Punjab Urban Planning and Development Authority, PUDA BHAWAN, Sector-62, SAS Nagar, Punjab

Transcription

1 1 REQUEST FOR PROPOSAL (RFP) FOR THE GEOTAGGING SERVICES FOR 163 TOWNS OF PUNJAB UNDER PRADHAN MANTRI AWAS YOAJNA - HOUSING FOR ALL (URBAN) Punjab Urban Planning and Development Authority, PUDA BHAWAN, Sector-62, SAS Nagar, Punjab

2 2 -Tender Notice- REQUEST FOR PROPOSAL (RFP) FOR THE GEOTAGGING SERVICES FOR 163 TOWNS OF PUNJAB UNDER PRADHAN MANTRI AWAS YOJNA HOUSING FOR ALL (URBAN) Punjab Urban Planning And Development Authority Punjab RFP No Date: PUDA invites technical and financial proposals from eligible surveyors/geotagging firms/agencies for Geotagging of Housing for All Plan of Action (HFAPoA) for 163 towns of Punjab as per guidelines of Pradhan Mantri Awas Yojana Housing for All (Urban) 2. Participating Agencies must fulfill the following pre-requisites: i. The Firm/Firm/Agency must have been operational in India for at least 3 years. Proof of registration as a legal entity must be submitted. ii. Average annual turnover of Firm/Agency/agencies for the last three financial years should be equal to or greater than Rs. 2 Crore. iii. The Firm/Firm/Agency should have experience of working with minimum 4 similar assignments in the last 2 years. iv. The firm/firm/agency must have an adequate experience in geo tagging of images in door to door survey for any town/city in India. v. The Firm/Firm/Agency must be registered by Income Tax/Service Tax Act and have PAN/TAN Number. vi. Registered firms/consultancies/agencies under Indian Partnership act/ Societies Registration Act or Registered companies under companies registration act Preferably an Indian based organization with presence in Urban and Regional Planning and Geo-Informatic specialists or equivalent are only eligible to participate in this RFP. vii. Government (Central & State) agencies may also apply if they fulfil above eligibility details. Note: Duly certified documents on the above eligibility pre-requisites must be attached with the proposal. Proposals without these documents will be treated as ineligible 3. Interested Agencies may download the complete Request for Proposal (RFP) document from the website from Interested Agencies may submit their proposals along with a non-refundable in cash or demand draft of Rs. 1000/-(Rupees one Thousand only) as cost of RFP and an EMD/Security Deposit of Rs. 50,000/ as prescribed in the RFP document (refundable). No proposals will be accepted without the Bid Security. 5. Proposals received without Cost of RFP document & EMD/Security Deposit are ineligible. 6. The last date for submitting the proposal is upto 05:00 PM.

3 3 Content Sr.No Name of Section Page No Disclaimer Notice for Inviting Request for Proposal Invitation for Bids(IFB) Annexure A : Data Sheet Instructions to Bidders(ITB) Annexure B : Technical Proposal Submission Forms Annexure C : Financial Proposal Submission Forms Terms of Reference General Conditions of Contract (GCC) 37-57

4 4 DISCLAIMER Though adequate care has been taken in the preparation of this Tender Document yet it would be the responsibility of the Geo tagging Agency (bidder) submitting proposal in response to this RFP to satisfy itself that the Document is complete in all respects. Neither PUDA nor its employees will have any liability to any prospective geo tagging firm/agency or any other person under the law of contract with regard to expense or damage which may arise from or incurred or suffered in connection with anything contained in this RFP Document, any matter deemed to form part of this RFP Document, the award of the Assignment, the information and any other information supplied by or on behalf of PUDA or their employees, any agency or otherwise arising in any way from the selection process for the Assignment. PUDA reserves the right to reject any or all the Proposals submitted in response to this RFP at any stage without assigning any reasons, whatsoever. PUDA also reserves the right to withhold or withdraw the process at any stage with intimation to all who submitted the Proposal. PUDA reserves the right to change / modify / amend any or all of the provisions of this RFP Document.

5 5 Notice for Inviting Request of Proposal SHORT NOTICE FOR RFP (REQUEST FOR PROPOSAL) TO CARRY OUT GEO-TAGGING WORK PUDA intends to engage an agency to carry out the geo-tagging services under Pradhan Mantri Awas Yojna-Housing for all (Urban) for beneficiary led Individual House Construction Component in various locations all over the Punjab State. Technical and Financial Proposals are invited from reputed agencies for carrying out the geo-tagging work to track progress of construction of individual houses of approximately 40,000 beneficiaries through geo-tag photographs in 163 towns of Punjab as per the guidelines of Pradhan Mantri Awas Yojna-Housing for All(Urban). The proposals shall reach the office of undersigned on or before up to 5:00 P.M. and the same will be opened in the office of GM (IT & C), Room No: 428, 4th Floor, PUDA Bhawan, Sector-62, Mohali in the presence of applicants or their authorized representatives who may like to be present. The prescribed proposal format including scope of work and terms & conditions can be obtained from the office of GM (IT & C), Room No: 218, 2nd Floor, PUDA Bhawan, Sector-62, Mohali at the cost of Rs.1000/- in cash or DD in favour of Accounts Officer, PUDA payable at Mohali on any working day up to The detailed scope of work, terms & conditions including Performa for technical and financial bid to be quoted by the agency, will be available on PUDA's website If the forms are downloaded from the website then a separate draft of Rs.1000/- on account of cost of tender/proposal documents shall be attached with the proposal. General Manager (IT & C) PUDA, SAS Nagar

6 6 Invitation for BIDS (IFB) 1. Punjab Urban Planning And Development Authority (hereinafter the Client ) invites proposals to carry out geo tagging Services of Housing for All Plan of Action (HFAPoA) for 163 towns of Punjab. Detailed Scope of Work is provided in the Terms of Reference. 2. A firm shall be selected under L1(Lowest Bid) method and procedures described in this RFP. 3. The RFP includes the following documents: Disclaimer Notice for inviting Request for Proposal Invitation for Bids Data Sheet and Instructions to Firm/Agency (see Annexure A) Instructions to Bidders Technical Proposal, for Standard Forms see Annexure B Financial Proposal, for Standard Form see Annexure C Terms of Reference (ToR). 4. Please note that while all the information and data regarding this RFP is, to the best of the Client s knowledge, accurate within the considerations of scope of the proposed contract, the Client holds no responsibility for the accuracy of this information and it is the responsibility of the Firm/Agency to check the validity of data included in this document. 5. Bidders are requested to submit scanned copies of following documents along with their proposals:- i. Document Fee (Non-Refundable) of Rs (One Thousand). ii. Earnest Money Deposit (EMD)/ Bid Security (Refundable) of Rs. 50,000/- (Rupees Fifty thousand only). iii. Copy of certificate of Incorporation/Registration Certificate. iv. Audited Statement of Annual Turn Over of last 2 year to be enclosed along with ITR. v. Certificate/Work order/mou from employer regarding experience should vi. be furnished. Original draft of EMD in the name of Accounts Officer, Punjab Urban Planning and Development, PUDA Bhawan, Sector 62, SAS Nagar and Document fee shall also be submitted physically before the scheduled date. 6. Service Tax as applicable will be reimbursed on production of original receipt/challan from the concerned department. 7. If the date of opening of tenders happens to be a public holiday, then the tenders will be opened on next working day at the same time and place. 8.PUDA reserves the right to reject any or all tenders without assigning any reason. General Manager (IT & C) PUDA, SAS Nagar

7 7 Annexure A: Data Sheet 1 Name of the Client: Punjab Urban Planning and Development Authority. 2 Method of selection: Technical Evaluation and Financial Evaluation based on L1 (Lowest Bid) method. 3 Financial Proposal to be submitted together with Technical Proposal: Yes 4 Proposals must remain valid for 120 days after the submission date indicated in this Data Sheet. 5 The Firm/Agency is required to include with its Proposal written confirmation of authorization to sign on behalf of the Firm/Agency : Yes 6 Bidders Eligibility Criteria: Applicable i) The Firm/Firm/Agency must have been operational in India for at least 3 years. Proof of registration as a legal entity must be submitted. ii) Average annual turnover of Firm/Agency/agencies for the last three financial years should be equal to or greater than Rs. 2 Crore. iii) The Firm/Firm/Agency should have experience of working with minimum 4 similar assignments in the last 2 years. iv) The firm/firm/agency must have an adequate experience in geo tagging of images in door to door survey for any town/city in India. v) The Firm/Firm/Agency must be registered by Income Tax/Service Tax Act and have PAN/TAN Number. vi) Registered firms/consultancies/agencies under Indian Partnership act/ Societies Registration Act or Registered companies under companies registration act Preferably an Indian based organization with presence in Urban and Regional Planning and Geo-Informatic specialists or equivalent are only eligible to participate in this RFP. vii) Government (Central & State) agencies may also apply if they fulfill above eligibility details. The Firm/Firm/Agency must have been operational in India for at least 3 years. Proof of registration as a legal entity must be submitted. viii) Average annual turnover of Firm/Agency/agencies for the last three financial years should be equal to or greater than Rs. 2 Crore. ix) The Firm/Firm/Agency should have experience of working with minimum 4 similar assignments in the last 2 years. x) The firm/firm/agency must have an adequate experience in geo tagging of images in door to door survey for any

8 8 town/city in India. xi) The Firm/Firm/Agency must be registered by Income Tax/Service Tax Act and have PAN/TAN Number. xii) Registered firms/consultancies/agencies under Indian Partnership act/ Societies Registration Act or Registered companies under companies registration act Preferably an Indian based organization with presence in Urban and Regional Planning and Geo-Informatic specialists or equivalent are only eligible to participate in this RFP. xiii) Government (Central & State) agencies may also apply if they fulfill above eligibility details. 7 Technical and Financial Proposal is to be submitted physically along with EMD and Cost of tender documents by up to 5:00 PM. 8 Technical Proposals should be clearly marked (TECHNICAL) PROPOSAL FOR [Geo tagging Service] DO NOT OPEN EXCEPT IN THE PRESENCE OF THE EVALUATION COMMITTEE 9 A non-refundable RFP Cost should be provided with Technical Proposal: Yes. 10 A Bid Security must be submitted: Yes If Yes, the amount of the RFP Cost is Rs. 1000/ (Five thousand) only in cash or Demand Draft favouring the Accounts Officer, Punjab Urban Planning and Development, PUDA Bhawan, SAS Nagar and drawn on a nationalized bank/ scheduled Bank, Payable at SAS Nagar An Ernest Money Deposit (EMD)/ Bid Security should be provided with Technical Proposal: Yes If Yes, the amount of the Earnest Money Deposit (EMD)/ Bid Security is Rs. 50,000/- (Rupees Fifty thousand only) Demand Draft favouring the Accounts Officer, Punjab Urban Planning and Development, PUDA Bhawan, SAS Nagar and drawn on a nationalized bank/ scheduled Bank, Payable at PUDA Bhawan, SAS Nagar. 11 The amount of the EMD/Bid Security is Rs. 50,000/- (Rupees Fifty thousand only) for each Bid and the duration for validity of Bid Security is 120 days. Bid security shall be refunded to the successful bidder upon signing of agreement with Punjab Urban Planning and Development, For unsuccessful bidders the bid security shall be refunded within 30 days after signing of agreement with the successful bidder.

9 9 12 A Performance Bond in the form of Bank Guarantee is to be submitted by the successful Bidder before signing of Contract. Amount will be 5% of the contract value; this may be provided as 100% Bank Guarantee. Currency for Proposals is: Indian Rupee Address for communication/ submission of Proposals: General Manager (IT & C), Room No:428, PUDA Bhawan, Sector 62, SAS Nagar. 13 Expected date for public opening of Financial Proposals: [Will be intimated to the qualified bidders separately] 14 Expected date for commencement of geo tagging services: (Within 7 days of signing the agreement. 15 The proposals will be evaluated based on the information provided by the applicants and the evaluation will be done as per detailed criteria mentioned in RFP Document. 16 The Time line to complete the full assignment is 4 months. No. of Beneficiaries to be covered 1. The upto date number of Towns with upto date identified beneficiaries as per approved DPRs under PMAY-HFA mission as under:- Phase No. Of No of Beneficiaries Towns New Enhancement Total Construction The No. of beneficiaries shown above will further increase with approval of additional DPRs from time to time.

10 10 1. Introduction Instructions to Bidders 1.1 PUDA invites proposals for the Project/Works (as defined in these documents and referred to as the Project/Works ) detailed given in the IFB. The bidders may submit bids for any or all of the Project/Works detailed given in the IFB. The successful bidder will be expected to complete the Project/Works by the intended completion date specified in the Data sheet. 1.2 Throughout these bidding documents, the terms bid and tender and their derivatives (bidder/tenderer, bid/tender, bidding/tendering etc) are synonymous. 1.3 The Firm/Agency are invited to submit a Technical Proposal as specified in the Data Sheet. The Proposal shall be the basis for a signed Contract with the selected firm/firm/agency. 1.4 The Firm/Agency shall bear all costs associated with the preparation and submission of its Proposal and contract negotiation. 1.5 The Client is not bound to accept any Proposal, and reserves the right to annul the selection process at any time prior to award of Contract without thereby incurring any liability to the Firm/Agency. 1.6 Eligibility Criteria & Qualification of the Bidder o The bidders should satisfy the following minimum eligibility and those as specified in the Data Sheet. Only those who satisfy these criteria should submit the proposal with necessary supporting documents: o A firm declared ineligible by the Government of India or Government of Punjab shall be ineligible to provide geo tagging services under the project. o The Firm/Firm/Agency must have been operational in India for at least 3 years. Proof of registration as a legal entity must be submitted. o Average annual turnover of Firm/Agency/agencies for the last three financial years should be equal to or greater than Rs. 2 Crore. o The Firm/Firm/Agency should have experience of working with minimum 4 similar assignments in the last 2 years. o The firm/firm/agency must have an adequate experience in geo tagging of images in door to door survey for any town/city in India. o The Firm/Firm/Agency must be registered by Income Tax/Service Tax Act and have PAN/TAN Number. o Registered firms/consultancies/agencies under Indian Partnership act/ Societies Registration Act or Registered companies under companies registration act Preferably an Indian based organization with presence in Urban and Regional Planning and Geo-Informatic specialists or equivalent are only eligible to participate in this RFP. o Government (Central & State) agencies may also apply if they fulfill above eligibility details.

11 Number of Proposals Geo tagging Firm/Agency can only submit one proposal. If a Geo tagging Firm/Agency submits or participates in more than one proposal, such proposals shall be disqualified. 3. Clarifications of RFP Documents 2.1 Geo tagging Firm/Agency may request clarification of any of the RFP documents up to a specified number of days before the submission date as indicated in the Data Sheet. Any request for clarification must be sent in writing, including by standard electronic means, to the Client s Representative whose address is provided in the Data Sheet. The Client will respond by standard electronic/self means within the period specified in the Data Sheet, and will send written copies of the response (including an explanation of the query, without identifying the source of inquiry) to all Geo tagging Firm/Agency who have formally indicated that they intend to submit a Proposal. Should the Client deem it necessary to amend the RFP as a result of a clarification, it shall do so following the procedure set out under Clause At any time before the submission of Proposals, the Client may amend the RFP by issuing an addendum in writing and shall upload the same by standard electronic means. 4. Cost and Sufficiency of Bidding 3.1 The bidder shall bear all costs associated with the preparation and submission of his Bid, and the Employer will in no case be responsible and liable for those costs. 3.2 The bidder shall be deemed to have satisfied himself before bidding as to the correctness and sufficiency of his bid information for the works and of the rates and prices given in the relevant Schedule or quoted by him, which rates and prices shall, except as otherwise provided, cover all his obligations under the Contract and all matters and things necessary for the proper completion and maintenance of the works. 3.3 The Geo tagging Firm/Agency shall bear all costs associated with the preparation and submission of its Proposal. The Client shall not be responsible or liable for those costs, regardless of the conduct or outcome of the bidding process. 4. Preparation of Proposals/Bids 4.1 The Proposal and all related correspondence exchanged between the Geo tagging Firm/Agency 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.

12 These instructions should be read in conjunction with information specific to the geo tagging services contained in the Covering Letter, Data Sheet and accompanying documents. 4.3 Proposals must be received before the deadline specified in the Data Sheet to tender. Proposals must be submitted to the address specified on the Data Sheet and delivered on or before the time specified in the Data Sheet. 4.4 Firm/Agency shall submit one sealed envelope, containing the Technical Proposal along with the cash receipt/dd of the cost of tender and EMD. 4.5 Technical Proposal (see Annexure B) The Technical Proposal shall contain the following: a. Covering Letter(Format 1); b. Legal Constitution & Number of Years of Existence; (use Format 2); c. Financial Standing (Annual Turnover) of Firm/Agency; (use Format 3); d. Project detail sheets outlining previous experience of the firm in similar types of assignments completed during the past years (in prescribed format), (use Format ) e. Matters not appropriate in any other section. This includes: written confirmation authorizing the signatory of the Proposal to commit the Firm/Agency; 4.6 No mention of your commercial response should be made anywhere in the Technical Proposal, unless specified in the Data Sheet; non-confirmation will result in automatic disqualification of the Firm/Agency s Proposal. 4.7 Financial Proposal (See Annexure C) The Financial Proposal shall be submitted strictly as per Format 7 given in Annexure C. 4.8 Currencies of Bid and Payment The unit rates and the prices shall be quoted by the bidder entirely in Indian Rupees. All payment shall be made in Indian Rupees. 4.9 Submission Instructions i. Firm/Agency are expected to carefully review the contract provisions attached in the RFP for preparation of their Proposals. ii. The Firm/Agency shall submit Proposals using the appropriate submission sheets provided in Annexure B & C. These forms must be completed without any alteration to their format, and no substitutes will be accepted. All fields shall be completed with the information requested Proposal Validity

13 13 Proposals shall remain valid for the period specified in the Data Sheet commencing with the deadline for submission of Proposal as prescribed by the Client. A Proposal valid for a shorter period shall be considered non responsive and will be rejected by the Client. In exceptional circumstances, prior to the expiration of the proposal validity period, the Client may request geo tagging Firm/Agency to extend the period of validity of their Proposals. The request and the responses shall be made in writing. A Firm/Agency may refuse the request. A Firm/Agency granting the request shall not be required or permitted to modify its Proposal. During the Proposal validity period, Firm/Agency shall maintain the availability of resources/experts nominated in the Proposal. The Client will make its best effort to complete negotiations within this period. BID SECURITY (EARNEST MONEY) The bidder shall furnish, as part of his Bid, a Bid security (earnest money) in the amount as shown in appropriate column of the table of IFB for this particular Project/Work. Any bid not accompanied by an acceptable Bid Security and not secured as indicated in Sub-Clause 16.1 above shall be rejected by PUDA as non-responsive. The Bid Security of unsuccessful bidder will be returned within 30 days of the end of the bid validity period specified in The Bid Security of the successful bidder will be adjusted in the retention money as stipulated in the General Conditions of Contract. The Bid Security may be forfeited. If the Bidder withdraws the Bid after Bid opening during the period of Bid Validity. If the Bidder does not accept the correction of the Bid Price, pursuant to clause 26; or In the case of a successful Bidder, if the Bidder fails within the specified time limit to sign the Agreement Furnish the required Performance Security. Bidder does not respond to requests for clarification of its Bid. Bidder fails to provide required information during the evaluation process or is found to be non-responsive Format and signing of Proposals Duly signed in the requisite format of the followings proposals must be submitted. Technical Proposal shall be placed in an envelope clearly marked TECHNICAL PROPOSAL -. Financial Proposal should be submitted only.

14 14 The Proposal shall be typed or written in indelible ink and shall be signed by a person duly authorized to sign on behalf of the Firm/Agency. This authorization shall consist of a written confirmation and shall be attached to the Technical Proposal. The name and position of each person signing the authorization must be typed or printed below the signature. Any interlineations, erasures, or overwriting shall be valid only if signed or initialled by the person signing the Proposal. The Client may, at its discretion, extend the deadline for the submission of Technical Proposal by amending the RFP in accordance with Clause 2.2, in which case all rights and obligations of the Client and Firm/Agency subject to the previous deadline shall thereafter be subject to the deadline as extended. 5 Opening and Evaluation of Technical Proposals Criteria for Evaluation of Technical Proposals Technical proposal of all the Applicants will be evaluated based on the following 5.1 Evaluation Criteria. Technical proposals of all the Applicants will be evaluated by evaluation committee as per the parameters mentioned below: The Technical Proposal must include an undertaking by the bidder (lead firm in case of consortium/association and both bidders in case of Joint Venture) stating that none of the Firm/Agency proposed in the present proposal have been demobilized for poor/unsatisfactory performance from any project during the last three years. The undertaking must be a separate document and forms an indispensable part of the Technical Proposal. Any bidder which proposes to use a firm who is already committed on any other project/contract and whose deployment on the new contract would be in conflict with the working of any existing contract shall be not be entertained Evaluation of Technical Proposals 5.2 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 qualifying eligibility criteria. The bidders in technical evaluation shall be considered for opening of financial proposals The Punjab Urban Planning and Development Authority will constitute an Evaluation Committee for evaluation of Proposals received The evaluation committee evaluates the Technical Proposals on the basis of Proposal s responsiveness to the TOR. A Proposal shall be rejected if it does not achieve the minimum qualifying eligibility criteria A Technical Proposal may not be considered for evaluation in any of the following cases:

15 15 (i) the Firm/Agency that submitted the Proposal failed to make a proper statement effect in the cover letter ; or (ii) the Firm/Agency that submitted the Proposal 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 reached the Punjab Urban Planning and Development after the submission closing time and date specified in the Data Sheet After the technical evaluation is completed, the Punjab Urban Planning and Development shall notify Agencies whose Proposals did not meet the minimum qualifying technical eligibility criteria/score or Agencies who s Technical Proposals were considered non-responsive to the RFP requirements, indicating that their Financial Proposals will not be opened. The Punjab Urban Planning and Development shall simultaneously notify to the Agencies who's Technical Proposals qualified minimum qualifying technical eligibility criteria/score, indicating the date. 5.3 Opening and Evaluation of Financial Proposals Opening of Financial Proposals At the opening of Financial Proposals, Firm/Agency representatives who choose to attend will sign an Attendance Sheet. 5.4 Evaluation of Financial Proposals The evaluation committee will review the detailed content of each Financial Proposal. Financial Proposals will be reviewed to ensure these are: i. Complete, to see if all items of the corresponding Financial Proposal are priced, ii. Computational errors if there are will be corrected; The proposals will be ranked in terms of total cost quoted in financial bid. The proposal with the lowest bid cost (L-1) will be considered for award of contract and will be called for negotiations, if required. Financial Bids determined to be substantially responsive will be checked by the Engineer for any arithmetic errors. Errors will be corrected by the Engineer in the following manners : a)where there is a discrepancy between the rates in figures and in words, the rate in words will govern. b)where there is a discrepancy between the unit rate and the line item total resulting from multiplying the unit rate by the quantity, the unit rate as quoted will govern. The amount stated in the Financial Bid will be corrected by the Employer in accordance with the above procedure and the bid amount adjusted with the concurrence of the bidder in the following manner:

16 16 If the bid price increases as a result of these corrections, the amount as stated in the bid will be the bid price and the increase will be treated as rebate. If the bid price decreases as a result of these corrections, the decreased amount will be treated as the bid price. Such adjusted bid price shall be considered as binding upon the Bidder. If the Bidder does not accept the corrected amount the Bid will be rejected, and the Bid Security may be forfeited in accordance with sub-clause 16.5(b). 6. Method of Selection. The proposal will be ranked in the terms of total cost and proposal with the lowest cost will be selected. 7.PROCESS TO BE CONFIDENTIAL 7.1 Information relating to the examination, clarification, evaluation, and comparison of Bids and recommendations for the award of a contract shall not be disclosed to Bidders or any other persons not officially concerned with such process until the award to the successful Bidder has been announced. Any effort by a Bidder to influence the concerned officer processing the Bids, or award decisions may result in the rejection of his bid. 8. CLARIFICATION OF FINANCIAL BIDS. 8.1 To assist in the examination, evaluation and comparison of Bids, the concerned officer may, at his discretion, ask any bidder for clarification of his Bid, including breakdown of unit rates. The request for clarification and the response shall be in writing or by cable/ Subject to sub clause 8.1, no Bidder shall contact the concerned officer on any matter relating to his bid from the time of the bid opening to the time the contract is awarded. 8.3 Any effort by the Bidder to influence the concerned officer in the bid evaluation, bid comparison or contract award decisions may result in the rejection of the Bidder s bid. 9.EXAMINATION OF BIDS AND DETERMINATION OF RESPONSIVENESS 9.1 During the detailed evaluation of Qualification Information/ Technical Bids, PUDA will determine whether each Bid (a) meets the eligibility criteria defined in Clause 3 and 4 ; (b) documents has been properly signed; (c) is accompanied by the required securities and; (d) is substantially and unconditionally responsive to all the requirements of the Bidding documents. During the detailed evaluation of the Financial Bid the responsiveness of the bids will be further determined with respect to the remaining bid conditions. 9.2 A substantially responsive Financial Bid is one which conforms to all the terms, conditions, and specifications of the Bidding documents, without material deviation or reservation. A material deviation or reservation is one

17 17 (a) which affects in any substantial way the scope, quality, or performance of the Works; (b) which limits in any substantial way, inconsistent with the Bidding documents, the concerned officer s right or the Bidder s obligations under the Contract; or (c) whose rectification would affect unfairly the competitive position of other Bidders presenting substantially responsive Bids. 10. Award of Procurement Services 10.1 Punjab Urban Planning and Development will issue Work Order in favour of bidder/firm/agency who will be the lowest bidder. The Selected Firm/Agency shall, within 7 (seven) days of the receipt of the work order, sign and return the duplicate copy of the work order in acknowledgement thereof. 11 NOTIFICATIONS OF AWARD AND SIGNING OF AGREEMENT 11.1 The Bidder whose bid has been accepted by the competent authority will be notified of the award by the Concerned officer prior to expiration of the Bid validity period by cable, telex or facsimile, confirmed by registered letter. This letter (hereinafter and in the Conditions of Contract called the Letter of Acceptance ) will state the sum that will be paid to the Contractor in consideration of the execution, completion, and maintenance of the Project/Works as prescribed by the Contract (hereinafter and in the Contract called the Contract Price ) 11.2 The notification of award will constitute the formation of the Contract, subject only to the furnishing of a performance security in accordance with the provisions of Clause The agreement will incorporate all relevant correspondence between the Concerned officer and the successful Bidder. It will be signed within 28 days following the notification of award along with the Letter of Acceptance Upon the furnishing by the successful Bidder of the Performance Security, the Concerned officer will promptly notify the other Bidders that their Bids have been unsuccessful After acknowledgement of the work order as aforesaid by the Selected Applicant, it shall execute the Contract Agreement within the period of 7 days from the date of issuance of work order. 12. PERFORMANCE SECURITY 12.1 Within 21 days of receipt of the Letter of Acceptance, the successful Bidder shall deliver to the Concerned officer a Performance Security [to cover the amount of liquidated damages and/or the compensation of the breach of contract] in any of the forms given below for an amount equivalent to 5% of the Contract Price plus additional security for unbalanced Bids in accordance with clause 27.4 & 27.5 of ITB and as stipulated in the conditions of contract: - a bank guarantee in the form given in Section 10; or - Certified Cheque / Bank Draft as indicated in Appendix.

18 If the performance security is provided by the successful Bidder in the form of a Bank Guarantee, it shall be issued either (a) at the Bidder s option, by a Nationalized/Scheduled Indian Bank or (b) a foreign bank located in India and acceptable to the Employer Failure of the successful Bidder to comply with the requirements of Sub- clause 31.1 shall constitute sufficient grounds for cancellation of the award and forfeiture of the Bid Security. 13. CORRUPT OR FRAUDULENT PRACTICES 13.1 The employer 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 in question and will declare the firm ineligible, either indefinitely or for a stated period of time, to be awarded a contract with PUDA. If it at any time determines that the firm has engaged in corrupt or fraudulent practices in competing for the contract, or in execution. For the purpose of this clause, Corrupt Practice means the offering, giving, receiving or soliciting of anything of value to influence the action of a public official in the procurement process or in contract execution. 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 practice among Bidders (prior to or after bid submission) designed to establish contract prices at artificial non-competitive levels and to deprive the Borrower of the benefits of free and open competition. 14. Property Data All documents and other information provided by Punjab Urban Panning And Development Authority or submitted by an Applicant to Punjab Urban Panning And Development Authority, shall remain or become the property of Punjab Urban Panning And Development Authority. All information collected, analyzed, processed or in whatever manner provided by the Firm/Agency to Urban Development, in relation to the GEOTAGGING shall be the property of Punjab Urban Panning And Development Authority. 15. DISPUTES RESOLUTION MECHANISM 15.1 Amicable Settlement The Parties shall use their best efforts to settle amicably all disputes arising out of or in connection with this Agreement or the interpretation thereof. i) If any dispute or differences of any kind what-so-ever arise between the Authority, its authorized representatives and the contractor in connection with or arising out of this contract or the execution of work, these shall be resolved as under. ii) Whether before its commencement or during the progress of Project/Work or after the termination, abandonment or breach of the contract, the dispute shall, in the first instance, be referred for settlement to the Concerned officer

19 19 iii) iv) of the work and he shall, within a period of sixty days after being requested in writing by the contractor to do so, convey his decision to the contractor. Such decision in respect of every matter so referred shall, subject to arbitration as hereinafter provided, be final and binding upon the Contractor. In case the work is already in process, the contractor shall proceed with the execution of the work on receipt of the decision of the Concerned officer as aforesaid with all due diligence, whether any of the parties requires arbitration as hereinafter provided or not. If the PUDA has conveyed his decision to the contractor and no claim for arbitration has been filed by the contractor within a period of sixty days from the receipt of the latter communicating the decision, the said decision shall be final and binding upon the contractor and will not be a subject matter of arbitration at all. If the Concerned officer fails to convey his decision within a period of sixty days from the date on which the said request was made by the contractor, he may refer the dispute for arbitration as hereinafter provided. v) All disputes or differences in respect of which the decision is not final and conclusive shall, at the request of either party made in communication sent through registered A.D. post, be referred to the sole arbitration of a Concerned officer of ACA/ any other officer nominated by him PUNJAB URBAN PLANNING AND DEVELOPMENT AUTHORITY acting as such at the time of reference unless debarred from acting as an Arbitrator by an order of the Authority, in which event, the Employer shall appoint any other technical officer of the department to act as an arbitrator on receipt of a request from either party. vi) vii) The Employer shall have the authority to change the arbitrator on an application by either the contractor or the concerned officer requesting change of arbitrator giving reasons thereof, either before the start of the arbitration proceedings or during the course of such proceedings. The arbitration proceedings would stand suspended as soon as an application for change of Arbitrator is filed before the Employer and a notice thereof is given by the applicant to the Arbitrator. The Employer after hearing both the parties may pass a speaking order rejecting the application or accepting to change the arbitrator or simultaneously, appointing a technical officer as Arbitrator under the contract. The new arbitrator so appointed may enter upon the reference afresh or he may continue the hearings from the point these were suspended before the previous arbitrator. The reference to the arbitrator shall be made by the claimant party within one hundred twenty days from the date of dispute of claim arises during the execution of work. If the claim pertains to rates or recoveries introduced in the final bill, the reference to the arbitrator shall be made within six calendar months from the date of payment of the final bill to the contractor or from the date a registered notice is sent to the contractor to the effect that his final bill is ready by the PUDA (whose decision in this respect shall be final and binding) whichever is earlier.

20 20 viii) ix) It shall be an essential term of this contract that in order to avoid frivolous claims, the party invoking arbitration shall specify the disputes based upon facts and calculations stating the amount claimed under each claim and shall furnish a deposit-at-call for ten percent of the amount claimed, on a scheduled bank in the name of the Arbitrator, by his official designation who shall keep the amount in deposit till the announcement of the award. In the event of an award in favour of the claimant, the deposit shall be refunded to him in proportion to the amount awarded with respect to the amount claimed and the balance, if any, shall be forfeited and paid to the other party. The provisions of the Arbitration and Reconciliation Act, 1996 or any other statuary there under or modification thereof and for the time being in force shall apply to the arbitration proceedings under this clause. x) The arbitrator shall award separately giving his ward against each time claim and dispute and counter claim raised by either party giving reasons for his award. Any lump sum award shall not be legally enforceable. xi) xii) xiii) xiv) xv) The independent claims of the party other than one seeking arbitration as also the counter claims of any party shall be entertained by the arbitrator. The venue of arbitration shall be such place or places in Punjab or Chandigarh as may be fixed by the arbitrator in his sole discretion. The work under the contract shall continue during the arbitration proceedings. The stamp fee due on the award shall be payable by the party as desired by the Arbitrator and in the event of such party s default, the stamp fee shall recoverable from another sum due to such party under this or any other contract. Neither party shall be entitled to bring a claim for arbitration, if it is not filed as per the time period already specified or within six months of the following:- a) Of the date of completion of the work as certified by the PUDA or b) Of the date of abandonment of the work or breach of contract under any of its clauses, or c) Of its non-commencement or non resumption of work within 10 days of written notice for commencement or resumption as applicable, or d) Of the cancellation, termination or withdrawal of the work from the contractor in whole or in part and / or revision for closure of the contract, or e) Of receiving an intimation from the Concerned officer that the final payment due or recover from the contractor had been determined, for the purpose of payment/adjustment whichever is the latest. If the matter is not referred to arbitration within the period prescribed above, all the rights and claims of either party under the contract shall be deemed to have been fortified and absolutely barred by the time for arbitration and even for civil litigation. No question relating to this contract shall be brought before any civil court without first invoking and completing the arbitration proceedings, if the

21 21 xvi) issue is covered by the scope of arbitration under the contract. The pending arbitration proceedings shall not disentitle the PUDA to terminate the contract and to make alternate arrangement for completion of the works. The arbitrator shall be deemed to have entered on the reference on the day, he issues notices to the parties fixing the first date of hearing. The arbitrator may, from time to time, with the consent of the parties enlarge the initial time for making and publishing the award. xvii) The expiry to the contractual time limit, whether originally fixed or extended, shall not invalidate the provisions of this clause. xviii) The jurisdiction of Civil Court for matter under dispute shall be on the basis of the location of the office of the Concerned officer.

22 22 Annexure B: Technical Proposal Submission Forms (To be submitted physically) Format 1: Covering Letter [Location, Date] To: General Manager(IT & C), Punjab Urban Planning and Development Authority, PUDA Bhawan, Sector 62, Mohali. Dear Sir, We, the undersigned, offer to provide the [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 the Technical Proposal in sealed envelope. We hereby declare that we have read the Instructions to Firm/Agency included in the RFP, and abide by the same, and specifically to conditions mentioned in Section 1.5. [In case of any declaration, reference to concerned document attached must be made]. We hereby declare that all the information and statements made in this Proposal are true and accept that any misleading information contained in it may lead to our disqualification. We confirm that all resources required will be available to undertake the services. We undertake, if our Proposal is accepted, to initiate the geo tagging Services related to the assignment not later than the date indicated in the Data Sheet. We understand you are not bound to accept any Proposal you receive. Yours faithfully, Authorized Signature [In full and initials]: Name and Title of Signatory: Name of Firm: Address: Attachments: 1. Power of Attorney in the name of authorized representative to be enclosed. 2. Undertaking

23 23 Format 2: Legal Constitution & Number of Years of Existence Organization Name: 1. Status / Constitution of the Organization : 2. Name of Registering Authority : 3. Registration No.: 4. Date of Registration: 5. Place of Registration: For and on behalf of: (Company Seal) Signature : Name : Designation : (Authorized Representative and Signatory) Note: Please provide copy of the registration certificate from the appropriate Registering Authority.

24 24 Format 3 : Financial Standing (Annual Turnover) Certificate from the Statutory Auditor regarding the Average annual turnover of the organization is Rs. 200 lakh for the last 2 financial year ending of month 31 st march This is to certify that.. (Name of the Bidder) had, over the last two Financial Years, a Total turnover of the organization is Rs. Lakhs as per year-wise details noted below: Financial Year ending 31st March : *: Total Average Annual Turnover Total Turnover (In Rs. Lakhs) *In the event the financial statements for the year is un audited, Provisional financial statements duly certified by CA may be submitted. Name of the audit firm/ Chartered Accountant: Seal of the audit firm: (Signature, name and designation and registration Number of the Chartered accountant) Date: Note: Please provide certified copies of Audited Financial Statements of the organization/agency for over last three Financial Years.

25 25 (Please fill separate assignment wise) Format 4 : Project Detail Sheet Assignment name: State & City name: Approx. value of the contract (in current Rs): Name of Client: Address of Client: Start date (month/year): Completion date (month/year): 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: Narrative description of Project in brief: Description of actual services provided by your firm in the assignment: Authorized Signatory [In full initials and Seal]: Name of the Organization:

26 26 Annexure C: Financial Proposal (to be submitted Physically) Format 7: Financial Proposal To: General Manager(IT & C), Punjab Urban Planning and Development Authority, PUDA Bhawan, Sector 62, Mohali. Dear Sir, Subject: GEOTAGGING Services of Housing for All Plan of Action (HFAPoA) for 163 towns in Punjab. I/We Firm/Agency herewith enclose the Financial Proposal for selection of my/our firm as geo tagging Firm/Agency for Subject assignment. Our fee for providing GEOTAGGING Services is Rs.(Rupees in words). The fee mentioned above is inclusive of service tax and all taxes. 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, i.e. 120 days from the last date notified for submission of the proposal. Sr.No Item Rate Per Beneficiary GEOTAGGING Services for 41472(approx.) Beneficiaries. Total (INR including of all Taxes) Yours faithfully, Signature: Full Name: Designation: Address: Tel.: Nos. (O) (R) (M) Fax No:

27 27 Terms of Reference 1. Project Background The Ministry of Housing Urban Poverty Alleviation, Government of India has launched Pradhan Mantri Awas Yojana (PMAY) a comprehensive urban housing scheme to achieve the objective of Housing for All by The scheme seeks to address the housing requirement of urban poor including slum dwellers and will be implemented through four verticals, giving option to beneficiaries & ULBs. It is a citywide plan of action, which will provides the demand of housing by eligible beneficiaries in the ULB. Punjab Urban Planning And Development Authority being the Nodal Agency for implementing this project along with ULBs in the state of Punjab. 2 Scope of Work Punjab Urban Planning And Development Authority, Puda Bhawan, SAS Nagar, Punjab in its efforts to implement Pradhan Mantri Awas Yojana (PMAY) as per the guidelines issued Ministry of Housing Urban Poverty Alleviation, Government of India and to achieve the ultimate objective of providing Housing For All by 2022 intents to engage a Agency for the Geotagging work. Conducting geo tagging of 163 towns as per format provided in the Guidelines of PMAY, The detailed activities to be carried out under this scope of work are as follows: GEO TAGGING I. Purpose of Geo-tagging The key objective of geo-tagging is to track progress of construction of individual houses through geo-tagged photographs, under the Beneficiary led Individual House Construction component of the mission. II. Institutional Mechanism Geotagging is driven by surveyors who collect data with Bhuvan-PMAY mobile app and supervisors who moderate the collected data at Bhuvan-PMAY geoplatform, based in the cities/states. PMAY MIS in which Beneficiary details are captured with the integrated Bhuvan app and Bhuvan geoplatform. Surveyor: Surveyors are field level data collectors who shall visit beneficiary locations to conduct geo tagging. The surveyor should have completed basic school level education (up to class 10+2) with computer literacy and knowledge on how to operate phone cameras, take pictures of reasonably good resolution and GPS

28 accuracy of less than 10 meters. She or he should also have clear understanding of field survey/ simple data collection techniques. Supervisor: Agency shall depute supervisors and be delegated supervisory responsibility and should also have authority to verify beneficiaries and capable of validating geo-tagged images. PMAY MIS and Bhuvan-PMAY application:- Agency shall carry out Desk based moderation of geo-tagged images available in the Bhuvan portal will be done at the Bhuvan Geo-platform. The system ensures two -way data exchange using Web Services. NIC and NRSC facilitate data exchange of beneficiary data and collected field data along with necessary filtering criteria. 28 III. Infrastructure Requirements Smart Phone: Agency shall deploy its own staff who already own a smart phone as surveyors. (Specifications required for the smart phone are listed in Table 1.) Table 1. Specifications Required for the Smart Phone to be Used in Geo-tagging S. Specification No. 1 Android OS (recent versions) 2 2GB or more RAM 3 16GB or more SD card memory 4 Touch screen of 3.5 size or larger 5 Camera (minimum specifications of 1.3 MP to have better resolution photos) 6 Internal GPS, GSM SIM (preferably), GPRS/3G/4G, Wifi, Bluetooth, compass mah or better battery capacity 8 Charging cable, data cable, UB OTG support with OTG cable 9 20,000 mah power bank to facilitate day long usage of mobile device Data Pack: Agency shall provide data packs to its surveyor and supervisor for sending and receiving data between mobile device and Bhuvan server. Computers: Agency shall provide the computers for the project work to support the geotagging. IV. The System Environment Bhuvan mobile app and Bhuvan geo-platform are the two components of the system environment in geo-tagging. Bhuvan Mobile App: Agency shall download the Bhuvan Mobile App developed by NRSC from and carry out the geotagging work. Surveyor deployed by the agency shall access the full beneficiary list in her or his mobile phone through the app. (Surveyor has to refer help manual available on phone, once app is downloaded.)once the relevant data on Beneficiary Led Construction (BLC) projects are entered in the PMAY MIS system, Surveyor or supervisor deployed by the agency shall assess from date ranges regarding the beneficiaries that were tagged, and at what stage. State supervisors will regularly monitor the progress through these date ranges and request surveyor visits accordingly for subsequent stages. The Bhuvan mobile app works as explained in the diagram below.

29 29 Agency Shall follow the steps laid down. Bhuvan Geo-platform: This web-based application available at allows users to visualize the geotagged housing locations. It also allows authorized users (central, state and city) to moderate the collected geo-tagged points before it is made visible to the public. Different reports such as Date-wise search of beneficiaries that has been geo-tagged and their stages, reports regarding houses not being tagged as yet, or visits due after 1 month are available on Bhuvan platform. User manual on how to moderate is available on geo-platform. Bhuvan app is integrated with PMAY MIS, wherein MIS details of beneficiaries along with Bhuvan captured photograph of beneficiaries is available in PMAY MIS reports. Example of a report generated in the Bhuvan Geo Platform is given in the image below.

30 30