Request for Proposal - Landrecords Madhya...

Govt. of Madhya Pradesh, Department of Revenue

Request for Proposal

For

“Conversion of Existing Record Rooms to Cyber

Record Rooms at 342 Tehsils of Madhya Pradesh”

in time bound schedule

(Amendment-1 dated April 25, 2011)

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

Phone: 0751-2441200 Fax: 0751-2441202 e-mail: [email protected]

website: www.landrecords.mp.gov.in

CLR, Gwalior, Madhya Pradesh RFP for Conversion of Existing Record Rooms

of 111

Tender Notice

Commissioner Land Records & Settlement, Gwalior, Madhya Pradesh invites sealed offers

in two bid system for the work “Conversion of Existing Record Rooms to Cyber Record

Rooms at 342 Tehsils of Madhya Pradesh” from interested and eligible bidders.

Sealed offers prepared in accordance with the procedures enumerated in this document

should be submitted to the Office of the Commissioner, Land Records & Settlement, Moti

Mahal, Gwalior, Madhya Pradesh – 474007 before the specified date as given in the data

sheet.

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

to complete the work are as given below:

Tender Reference

Number

Description of

work

EMD (Rs) Hardcopy

Tender

Price (Rs)

Time limit for

completing the work

CLRMP/2010/03

(Amendment-1)

Conversion of

Existing Record

Rooms to Cyber

Record Rooms

at 342 Tehsils

of Madhya

Pradesh

50,00,000/- 500/- Nine (09) Months per

location from the date

of issue of work

order.

Details provided in

the Tender document

The above tender may be purchased from this office or downloaded for free from our

website www.landrecords.mp.gov.in. The last date and time for submission of sealed

offers, deposit of EMD, dates for opening of technical offers are given in the data sheet

(Pg.4)

Joint Commissioner

Office of the Commissioner, Land Records & Settlement

Gwalior, Madhya Pradesh


of 111

Abbreviations Used

BEE Bureau of Energy Efficiency

BIS Bureau of Indian Standards

BS British Standards

CLR Commissioner, Land Records & Settlement, Gwalior, Madhya Pradesh

COTS Commercially Off-The-Shelf

DIN Deutsches Institut für Normung

DMS Document Management System

EMD Earnest Money Deposit

HRD Human Resources Department

IEEE Institute of Electrical and Electronics Engineers

ISO International Organization for Standardization

IT Information Technology

LAN Local Area Network

NA Not Applicable

NDA Non Disclosure Agreement

OEM Original Equipment Manufacturer

RFP Request For Proposal

UPS Uninterrupted Power Supply

dpi Dots per inch


of 111

Data Sheet

Tender Document No CLRMP/2010/03 (Amendment-1)

Tender Name Conversion of Existing Record Rooms to Cyber

Record Rooms at 342 Tehsils of Madhya Pradesh

Name of the Organization Office of the Commissioner, Land Records &

Settlement, Gwalior, Madhya Pradesh

Non refundable Cost of the

Tender

For tenders purchased from this office, Rs.500/- is

payable through Cash, Demand Draft/Banker’s Pay

Order from a nationalized bank, drawn in favour of

Dy. Commissioner, Land Records & Settlement,

Gwalior, Madhya Pradesh payable at Gwalior.

However, the tender can be downloaded for free from

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

Earnest Money Deposit Rs 50,00,000/- in the form of Demand Draft or Bank

Guarantee from a nationalized bank in favour of Dy.

Commissioner, Land Records & Settlement, Gwalior,

Madhya Pradesh payable at Gwalior

Date of issue February 21, 2011

Last Date and Time for sale of

tender

May 03, 2011 – 3.00 PM IST

Last date to receive requests for

clarification on the tender in

prescribed format

March 07, 2011 – 5.00 PM IST

Date for Pre-Bid Conference March 10, 2011 – 11.00 AM IST

Venue of Pre-Bid Conference Office of the Commissioner, Land Records &

Settlement, Moti Mahal, Gwalior, Madhya Pradesh –

474 007

Last Date and Time for Receipt of

Bids

May 03, 2011 – 3.00 PM IST

Date and Time of Opening of

Technical Bids

May 03, 2011 – 3.30 PM IST


of 111

Place of Opening of Bids Office of the Commissioner Land Records &

Settlement, Moti Mahal, Gwalior, Madhya Pradesh –

474 007

Technical Presentation by bidders,

if required

To be declared later

Declaration of bidders qualified

for opening commercial bid

To be declared later

Opening of commercial bids To be declared later

Address for all communications Commissioner Land Records & Settlement,

Moti Mahal, Gwalior,

Madhya Pradesh – 474 007.

Phone:0751-2441200,0751-2441210, 0751-2441240

Fax: 0751-2441202

e-mail: [email protected]


of 111

Table of Contents

Tender Notice ..................................................................................................... 2

Abbreviations Used ............................................................................................. 3

Data Sheet ........................................................................................................ 4

Section 1: Introduction ...................................................................................... 9

1.1 Preface .................................................................................................. 10

1.2 Organization of the RFP ........................................................................... 10

1.3 Objectives of the project: ......................................................................... 11

1.4 IT scenarios relevant to the project – Past, Present and Planned ................... 12

Section 2: Qualifications of The Bidder ............................................................. 14

2.1 Eligibility and Pre-qualification criteria ....................................................... 15

2.2 Earnest Money Deposit ............................................................................ 16

Section 3: Instructions to Bidders .................................................................... 17

3.1 Advice to the bidders ............................................................................... 18

3.2 Transferability of the RFP document .......................................................... 18

3.3 Misplacement of the RFP document ........................................................... 18

3.4 Cost of Bidding ....................................................................................... 18

3.5 Two Bid System ...................................................................................... 18

3.6 Packaging the offers ................................................................................ 18

3.7 Authentication of Bid ............................................................................... 19

3.8 Last date and time for receiving sealed offers ............................................. 20

3.9 Pre-bid Meeting (PBM) ............................................................................. 20

3.10 Amendment of RFP Document .................................................................. 20

3.11 Technical Qualification ............................................................................. 21

3.12 Evaluation of Proposals ............................................................................ 21

3.13 Evaluation Framework ............................................................................. 22

3.14 Site Visit ................................................................................................ 25

Section 4: Terms and Conditions of The Tender ............................................... 26

4.1 Bid Security ........................................................................................... 27

4.2 Rejection of Bid ...................................................................................... 27


of 111

4.3 Discharge of Bid Security of Successful Bidder ............................................ 28

4.4 Forfeiture of Bid Security ......................................................................... 28

4.5 Performance Guarantee ........................................................................... 28

4.6 Warranty Period ...................................................................................... 28

4.7 Conditional offers by the Vendors .............................................................. 29

4.8 Late Tender offers ................................................................................... 29

4.9 Offer validity .......................................................................................... 29

4.10 Validity of L1 Rate List ............................................................................. 29

4.11 Address of Communication ....................................................................... 30

4.12 Modification and Withdrawal of Offers ........................................................ 30

4.13 Hand written documents, Erasures or Alterations ........................................ 30

4.14 Commitment and Liability of Partner Companies ......................................... 30

4.15 Bid Currency .......................................................................................... 31

4.16 Intellectual Property Rights ...................................................................... 31

4.17 Indemnity .............................................................................................. 31

4.18 Publicity ................................................................................................. 31

4.19 Guarantees ............................................................................................ 31

4.20 Force Majeure......................................................................................... 32

4.21 Resolution of Disputes ............................................................................. 32

4.22 Right to Accept Any Offer and to Reject Any or All Offers ............................. 33

4.23 Risk Purchase Clause ............................................................................... 33

4.24 Termination for convenience..................................................................... 33

4.25 Ownership of resources supplied ............................................................... 34

4.26 Work Completion Requirements ................................................................ 34

4.27 Signing of Contract Agreement ................................................................. 34

4.28 Payment Terms ...................................................................................... 35

Section 5: Scope of work .................................................................................. 36

5.1 Required standards ................................................................................. 37

5.2 Conversion of Existing Record Rooms to Cyber Record Rooms at 342 Tehsils .. 37

5.3 Scanning, Indexing and Lamination Hardcopies .......................................... 39


of 111

5.4 Barcode Tagging of Hardcopies ................................................................. 41

5.5 Data Entry ............................................................................................. 41

5.6 Design, Development and Implementation of a Digital Document Management

System Software ....................................................................................... 41

5.7 Training ................................................................................................. 45

5.8 Warranty Services ................................................................................... 46

Section 6: Technical Requirements .................................................................. 49

6.1 Platform................................................................................................. 50

6.2 Minimum Technical Requirements/Specifications ......................................... 50

6.3 User Capacity Requirements ..................................................................... 51

6.4 Language Interface ................................................................................. 51

Section 7: Service Level Agreements................................................................ 52

7.1 Penalty for delay in project execution ........................................................ 53

7.2 Returning the existing hardcopy documents in its original condition ............... 53

7.3 Review and Monitoring system.................................................................. 54

7.4 Response time on Warranty Services ......................................................... 58

7.5 Privacy & Confidentiality .......................................................................... 59

7.6 Recovery mode of Penalties from the bidder ............................................... 59

Annexure I: Format for Technical Bid ............................................................... 60

Annexure II: Format for Commercial Bid.......................................................... 78

Annexure III: Compliance Matrix ..................................................................... 87

Annexure IV: Reference Drawings for Compactors ........................................ 103

Annexure V: Format for Bank Guarantee ........................................................ 107


of 111

SECTION 1: INTRODUCTION


of 111

1.1 Preface

The Government of Madhya Pradesh, Department of Revenue has entrusted the

Commissioner Land Records & Settlement with the responsibility of creation and

maintenance of land records (Cadastral Maps, RoRs & Khasra).

As part of its initiatives for converting the current activities of the departments in to an

e-System, CLR wishes to outsource the work of “Conversion of Existing Record Rooms to

Cyber Record Rooms at 342 Tehsils of Madhya Pradesh” to preserve the original hard

copies of the documents.

CLR also wishes to outsource the task of scanning, and indexing of all of its documents

pertaining to land records, preserving the data in digital image format as well as

implementation of a document management system to convert the overall operations of

the department including services to public into an effective e-System.

It is also to be noted that, CLR may choose and work can be awarded to more than one

vendor as per the L1 Rate List under Clause 3.13.4 – “Commercial Bid Evaluation” (Pg

23) in order to complete the work in a faster manner.

1.2 Organization of the RFP

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

Section Topic

Section 1 Introduction

Section 2 Qualifications of The Bidder

Section 3 Instructions to Bidders

Section 4 Terms and Conditions of The Tender

Section 5 Scope of work

Section 6 Technical Requirements

Section 7 Service Level Agreements

Annexure I Format for Technical Bid

Annexure II Format for Commercial Bid

Annexure III Compliance Matrix

Annexure IV Reference Drawings for Compactors

Annexure V Format for Bank Guarantee


of 111

1.3 Objectives of the project:

Broad scope of the project is as follows:

1.3.1 Conversion of Existing Record Rooms to Cyber Record Rooms at 342

Tehsils in existing departmental building. This includes all civil work

involved for renovating the existing record room, electrification including

earthing, procurement and installation of interiors, furniture, lighting, air

conditioning in systems area, access control system, pest/insects repellent

systems and all other infrastructure required for establishment and

running the proposed Modern Record Room.

1.3.2 Setting up of a Physical Storage Area within the Modern Record Room

for physical storage of maps and records

1.3.2.1 Supply and installation of Modular Compactors of adequate strength for storage

of hard copy records sizing A4/A3.

1.3.2.2 Supply and installation of Modular Map Cabinets of adequate strength for

storage of hard copy maps sizing A1.

1.3.2.3 Supply and installation of Modular Slotted Angle Racks of adequate strength for

storage of hard copy records sizing A4 and A3.

1.3.3 Setting up of an Operational Area within the Modern Record Room

1.3.3.1 Design, development, testing, implementation, commissioning and maintenance

of a Document Management System software to facilitate easy management of

the storage, easy retrieval of the records and should comply with the

requirements as mentioned under Section 6 – “Technical Requirements” (Pg.

49-51).

1.3.3.2 Perform Indexing and Barcode tagging of hard copies of records.

1.3.3.3 Perform Scanning of records and Digital Storage for easy retrieval, printing etc.

1.3.3.4 Perform Lamination of Documents.

1.3.3.5 Perform Data entry of important documents in the database format prescribed

by the department.


of 111

1.3.3.6 Procurement, installation and configuration of servers, desktops, networking and

all other IT infrastructure required for implementation and running of document

management system.

1.3.4 Setting up a public services area within the Modern Record Room for

waiting/reception etc.

1.3.5 Train the department staff in all aspects of management, operation

and maintenance of the supplied solution as mentioned under Section 5.7

– “Training” (Pg. 45).

1.3.6 Warranty services as mentioned under Section 5.8 – “Warranty

Services” (Pg. 46).

The detailed scope is given in the Section 5 - “Scope of Work” (Pg. 36-48).

The software solution and infrastructure provided for running the solution

should comply with the technical requirements mentioned under “Section 6:

Technical Requirements” (Pg. 49-51).

The minimum specification for the components of the solution is given in

“Annexure III: Compliance Matrix” (Pg. 87-102). The supplied solution should

comply with all of its clauses.

1.4 IT scenarios relevant to the project – Past, Present

and Planned

1.4.1 Enterprise Web Based GIS Solution

1.4.1.1 As a separate project, CLR has already taken initiatives to develop an Enterprise

Web based GIS solution, which will assist the department users in performing

their activities pertaining to land records using the spatial and non-spatial data

continuously updated and maintained by CLR.

1.4.1.2 The Enterprise Web-GIS solution project handles the latest records while the

Modern Record Room project mentioned in this tender is to store and maintain

records older than those included in the Enterprise Web-GIS solution.


of 111

1.4.1.3 During the progress of the Modern Record Room project or in future, CLR may,

upgrade the Modern Record Room application software solution into an

Enterprise level web-based solution for centralized storage and retrieval. CLR

may engage a different vendor for doing the same as a part of the Enterprise

GIS solution project or as a part of a totally separate project. During such

initiative, the successful bidder(s) executing the Modern Record Room project as

per this RFP is required to extend necessary technical support as and when

required/requested by the department, if this effort falls during the execution of

Modern Record Room project including the warranty period.

1.4.2 Network

1.4.2.1 The IT department of Madhya Pradesh State is building a State Wide Area

Network (SWAN) with connectivity up to Tehsil and Block Head Quarter levels in

Madhya Pradesh. The department may take initiatives to connect the LAN

established as per this RFP with the SWAN with another vendor as part of its

proposed plans of upgrading the application software solution to enterprise

level. During such initiative, the successful bidder(s) executing the Modern

Record Room project as per this RFP is required to extend necessary technical

support as and when required/requested by the department, if this effort falls

during the execution of Modern Record Room project including the warranty

period.


of 111

SECTION 2: QUALIFICATIONS OF THE

BIDDER


of 111

2.1 Eligibility and Pre-qualification criteria

2.1.1 The bidder should be a single company/firm or a joint venture/

consortium. Joint ventures/consortiums with more than 3 companies are

not allowed. Any company/firm can submit only one bid irrespective of

participation as a single party or as part of a consortium / joint venture.

2.1.2 The bidder in case of single company or any of the partners in case of

joint venture/consortium should have a minimum cumulative turnover of

Rs. 15 Crores in the last 3 financial years in IT infrastructure development

field and it should have made profits in the last 2 financial years.


joint venture/consortium should have a minimum cumulative turnover of

Rs. 5 Crores in the last 3 financial years in providing IT solutions.


joint venture/consortium should have executed at least one project in

digital document management system worth Rs 25 lakhs or more in last 5

years.

2.1.5 The bidder in case of single company or all the partners in case of

joint venture/consortium should have ISO 9001-2000/2008 or CMMi Level

3 or above certification. The bidder/bidders should also have experience in

carrying out renovation work and interior designs for setting up of Non-

IT/IT infrastructure.

2.1.6 The bidder in case of single company or the prime bidder in case of

joint venture/consortium should agree to open an Operational office in the

Tehsil location within 2 weeks in the event of awarding the project for the

said location to them and operate it till completion of this project.

2.1.7 The bidder in case of single company or the prime bidder in case of

joint venture/consortium should have a liaison/reporting office in Gwalior,

Madhya Pradesh or should agree to open liaison/reporting office in


of 111

Gwalior, Madhya Pradesh within 2 weeks in the event of awarding the

project to them and operate it till completion of this project.

2.2 Earnest Money Deposit

2.2.1 Vendors are required to give an Earnest Money Deposit (EMD) for Rs

50,00,000/- (Rupees Fifty Lakhs only) in the form of Fixed Deposit

Receipt/Demand Draft/Pay Order/Bank Guarantee of a Nationalized Bank

payable at Gwalior drawn in favour of Dy. Commissioner, Land Records &

Settlement, Gwalior, Madhya Pradesh valid for a period of 180 days from

the due date of the tender. If the EMD instrument is Bank Guarantee, it

should conform to the format given in Annexure V: “Format for Bank

Guarantee” (Pg. 107).

2.2.2 The EMD shall be refundable to unsuccessful vendors and shall be

discharged after 30 days from the date of contract signing with successful

bidder.

2.2.3 The successful bidder’s EMD shall be adjusted in the Bid Security

Deposit the bidder shall be making in accordance with the clause 4.1 -

“Bid Security” (Pg. 27).


of 111

SECTION 3: INSTRUCTIONS TO BIDDERS


of 111

3.1 Advice to the bidders

Bidders are advised to go through the entire body of the RFP to understand the

requirement as well as the tender evaluation procedures. It is assumed that the bidder is

preparing the proposed solution after carefully going through every clause of the RPF in

detail. There are formats specified for most of the documentations expected from the

bidder. Attach certificates or other documents to prove the claims, wherever mentioned.

3.2 Transferability of the RFP document

This RFP document is not transferable.

3.3 Misplacement of the RFP document

CLR shall not be responsible for any delay in submission or non delivery of proposal due

to any reasons like postal delay.

3.4 Cost of Bidding

The bidder shall bear all the cost incurred for preparing the proposal including expenses

of travel and lodging that may be required including collecting information from the

department and other communication required with the department regardless of the

outcome of the bidding process.

3.5 Two Bid System

The tender process shall follow the two bid system namely (1) Technical Bid and (2)

Commercial Bid.

3.6 Packaging the offers

The offer should be enclosed in a duly sealed envelope super scribed with RFP reference

number, Work Name, Due date and Vendor/Consortium Name. The envelope should

contain two separate envelopes for Technical Bid and Commercial Bid. Both Technical Bid

and Commercial bid are to be duly sealed and they should be super scribed with Type of

offer (Technical Offer or Commercial Offer) apart from RFP reference number, Work

Name, Due date and Vendor Name.

3.6.1 Envelope-I Technical Bid

The technical bid should contain all technical information on the solutions proposed along

with all supporting documents to qualify in the qualification criteria. The technical offer


of 111

should be as per the format given in “Annexure I: Format for Technical Bid” (Pg. 60-

77)

The Technical Bid should not contain any commercial offer. If any commercial offer is

found in the technical bid, the whole offer shall be rejected outright.

3.6.2 Envelope-II Commercial Bid

The commercial Bid should contain the bill of material in the format given in “Annexure

II: Format for commercial Bid” (Pg. 78-86).

The commercial offers should be complete in all respects and it should not contradict

with the Technical Offer in any manner.

3.6.3 Number of copies of the bid

The Bidder is required to submit one original and one copy of the Technical Bid enclosed

in separate envelopes, clearly marking envelope as “Technical Bid – Original” and

“Technical Bid – Copy”, as appropriate. The original and copy shall be enclosed in the

“Envelope-I Technical Bid”.

The bidder is required to submit soft copy of the technical bid in “MS Word/ Excel/ Power

point/Adobe PDF” as applicable. The soft copy is to be burned in to CD/DVD media in 1

copy and shall be enclosed in Technical Bid Original.

In the event of any discrepancy between the hard copies and/or the softcopies, the

original hard copy shall prevail.

The Bidder is required to submit only one original of Commercial Bid.

3.7 Authentication of Bid

3.7.1 The original and all copies of the Bid Document shall be computer

laser printouts and shall be signed by a person or persons duly authorized

to bind the Bidder to the Contract. A duly stamped Power-of-Attorney

accompanying the Bid Document shall support the letter of authorization.

The person or persons signing the Bid Document shall initial all pages of

the Bid Document. However, amounts in the commercial bid can be

either computer laser print or may be filled by hand legibly.


of 111

3.7.2 There should not be any cutting / striking / overwriting on the

commercial bid.

3.8 Last date and time for receiving sealed offers

The sealed offers should reach the address mentioned in the data sheet on or before the

date and time mentioned in the data sheet (Pg. 4).

3.9 Pre-bid Meeting (PBM)

CLR shall make best efforts to respond to any request for clarification for the Tender

Document to the prospective bidders. Such requests are to be made in writing and are to

be received by CLR at least 5 working days before the Pre-Bid Meeting as per the date

and time mentioned in the data sheet (Pg. 4). The clarification shall be made in writing

to the extent possible. The format for request for clarification is given below.

Vendor

Name

and

Address

Date: Tender Reference No: CLRMP/2010/03

Sr.No. Section Reference Number (SRN) and Description Clarification Sought

SRN Description

1 2 3 4

Queries not adhering to the format above or queries not received within the mentioned

deadline shall not be taken up at the Pre Bid Meeting. CLR shall not be responsible for

any delay in receiving the clarification document including but not limited to any delays

like postal delays.

3.10 Amendment of RFP Document

At any time before the deadline for submission of bids, if the prospective bidder/s

requests for any modification in the Tender document with proper justifications to the

State Government, Department of Revenue then the government , if deemed necessary,

may direct the CLR to modify the Tender Document by amending, modifying and/or

supplementing the same. All such amendments shall be binding on all the bidders

without any further act or deed on CLR part.


of 111

If a bidder has already submitted the bid and the tender document has been amended

subsequently, then the bidder shall be allowed to rebid, but before the last date and time

of submission of bids. In such cases, he should write “Rebid Dated: <Date>” on the bid

envelope and the previous bid will not be considered.

CLR reserves the right to extend the deadline for the submission of the bids.

Original RFP, all amendments, extension of deadlines and all clarifications shall be posted

on the department website www.landrecords.mp.gov.in under “Tender” option.

3.11 Technical Qualification

3.11.1 Detailed evaluation of the technical offers shall be performed only after

scrutinizing whether each bid is:

3.11.1.1 Complete in all respects as per the format given in Annexure I: Format for

Technical Bid (Pg 60-77).

3.11.1.2 Accompanied by all documents required to prove claims against prequalification

mentioned in Section 2 – “Qualification of the Bidder” (Pg. 14).

3.11.1.3 Accompanied by the EMD as mentioned under Clause 2.2 - “Earnest Money

Deposit” (Pg. 16).

Those bids failing to clear the above criteria shall be rejected and will not be

scrutinized further.

Bidders adhering to the completeness of the technical proposal shall be given

chance to give a technical presentation before the Evaluation Committee.

3.12 Evaluation of Proposals

3.12.1 Tender Evaluation Committee

The evaluation of both technical and commercial proposals shall be done by a “Tender

Evaluation Committee” duly constituted by the Government of Madhya Pradesh.

The Tender Evaluation Committee may choose to request for clarification from the bidder

related to their products / services offering, approach, methodology or any other


of 111

information as part of the technical evaluation. The decision of the Evaluation Committee

in the evaluation of the Technical and Commercial bids shall be final and binding on all

the parties. No correspondence will be entertained outside the process of negotiation/

discussion with the Tender Evaluation Committee.

Any effort by a bidder to influence the Tender Evaluation Committee’s processing of Bids

or award decisions may result in the rejection of the Bid.

3.13 Evaluation Framework

The following framework shall be used as a guideline for the evaluation of bids. The CLR

reserves the right to introduce any other evaluation method or make enhancements in

the existing framework as per the requirement.

3.13.1 Technical Bid Evaluation Framework

Technical bid evaluation shall be guided by the following framework:

Criteria Maximum

Marks

Quality of Proposed Methodology

Bidders Understanding level of scope of work of this project 5

Approach and Methodology for the execution of this project 5

Project Management plan highlighting key milestones, overall

timeline etc. for completion in a time bound schedule.

5

Technical Presentation 30

Bidder’s Competence

Experience in executing similar Infrastructure Development projects 20

Experience in executing similar Digital Document Management

projects

20

Proposed Resources for Document Management System

Development

10

Certifications (ISO, CMM, CMMi etc) 5

Total Marks 100

3.13.2 Coverage area on Technical Presentation

The Technical Presentation by the vendors shall be conducted at CLR Office,

Gwalior in front of the Tender Evaluation Committee. The vendors are required


of 111

to cover the following aspects of their proposal, but not limited to, in their

Technical presentation:

3.13.2.1 Proposed Technical solution for the project, its advantages and limitations.

3.13.2.2 Security provisions for Data and Access Control systems in the proposed

solution.

3.13.2.3 Proposed Infrastructure including Hardware, Software and Non-IT Components.

3.13.2.4 Superiority of Proposed Infrastructure with respect to the minimum

specifications as mentioned in “Annexure III – Compliance Matrix” (Pg. 87-

102).

3.13.2.5 Proposed Technical Team (Strength and Structure) for this project.

3.13.2.6 Plan for executing project simultaneously at multiple remote locations in a time

bound schedule.

3.13.2.7 Technical and Financial Capability of the bidder in executing similar large

projects in a time bound schedule in any State of India along with project details

and completion certificate.

3.13.3 Obtaining minimum marks in Technical Evaluation

Commercial bid will be opened of only those bidders, who have obtained a minimum

mark of 70% in their technical bid as per the evaluation framework. The evaluation done

by the Tender Evaluation Committee in this regard shall be final and binding on the

bidder.

3.13.4 Commercial Bid Evaluation

3.13.4.1 L1 shall be the bidder, who has quoted the lowest total cost as per the

Commercial Bid in the format given in “Annexure II - Format for

Commercial Bid” (Pg.78-86). It will be derived by multiplying the approximate

quantity given in the “Annexure II - Format for Commercial Bid” (Pg. 78-

86) by the unit cost of the bidder and summation for all items.

3.13.4.2 In case there is a tie for L1 due to same lowest total cost quote from two (or

more) companies, the company, that has quoted the least total cost for

scanning for all sizes, shall be considered as L1. In case the scanning rates are


of 111

also the same, then the company that has secured more marks in the Technical

Evaluation shall be considered as L1.

3.13.4.3 L2, L3, L4 etc. shall be selected as per the same procedure described above as

per the increasing order of total quote.

3.13.4.4 The lowest bid rate for each individual item among all the bidders shall be

considered as the L1 Rate List for the respective item. The project shall be

executed as per the rates mentioned in the L1 Rate List.

3.13.5 Example showing derivation of L1 Rate List and Grading of

vendors (L1, L2, L3 etc.)

Please note that the table below is only for demonstration of derivation methodology and

the bid values mentioned in the table may not have any relationship with the actual bid

values expected for any item mentioned in the format for commercial bid.

Item Quantity

(As per

quantiti

es in the

Annexur

e II:

Format

for

Commer

cial Bid)

Bid by

Vendor 1

for the

item

(Rs) Per

Unit

Bid by

Vendor 2

for the

item

(Rs) Per

Unit

Bid by

Vendor 3

for the

item

(Rs) Per

Unit

Bid by

Vendor 4

for the

item

(Rs) Per

Unit

L1 Rate

List

(Minimum

of

Columns 3

to 6 for

each item)

(Rs) Per

Unit

1 2 3 4 5 6 7

Item 1 1,200 420 400 390 430 390

Item 2 1 30,000 32,000 35,000 29,000 29,000

Item 3 5 15,000 14,000 16,000 15,000 14,000

Item 4 5 1,000 1,100 900 1,200 900

Item 5 1 20,000 21,000 22,000 21,500 20,000

Total Bid Cost by each

vendor (∑ Quantity X

Unit Rate)

6,34,000 6,08,500 6,09,500 6,47,500

Grading of Vendors L3 L1 L2 L4

3rd

Lowest

Lowest 2nd

Lowest

4th

Lowest


of 111

Note: Lowest Bidder will get minimum order of 100 Tehsils, but will have to

execute the project at the L1 Rate List as per column 7. Bid for each item is only

for the purpose of finding the lowest bidder and subsequent (L2, L3, … etc.)

bidders.

3.13.6 Selection of winning bidder

3.13.6.1 It may be noted that, in order to complete the project in a faster manner, CLR

may choose more than one vendor to execute the task using the L1 Rate List.

However, the application software shall be awarded to the L1 Bidder only but as

per the L1 Rate List (All locations will run the application software supplied by

L1 Bidder).

3.13.6.2 Any vendor can refuse to execute the work using L1 Rate List without forfeiting

the EMD unless as stated in Sec 4.27 – Signing of Contract Agreement (Pg. 34).

3.13.6.3 A minimum of 100 Tehsils shall be awarded to the L1 Bidder, if he is willing to

work using the L1 Rate List. He can be awarded more Tehsils depending upon

his capacity, experience and performance in execution of the initially awarded

100 Tehsils.

3.13.6.4 L2, L3, L4…..bidder will be asked in the same order to execute the work at L1

Rate List, if they are willing to work at L1 Rate List. The process of awarding

work will continue till the requirement of the department is fulfilled.

3.13.6.5 If none of the bidders are willing to execute the project using the L1 Rate List,

CLR shall initiate procedures for closed rebid with the technically qualified

bidders only.

3.14 Site Visit

3.14.1 It is recommended that the interested bidders visit the sites for

establishment of the Modern Record Rooms. It is the responsibility of the

bidder to visit the proposed sites at their own cost and assessing the

existing infrastructure and existing data before submitting his offer to get

a clear idea about the work and preparation of requirement across the

locations. Department will facilitate bidders to get access to the site upon

prior intimation.


of 111

SECTION 4: TERMS AND CONDITIONS

OF THE TENDER


of 111

4.1 Bid Security

4.1.1 Bid Security Deposit

4.1.1.1 The successful bidder shall furnish an amount equivalent to Rs 5,00,000/- per

locations awarded (Rupees Five Lakhs only per locations awarded)

within 7 days from the date of Statement of work order in the form of Fixed

Deposit/Demand Draft / Bank Guarantee of Scheduled Bank drawn in favour of

“Dy. Commissioner Land Records & Settlement, Madhya Pradesh” and can be

held until the Performance Guarantee specified under clause 4.5 –

“Performance Guarantee” comes into effect. Failure of the successful bidder

to comply with the requirements shall constitute sufficient grounds for the

annulment of the award and forfeiture of the bid security, in such event the CLR

may at his sole discretion make the award to the next lowest evaluated bid (L2,

L3 and so on) at L1 rate list.

4.1.1.2 The vendors are required to furnish additional security deposit amounting to Rs

5,00,000/- (Rupees Five Lakhs only) per location for each additional work

order released for other tehsil locations considering the number of locations

awarded with that work order within 7 days similar to the procedure mentioned

above.

4.1.1.3 The vendor to whom the DMS Software Solution is awarded is required to

furnish additional security deposit amounting to Rs 5,00,000/- (Rupees Five

Lakhs only) within 7 days similar to the procedure mentioned above.

4.1.2 Currency of Bid Security

The bid security shall be furnished in Indian Rupees.

4.1.3 Requirement of Bid Security

The Bid security is required to protect CLR, Madhya Pradesh against the risk of Bidder’s

conduct, which would warrant the security’s forfeiture, pursuant to Clause 4.4 –

“Forfeiture of Bid Security”.

4.2 Rejection of Bid

Any bid not secured in accordance with Clause 4.1 – “Bid Security” shall be rejected by

CLR, without any further correspondence, treating as non-responsive.


of 111

4.3 Discharge of Bid Security of Successful Bidder

The successful bidder’s Bid Security shall be adjusted against the Performance

Guarantee upon the Bidder producing the performance guarantee, as per the detailed

given under Clause 4.5 – “Performance Guarantee”.

4.4 Forfeiture of Bid Security

The bid security can be forfeited if the successful bidder fails

4.4.1 To sign the Contract within 07 days from the date of issue of work order

or

4.4.2 To furnish performance guarantee in accordance with Clause 4.5

“Performance Guarantee”.

4.5 Performance Guarantee

4.5.1 After obtaining the implementation certificate from CLR, a

performance guarantee equal to Rs 5,00,000/- (Rupees Five Lakhs)

per location (Rupees Five Lakhs lump sum in the case of DMS

Application Software Vendor) will have to be submitted by the bidder

within 07 days of the issue of the implementation certificate for the

warranty period as mentioned under section 4.6 - “Warranty Period”. The

performance guarantee shall be in the form of a Fixed Deposit/bank

guarantee from a nationalized bank in favour of Dy. Commissioner, Office

of the Commissioner Land Records & Settlement, Gwalior, Madhya

Pradesh.

4.5.2 The performance guarantee shall be discharged to the vendor within 6

months after successfully completing the Warranty Period.

4.6 Warranty Period

4.6.1 Warranty services are required to be carried out as per section 5.8 -

“Warranty Services” (Pg. 46) under Section 5- “Scope of Work” (Pg.

36-48).


of 111

4.6.2 The warranty services shall be governed by the Service Level

Agreements described under the section 7 - “Service Level

Agreements” (Pg. 52-59).

4.7 Conditional offers by the Vendors

Any bid containing conditional offers shall be summarily rejected outright.

4.8 Late Tender offers

Any proposal received after the last date and time mentioned in the data sheet for

receipt of proposal shall be rejected outright.

4.9 Offer validity

4.9.1 Offer validity period

All bids shall remain valid for a period of six months (6 months) after the date of opening

of the commercial bid by CLR. CLR reserves the right to reject a bid having the bid

validity shorter than 6 months considering as non-responsive without any

correspondence.

4.9.2 Extension of validity period

In special circumstances, CLR may solicit extension of the period of validity from a

bidder. The request and the response thereto shall be made in writing. Extension of

validity period by the bidder shall be unconditional. The EMD provided shall also be

sufficiently extended. However, a bidder may refuse the request without forfeiting the

EMD. A Bidder granting extension of validity will not be permitted to modify its technical

or commercial bid.

4.10 Validity of L1 Rate List

4.10.1 The L1 Rate list, derived as per the procedures and examples

mentioned under section 3.13.5 - “Example showing derivation of L1

Rate List and Grading of vendors (L1, L2, L3 etc.)” (Pg. 24) of this

document, shall be valid for work orders released within 5 years from the

date of opening of bids as mentioned in the data sheet of this document.

4.10.2 The bidders shall be bound to adhere to the L1 Rate list during the

validity period of 5 years. Any work orders released as per this tender


of 111

within 5 years from the date of opening of bids are required to be

executed by the vendors using L1 Rate list.

4.11 Address of Communication

All communications including submission of proposals shall be as per the address

mentioned in the data sheet (Pg. 4) as “Address for all communication”.

4.12 Modification and Withdrawal of Offers

Withdrawal or modifications (except rebid) of offers are not permitted after its

submission. If any vendor wishes to withdraw its offer during the validity period

mentioned under section 4.9 - “Offer Validity”, The EMD shall be forfeited.

4.13 Hand written documents, Erasures or

Alterations

The offers containing erasures or hand-alterations will not be considered in any case. It

is expected that there are no hand written materials present in the offer except

commercial bid figures.

4.14 Commitment and Liability of Partner Companies

4.14.1 In case of bidding as a Consortium/Joint Venture, it is to be noted that

all partner companies shall be jointly and severely liable to all terms and

conditions mentioned in the RFP.

4.14.2 The Consortium/Joint Venture should have a “Prime Bidder Company”,

who will represent the Consortium/Joint Venture.

4.14.3 The Consortium/Joint Venture should nominate and authorize a

Representative, who shall have the authority to conduct all businesses for

and on behalf of any and all the parties of the Consortium/Joint Venture

during the bidding process and, in the event the Consortium/Joint Venture

is awarded the Contract, during project execution. The representative

shall be from the Prime Bidder Company.


of 111

4.14.4 Among the team members proposed for the project, there should be a

Project Manager, who will be the prime contact person to the CLR in

technical matters during the execution of the project.

4.15 Bid Currency

All prices shall be quoted in Indian Rupees.

4.16 Intellectual Property Rights

All intellectual property rights for the work performed under this tender as far as data is

concerned shall lie with CLR. This clause is applicable to all data in any form or format

procured, processed, scanned or produced under this tender by the bidder. The bidder

shall not use such data for any other purpose during and after the term of contract. In

no cases, any document provided by the department is taken out of the space provided

to the vendors for scanning and indexing.

4.17 Indemnity

Vendor shall indemnify, protect and save CLR against all claims, proceeding, liabilities,

losses, costs (including legal costs), damages, expenses and action suits, resulting from

infringement of any patent, trademarks, copyrights, any other statutory infringements

in respect of all the hardware / software supplied by him or expenses whatsoever arising

out of or resulting from any loss or damage to the property or personnel of CLR, relating

to the performance of the Project whether or not such loss or damage is caused or

contributed to by negligence or other default of Bidder or their Authorized User.

4.18 Publicity

Any publicity by the vendor in which the name of CLR is to be used should be done only

with and after the explicit written permission of the Commissioner Land Records &

Settlement, Gwalior, Madhya Pradesh.

4.19 Guarantees

4.19.1 Bidders should guarantee that the software supplied to CLR offices

and to any other location as part of the contract mentioned in this tender

are licensed and legally obtained. In the case of hardware systems and

any peripherals supplied, the bidders should guarantee that they are

brand new, including all components and accessories. All hardware and


of 111

software must be supplied with their originals along with complete original

printed documentation and licenses. All products supplied should conform

to respective ISO/BIS standards.

4.20 Force Majeure

4.20.1 Notwithstanding the provisions of the tender, the bidder shall not be

liable for forfeiture of his performance guarantee, liquidated damages or

termination for default, if and to the extent that, it’s delay in performance

or other failure to perform its obligations under the contract is the result

of an event of Force Majeure.

4.20.2 For purposes of the above Clause, "Force Majeure" means an event

beyond the control of the bidder and not involving the bidder and not

involving the bidder's fault or negligence and not foreseeable. Such events

may include, but are not restricted to, acts of CLR either in its sovereign

or contractual capacity, wars or revolutions, fires, floods, epidemics,

quarantine restrictions and freight embargoes.

4.20.3 If a Force Majeure situation arises, the qualified bidder shall promptly

notify CLR in writing of such conditions and the cause thereof. Unless

otherwise directed by CLR in writing, the Bidder shall continue to perform

its obligations under the contract as far as reasonably practical and shall

seek all reasonable alternative means for performance not prevented by

the Force Majeure event.

4.21 Resolution of Disputes

4.21.1 Any and all disputes or differences between the Parties arising out of

or in connection with this Contract or its performance shall, so far as it is

possible, be settled amicably through direct informal negotiation between

the Parties.

4.21.2 If after 30 (thirty) days of consultation or before, the department and

the successful bidder have failed to reach an amicable settlement, on any

or all disputes or differences arising out of or in connection with this


of 111

Contract or its performance, It shall be referred to The Commissioner

Land Records and Settlement, who shall be the sole arbitrator.

4.21.3 In case of non acceptance of the CLR’s decision, either party may

request that the dispute to be referred to arbitrator(s) in accordance with

the Arbitration and Conciliation Act, 1996. All Arbitration proceedings shall

be held at Gwalior, Madhya Pradesh and the language of the arbitration

proceedings and that of all documents and communications between the

parties shall be in English.

4.21.4 In case the issues are not resolved in the arbitration proceedings then

further legal action by the parties shall be referred and restricted to the

jurisdiction of the Court in Gwalior, Madhya Pradesh.

4.22 Right to Accept Any Offer and to Reject Any or

All Offers

CLR, reserves the right to accept or reject any offer, and to declare the tendering

process invalid, and to reject all tenders at any time prior to award of contract, without

thereby incurring any liability to the participated vendor(s) or any obligation to inform

the vendor(s) regarding the decision.

4.23 Risk Purchase Clause

In the event of the successful vendor fails to execute the project as stipulated under Sec

“4.26 – Work Completion Requirements” (Pg. 34) and Sec “7.3 – Review and Monitoring

System” (Pg. 54) in the required qualities and/or functionalities, CLR reserves the right

to procure similar services in whole or in part from any alternate sources at the risk, cost

and responsibility of the successful vendor.

4.24 Termination for convenience

CLR reserves the right to terminate the contract in whole or in part for CLR’s

convenience if required. Prior written notice shall be issued to the vendor stating the

reason for termination. The extent to which the contract is terminated and date, on

which such termination becomes effective, shall also be mentioned.


of 111

CLR shall also have the right to enter into an agreement with any other third party

vendor for taking the project forward or for maintenance of the project and shall in no

way be answerable to the bidder for such decision.

4.25 Ownership of resources supplied

At any time during or after this project, all resources supplied as part of this project shall

belong to the department. This includes all hardware supplied, all software supplied

(custom and COTS), all infrastructure developed/supplied including all networking.

4.26 Work Completion Requirements

4.26.1 The vendors are required to complete the work at a location within 9

months computed starting from the date of issue of work order for the

corresponding location.

4.26.2 The vendor is also required to submit a Project Plan including PERT

Chart for the execution of the project within 10 days of the receipt of work

order. Upon acceptance of the project plan from CLR, the vendor need to

execute the project as per the schedules and milestones stated in the

project plan.

4.26.3 Any delay from vendor’s part in execution of work shall attract

penalties as per section 7 - “Service Level Agreements” (Pg. 52-59).

4.27 Signing of Contract Agreement

4.27.1 CLR shall notify the successful bidder(s) that his/their bid has been

considered for awarding the work subjected to his willingness to execute

the work as per the L1 Rate List.

4.27.2 Upon issue of the notification by CLR, the concerned bidder is required

to sign the contract agreement with the CLR within 7 days from the date

of issue of notification.

4.27.3 Any bidder failing to sign an agreement as mentioned above shall be

disqualified and his bid shall be considered as invalid. He will also forfeit

his EMD, if his bid value against any of the item has been considered as

L1 Rate for the corresponding item in the L1 Rate List.


of 111

4.28 Payment Terms

4.28.1 The vendors can submit part bills or full bills (computed as Unit Rates

in L1 Rate List X Actual quantities) duly verified and approved by

respective District Authority as per the actual progress at each location.

The payments shall be released accordingly after deducting penalties, if

any.


of 111

SECTION 5: SCOPE OF WORK


of 111

5.1 Required standards

5.1.1 The entire infrastructure provided should comply with the technical

requirements mentioned under Section 6: Technical Requirements

(Pg. 49-51).

5.1.2 The software solution provided should comply with the technical

requirements mentioned under Section 6: Technical Requirements

(Pg. 49-51).

5.1.3 The minimum specification for the components of the solution is given

in “Annexure III: Compliance Matrix” (Pg. 87-102). The supplied

solution should comply with all of its clauses.

5.2 Conversion of Existing Record Rooms to Cyber

Record Rooms at 342 Tehsils

The proposed Modern Record Rooms should have the following distinct functional areas:

Physical Storage Area for Hardcopy Record Storage

Operational Area with Record Keeping Officer Room and IT Infrastructure

Public Services Area for Waiting/Reception etc.

The scopes for each of these functional areas are as follows:

5.2.1 Scope common to all areas

5.2.1.1 Renovate the constructed space provided by the department and establish all

infrastructures required for the modern record rooms at each of the location.

5.2.1.2 Plastering / removing the old plastering and re-plastering, POP running over

cement plaster in perfect line and level with thickness 10-12mm, Acrylic Plastic

Emulsion Painting with even shade over primer coating for all vertical plain

surface, removing old flooring and flooring with new white/cream vitrified tiles

of minimum size 1’ x 1’ with proper skirting on walls, colour washing and any

other civil work to make the interior aesthetically good.


of 111

5.2.1.3 Establish all electrification including proper earthing.

5.2.1.4 Establish all fixtures including lighting, and furniture.

5.2.2 Scope specific to Physical Storage Area

5.2.2.1 Designing and Installation of Modular Compactors with double locking system

for storage of hard copy records sizing A4/A3.

5.2.2.2 Designing and Installation of Modular Map Cabinets with locking system for

storage of hard copy maps sizing up to A1.

5.2.2.3 Designing and Installation of Modular Slotted Angle Racks of adequate strength

for storage of hard copy records, which are of less importance sizing A4/A3.

5.2.2.4 Design, Supply and Installation of Pest/insects repellent systems

5.2.2.5 Design and Supply of Access control systems for Record Storage Room

5.2.2.6 Design and Establishment of Access Control Systems

5.2.3 Scope specific to Operational Area

5.2.3.1 Design and Installation of Specially designed cubicle for Record Keeping Officer

with minimum 4 chairs for visitors

5.2.3.2 Design and Installation of Ergonomically designed half-partitioned modular

furniture made of BIS standard material for workstation including keyboard

trays, trolleys for CPU, revolving chairs, racks.

5.2.3.3 Design and Installation of full height cubicle and modular furniture made of BIS

standard material for installing Server and all other allied IT infrastructure like

LAN Racks, UPS etc. along with access control systems.

5.2.3.4 Design, Supply, Installation and configuration of Server, Desktop Computers,

UPS, LAN and all other infrastructure/components (both software and hardware)

required for establishment and running of the digital document management

system. The desktops are required to be supplied with latest operating system,

antivirus and all other software required for implementation of the digital

document management system.

5.2.3.5 Supply and establishment of Air-conditioning


of 111

5.2.3.6 Design and Establishment of Access Control Systems

5.3 Scanning, Indexing and Lamination Hardcopies

The scope includes the following with respect preservation of documents:

5.3.1 The records supplied by the department should undergo a pre-

scanning procedure including removal of pins, tags, threads, rubber

bands, stapler pins. If the pages are not in proper order, it has to be

correctly ordered.

5.3.2 Scanning of all the records available with the department for each of

the record room in minimum resolution of 200dpi using “Black & White

From Colour” option and storing the document in encrypted pdf format

in a predefined file naming convention and indexing it. If the condition of

input record is bad, higher resolution scanning needs to be used.

5.3.3 Most of the original hard copy Map Documents are on tracing cloth

and are very old with sizes ranging from A0 and lower. It is the vendor’s

responsibility to ensure that proper preventive measures are taken to

avoid damage/mutilation while scanning of these hard copy documents.

5.3.4 Some of these Original tracing cloth map documents have width equal

to that of A0 Size but the length exceeds that of A0 Size. In such cases,

Vendor need to ensure that the scanned images in parts are stitched

properly without creating data loss, misalignment along the stitched

edges.

5.3.5 The file naming convention/codification/tagging convention should

include attributes to identify the Tehsil keeping in mind that the system

may get upgraded to an enterprise system. The naming convention should

be discussed with and approved by the department.

5.3.6 High End Scanners with scanning capabilities of 600dpi or better need

to be used to scan bad conditioned documents. Vendor need to ensure

that Automatic Curvature Correction (Correction of curved texts at centre-

binding), Automatic finger masking (erasing of images of fingers holding


of 111

pages) and Auto-erasure of centerline shadows are applied to achieve a

good quality of scanned image. Vendor need to provide detailed

specifications/make/model of the High-end scanner proposed to be used

for the project as part of their Technical Bid.

5.3.7 It is the Vendor's responsibility to ensure that all types of hard copy

map documents and records available at Existing Record Room and with

the CLR should be scanned completely without causing any kind of

damage to the original documents.

5.3.8 All images shall be saved in upright orientation and sufficient post

scanning treatment including removing unwanted noises like black spots

are to be applied.

5.3.9 The treated Scanned images should be delivered to the department in

uncompressed format as well as in Linearized PDF format.

5.3.10 The documents are to be tagged with digital metadata information as

per the format specified by CLR, which will act as “key-words”, with which

the document can be easily searched and identified in the document

management system.

5.3.11 The files / documents will not be allowed to be removed from

premises allocated to successful bidder. Suitable hardware

infrastructure/facilities have to be established onsite at the premises that

shall be allocated to do the scanning work.

5.3.12 All documents shall be returned to the department in its original

condition. Under no circumstances shall the documents be changed,

mutilated, destroyed or replaced by some other documents. Any damages

caused to the hard copy documents by the vendor shall attract penalties

mentioned under Section 7 - “Service Level Agreements” (Pg. 52-59).

5.3.13 Storage of the scanned copies of the records in the Server and making

them available to the server based digital document management system

software for easy retrieval.


of 111

5.3.14 Backup of all records pertaining to a Tehsil location using an External

Tape drive and housing such individual Tape drive cartridges containing

data of each tehsil location at its respective District Headquarter location.

5.3.15 Perform lamination using cold sealing process of documents specified

by CLR.

5.3.16 Physical arrangement of all of the hard copies available with the

department in the map cabinets, compactors and racks as per the series

and sequence proposed. The cloth bound maps are to be stored in such a

way that there is a “moisture blotting paper” in between the maps. The

blotting papers also need to be supplied by the bidder.

5.4 Barcode Tagging of Hardcopies

5.4.1 Establish barcode tagging of each of the hard copy document. The

document may be single paged or multi-paged.

5.5 Data Entry

5.5.1 Perform data entry of important documents

5.5.2 The data entry shall be in Hindi

5.5.3 With reference to the hard copy supplied by the department, the

vendor has to perform the data entry to populate the database format

prescribed by the department.

5.6 Design, Development and Implementation of a

Digital Document Management System Software

The Scope includes the following:

5.6.1 Design, development, testing, implementation and commissioning of a

digital Document Management System (DMS) software to facilitate easy

management of the records storage including adding new records to the

system, easy retrieval of the stored records (digital as well as physical).


of 111

5.6.2 The successful bidder is expected to provide detailed system

documents, user documents and properly commented source code for

components designed and developed for CLR by the bidder as part of this

RFP along with the delivery of solution components. All hardware

components and readymade software shall be supplied with its original

documentation from the original manufacturer. All custom made

components including software modules shall be accompanied by detailed

system documentation and user manuals.

5.6.3 The scope includes procurement of all hardware, software and licenses

required to implement the supplied solution, their installation and

configuration. This includes all system software licenses, database

software licenses, antivirus software, backup and system maintenance

software and access control software and any other software required in

the system.

5.6.4 The scope includes procurement, installation and configuration of all

hardware required for installation and running of the digital document

management system, server setup, all networking and other peripherals.

5.6.5 The scope also includes procurement, installation and integration of

Biometric fingerprint authentication devices with the DMS application

software at all locations.

5.6.6 The implementation of the application software solution will be done

as follows:

5.6.6.1 Even though CLR may award the project to multiple vendors for different

locations to execute the project in a faster manner, a single application software

solution shall be selected by CLR and shall be implemented at all tehsil

locations.

5.6.6.2 The vendor quoting the lowest cost for the item mentioned under Pt. 37 in

Annexure II – Format for Commercial Bid (Pg. 84) shall be selected for Design,

installation and implementation of the application software solution at all

locations. His software solution shall be selected for the same.


of 111

5.6.6.3 The rate to be quoted in the Commercial bid shall be a consolidated lump sum

amount for the supply and implementation of the application software solution

all Tehsil locations including the current 342 locations and any additional

locations in future.

5.6.6.4 The vendor’s software solution is required to be compatible with the IT

infrastructure as mentioned in Annexure III – Compliance Matrix (Pg. 87-102)

that would be procured at each tehsil location. The IT hardware infrastructure

including Server, Desktop Computers, barcode reader, printers, LAN etc. shall

be supplied by the vendor allotted for modernization of the record room. The

DMS software solution vendor’s scope does not include supply of any hardware

item. DMS software vendor’s scope includes supply, installation and

implementation of the DMS software solution. DMS software vendor’s scope also

includes supply, installation and implementation of all software items including

Database software and/or any additional software component required by his

software over and above the operating system for the best performance. The

DMS software vendor is required to supply at his cost all hardware items, which

is required over and above the hardware items listed in this RFP, if it is required

for the implementation of his software solution for its best performance.

5.6.6.5 The vendor responsible for installation, configuration and implementation of

software solution is required to provide the necessary technical support to the

other vendor (if different) chosen for conversion of existing record room to

cyber record room at no additional cost.

5.6.6.6 The vendor responsible for installation, configuration and implementation of

DMS solution need to provide the necessary technical support during the

upgradation of the system into a web-based document management system at

no additional cost as mentioned in “Sec 1.4.1 - Enterprise Web Based GIS

Solution” (Pg. 12).

5.6.6.7 No additional cost shall be paid to the vendor for installation, configuration and

implementation at any additional location. The cost quoted should include

licenses to the department for any number of additional locations for the same

project.

5.6.6.8 The software solution vendor is required to supply the installation media to the

department with detailed help file(s) including instructions on installation and

configuration of the same.


of 111

5.6.6.9 There should not be any restriction on the number of concurrent users that

would use the DMS solution at any location and total number of users using the

system considering all locations (current and future).

5.6.6.10 The vendor needs to provide lifetime licenses for the DMS system software

solution supplied to the department.

5.6.6.11 The cost of the DMS application software should include training as per the

“Section 5.7 - Training” (Pg. 45).

5.6.7 Required Functionalities of the Document Management System

5.6.7.1 Smart query and real time search options based on key-words of the metadata

to find a documents and folders.

5.6.7.2 Integrated with barcode reader, barcode printer and biometric fingerprint

authentication device.

5.6.7.3 Facility to add new documents to the system. Auto generation of barcode for a

new document.

5.6.7.4 The DMS software solution should provide dependable digital archival, fast

retrieval and efficient distribution solutions

5.6.7.5 Role based user creation and management facility should be present.

5.6.7.6 The software should support system privileges and secure login and password

for each user.

5.6.7.7 For any change always copy of the original document should be used, so that

the original or any of its versions never get corrupted, damaged or deleted by

users.

5.6.7.8 The DMS Software Solution should have universal viewer in order to enable

users to view the uploaded PDF Files and any other formats, without help of the

Desktop based PDF Reader or any other concerned file viewer installed on the

desktop.

5.6.7.9 The solution should have option to take copies of the document retrieved using

search sub-module by printing it. There should be option to choose to print only

a portion of a document, specified by a temporary rectangle drawn by the user

by clicking two corners of the rectangle.


of 111

5.6.7.10 Whenever a hardcopy document is taken out of the record room, the

information has to be fed in to the system with document id (identified with

barcode reader), person taking the document (identified with biometric

fingerprint authentication), date and time (taken from the server), contact

details of the person, expected return date etc.

5.6.7.11 Document linking – provision to create links to other documents within the

existing documents.

5.6.7.12 The software solution should generate extensive audit-trails at each user level.

All actions like modification, creation, deletion etc. should be locked

automatically to audit trail tables in the system’s database with date, time and

name of the person. All such reports must be exportable to XML, MS-excel, txt,

CSV formats.

5.7 Training

The scope includes the following:

5.7.1 The vendors shall provide functional training as well as administrative

training to all the stakeholders of the system in manageable batches at

each location. However, the batch size should be limited to a maximum of

10 persons at a time.

5.7.2 The training modules pertaining to the DMS software solution shall be

the responsibility of the successful DMS application software vendor. All

other modules of the training shall be the responsibility of the vendor

selected for modernization of respective record rooms.

5.7.3 Before the commencement of the training session, Vendor must

prepare a curriculum on the topics that would be covered in the training

along with details like duration of each training session, batch size;

timings etc. and submit the same to the CLR for approval. CLR may accept

or instruct to include additional topics specific to the project such as

scanning, lamination, tagging and data entry into the Digital Document

Management system, Data retrieval, Printouts, Providing citizen services

etc.


of 111

5.7.4 Separate batches shall be organized by the vendor according to

different user levels.

5.7.5 The training shall be conducted at each of the locations with hands-on

exposure to various functionalities and operations of the system.

5.7.6 Administrative training shall include administration and fine tuning of

server components, user management and security management.

5.7.7 For the purpose of training, CLR shall provide only basic infrastructure

like space and basic furniture. All other cost incurred in providing the

training including training material, desktops, LCD projector during the

training period, travelling to the training site and back, boarding of the

trainer etc is to be included in the application development cost.

5.7.8 Every training session should be accompanied by collection of end

user / administrator feedback related to usability, scope of work

compliance etc. The vendor shall be bound to carry out re-training

sessions if found unsatisfactory.

5.7.9 The training locations and minimum number of departmental staff to

be trained shall be as follows. Vendors should note that the number of

people to be trained may vary as per the decisions of CLR and vendors are

bound to train additional staff if requested without additional cost:

Sr.No. Category Minimum No of departmental staff to be trained at each

location

1. Functional 5

2. Administrative 3

5.8 Warranty Services

The scope towards warranty services shall include the following:

5.8.1 The Bidder to provide a detailed Bill of Material of all the material

supplied including Software (DMS, Application and System Software etc.)/

Hardware/ Networking Devices/Infrastructure components and others as


of 111

specified under Annexure III – Compliance Matrix (Pg. 87-102). The

components supplied by the vendor shall cover warranty services as per

the table below. The bid cost by the vendors for each item should include

the warranty services.

Sr.No. Item Warranty Type Warranty Period

1. Server including all accessories Onsite warranty 5 years

2. Desktop Computer including all

accessories

Onsite warranty 3 years

3. Tape Drive and Tape Cartridge

along with all accessories


4. LAN Onsite warranty 3 years

5. 24 Port Manageable Switch Onsite warranty 5 years

6. Barcode Reader including all

accessories

Manufacturer’s

warranty

1 year

7. Barcode Printer including all

accessories

Manufacturer’s

warranty

1 year

8. Biometric Fingerprint

Authentication Device including all

accessories

Manufacturer’s

warranty

1 year

9. All-in-one B/W Laser Printer A3

Size including all accessories

excluding consumables

Manufacturer’s

warranty

1 year

10. Online UPS with battery Onsite warranty for

UPS and

manufacturer’s

warranty for

batteries

3 years onsite

warranty for UPS

and 2 years

manufacturer’s

warranty for

batteries

11. Map Cabinet Onsite warranty 5 years

12. Modular Compactor Onsite warranty 5 years

13. Modular Slotted Angle Rack Onsite warranty 5 years

14. Air Conditioning Manufacturer’s

warranty for

compressor, onsite

warranty for other

components

3 years

Manufacturer’s

warranty for

compressor, 1 year

onsite warranty for


of 111

Sr.No. Item Warranty Type Warranty Period

all other

components

15. Access Control System Onsite warranty 3 years

16. Detection and Prevention System

for Fire and Smoke (Record Room

and Server Area)


17. Pest, Insects, Rodent and Rat

Repellent System for Records

Room and Server Area

Onsite warranty for

treatments,

manufacturer’s

warranty for

equipments supplied

1 year

manufacturer’s

warranty for

equipments

supplied.

Treatments should

be carried out onsite

at least once in

every 4 months for

a period of 5 years

5.8.2 The warranty period shall commence from the date of receipt of

Completion Certificate for the respective location.

5.8.3 The document management system application shall also be under 5

year warranty counted after successful implementation at the last location

(considering 342 locations). During the warranty period, the vendor is

required to provide bug fixes and patches, upgrades to the software (if

any to make it compatible with newer Operating System for example).

Warranty should also cover minor modifications to the software as per the

requirement.

5.8.4 The warranty services shall be governed by the Service Level

Agreements described under the section 7 - “Service Level

Agreements” (Pg. 52-59).


of 111

SECTION 6: TECHNICAL REQUIREMENTS


of 111

The minimum technical requirements of the software solution are described

under the following heads.

6.1 Platform

6.1.1 User Platform

6.1.1.1 The developed system shall be client server based.

6.1.1.2 The developed system shall be able to open and use all the functionalities in

Windows 7 Professional or latest OS based desktops.

6.1.2 Application Development Platform

6.1.2.1 The bidders can propose any Industry Standard Platform/tool/language for

application development.

6.1.2.2 The application development language shall be object oriented.

6.1.2.3 The developers in the development language proposed shall be easily available

in the open market e.g. Java/.Net etc.

6.1.3 Database Platform

6.1.3.1 The bidders can propose any industry standard Database Platform for the

solution

6.2 Minimum Technical Requirements/Specifications

6.2.1 The minimum specification for the components of the solution is given

in “Annexure III: Compliance Matrix” (Pg. 87-102). The supplied solution

should comply with all of its clauses.

6.2.2 All of the components supplied as part of this tender should comply

with respective ISO/BIS standards.


of 111

6.3 User Capacity Requirements

6.3.1 User Types

6.3.1.1 Supervisory User:

6.3.1.1.1 These users use the application only to view digital documents and for creating

reports. The record keeping officer shall be the supervisory user.

6.3.1.2 System Administrator:

6.3.1.2.1 These users shall create the user permissions and other security features of

the system through a separate administration module.

6.3.1.2.2 The system administrator should be able to provide access rights on

documents, folders and metadata based on users and groups. The system

should support multiple level access rights like (Delete / Edit / View / Print /

Copy or download)

6.3.1.2.3 These users are responsible for backup management and fine tuning of the

system for optimum performance.

6.3.1.2.4 After implementation, this user shall be the contact point for the vendor to

intimate issues in the system and/or request for updates or any other kind of

system maintenance.

6.3.1.2.5 The system administrator shall also assist the supervisory user for generating

reports

6.3.2 Number of concurrent users at a location

6.4 Language Interface

All options and functionalities available in application should be in English as well as in

Hindi (using 16bit Unicode) with GoI standards for language. However, Standard English

terminology may be used, if required in Hindi.

Sr.No. User Type No of concurrent users per location

1. Supervisory User 1

2. System Administrator 1

3. Normal Users 5


of 111

SECTION 7: SERVICE LEVEL

AGREEMENTS


of 111

Service levels expected from vendors on various components and related

penalties applicable shall be as follows:

7.1 Penalty for delay in project execution

7.1.1 For any delay from vendor’s part in completing the work shall attract a

penalty at the rate of 2% per week or part thereof with a maximum

penalty of 10% of the project value for that location.

7.1.2 In case, any deadline is slipped by more than 5 weeks without pre-

intimated sufficient reason approved by CLR, the contract shall be

recommended for termination. CLR’s decision on the same shall be final.

7.1.3 If the vendor fails to setup the offices along with commencement of

work at the location within a period of 2 weeks from the date of issue of

work order, CLR reserves the right to take necessary action including

termination of the contract and procuring services from another vendor to

complete the project at the cost of the unsuccessful vendor as per clause

4.23 – “Risk Purchase Clause” (Pg. 33) and Clause 4.4 – “Forfeiture of Bid

Security” (Pg. 28).

7.2 Returning the existing hardcopy documents in its

original condition

7.2.1 All existing hardcopy documents shall be returned to the department

in its original condition after converting the document into digital format.

Under no circumstances shall the documents be changed, mutilated,

destroyed or replaced by some other documents. Any damages caused to

the hard copy documents by the vendor shall attract minimum penalties

as mentioned below:

Sr.No. Size of document Minimum Penalty (Rs. per document page)

1. A4 100

2. A3 1,000

3. A2 10,000


of 111

Sr.No. Size of document Minimum Penalty (Rs. per document page)

4. A1 30,000

5. A0 or higher 50,000

7.2.2 The above mentioned penalties are minimum penalties and the upper

limit shall be decided by CLR as per the severity of the damage and

importance of the document.

7.3 Review and Monitoring system

For efficient work and monitoring of the project and to ensure the completion of

the work in the stipulated time, following procedures shall be adopted:

7.3.1 Monitoring of progress and work execution shall be carried out by the

concerned District Authority for each Tehsil location

7.3.2 The Vendor shall provide the project status on a weekly basis to the

concerned District Authority highlighting the tasks executed at the allotted

Tehsil location during the period and the work action plan for the next 2

weeks. The Vendor shall also submit a monthly report to the concerned

district authority.

7.3.3 The concerned District Authority shall review the work progress and

status report submitted by the Vendor and, if necessary, will issue

directions to the Vendors. The concerned District Authority shall provide

project status of the tehsil locations within their district to the Office of the

Commissioner Land Records and Settlement on a fortnightly basis with

necessary comments to ensure completion of work in a stipulated time

frame.

7.3.4 CLR will review the monthly progress and, if necessary, will issue

directions to the Vendors and the concerned District Authority.

7.3.5 CLR will submit a monthly progress report to the Department of

Revenue with necessary comments.


of 111

7.3.6 The progress of work shall also be reviewed on a quarterly basis by

the State Level Monitoring and Review Committee constituted for the

implementation of NLRMP by the State Government.

7.3.7 If any delay on part of department authorities in providing a timely

response to the Vendor on any query that can have an impact on the

completion time, the Vendor must submit in writing to the CLR stating the

facts and impact on the project schedule due to this delay. CLR reserves

the right to accept/reject the response letter of the Vendor after due

consultation with the concerned District Authorities and Vendor.

7.3.8 Role of Stake Holders and Vendors in the project

Sr. No Task Time Limit

from the date

of

Awardment

of Work

Order

Responsibility

Department Vendor

1. Award of work order

for a Tehsil location

--- CLR Office

2. Sign of Agreement

between CLR Office and

Vendor

Within 7 days

from the award

of work order

CLR Office Vendor

3. Preparation and

Submission of Project

Plan for execution at a

Tehsil Location

including PERT Chart

Within 10 days

from the award

of work order

Vendor

4. Scrutiny and

Acceptance from the

Department

Within 7 days

from the date

of submission

by the vendor

CLR Office

5. Successful completion

of Renovation

(plastering / re-

plastering, flooring, all

9 Months

Vendor


of 111


from the date

of

Awardment

of Work

Order

Responsibility

Department Vendor

electrification, all

fixtures and colour

washing)

9 Months

6. Scrutiny and

Acceptance of above

from the Department

Concerned

District

Authority


of fixing of Modular

Compactors and

Modular Slotted Angle

Racks

Vendor

8. Scrutiny and

Acceptance of above

from the Department

Concerned

District

Authority


of establishment of all

the infrastructure for

Systems area, Record

Keeping officer area

including LAN,

Furniture, UPS and

allied infrastructure

Vendor

10. Scrutiny and

Acceptance of above

from the Department

Concerned

District

Authority


of Scanning, Indexing,

Bar Code Tagging,

Lamination and Setting

up of hard copies of all

records into the

compactors and racks

Vendor


of 111


from the date

of

Awardment

of Work

Order

Responsibility

Department Vendor

as per the series and

sequence proposed.

9 Months

12. Scrutiny and

Acceptance of above

from the Department

Concerned

District

Authority


of data entry

Vendor

14. Scrutiny and

Acceptance of above

from the Department

Concerned

District

Authority

15. Successful

Implementation of

Document Management

System Software

Vendor

16. Scrutiny and

Acceptance of above

from the Department

Concerned

District

Authority


of training to the

department officials

Vendor

18. Scrutiny and

Acceptance of above

from the Department

Concerned

District

Authority

19. Receipt of Completion

Certificate for the

Tehsil Location

Concerned

District

Authority +

CLR Office

20. Commencement of

Warranty Services

As stated

under Sec 5.8

– Warranty

services

Vendor


of 111

7.4 Response time on Warranty Services

7.4.1 During the warranty period, the following penalties shall be applicable:

Sr.No. Item Maximum

Resolution

upon finding a

failure/defect

and after

intimation by

the department

Penalty

1 2 3 4

1. Document Management

System

1 day Rs 5,000/- on occurrence

and additional Rs 3,000/- per

day in delay mentioned in

column 3 or part thereof

2. Server, Tape Library

including cartridges

1 day Rs 5,000/- on occurrence




3. Any IT Hardware Component

other than Server

(Desktops, LAN, Barcode

reader/printer etc.)

2 days Rs 1,000/- on occurrence




4. Storage systems (Map

Cabinets, Compactors, racks

and all allied accessories)

7 days Rs 10,000/- on occurrence




5. Any item supplied other than

those mentioned in Sr. Nos

1 to 4

7 days Rs 500/- per day in delay

mentioned in column 3 or

part thereof

7.4.2 The warranty type and warranty period shall be as per the section 5.8

- “Warranty Services” (Pg. 46).


of 111

7.5 Privacy & Confidentiality

7.5.1 Strict privacy and confidentiality is required from the vendor during

the entire course of the project. In no occasion, access to any

original/digital/scanned data is to be provided to any external parties or

the data in any form is taken out of the department premises without

written authorization by CLR.

7.5.2 The bidder cannot supply / sell partly or fully any data pertaining to

the project in any form to any party for any purpose.

7.5.3 For default of the above service conditions, a penalty of minimum Rs

5,00,000/- would be charged. The exact amount of penalty to be

charged shall be decided by CLR considering the severity of violation. At

any instance of violation, the contract shall be terminated at the risk and

cost of the vendor. The vendor shall be recommended for blacklisting.

Criminal offense can also be initiated against the vendor.

7.6 Recovery mode of Penalties from the bidder

7.6.1 The penalties during the execution of the project shall be deducted

from the payments released to the bidder.

7.6.2 The penalties during the warranty period shall be deducted from the

payments to the bidder, if the project is in progress in any other location.

If the project has completed at all locations, the penalties shall be

deducted from the performance guarantee deposit.


of 111

ANNEXURE I: FORMAT FOR

TECHNICAL BID


of 111

All bids should adhere to the format given below. Bids not in the format

mentioned shall be summarily rejected considering non responsive. The

vendors should expand the sections to the required detail levels. It is expected

that bidders will explain the solution neither too short nor too elaborative.

Concise and crisp explanations are welcomed by the evaluation committee.

Details given in red color with angle brackets and underline are instructions to

the bidder and are to be replaced by relevant information/text or document

attachment.

Format for Technical Bid:

1. Attachment Documents Check List

Sr.No. Document Name Attached (Yes/No)

1. Bid form and Covering Letter <Insert Yes or No for all

columns>

2. EMD Instrument

3. Power of Attorney

4. Affidavit on a Rs100/- Stamp Paper (Notarized)

5. OEM Authorization Form

6. Certificate of Incorporation

7. Copies of Audited Balance Sheets

8. Copies of Audited Profit and Loss Account

Statement

9. Copy of Consortium/Joint Venture Agreement (If

Applicable)

10. Copies of certifications

11. Work orders for all projects mentioned

12. Completion/Implementation Certificate for all

projects mentioned

13. Data sheet for proposed team

14. Resumes of proposed team members

15. Filled up Compliance Matrices


of 111

2. Bid form and Covering Letter

Date: <Insert Date>

Ref No: <Insert Letter Reference No>

Tender Ref. No:<Insert Tender Ref No>

To

The Commissioner Land Records & Settlement

Moti Mahal, Gwalior

Madhya Pradesh – 474 007

Dear Sir,

I <full name in capital letters>, the <Managing Partner/Managing Director/Authorized

Signatory>, for the <establishment/firm/registered company/Joint Venture/Consortium>

named <Write Full Name of the Company / Write Consortium/Joint Venture with

Company Name as Prime Bidder> having its registered office in <Complete Address of

Registered Office/Write Complete Address of Prime Bidder in case of Consortium Joint

Venture> do hereby offer to provide our services for the work “Conversion of Existing

Record Rooms to Cyber Record Rooms in 342 Tehsils of Madhya Pradesh”, which include

the following scope of work with details mentioned in this RFP:

1. Conversion of Existing Record Rooms to Cyber Record Rooms at 342 Tehsils in

existing departmental building. This includes all civil work involved for renovating

the existing record room, electrification including earthing, procurement and

installation of interiors, furniture, lighting, air conditioning in systems area,

access control system, pest/insects repellent systems and all other infrastructure

required for establishment and running the proposed Modern Record Room.

2. Setting up of a Physical Storage Area within the Modern Record Room for physical

storage of maps and records

a. Supply and installation of Modular Compactors of adequate strength for

storage of hard copy records sizing A4/A3.

b. Supply and installation of Modular Map Cabinets of adequate strength for

storage of hard copy maps sizing A1.

c. Supply and installation of Modular Slotted Angle Racks of adequate

strength for storage of hard copy records sizing A4 and A3.

3. Setting up of an Operational Area within the Modern Record Room

a. Design, development, testing, implementation, commissioning and

maintenance of a Document Management System software to facilitate

easy management of the storage, easy retrieval of the records and should

comply with the requirements as mentioned under Section 6 – Technical

Requirements.

b. Perform Indexing and Barcode tagging of hard copies of records.


of 111

c. Perform Scanning of records and Digital Storage for easy retrieval, printing

etc.

d. Perform Lamination of Documents.

e. Perform Data entry of important documents in the database format

prescribed by the department.

f. Procurement, installation and configuration of servers, desktops,

networking and all other IT infrastructure required for implementation and

running of document management system.

4. Setting up a public services area within the Modern Record Room for

waiting/reception etc.

5. Train the department staff in all aspects of management, operation and

maintenance of the supplied solution as mentioned under Section 5.7 –

“Training”.

6. Warranty services as mentioned under Section 5.8 – “Warranty Services”.

I hereby state and declare that the names given herein with the details of the address

have not filled in this Tender Document under any other name or under the name of any

other establishment/firm or otherwise, nor are we (Prime Bidder as well as all partners in

the case of Consortium/Joint Venture) in any way related or concerned with any

establishment/firm or any other person, who have filled in this Tender Document for the

aforesaid work.

The EMD in the form of Fixed Deposit/DD/Bank Guarantee issued by bank <Name of the

Bank and Branch> valid till <date in DD/MM/YYYY format> for an amount of Rupees

Fifty Lakhs is enclosed.

I have thoroughly examined and understood the terms and conditions and details of the

Tender Document, Contract and Project to be undertaken and have carefully noted the

conditions of Contract and the specification with all the stipulations, which I agree to

comply with. We shall be bound by the terms of these documents. We undertake to

complete the Project within the period stipulated after receiving an intimation of the

acceptance of our Bid.

I have filled in the accompanying Tender Document with full knowledge of liabilities and

therefore, we will not raise any objection or dispute in any manner relating to any action,

including forfeiture of Bid Security, and penalties for giving any information, which is

found to be incorrect and against the instructions and directions given in this Tender

Document.

I further agree and undertake that in the event it is revealed subsequently after the

allotment of work/Contract to me/us, that any information given by me/us in this Tender

Document is false or incorrect, I/We shall compensate the CLR for any such losses or

inconvenience caused to the CLR in any manner and will not resist any claim for such

compensation on any ground whatsoever. I/We agree and undertake that I/we shall not

claim in such case any amount, by way of damages or compensation for cancellation of

the contract given to me/us or any work assigned to me/us or is withdrawn by the CLR

I/We agree not to withdraw the offer constituted by this Tender Document before the

date of communication to me/us notice of non-acceptance. I/We agree that if contrary to

the understanding contained in this clause I/we withdraw my/our Bid before the said


of 111

date the Tender Document deposited by me/us as aforesaid shall be liable to forfeiture of

the EMD. I/We also agree to the forfeiture of the said Bid Security if in the event of your

accepting my/our TENDER, I/We fail to execute the contract or to provide the

Performance Guarantee when called upon to do so or fail to complete the Project in the

time frame and/or comply with the terms and conditions set out in the Tender Document

and/or Contract in full or in part or fail to execute the orders placed on me/us. I/We also

agree to all the terms and conditions mentioned in the RFP especially the Signing of

Contract Agreement clause.

I/We do hereby agree to pay all costs, charges and expenses in connection with

preparation of bid document, expenses during evaluation process and contract including

stamp duty, preparation and execution of the contract.

On acceptance of our bid and on signing the contract, we will submit a Bid Security

amounting to Rs 5,00,000/- per location awarded (Rupees Five Lakhs only per location

awarded) within 7 days of the date of signing the contract. On acceptance of our bid for

DMS solution and on signing the contract, we will submit an additional Bid Security

amounting to Rs. 5,00,000/- (Rupees Five Lakhs only) within 7 days of the date of

signing the contract.

On obtaining the implementation certificate from each location from CLR, we will submit

a Performance Guarantee amounting to Rs 5,00,000/- per location awarded (Rupees Five

Lakhs only per location awarded) within a period of 7 days from the date of issue of

project implementation certificate. On obtaining the implementation certificate for DMS

solution from CLR, we will submit a Performance Guarantee amounting to Rs. 5,00,000/-

(Rupees Five Lakhs only) within a period of 7 days from the date of issue of project

implementation certificate.

We also assure that all additional requirements/costs other than those mentioned in the

Tender Document that are required for commissioning of the solution (even though not

explicitly mentioned in this tender and/or in our proposed solution) will be provided at no

additional cost to CLR.

On receipt of the Contract from CLR we will commence phase wise execution as per the

timelines mentioned in the work completion and payment conditions of the RFP.

The Bid submitted by us shall be valid for a period of 180 days, from the time of opening

of the Bid.

Signature of the Bidder: <Signature>

Date: <Date in DD/MM/YYYY format>

Full Name: <Full Name>

Designation: <Designation>

Office Seal: <Office seal of company/prime bidder company>

Address: <Complete Address of company / prime bidder company>

Telephone Number(s): <Phone Number(s) with STD Code>

Fax: <Fax Number with STD Code>

e-mail address: <E-Mail Address for all e-mail communications>


of 111

3. EMD instrument

<Attach EMD instrument here>

4. Power of Attorney

<Attach Power of Attorney (Power of attorney should have authorization of all partner

companies in the case of Consortium/Joint Venture)>

5. Affidavit on Rs 100 Stamp Paper

Date: <Insert Date of signing affidavit>

Ref No: <Insert Bidder’s Reference No>


Tender Name:<Insert Tender Name>

To

Office of the Commissioner Land Records & Settlement

Moti Mahal, Gwalior


Dear Sir,

In response to the Tender mentioned above, as a owner/partner/Director/Authorized

person of <Company Name in Full / Specify Consortium/Joint Venture led by company

name in case of Consortium/Joint Venture>, I/We <Full Name of signing person> do

hereby certify that all the statements made in the Bid Document are true and correct to

the best of my/our knowledge and belief.

I/We hereby declare that we (Including all partner companies in case of consortium/joint

venture) <Company Name in Full / Specify Consortium/Joint Venture led by company

name in case of Consortium/Joint Venture> has an unblemished past record and has not

been declared ineligible due to corrupt & fraudulent practices either indefinitely or for a

particular period of time.

I/We <Company Name in Full / Specify Consortium/Joint Venture led by company name

in case of Consortium/Joint Venture> hereby understand and agree that any person or

party who is minor or who has been adjudged insolvent or who has been convicted in a

Court of Law for an offence under Indian Penal Code or offence involving moral turpitude

or other criminal activities or detained under and preventive law for the time being in

force or who has been black listed by the Government of India for involvement in corrupt


of 111

and fraudulent practice, is not eligible to submit the Tender Document. Tender

Documents submitted by such person shall be treated as invalid.

I/We also assure CLR that we shall be having a liasioning office of our own in Gwalior,

Madhya Pradesh and an operational office at the respective tehsil location awarded

during the entire course of execution of the project mentioned in the RFP.

I/We <Company Name in Full / Specify Consortium/Joint Venture led by company name

in case of Consortium/Joint Venture> hereby understand and agree that any further

information required by CLR may be requested and we hereby agree to furnish any such

information as required and requested by CLR.










6. Original Equipment Manufacturer’s Authorization

Form

Date: <Insert Date of signing affidavit>

Ref No: <Insert Bidder’s Reference No>


Tender Name:<Insert Tender Name>

To

The Commissioner Land Records & Settlement

Moti Mahal, Gwalior


Dear Sir,

We <OEM Name> who are established manufacturers of <Product(s) Name supplied>

having office at <Address of local office> do hereby authorize M/s <Name of bidding

company / Name of the partner company in the case of Consortium / Joint Venture> to


of 111

offer their quotation, negotiate and conclude the contract for our product with you

against the above mentioned request for proposal.

We hereby extend our full guarantee and warranty as per terms and conditions of the

tender and the contract for the equipment and services offered against invitation for

tender offer by the above firm.

Thanking you,

Yours faithfully,











of 111

7. Documents for Pre-Bid Qualification as per clause

“Qualification of the Bidder” of RFP

Clause Qualification Condition Document to be

attached

Complied

(Yes/No/Not

Applicable)

2.1.1 The bidder should be a single

company/firm or a joint venture/

consortium. Joint ventures /

consortiums with more than 3

companies are not allowed. Any

company / firm can submit only

one bid irrespective of

participation as a single party or

as part of a consortium / joint

venture

Certificate of

Incorporation (of all

companies in case

of Consortium/JV)

<Insert Yes/No/Not

Applicable for all

columns>

Consortium/Joint

Venture Agreement

(If applicable)

2.1.2 The bidder in case of single

company or any of the partners

in case of joint venture /

consortium should have a

minimum cumulative turnover of

Rs. 15 Crores in the last 3

financial years in IT

infrastructure development field

and it should have made profits

in the last 2 financial years

Work orders and

work completion

certificates




consortium should have a

minimum cumulative turnover of

Rs. 5 Crores in the last 3

financial years in providing IT

solutions

Work orders and

work completion

certificates



Work orders and

work completion


of 111

Clause Qualification Condition Document to be

attached

Complied

(Yes/No/Not

Applicable)


consortium should have executed

at least one project in document

management worth Rs 25 lakhs

or more in last 5 years

certificates


company or all the partners in

case of joint venture/consortium

should have ISO 9001-

2000/2008 or CMMI Level 3 or

above certification

Copy of cetificates


company or the prime bidder in


should agree to open an

Operational office in the Tehsil

location within 2 weeks in the

event of awarding the project for

the said location to them and

operate it till completion of this

project.

Declaration by the

bidder in the format

prescribed in RFP


company or the prime bidder in


should have a liaison/reporting

office in Gwalior, Madhya

Pradesh or should agree to open

a liaison/reporting office in

Gwalior, Madhya Pradesh within

2 weeks in the event of awarding

the project to them and operate

it till completion of this project

Declaration by the

bidder in the format

prescribed in RFP


of 111

7.1 Certificate of Incorporation

7.1.1 Certificate of Incorporation

<Attach Certificate of Incorporation (of all companies in case of Consortium/Joint

Venture)>

7.1.2 Consortium/Joint Venture Agreement

<Attach Consortium/Joint Venture Agreement if applicable. Otherwise specify “Not

Applicable”>

7.2 Financial Strength (of qualifying partner in case of

Consortium/Joint Venture) in IT Infrastructure development

7.2.1 Financial data sheet

Financial

Year

Total

Turnover

(Rs)

Turnover in

IT

Infrastructure

Development

(Rs)

Profit (Rs) Duly

audited

balance

sheet

attached?

(Yes/No)

Duly

audited

Profit

and Loss

Account

attached?

(Yes/No)

2009-2010 <Mention

total

turnover>

<Mention

turnover in IT

Infrastructure

Development >

<Mention

total profit>

<Mention

Yes or No>

<Mention

Yes or

No>

2008-2009 <Mention

total

turnover>

<Mention

turnover in IT

Infrastructure

Development >

<Mention

total profit>

<Mention

Yes or No>

<Mention

Yes or

No>

2007-2008 <Mention

total

turnover>

<Mention

turnover in IT

Infrastructure

Development >

<Mention

total profit>

<Mention

Yes or No>

<Mention

Yes or

No>

7.2.2 Copies of audited financial statements

<Attach duly audited balance sheets and Profit and Loss Account statements for all the

financial years mentioned above>


of 111

7.3 Financial Strength (of qualifying partner in case of

Consortium/Joint Venture) in providing IT Solutions

7.3.1 Financial data sheet

Financial

Year

Total

Turnover

(Rs)

Turnover in

providing IT

solutions

(Rs)

Profit (Rs) Duly

audited

balance

sheet

attached?

(Yes/No)

Duly

audited

Profit

and Loss

Account

attached?

(Yes/No)

2009-2010 <Mention

total

turnover>

<Mention

turnover in IT

solutions>

<Mention

total profit>

<Mention

Yes or No>

<Mention

Yes or

No>

2008-2009 <Mention

total

turnover>

<Mention

turnover in IT

solutions >

<Mention

total profit>

<Mention

Yes or No>

<Mention

Yes or

No>

2007-2008 <Mention

total

turnover>

<Mention

turnover in IT

solutions >

<Mention

total profit>

<Mention

Yes or No>

<Mention

Yes or

No>

7.3.2 Copies of audited financial statements

<Attach duly audited balance sheets and Profit and Loss Account statements for all the

financial years mentioned above>

7.4 Certifications for quality (of all partners in case of

Consortium/Joint Venture)

7.4.1 List of valid certifications

Sr.No. Name of the

certification

Authorized

Issuing

body

Since when Copy of

certificate

attached

(Yes/No)

1. <Insert Name of the

certification>

<Mention

name of the

body issued

the

certificate>

<Insert validity

since>

<Mention Yes or

No>


of 111

2. <Insert Name of the

certification>

<Mention

name of the

body issued

the

certificate>

<Insert validity

since>

<Mention Yes or

No>

<Expand the table if required>

7.4.2 Copies of certificates

<Attach copies of valid certificates>

7.5 Project Experience

<Only relevant project experience should be shown. Experience of all partner companies

can be considered in case of Consortium/Joint Venture>

7.5.1 Experience in executing IT Infrastructure Development

7.5.1.1 Details of projects

Sr.No <Insert Serial No>

Project Name <Specify Project Name>

Client Name, Address and Contact Details <Name and full address of the client with

contact number and e-mail address>

Total Value of the Project in Indian Rupees <Insert total value of the project in Indian

Rupees>

Total duration of the project with start date

and end date

<Insert Duration of Project>. <Insert Start

date of the project in DD/MM/YYYY>.

<Insert End date of project in

DD/MM/YYYY>

Brief scope of work executed by the bidder <Item 1>

<Item 2>

<Item n>

Technical details in brief <Item 1>

<Item 2>

<Item n>

Work order copy attested by bidder’s

authorized signatory attached?

<Insert Yes/No>

If there is a delay in executing the project,

specify reason

<Insert reason if there is a delay,

otherwise specify Not Applicable>

Copy of Project completion/implementation <Insert Yes/No>


of 111

certificate attached?

<Repeat the table for next project>

7.5.1.2 Work order copies of all projects mentioned above

<Attach work order copies of all projects mentioned under this clause>

7.5.1.3 Project completion/implementation certificate for

all projects mentioned above

<Attach copies of project completion/implementation certificates for all projects

mentioned under this clause>

7.5.2 Experience in providing IT Solutions

Sr.No <Insert Serial No>

Project Name <Specify Project Name>

Client Name, Address and Contact Details <Name and full address of the client with

contact number and e-mail address>

Total Value of the Project in Indian Rupees <Insert total value of the project in Indian

Rupees>

Total duration of the project with start date

and end date

<Insert Duration of Project>. <Insert Start

date of the project in DD/MM/YYYY>.

<Insert End date of project in

DD/MM/YYYY>

Brief scope of work executed by the bidder <Item 1>

<Item 2>

<Item n>

Technical details in brief including

platforms

<Item 1>

<Item 2>

<Item n>

Work order copy attested by bidder’s

authorized signatory attached?

<Insert Yes/No>

If there is a delay in executing the project,

specify reason

<Insert reason if there is a delay,

otherwise specify Not Applicable>

Copy of Project completion/implementation

certificate attached?

<Insert Yes/No>

<Repeat the table for next project>


of 111

7.5.2.1 Work order copies of all projects mentioned above

<Attach work order copies of all projects mentioned under this clause>

7.5.2.2 Project completion/implementation certificate for

all projects mentioned above

<Attach copies of project completion/implementation certificates for all projects

mentioned under this clause>

8. Proposed team for the project

<In the case of Consortium/Joint Venture, Proposed team members can be from any of

the partner companies. There should be a Project Manager, who will be the prime

contact in technical matters during the execution of the project.>

8.1 Proposed Team Structure

<Insert diagrammatic team structure>

8.2 Proposed team strength

Sr.No. Role No of resources proposed

1. <Insert role here> <Insert no of resources proposed in this role>



<Expand the table as per requirement>

8.3 Data Sheet for the Key Resources

Sr.No. Role Key Details

1. <Insert role here> Name <Insert Name here>

Proposed Role <Insert Proposed Role>

Key Qualifications <Specify key

qualifications>

Total Years of Experience <No of years of total

experience>

Years of Experience in proposed

role

<No of years of

experience in proposed

role>


of 111

Sr.No. Role Key Details




qualifications>


experience>


role

<No of years of


role>




qualifications>


experience>


role

<No of years of


role>

<Expand the table for each key resource>

8.4 Detailed resumes of the key resources

Sr No. <Insert Serial No>


Name of the employee <Insert Full Name>

Date of Birth <Insert Date of Birth>

Total Experience in years <No of years of total experience>

Experience in the proposed role <No of years of experience in proposed

role>

Years-Months with the bidding company <No years and months with the bidding

company>

Academic Qualifications <Academic Qualifications with grade>

Relevant Professional Certifications <Additional Professional Certifications/

Relevant Coursed completed>

<Membership in professional bodies>


of 111

<Add management certifications in the case

of project manager/team lead and add

software courses certifications in the case of

developers. Project Manager can show his

technical certifications also>

Experience/Major Assignments handled

(Up to major 5 assignments only), which

are relevant to the RFP

1) <Project Name 1 with client name

o Brief description of project

o Roles and responsibilities including

technical details and team size

handled

o Highlights of contribution>

2) <Project Name n <complete the details as

above>

<Repeat the table for each key resource>

9. Proposed Solution

9.1 Introduction

<Explain the proposed solution briefly here. This should be crisp and short>

9.2 Detailed Description on Proposed Solution and Methodology

<Detailed documentation on proposed solution as well as methodology proposed shall be

given under the following heads – add additional heads if required>

9.2.1 Provided features of the system

<Detailed documentation on features of the provided solution – add additional heads if

required>

9.2.2 Specific Advantages of the proposed solution

<Advantage of proposed solution over old/conventional methods>

9.3 Design of Record Room Components

<Dimensioned Design diagrams of modern record room components (Map Cabinets,

Modular Compactors, Perforated Angle Racks, Modular Computer work station, work

station for administrative officer, chairs etc.) can be presented in bigger size paper but

they should be folded to A4 size and attached along with technical proposal. Printed


of 111

diagrams are preferred to hand drawn drawings. Brochures of ready-made items can

also be provided>

9.4 Security provisions for Data and Access Control Systems in

the proposed solution

<Explain the security provisions in the proposed solution here>

9.5 Limitations of the proposed solution

<Should clearly mention the limitations of the proposed solution including expected

limitations in future>

9.6 Compliance Matrix

<The Compliance Matrix given in the Annexure III of RFP has to be filled completely and

inserted here in the mentioned format>


of 111

ANNEXURE II: FORMAT FOR

COMMERCIAL BID


of 111

Format for Commercial Bid:

Important Notes:

1. Rate and cost columns are to be filled in Indian Rupees inclusive of all

taxes and all other applicable levies.

2. The quantities given below are based on a single representative

record room for all items other than the DMS software

solution, for which it is the lump sum for all locations

including future locations.

3. The total bid cost offered by vendors shall be analyzed for finding the L1,

L2, L3… etc. as per section 3.13.4 - “Commercial Bid Evaluation”.

4. The actual quantities during execution of the project may vary from

location to location from the quantities mentioned in the table below.

5. The payments shall be made based on the actual quantities and the L1

Rate List computed as per section 3.13.4 - “Commercial Bid Evaluation”.

For the DMS Software solution, it is lump sum for all locations (342 Nos.)

including future additional locations.

6. In case of mismatch between the value of Total Bid cost written in words

and figures, the value of the Total Bid Cost quoted in words shall be

considered as final.

Sr.

No.

Item Description Unit Rate

(Rs)

Approxima

te Quantity

per record

room

Cost (Rs)

(Col 4 X

Col 5)

1 2 3 4 5 6

1. All Civil and Electrical work

involved in renovating the

existing record room in the

existing departmental building

Per

square

feet

carpet

area

<Insert

bid

value>

1,200 sqft. <Insert

Cost>

2. LAN with all accessories

including 24 port Manageable

Switch, LAN cabling, 6U racks,

cable casing etc.

per

location

<Insert

bid

value>

1 <Insert

Cost>


of 111

Sr.

No.


(Rs)

Approxima

te Quantity

per record

room

Cost (Rs)

(Col 4 X

Col 5)

1 2 3 4 5 6

3. Cubicle format modular

computer work station

excluding chair.

Per set <Insert

bid

value>

5 Nos. <Insert

Cost>

4. Computer Chair with rollers Per unit <Insert

bid

value>

5 Nos. <Insert

Cost>

5. Modular work station for

administrative officer excluding

chair.

Per set <Insert

bid

value>

1 No. <Insert

Cost>

6. Office chair for administrative

officer

Per unit <Insert

bid

value>

1 No. <Insert

Cost>

7. Chair for waiting personnel

(Each unit with seating

capacity of 4 people)

Per unit <Insert

bid

value>

2 Nos. <Insert

Cost>

8. 2 Ton Split Air Conditioner. Per unit <Insert

bid

value>

2 Nos. <Insert

Cost>

9. Access control system

(Including door, door unit and

biometric fingerprint

authentication unit at door).

Per set <Insert

bid

value>

2 Nos. <Insert

Cost>

10. Pest, insects, rodent and rat

repellent systems.

1 set

per

room

<Insert

bid

value>

2 Nos. <Insert

Cost>

11. Fire and Smoke – Detection

and Prevention System.

Per set

serving

a carpet

area of

500sqft.

Or part

thereof

<Insert

bid

value>

1 No. <Insert

Cost>


of 111

Sr.

No.


(Rs)

Approxima

te Quantity

per record

room

Cost (Rs)

(Col 4 X

Col 5)

1 2 3 4 5 6

12. Map Cabinet with tray type

storage area (with minimum

height 1900mm and with

minimum tray size 900mm

wide and 650mm deep).

Per Unit <Insert

bid

value>

1 No. <Insert

Cost>

13. Modular Compactor Type D3A

Comprising of 1 Single Static, 1

Twin Mobile and 1 Single Last

Units (Minimum dimensions As

per Annexure IV).

Per set <Insert

bid

value>

1 No. <Insert

Cost>

14. Additional Twin Mobile Unit for

Compactor Type D3A.

Per unit <Insert

bid

value>

1 No. <Insert

Cost>

15. Modular Compactor Type D3B




per Annexure IV)

Per set <Insert

bid

value>

1 No. <Insert

Cost>


Compactor Type D3B

Per unit <Insert

bid

value>

1 No. <Insert

Cost>





per Annexure IV)

Per set <Insert

bid

value>

1 No. <Insert

Cost>


Compactor Type D4A

Per unit <Insert

bid

value>

1 No. <Insert

Cost>




Per set <Insert

bid

value>

1 No. <Insert

Cost>


of 111

Sr.

No.


(Rs)

Approxima

te Quantity

per record

room

Cost (Rs)

(Col 4 X

Col 5)

1 2 3 4 5 6


per Annexure IV)


Compactor Type D4B

Per unit <Insert

bid

value>

1 No. <Insert

Cost>





per Annexure IV)

Per set <Insert

bid

value>

1 No. <Insert

Cost>


Compactor Type D5A

Per unit <Insert

bid

value>

1 No. <Insert

Cost>





per Annexure IV)

Per set <Insert

bid

value>

1 No. <Insert

Cost>


Compactor Type D5B

Per unit <Insert

bid

value>

1 No. <Insert

Cost>

25. Modular Slotted Angle Racks

for hard copy document

storage with minimum 4

adjustable horizontal partitions

giving 5 loading levels of

following size:

Minimum Height 1900mm

Width as per the record room

size with average Span Length

900mm

Minimum Depth 380mm

Per

meter

width

<Insert

bid

value>

6 Nos. each

with 2.5

meter width

<Insert

Cost>


of 111

Sr.

No.


(Rs)

Approxima

te Quantity

per record

room

Cost (Rs)

(Col 4 X

Col 5)

1 2 3 4 5 6

26. Indexing, Barcode tagging of

hard copies of records (Any

size) and populating into the

database

Per

docume

nt

<Insert

bid

value>

5,000

documents

<Insert

Cost>

27. Scanning, post scanning

treatment, metadata

(keywords) creation (A4 Size)

and populating into the

database

Per

sheet

<Insert

bid

value>

50,000

sheets

<Insert

Cost>


treatment, metadata



database

Per

sheet

<Insert

bid

value>

10,000

sheets

<Insert

Cost>


treatment, metadata



database

Per

sheet

<Insert

bid

value>

1,000 sheets <Insert

Cost>


treatment, metadata



database

Per

sheet

<Insert

bid

value>

500 sheets


treatment, metadata



database

Per

sheet

<Insert

bid

value>

250 sheets <Insert

Cost>

32. Lamination of documents (A4

Size)

Per

sheet

<Insert

bid

value>


Cost>


of 111

Sr.

No.


(Rs)

Approxima

te Quantity

per record

room

Cost (Rs)

(Col 4 X

Col 5)

1 2 3 4 5 6


Size)

Per

sheet

<Insert

bid

value>

12,000

sheets

<Insert

Cost>


Size)

Per

sheet

<Insert

bid

value>

500 sheets <Insert

Cost>


Size)

Per

sheet

<Insert

bid

value>


Cost>

36. Data entry (Hindi) Per

1,000

characte

r

includin

g white

(spaces)

<Insert

bid

value>

1,00,000

characters

<Insert

Cost>

37. Design, development, testing,

implementation,

commissioning and warranty

services for 5 years of a

Document Management

System software to facilitate

easy management of the

storage, easy retrieval of the

records. Cost includes supply,

configuration and

implementation of database

software and all other software

and hardware components

required by the solution over

and above the software and

hardware components listed as

part of other items in this RFP.

Consolid

ated bid

for all

342

location

<Insert

bid

value>

1 <Insert

Cost>


of 111

Sr.

No.


(Rs)

Approxima

te Quantity

per record

room

Cost (Rs)

(Col 4 X

Col 5)

1 2 3 4 5 6

Cost also includes training as

detailed in this RFP

38. Server including Server OS and

Antivirus/Antispyware software

Per unit <Insert

bid

value>

1 No. <Insert

Cost>

39. 5kVA Online UPS with Battery

giving 4 hours battery backup

when run on full load

Per set <Insert

bid

value>

1 No. <Insert

Cost>

40. Desktop Computer including

OS and Antivirus/Antispyware

software

Per unit <Insert

bid

value>

6 Nos. <Insert

Cost>

41. All-in-one B/W A3 Laser Printer Per unit <Insert

bid

value>

1 No. <Insert

Cost>

42. Barcode Reader Per unit <Insert

bid

value>

2 Nos. <Insert

Cost>

43. Barcode Printer Per unit <Insert

bid

value>

1 No. <Insert

Cost>

44. Biometric Finger print

Authentication Device

Per unit <Insert

bid

value>

6 Nos. <Insert

Cost>

45. Tape Drive Per unit <Insert

bid

value>

1 No. <Insert

Cost>

46. Tape Cartridge Per unit <Insert

bid

value>

10 Nos. <Insert

Cost>

47. Training (Other than usage of

DMS Application Software

Training)

per

location

<Insert

bid

value>

1 <Insert

Cost>


of 111

Sr.

No.


(Rs)

Approxima

te Quantity

per record

room

Cost (Rs)

(Col 4 X

Col 5)

1 2 3 4 5 6

Total Bid Cost in figures

<Specify

the total

bid value

in figures

by adding

the above

values>

All inclusive Total Bid Amount (in Rs) (Inclusive of all taxes, OPE and all other

applicable levies) (In words):

<Insert total bid value in Rupees (in words)>

I/We confirm that the above mentioned amounts against each item include,

supply, installation, configuration, commissioning, all materials, all labour work

and applicable warranty (as per clause “Warranty Services”) including all

accessories and fittings.




Office Seal: <Office seal>


Address: <Complete Address>




Note: 1) There should be no overwriting and all figures should be legible

2) The Commercial bid should not include any conditional offer.


of 111

ANNEXURE III: COMPLIANCE MATRIX


of 111

The details given below are the minimum specifications for each component of

the solution to be offered by the bidders. The bidders should comply with all of

these clauses. Proposals not complying with any of the item shall be rejected.

The tables given below have to be filled up and attached with the technical

proposal.

7.1 Server

Sr.No. Minimum Specification Complied (Yes/No)

1. Make <Specify the Make here>

<Write Yes or No for all

rows>

2. Model <Specify the Model here>

3. OEM Test report Attached.

4. Powered with Single Quad-core Intel Xeon

processor with 2.4GHz or higher

5. 8GB DDR3 RAM or better

6. Supplied with latest OS of Windows Server/ any

Unix/ Linux based OS/equivalent or better

7. 2 x 1TB Enterprise Class SATA HDD configured

for Raid-1

8. Industry standard Antivirus and Antispyware

installed with license for 5 years or more

9. 5 years on-site Warranty

7.2 Tape Drive and Tape Cartridge


1. Make <Specify the Make here> <Write Yes or No for all

rows>


3. Tape Cartridge should be Generation 4 LTO

Drives or latest supporting min. of 800 GB or

higher uncompressed capacity

4. Must be configured along with Bar code reader

5. Should have min. data transfer rate of 40Mbps


of 111


6. Must support full functionality of Backup and

Restore on Windows 2003 or latest Unix, Linux

OS

7. Must be capable of resuming from where the last

backup/restore failed

8. 5 years on-site Warranty with 99% uptime

commitment

7.3 Desktop Computers




rows>


3. Supplied with Genuine Windows 7 Professional or

latest OS.

4. Intel Core2Duo or higher Processor

5. Embedded 10/100/1000Mbp/s Ethernet controller

6. 4GB Memory expandable to up to 8GB or more

7. 320GB SATA HDD

8. 17” or more TFT display

9. Industry standard Antivirus and Antispyware

installed with license for 5 years

10. 3 years on-site warranty

7.4 Local Area Network


1. Structured cabling for LAN CAT5E/CAT6 cables,

Surface Mount I/Os, 6U Racks, CAT 5E/CAT6

patch cords, Jack Panel, PVC conduit / casing /

capping with accessories, any other required

components such as labels, ferrules etc., and all


rows>


of 111


associated civil works at the site. All meeting or

exceeding respective ISO/IEC/EIA/TIA standards.

2. All parts should have 3 years on-site warranty

7.5 24 Port Manageable Switch



rows>


3. 1U Rack-Mount

24 Nos. 10/100Mbps RJ-45 MDI-X ports,

2-port Single Mode 1000BaseX(SX) module port

(inbuilt)

Vendor shall configure the 1000BaseX Port for

connectivity to multimode Fiber Optic Cable

4. 10/100Mbps Ethernet, 100 Base TX Fast Ethernet

auto-sensing Switch

5. 8.8 Gbps back plane support, forwarding rate 3.6

Mpps or higher

6. Full duplex capability

7. Management capability

SNMP, TELNET, RMON

8. VLAN Maximum 64port based

9. Standards

IEEE802.3u(100Base Fast Ethernet),

IEEE802.3(10BaseT Ethernet),

IEEE802.3z(Gigabit Ethernet),

IEEE802.1D,IEEE802.3x,

IEEE802.1P/Q (Tagged VLAN)

10. System must support and must be configurable

on rack. All accessories and hardware necessary

for configuration on rack must be supplied

11. 5 years on-site Warranty with 99% uptime

commitment


of 111

7.6 Barcode Reader



rows>


3. Hand Held Type with trigger to switch on the

light source

4. Light Source 630-660 nm visible red LED with

focus light bar

5. Beep and LED indicator

6. Operating Temperature 0 to 50 degrees

7. Operating Relative Humidity 20-80%

8. Connectivity using USB Interface

9. Should support OS Windows 7 Professional or

latest

10. Should operate on 220-250Volts, 50-60Hz power

supply

11. Supplied with USB cable to connect to the

desktops supplied

12. Compatible with the Document Management

System Software supplied

13. Complied to IEC60825-1, FCC Class B and EMC

Class B or equivalent

14. 1 year manufacturer’s warranty

7.7 Barcode Printer and Barcoding




rows>


3. Should be of thermal printing technology (Direct

Thermal [LP] or Thermal Transfer [TLP])

4. Should have auto-cutter tear off blade


of 111


5. Connectivity using USB Interface, Ethernet

Connectable, IP Addressable

6. Should support OS Windows 7 Professional or

later

7. Should operate on 220-250Volts, 50-60Hz power

supply

8. Supplied with USB cable to connect to the

desktops supplied

9. Compatible with the Document Management

System Software supplied

10. Roll type paper for printing up to 90mm wide or

better

11. Printing resolution should be 200 dpi or better

12. Printed barcode should be verified to a minimum

2.5 (C) grade

13. Complied to ISO/IEC 15416 or equivalent


7.8 Biometric Fingerprint Authentication Device




rows>


3. Resolution: >=400 dpi

4. Interface: USB 2.0

5. Power: Self Powered via USB

6. Verification time less than a second

7. Capable of handling finger print angular

variability

8. 400 Bytes encrypted data size

9. ISO/IEC 19794-4 compliant and compliant with

other standards set by Govt. of India for

biometric fingerprint authentication

10. Platen size 30mm x 22mm (or higher)


of 111



7.9 All-in-one B/W Laser Printer A3 Size



rows>


3. Must have Laser Printing Technology

4. Must have Printing speed upto 25 ppm

5. Must have First page out less than 8 seconds

6. Must have Printing resolution 600*600 dpi

7. Must have minimum RAM – 512MB DD Ram,

expandable to 1024MB

8. Must have Duty Cycle – Upto 1 Lac pages per

month

9. Automatic Duplex printing

10. Must have minimum Input Paper holding

capacity of 3000 papers

11. Must have Paper Size support for A3 (ISO), A4

(ISO), A4-rotated (ISO), A5 (ISO), B4 (JIS), B5

(JIS), B6 (JIS), Letter, letter-rotated, legal,

tabloid, executive, envelopes (No. 10, Monarch)

12. Must have Paper Type support for Paper (plain,

preprinted, letterhead, prepunched, bond,

recycled, rough), transparencies, labels,

cardstock

13. Must have Network Operating system support for

Microsoft Win 2000, XP, XP 64-Bit, Server 2003,

Windows 7 Professional and later; Red Hat Linux

5.x and later; SuSE Linux 5.x and later

14. Must have In built print server

15. Must have Connectivity Parallel port, 2 open EIO

slots, USB 1.1 or above

16. Must have Inbuilt Ethernet port 10/100MBps


of 111


17. Must have Scanner with 600dpi resolution

(enhanced & optical)

18. Must have FAX Image technology with 300 x

300dpi

19. Must have minimum Fax memory 32 MB

minimum

20. Must have Fax modem with 33.6 Kbps minimum(

3 pages/min)

21. Must have Fax with speed dial

22. Must have Copy Speed Black: up to 10 cp/m Up

to 10 cp/m

23. Must quote, supply and commission the system

along with the hardware setup at site

24. Must quote, supply commission any Hardware

cable, connector. Accessories, software etc,

required for the successful commission of

systems

25. 1 year onsite warranty

7.10 5kVA Online UPS with Battery


1. Make <Specify the Make here (Specify for both

UPS and Battery)>


rows>

2. Model <Specify the Model here (Specify for both

UPS and Battery)>

3. Reliable Online UPS and battery with capacity of

5kVA giving 4 hours battery backup on full load

4. System to operate the facility with full load

5. Capable of supplying stabilized power, which can

minimize undulations in input power source

6. 3 years onsite warranty for UPS and 2 year

manufacturer’s warranty for batteries


of 111

7.11 Map Cabinet




rows>


3. Should have tray type storage area with tray size

900mm wide and 650mm deep. The cabinet

should be of minimum total height 1900mm with

each tray of height 150mm

4. Made out of 0.8mm (or more) CRCA (Cold Rolled

Close Annealed) Steel conforming to IS:513

GR.D or better

5. Load bearing capacity 80kg UDL (uniformly

distributed load) per tray

6. The cabinet shall be powder coated with epoxy

polyester powder (with thickness of minimum

40microns) with uniform colour on all steel

surfaces

7. The Nuts/Bolts/Fasteners should be galvanized/

Zn Plated / Cadmium Plated

8. Should have a single lock for all trays.


7.12 Modular Compactors




rows>


3. Made out of 0.8mm (or more) CRCA (Cold Rolled

Close Annealed) Steel conforming to IS:513

GR.D or better

4. Load bearing capacity 80kg UDL (uniformly

distributed load) per shelf


of 111


5. Should have railing and the rail should be made

of forged steel. Operated through drive wheel

6. The compactor shall be powder coated with

epoxy polyester powder (with thickness of

minimum 40microns) with uniform colour on all

steel surfaces

7. The testing of paint should be done for various

physical and chemical properties as per IS:101

8. The Nuts/Bolts/Fasteners should be galvanized/

Zn Plated / Cadmium Plated

9. All components are to be subjected to minimum

four step anti-corrosion treatment as mentioned

below:

(1) Degreasing as per IS-6005

(2) Ranging

(3) Phosphating as per IS-3618

(4) Range and de-mineralized rinsing

10. Should have indexing label holder


<Repeat the table if more than one make/model is required to meet the requirements>

7.13 Modular Slotted Angle Rack


1. Slotted steel angles for supports and steel sheets

for laying the hard copy records


rows>

2. Should be made of steel sheets conforming to

IS:1079/ IS 5115/ IS 1076

3. Angles and sheets conform to IS: 8081

manufacturing standards

4. All surfaces of the racks shall be powder coated

(with thickness of minimum 40microns) with

uniform colour on all steel surfaces



of 111

7.14 Furniture in the IT Services Area and Public

Waiting area


1. Workstations created with cubicle format modular

tables and partitions for installing desktops,

printers etc. Each workstation should cover a

minimum floor area of 4’x4’. The desk should be

of minimum 4’ width and 2’ deep.


rows>

2. Workstation for Administrative Officer should

cover a floor area of 6’x5’. The desk should be of

“L” shape with front desk of 6’ wide and 3’ deep,

side desk of 4’ wide and 2’ deep.

Workstation for Administrative Officer should

have Additionally, minimum four visitor chairs

and sufficient space for installing them at

Administrative cubicle.

3. Workstations shall have 2’ depth, 25mm thick on

top and 20mm thick other parts with commercial

board with 1.5mm thick lamination. Should have

cable managers

4. Workstations shall have keyboard trays, drawers,

cabinets with drawer slides

5. Workstations shall have Magnetic board, Soft

board for pins and white board for writing and

putting notes for each cubicle

6. Ergonomic design for comfortable work

7. Electrical fittings for desktops, printers etc. With

additional points

8. Chairs suitable for using computers with 360 deg

revolving type with a max of 15 deg back tilt, Tilt

tension adjustment, Pneumatic/Hydraulic height

adjustment with height adjustable arm-rests,

Pedestal assembly should have 5 nos. castors

wheels with trouble-free movement and should

be scratch-resistant as per BS Standards, Impact


of 111


testing as per DIN Standards.

9. Storage cupboards with 18mm thick MDF with

1.5mm lamination. Completely polished

10. Partitioning for workstations should have a height

of 4.5’

11. Partitioning for server area should have a height

of 7’ with top area covered. It should have a door

of 3’ wide with access control installed.

12. The public waiting area should have Metal

Perforated 3 seater grouped set with Ergonomic,

Epoxy-polyester coated and adjustable glide

screw under leg support for floor leveling

7.15 Air-conditioning




rows>


3. 2T Split Air conditioner shall be provided with

sufficient capacity Digital Voltage Stabilizer

4. Energy Efficient Compressor. BEE Star Rating 3

or higher

5. Stage Adjustable Fan Speed

6. Section Deleted

7. 3 years manufacturer’s warranty for compressor

and 1 year onsite warranty for all other

components

7.16 Access Control Systems




of 111


rows>


3. Biometry Finger Print based Access Control for

critical area (Record Room and Server Area)

4. Automatic Door Lock and Release System as per

access validation

5. Access control shall be for each critical door on

entry as well as exit

6. Providing and fixing 2hrs fire rated, rust proof

steel door of size 4’X7’ & thickness 40mm or

better with a Vision Panel of 380mm Dia of 2hr

fire rated glass, SS ball bearing butt hinges,

motorize sash lock, SS lever with the internal

thumb turn & external key operation with heavy

duty door closer with automatic locking system

provided with Access Control Systems

7. 3 year onsite warranty

7.17 Detection and Prevention System for Fire and

Smoke (Record Room and Server Area)




rows>


3. Automatic detection of fire as well as unusual

increase in temperature

4. Equipped with VESDA (Very Early Smoke

Detection Alarm) Digital communication to an

alarm system

5. Digital communication and triggering of

suppression systems

6. Inert Gas based Automatic Fire Suppression

System


of 111


7. Gas release control panel, CCE approved

seamless gas cylinders, discharge valve (with

solenoid or pneumatic actuator), discharge pipe,

non-return valve and all other accessories

required to provide a complete operational

system

8. Compliant with National and Local specifications

9. Each set mentioned in the commercial bid format

should serve a floor area of minimum 500sqft or

part thereof. If a single unit of proposed make

and model of a vendor serves less than 500sqft

of floor area, they should add suffifient additional

units to make one set capable of serving

minimum of 500sqft. The vendors should bid the

cost for the set consisting of sufficient number of

units to cover minimum of 500sqft or part

thereof.


7.18 Pest, Insects, Rodent and Rat Repellent System

for Records Room and Server Area




rows>


3. Rat repellent system should be installed in record

room as well as Server/IT Service area

4. Treatments for Pests and Insects should be

carried out at least once in every 4 months for a

period of 5 years in record room as well as

Server/IT Service area

5. Insects attracting light based insects

management system should be installed inside

the record room as well as the server/IT service


of 111


area

6. The system shall be designed such that it does

not kill the rodents and rats inside the facility and

shall prevent short circuit taking place due to the

same

7. 1 year manufacturer’s warranty for equipments

supplied. Treatment should be carried out onsite

atleast once in every 4 months for a period of 5

years

<Repeat the table if more than one make/model is required to meet the requirements>

7.19 Electrical Work


1. PVC insulated copper conductor cables <Write Yes or No for all

rows>

2. Stranded copper conductors with thermoplastic

insulations of 1100 volts grade

3. All wiring shall be color coded

4. Looping system of wiring shall be used. At no

cases, wires shall be joined. No reduction of

strands at any terminations

5. Running set of wires shall be bunched together

with cable straps at required intervals

6. Circuit diagrams at each Distribution Board and

all other locations, wherever necessary

7. Metal clad sockets should be of die cast non-

corroding zinc alloy, have deeply recessed

contact tubes and have push on protective cap

8. Power for desktops and other IT infrastructure

should be separate from lighting and other

miscellaneous electrical items

9. All electrical equipment is to be earthen in

conformity with provision of rules 32, 61,


of 111


62,67,& 68 of Indian Electricity rules 1956 and as

per IS- 3843-1986

10. All cable ducts shall have sufficient size so that

the cables do not touch each other

11. Cables shall be neatly arranged and shall have

cable numbers with 2mm aluminum strips

fastened to it

7.20 Lighting


1. Bright lighting with reflectors and shades. Tube

lights or CFL, wherever appropriate


rows>

2. Design shall be in such a way that the lights are

not reflected on computer screen, while working

7.21 PVC Conduit


1. All conduits shall have high-impact heavy duty

type heavy PVC and shall conform to I.E.E.

regulations for nonmetallic conduit 1.6 mm thick

as per IS 9537/1983. All conduits should not be

less than 20mm external diameter


rows>

2. Connecting pieces should be connected using

epoxy resin glue and shall be cleaned prior

connecting

3. The cables connected to separate main circuits

shall be enclosed in separate conduits

4. Conduit concealed in the ceiling slab shall run

parallel to walls and beams and conduit

concealed in the walls shall run vertical or

horizontal


of 111

ANNEXURE IV: REFERENCE DRAWINGS

FOR COMPACTORS


of 111


of 111

ANNEXURE V: FORMAT FOR BANK

GUARANTEE


of 111

Bank Guarantee Format

<On Rs100/- Stamp Paper>

<Name of the Bank with Address>

To

Dy. Commissioner,

Office of the Commissioner, Land Records & Settlement (MP),

Moti Mahal, Gwalior, Madhya Pradesh – 474 007

Dear Sir,

Guarantee No. : <Bank Guarantee Reference Number>

Amount of Guarantee : Rs.<Amount in Figures>/-

Guarantee cover : From <From Date> to <To Date>

(Both dates inclusive)

This deed of guarantee executed by the <Name of the bank> having its Head Office at

<Head office place>, and amongst other places a branch at <Branch Name>

(hereinafter referred to as "the Bank" which expression shall include its successors and

assignees so as to bind ourselves, our successors and assignees) in favour of "Dy.

Commissioner Land Records and Settlement, Gwalior (MP)" (hereinafter referred to as

"the Beneficiary") for an amount not exceeding Rs (Rupees <Amount in words>) at the

request of <Name of the Bidder> (hereinafter referred to as "the Bidder").

NOW, THEREFORE, the Bank hereby, unconditionally and irrevocably, guarantees and

affirms as follows:

1. The Bank hereby unconditionally and irrevocably guarantees the due and faithful

performance of the Bidder’s obligation during the project, under and in accordance

with the bid document, and agrees and undertakes to pay to “The Beneficiary”, upon

its mere written demand from time to time, and without any demur, reservation,

recourse, contest or protest, and without any reference to the Bidder, such sum or

sums upto an agreegate sum of the Bid Guarantee amount as the Beneficiary shall

claim, without the Beneficiary being required to prove or to show grounds or reasons

for its demand and/or for the sum specified therein.


of 111

2. This guarantee is issued subject to the condition that the liability of the bank under

this bank guarantee is limited to a maximum of Rupees <Amount in words> and the

guarantee shall remain in full force up to <To Date> and can not to be invoked

otherwise than by a written demand claim under this guarantee served on the bank

on or before <To Date>.

3. BG for Rs<Amount in Figures> in f/o "Dy. Commissioner, Office of the Commissioner,

Land Records & Settlement (MP)" Whereas <Name of the Bidder> has submitted its

bid dated <Bid Date> for <Name of the work as per tender> as per tender dated

<Tender date>. KNOW ALL MEN by these Presents that WE, <Name of the Bank>

Branch <Name of the Branch> our registered office at <Registered Office Address>

are bound up to "Dy. Commissioner, Office of the Commissioner, Land Records &

Settlement (MP)" (herein after called “The Beneficiary”) in the sum of Rs <Amount in

words> for which payment will and truly to be made to the said Beneficiary, the Bank

binds itself, its successors and assigns by these presents.

4. The Beneficiary shall have the liberty, without affecting in any manner the liability of

the Bank under this Guarantee, to vary at any time, the terms and conditions of the

Bid Document or to extend the time or period for the compliance with, fulfilment and/

or performance of all or any of the obligations of the Bidder contained in the Bid

Document or to postpone for any time, and from time to time, any of the rights and

powers exercisable by the Beneficiary against the Bidder, and either to enforce or

forbear from enforcing any of the terms and conditions contained in the Bid

Document and/or the securities available to the Beneficiary, and the Bank shall not

be released from its liability and obligation under these presents by any exercise by

the Beneficiary of the liberty with reference to the matters aforesaid or by reason of

time being given to the Bidder or any other forbearance, indulgence, act or omission

on the part of the Beneficiary or of any other matter or thing whatsoever which under

any law relating to sureties and guarantors would but for this provision have the

effect of releasing the Bank from its liability and obligation under this Guarantee and

the Bank hereby waives all of its rights under any such law.

5. In order to give effect to this Guarantee, the Beneficiary shall be entitled to act as if

the Bank were the principal debtor and any change in the constitution of the Bidder

and/or the Bank, whether by their absorption with any other body or corporation or

otherwise, shall not in any way or manner affect the liability or obligation of the Bank

under this Guarantee.


of 111

6. It shall not be necessary, and the Bank hereby waives any necessity, for the

Beneficiary to proceed against the Bidder before presenting to the Bank its demand

under the Guarantee.

7. A letter from the Beneficiary, under the hand of the Commissioner, Land Records and

Settlement of the Beneficiary that the Bidder has committed default in the due and

faithful performance of all or any of its obligations under and in accordance with the

bid document shall be conclusive, final and binding on the Bank. The Bank further

agrees that the Beneficiary shall be the sole judge as to whether the Bidder is in

default in due and faithful performance of its obligations under the bid document and

its decision that the Bidder is in default shall be final, and binding on the Bank,

notwithstanding any differences between the Beneficiary and the Bidder, or any

dispute between them pending before any court, tribunal, arbitrators or any other

Corporation or body, or by the discharge of the Bidder for any reason whatsoever.

8. This Guarantee is in addition to an not in substitution of any Guarantee or Security

now or which may hereafter be held by the Bidder in respect of or relating to the

Agreement or for the fulfillment, compliance and/or performance of all or any of the

obligations of the Bidder under the Agreement.

9. We undertake to pay to the “Dy. Commissioner, Office of the Commissioner, Land

Records & Settlement (MP)” up to the above amount upon receipt of its first written

demand, without the Beneficiary having to substantiate its demand.

10. This guarantee will remain in force as specified in Clause <respective clause number

in the tender> of the Bid document and any demand in respect thereof should reach

the Bank, not later than <date> from the date of expiry of this Guarantee.

11. Notwithstanding anything contained herein the Bank's liability under this Guarantee

shall be restricted to Rs <Amount in words> and the Guarantee shall remain in force

only up to <date> and unless a demand or claim in writing is made by the

Beneficiary on the Bank on this Guarantee, not later than <date> from the date of

expiry of this Guarantee., all rights of the Beneficiary under this Guarantee shall be

forfeited and the bank shall be discharged from all liabilities under this Guarantee.

12. The Bank undertakes not to revoke this Guarantee during its currency, except with

the previous express consent of the Beneficiary in writing, and declares that it has


of 111

the power to issue this Guarantee and the undersigned has full powers to do so on

behalf of the Bank.

13. Any notice by way of request, demand or otherwise hereunder may be sent by post

addressed to Bank at its above referred branch, which shall be deemed to have been

duly authorized to receive such notice and to effect payment thereof forthwith, and if

sent by post it shall be deemed to have given at the time when it ought to have been

delivered in due course of post and in proving such notice, when given by post, it

shall be sufficient to prove that the envelope containing the notice was posted and a

certificate signed by an officer of the Bidder that the envelope was posted shall be

conclusive.

14. The Bank does hereby declare that Shri. <Name of bank’s the authorized person with

employee code and designation> is authorized to sign this Guarantee on behalf of

the bank and to bind the bank thereby.

Signed and sealed this <date in words> day of <Month in words>, <Year in words> at

<Time in figures (IST)>.

For <Name of the Bank>

<Signature in full>

Name: <Name of the person signing on behalf of bank>

Phone: <Telephone Number>

Fax: <Fax Number>

e-mail: <e-mail address>

Address in Full: <Address of the branch in full>

Request for Proposal - Landrecords Madhya...

Documents

Transcript of Request for Proposal - Landrecords Madhya...