanation is not received in the views of Municipal
Commissioner, contract shall be terminated.
c) The Municipal Commissioner on such notice shall have powers to:
i) Take possession of the work done so far by the contractor/agency.
ii)
iii)
iv)
Carry out the remaining incomplete work by deploying another suitable agency at the
discretion of the Municipal Commissioner at the risk and cost of the original
contractor (whose contract has been terminated).
Undertake an assessment of the works and other aspects of the project to ascertain
the amount of work completed by the contractor. A Panel comprising of officials,
appointed by the Municipal Commissioner would undertake the assessment of the
payments to be made (or to be collected from the contractor), and decision of the
panel shall be final and binding on the contractor.
The Municipal Commissioner shall forfeit the EMD, security deposits/performance
guarantee without prejudice to the Municipal Commissioner right to recover from the
firm/Agency any amount that may be due to it.
v) The Contractor/Agency shall have no claim to compensation to any loss sustained to
him by reason of his having purchased or procured any material or entered into any
commitments or made any advance on account of or with a view to the execution of
the project of the performance of the contract and the Agency shall not be entitled to
- 19 -

ecover or be paid any sum for any work actually performed under the contract.
vi)
In the event of contractor/Agency failing to discharge his liability, Commissioner, MCJ
has the right to initiate appropriate legal proceedings to recover such dues.
- 20 -

5.0 Terms of Reference
Consultancy Services for Implementation of Property Based Database on Geographical
Information System Technology for Municipal Corporation of Jalandhar
5.1 Objectives
The objective of the project is to develop a an updated property and services database using GIS
technology, to enhance revenue and management functions of water supply and sewerage
department and House Tax Department of MCJ and in planning and management of these services.
The system proposed to be developed should provide GIS viewing and query facilities from the
database, based on a networked desktop system. Specific objectives of the consultancy are:
5.1.2 Strategic Objectives:
To facilitate creation of a GIS based property database with various attributes as described
later;
5.1.2 Operational objectives:
To facilitate:
1. Development of location wise customer and property data base with attributes as defined
separately
2. Query of various attributes – property wise and customer wise
3. Monitoring and management of introduction of reforms
4. Tracking customer information and status on payments of water and sewerage charges,
municipal taxes etc.
5.2 Scope of Work
The scope of work can be divided into three broad activities.
5.2.1 Activity- I:
The first activity shall be generation of detailed large scale property layer maps consisting of the
planimetric details, administrative/ward boundaries, using the state-of-the-art technology of
GIS/GPS, Image processing and property layer capture using very high resolution satellite images
having better than 1m spatial resolution Pan Sharpened color imagery supplemented by the ground
truth collection, and conducting household surveys for collection of attributes.
- 21 -

This would involve:
1. Review of existing situation, collection of all available data including list of wards, list of
properties in each ward and property codes (there can be more than one code for same
property) from MCJ, in soft/hard copy including Municipality ward boundary maps. (Only part
of the information may be available.)
2. High-resolution satellite imageries shall be made available by MCJ at its own cost. The
selected agency will provide assistance to MCJ in selection of images and coordination with
different supplying agencies procurement of most appropriate satellite images meeting the
project requirements. This shall be indicated at the time of “Signing of agreement” to avoid
loss of time. The consultant shall have to account for the time taken in procurement of such a
map. The consultant shall have to digitize and process the raw imageries available from
IRSA, Hyderabad or from similar agencies.
3. Projection will be UTM, WGS-84 datum for property layer map
4. Design of grid based on Open Map Series standards of Survey of India for the whole City. It
is expected that complete building details and road/streets of above 1.0 m (which may not be
visible in satellite images) shall be made available by the consultant.
5. Ground marking - site validation of ward boundaries and major and minor streets, in
consultation with the MCJ staff mainly for identification of on-site ward boundaries.
5.2.2 Activity-II
The second activity includes producing property layer maps and linking of property detail
attribute data collected during household survey to provide an improved information base for
municipal decision related to property tax and water/sewerage connections. This shall require
development and use of a “unique” property code, which shall have to be done in consultation
with MCJ.
This stage is focused on property layer mapping and linking of property detail attribute data for
development of GIS database. Consultants must work closely with MCJ staff to carry out
property mapping for Jalandhar city and to ensure long term sustainable improvement in
Municipality record keeping through upgrading skills of its staff, suggesting systems for storage
and collection of information on properties and for development of GIS database.
The above activity would involve the following:
1. Acquisition of information of the Municipal functions and water and sewerage charges,
property taxation types, norms and parameters, technical, financial and managerial
information requisites, existing database systems etc;
2. Finalize the requirements of the graphic and non-graphic data sets, design of standard
spatial queries useful for decision-making and customization of data inputs in the relevant
database so as to finalize the attributes as well as requisite queries;
3. Develop a comprehensive matrix of the attributes showing the linkages and requisite
interactions.
4. Design of data formats that capture existing data and additional needs as part of the
proposed system design and mechanisms to update the data;
5. Design of questionnaire (Indicative questionnaire is provided as Annexure I), and
data/database formats (which shall be approved by MCJ) that capture required
attributes/data and additional needs as part of the proposed system design and the
mechanisms to update the data;
6. Develop an Unique Identification Number system for each properties, in consultation with
MCJ
- 22 -

7. Collection of property based attributes by household surveys of all properties (including
vacant developed plots) using questionnaire/data formats (to be approved by MCJ) that
capture existing data and additional needs as part of the proposed system design and
mechanisms to update the data by Finalization of the requirements of the data sets (design
of standard queries, useful for decision-making and customization of data inputs in the
relevant database so as to finalize the attributes as well as requisite queries; This should
collect attributes of each dwelling unit related to House/property tax, water and sewerage
connections etc.
8. Reconciliation of the property details as collected by the HH survey with the property data of
the city in coordination with the tax inspectors of the Municipality
9. Data entry of the tax and connection attributes in database software.
10. Training and Capacity Building of MCJ staff
5.2.3 Activity-III
The third activity includes implementation of the water supply and sewerage bill generation/House
Tax and testing the system. This is to be indicated that MCJ is already generating these bills using
computer software. What is mainly needed is:
1. Data Entry of the reconciled data to the software provided by the Consultants.
2. Using the available water charge/House Tax software of the MCJ and generate notices/bills
3. Reconciliation of arrears
4. Preparation of demand registers
To carryout the above activities, the consultants shall carry out the following as the
minimum:
• Need Assessment
The consultants shall conduct rapid assessment of need of MCJ i.e what applications they need
after implementation of GIS and what GIS data is needed to support these applications
• Assessment of current practices
Consultants shall undertake review of current practices and procedures in water supply and
sewerage department and house tax departments of MCJ and in any other department as needed.
The availability of various property records, maps, charts, plans, drawings is to be thoroughly
evaluated as development of GIS will primarily depend on spatial data.
. Household survey
. Preparation of Database and Validation
All the entries for database shall be undertaken by the bidder against a unique identification number
to each property. Further, there are available records with MCJ and the new entries has to be
- 23 -

econciled and validated against the old entries (which “new” record belongs to which “old” record),
so that present system of billing of house tax, water tax etc. does not get disturbed and a smooth
transition could take place.
• Database Design
The GIS database design involves identification of database content and description of data objects
at abstract level, specifications for structuring files, for organising directories and for naming files.
The design of database includes design for both spatial and non-spatial data. While designing the
database, the survey of properties and water supply and sewerage utilities shall be kept into
account and this has to be done in close liaison with the MCJ Officials. It is to be clearly specified
what are the gaps in the existing database and which will be filled by the under this consultancy
assignment.
• Application Development
The task includes more of adaptation of GIS software for query and viewing of database of above
specified divisions of MCJ. The database application relating to water/sewerage connections and
properties shall be linked and integrated to the detailed survey proposed under this proposal. In
application development the required software and hardware shall also be suggested keeping in
view of the proposed applications. MCJ has some hardware available, however, as per needs, it
shall procure additional hardware. Considering the time requirements in procurement, the same
shall have to be suggested during the Inception report.
The Consultant should maintain the system and hand hold the MCJ staff, till one successful
cycle of billing is complete (for water/sewerage bills it is three months cycle, whereas for
house tax, it is generally raised once during March-Sept of each year).
• Training
Consultants have to formulate a strategy for training in GIS for MCJ officials (about 4-6) so as to
improve the skills of the staff and for sustainability of the development. The training will be both
general training for all relevant officials and specialized training for full-time users. A training plan will
be required to specify who is trained, for how long and on what topics. The training will cover, in
addition to the general training in GIS, the following:
♦ Attribute data entry
♦ Database integration( linking graphic and non graphic data),
♦ Updating of data
The consultants shall also provide assistance for usage of GIS applications and for maintenance of
hardware and software.
- 24 -

. Ongoing mapping and record keeping
While preparing or updating the property maps and records consideration must also be given to the
use and upkeep of the records, general awareness raising about the importance of records and
training to support the system in the long term. Consultants may consider the following issues in
relation to this sub-task:
. Storage, use and upkeep of records
In the storage use and upkeep of records the following issues may be considered:
♦ Safe retention of master records
♦ Index and retrieval system
♦ Reproduction facilities and provision of ready copies for day to day use
♦ Responsibility for upkeep/updating of records
Staff and employee training will also be required in the mechanics of record keeping over the full
range of activities from data collection to use of the resulting information. Training needs
assessment will be required to identify the skills training required. The consultants should then
recommend on the most appropriate vehicle for training delivery.
5.2.4 Deliverables
• System of Unique Identification Number (UID) of properties
• Updated ward maps with details of major and minor streets
• Date query and viewing on GIS plat from
• Updated property based records with defined attributes in SQL Compatible mode
• Reconciliation and Validation of existing records (for water and sewerage bills and house tax)
with New UID to improve existing water/sewerage/property tax billing i.e linking of database to
existing computerized bill generation of water and sewerage utilities. This in turn would ensure
water and sewerage billing as well as billing of house tax, with new records. Bidders
should understand the existing system of database management and billing systems
before submitting their bids.
• Data query and viewing system
• Trained MCJ staff to undertake management of property based database systems
- 25 -

5.5 Assistance to be provided by MCJ
The MCJ will endeavor to:
1 Provide a liaison officer (designated staff) to liaise with the Consultant and MCJ Officers to
assist with the design of the field.
2 Nominate officers to participate to supervise a) survey work, and b) database Development
and (iii) for monitoring –data verification and (iv) staff for training
3 Provide the Consultant with satellite image (procured from IRSA), physical maps of survey
areas, if available
4 Provide the Consultant with necessary authorization to undertake the surveys.
5 Provide access to database system of water and sewerage billing and house tax records, as
available.
5.6 Other Terms and Conditions
• Quantity of work could be different than specified.
• The bidder should quote their prices, duties and taxes (as on the date of submission) and any
other charges exclusively.
• The Commissioner, MCJ reserves the right to reject any or all tenders without assigning any
reason.
• MCJ will not provide any arrangement/facilities to carryout the work by way of labor, transport or
residential accommodation etc.
• The TDS as applicable under GOI Act/rules shall be deducted from due payments of the
contractors.
• The service tax if any (should be intimated by the agency) shall be paid. It has to be separately
shown and included in total cost.
• All the data has to be supplied in digital form on CD on MS Word/Excel/MS Access/SQL
compatible format, as specified by MCJ.
• The ward specific work program shall have to be intimated to MCJ at least four working days in
advance of commencement of survey.
• Bidding firms are advised to visit, check, assess and make them fully aware of the
situation as well as operational feasibility before tendering.
• Necessary permission required from statutory bodies, if any shall be obtained by agency and
MCJ shall provide all necessary help.
• All arrangements for accommodation, travel, computers, office space etc. shall be made by the
bidder/contractor at its own cost. MCJ shall provide one small room within MCJ office, with some
basic facilities (electricity, water etc.), two tables and 3-4 chairs, one almirah etc. for use by the
consultants. No charges shall be levied from the Consultants for the facility.
• The reports shall be generated in the form of hard copy (5 Nos.) & Soft copy. The responsibility
of transportation, insurances maintenance, power supply etc. shall be of the bidder.
• If the agency fails to execute the work within the stipulated time period, the order (contract) shall
be cancelled and the earnest money will be forfeited without issuing any notice.
- 26 -

• In extreme circumstances, if the tendering agency requires an extension of the time limit for
completion of the work due to unavoidable circumstances, it shall apply in writing to the
Superintending Engineer, well before the expiry of the time limits. Decision of Commissioner,
MCJ shall be final and binding.
5.7 Schedule of Payment**
After initial payments of 5% against mobilization and first report, payments shall be
released only after field verification of property attributes by MCJ using a Monitoring
Mechanism. Under this, MCJ shall devise a system of random verification of attributes of
properties before payment. If during verification, 2% of total attributes of properties (if MCJ
rechecks 50 properties with 30 attributes, it shall be considered as 1500 attributes. i.e. an
error in only 30 attributes) are not correct, the bidder shall not be paid, shall have to carry
out the survey once again and the charges of verification shall have to be borne by the
bidder/contractor (deducted from their bills). During attribute verification of plot/covered area
dimensions i.e length, width etc. an error of ± 5% shall be considered satisfactory. However,
the monitoring criteria could be relaxed by MCJ, if in the views of MCJ, the field feedback is
different than MCJ’s expectations and there are enough justifications to relax it. Decision of
Commissioner MCJ shall be final.
Payments shall be effected as follows:
1. 5% payment on finalization of detailed survey formats, development of Unique property
ID system, database formats and on mobilization of key personnel and required
equipment and initiation of field survey
2. 25% payment on submission of database of about 40% of estimated properties and
validation of 20% of estimated properties
3. 25% payment on submission of database of a total of 75% of estimated properties and
validation of 50% properties.
4. 30% on submission of database preparation of about 100% of estimated properties
including its meeting monitoring requirements (not more than 2% property attribute
should be incorrect) including preparation of maps & validation of 100% properties.
5. 10% on successful demonstration of GIS enabled database system and its handing over
to MCJ (compete in all respects)
6. 5% payment on final acceptance of deliverables - completion of all survey and database
works and their submission in required formats along with training of MCJ staff and
successful operation by MCJ staff. After completion of one successful cycle of billings as
per new database.
7. Release of EMD within 45 days of final payment and on rectification of any observed
faults by MCJ during its operation by them.
- 27 -

5.8 Law and Jurisdiction
The consultancy services and agreement made with successful bidder shall be governed
by the laws of Republic of India and first court of jurisdiction shall be Jalandhar.
5.9 Amicable Settlement
This Contract shall constitute the entire Agreement between the Parties, and may not be
altered or amended except by the written agreement of the Parties. No duties,
obligations, liabilities or warranties other than those expressly provided in this Contract
and its attachments shall be applied. Both Parties to this Agreement will make every
attempt to resolve in an amicable way all differences concerning the interpretation of this
Contract and the execution of the work. Any dispute or disagreement which cannot be
resolved by both Parties and any controversy claim or dispute otherwise arising in
connection with this Contract or breach thereof shall be referred to an arbitrator to be
agreed between the Parties or, failing such agreement, will be referred to the Courts of
Jalandhar. The decision of the arbitrator shall be final and binding on both Parties.
The place of arbitration shall be Jalandhar.
- 28 -

ANNEXURE I
KEY AREA OF APPLICATION AND INDICATIVE INFORMATION REQUIREMENT
Utility/
Service
Property
Attributes
Development
Objective
Plot wise and
building wise
information for
Planning and
Managing water
supply and
Sewerage
Services- Plot
area , Water and
Sewerage
Connections
Illustrative Information base
A contiguous property, registered in one name shall be
considered as one property. If there are more than one
registered property like flats or different owners on
same plot (each floor or portion owned separately),
they shall be considered as different properties.
1. Details of each property
a) Property Occupied by
Name………….
b) Owner’s name……Address:……..
c) Current Property/House No --------
i) No Available Plate/house no.:…………. .
d) Name of Building, if any
e) Location/address (street, locality):……
f) Front * Depth (Area) of plot
g) Number of floors
Separate information of each floor/shop wise shall be
required if their “use” is different
2. If building (refers to floor/subfloor having a different
use) is residential-
Total carpet Area:
Year of Construction/Approximate age of building.
Width of road on which building/property is situated (in
metres).
Quality of Construction: Excellent/Good/Average/Poor
3. If Non Residential use –
• Type of Activity (please specify) :
a. Commercial (Specify)……………
b. Institutional (specify)…………….
c. Industrial (specify)………………..
• Setbacks in plot or built-up areas,
• Building type (Single/Multiple) (Number of units)
• Owner/Occupier Details
4. Details of past property tax bills, if any (Refer TS-1)
- 29 -

5. Changes, if any from past assessment
6. Remarks, if any
7. Water connection Yes/No
If yes
a. If the consumer received the bill during last
one year
----Yes/NO
b. If yes, ID no. of the bill--------
c. Consumer Number (from last bill if any)
d. In whose name the connection/water bills
is:
e. Relationship of connection holder with this
property
Owner………, Occupant…………,
Any other (specify)…..…………….
f. Year of connection
g. Type of existing connection -
residential/commercial/ industrial
h. Size of connection:
If there is no municipal water connection,
Source of water supply for your needs
• Neighbor at …….m
• Own Tube well: mention size……..hp
• Hand pump at …….m Distance
• Public stand post at …….m
8. Sewerage Connection:
9. Electricity
• Municipal Covered
• Open Drain
• Septic tank
a. Consumer Number (from last bill if any)
b. Is the connection in the name of owner
yes/no
c. If no, in whose name is the electricity
bill and connectivity with this property
d. Years of connection
Overall Remarks, if any
- 30 -

FORM-1: Formats for Proposal
TO
The Commissioner
Municipal Corporation of Jalandhar
Jalandhar.
Sir,
Sub: - “Consultancy Services for Implementation of Property Based Database System
using Geographical Information System Technology for Municipal Corporation of
Jalandhar”
Regarding Proposal
We __________________, a Consultancy firm (Consultant) herewith enclose our detailed
Proposal for selection of our firm/Organization as agency for the subject mentioned project.
Yours faithfully,
Signature of Authorized Representative1______________________
Date………….
Full Name _____________________
Designation_____________________
Address________________________
- 31 -

FORM-2:
DETAILS OF THE CONSULTANT
The following details should be provided as part of the Technical Proposal:
1. Name of organization
2. Address of the organization
3. Year of formation of the Firm
4. Name of state in which the firm was registered under the ‘Companies Act, 1956’,
Registration number and date of registration if any.
5. Number of planners, engineers etc. working for the organization.
6. Details of all survey in urban development related tasks undertaken by the
organization relevant to the project to be attached (as per attached FORM-3:
Project Description Sheet). Please highlight property survey works and GIS
works.
7. Balance sheets of last three financial years.
8. Other details, which may be applicable, may be attached.
- 32 -

FORM-3: Project Description Sheet
Assignment name:
Approx. value of the contract (in current Rs):
Country:
Name of Client:
Location within Country:
Total No. of person-months of the assignment:
Approx. value of the services provided by
your firm under the contract (in current Rs.):
No. of person-months provided by your firm:
Start date (month/year):
No. of professional person-months provided
by the JV partners or the sub-consultants:
Completion date (month/year):
Name of Joint Venture partner or sub-Consultants, if any:
Name of Senior Staff (Project Director/Coordinator, Team Leader) involved from your
firm and functions performed indicated whether regular full-time employees of your firm
or part-time/independent consultants
Narrative description of Project in brief:
Description of actual services provided by your firm in the assignment:
Name of Firm:
Note. Attach Performance Certificate from the client
- 33 -

FORM-4: FORMAT OF CURRICULUM VITAE (CV) FOR PROPOSED KEY PROFESSIONALS
(Urban Asset survey Expert and GIS Expert)
The Complete CV should not exceed 3 Letter/A4 size pages with 1”margin on all sides, written in
legible fonts (Arial 10, Times New Roman 11), not less than single spacing.
Proposed Position: _____________________________________
Name of Firm: ________________________________________
Name of Staff: ________________________________________
Profession: ________________________Date of Birth: ______________________
Years with Firm: ___________________ Nationality: ____________
Membership of Professional Societies: __________________________
__________________________________________________________
Detailed Tasks Assigned: _____________________________________
Key Qualifications:
(Give an outline of Staff Member’s experience and training most pertinent to tasks on Assignment.
Describe degree of responsibility held by staff member on relevant previous assignments, and give
dates and locations. Use up to half a page).
___________________________________________________________
Education:
(Summarise college/university and other specialized education, giving names of schools, colleges/
universities, dates attended and degrees/diplomas etc. obtained. Use up to half a page).
____________________________________________________________
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 organizations, title of positions
held and location of assignments. For experience in last year’s also give types of activities
performed and client references, where appropriate. Use up to Two pages).
Languages:
Indicate proficiency in speaking, reading and writing of each language by “excellent”, “good”,
fair” or “poor”).
___________________________________________
Certification:
I, the undersigned, certify that to the best of my knowledge and belief, this bio-data correctly
describes the qualification, experience.
___________________________
Signature of staff member or
Authorized official from the organization
Date: ______________________
Day/Month/Year
- 34 -

FORMAT FOR SUBMISSION OF FINANCIAL OFFER
(To be typed on the letter head of the Agency)
Annexure II
Name of Work: Consultancy Services for Development of Property Based Database
System for Municipal Corporation of Jalandhar
I/We state that –
1. The financial offer is unconditional
2. Rates quoted are valid for 120 days from last date of submission of
tenders (_______________) and hold good for work under all
conditions, site, moisture, all weather etc.
3. The total quoted is inclusive of all duties, applicable taxes etc. on
current rates. The Details of professional fees, travel cost, cost of
formats, computerization etc. besides taxes and duties has been
provided separately. .
4. The firm has not been blacklisting/debarred by any central/state/multilateral
funding agency in India
5. The firm does not have any pending litigation in court of law with any
state/central/multi lateral funding agency.
6. The details of all on-going litigations with such agencies are enclosed.
7. The cost quoted is based on number of estimated properties (200,000).
I / We have carefully studied the various components herein above with the scope of work and
detailed activities and all other terms and conditions of this Terms of Reference (TOR). On the
basis of that I/We hereby undertake to execute the said works. It is further certified that we have
gone through your Terms of Reference (TOR) for the above said works and I/We have
understood all the terms and conditions pertaining to the work.
My/Our Total Financial Offer for executing the said work* is Rs. _________________ (In
words Rs. ____________________________________) (Details of offer indicating
management fees (cost of key professionals), survey fees, data entry fees, validation of
data, software development/management fees, training etc. cost of reimbursable,
applicable duties and taxes etc. are enclosed)
* The cost quoted above is based on 200,000 properties.
(b). However, for each additional property above the specified properties, we shall charge (all
inclusive – no separate taxes, duties etc.) an additional Rs…………per property.
‘(c) Similarly, if the total numbers of properties are below than the specified number, we shall
raise the final invoice after providing an all inclusive deduction of Rs...……….per property.
- 35 -

(d) The bidders should quote separately for under construction properties, wherein only part
attributes shall be recorded and entered into database. They also need to be provided a unique
ID. The cost of these should not be considered as a part of above offer. Bidders are requested
to quote separately for such data collection and database preparation.
Our rate for above work (building under construction) shall be Rs…….per property (all
inclusive).
(e) The bidders should quote separately for vacant plots, wherein only part attributes shall be
collected and entered into database. They also need to be provided an unique ID. The cost of
these should not be considered as a part of above offer. Bidders are requested to quote
separately for such data collection and database preparation.
Our rate for above work (vacant plots) shall be Rs…….per property (all inclusive).
It is to be indicated that while raising final invoice, a bill indicating constructed properties,
properties under construction and for properties as vacant plots shall be raised separately.
Place:
Date:
Address:
Tel/Fax:
e-mail:
Signature of Authorized Signatory
- 36 -