Selection of Consultancy firm to provide Project Management ...landrecords.mp.gov.in/tender/tender_mpclr_201718_7.pdf“Services”): “Selection of consultancy firm to provide Project

Commissioner Land Records & Settlement

(Government of M.P.)

Regd. Office : Moti Mahal, Gwalior-474001 0751-2441200, Fax No.2441202,

Email – [email protected], [email protected]

Website :-www.landrecords.mp.gov.in

Selection of Consultancy firm to

provide Project Management

Support to MPLRS

REQUEST FOR PROPOSALS

RFP No.: MPCLR/2017-18/07

mailto:[email protected]


RFP for selection of Consultancy Firm

Disclaimer The information contained in this Request for Proposal document (the “Tender Document”) is

being provided to Consultancy Firm(s) on the terms and conditions set out in this Tender.

The purpose of this Tender document is to provide interested parties with information that may

be useful to them in making their technical and financial offers pursuant to this Tender

document. This Tender document includes statements, which reflect various assumptions and

assessments arrived at by MPLRS in relation to the Project. Such assumptions, assessments

and statements do not purport to contain all the information that each Consultancy Firm may

require. This Tender document may not be appropriate for all persons, and it is not possible for

MPLRS, its employees or advisors to consider the investment objectives, financial situation

and particular needs of each party who reads or uses this Tender document. The assumptions,

assessments, statements and information contained in the Bidding Documents may not be

complete, accurate, adequate or correct. Each Consultancy Firm should, therefore, conduct its

own investigations and analysis and should check the accuracy, adequacy, correctness,

reliability and completeness of the assumptions, assessments, statements and information

contained in this Tender Document and obtain independent advice from appropriate sources.

Information provided in this Tender document to the Consultancy Firm(s) is on a wide range

of matters, some of which may depend upon interpretation of law. The information given is

not intended to be an exhaustive account of statutory requirements and should not be regarded

as a complete or authoritative statement of law. MPLRS accepts no responsibility for the

accuracy or otherwise for any interpretation or opinion on law expressed herein.

MPLRS, its employees and advisors make no representation or warranty and shall have no

liability to any person, including any Consultancy Firm under any law, statute, rules or

regulations or tort, principles of restitution or unjust enrichment or otherwise for any loss,

damages, costs or expenses which may arise from or be incurred or suffered on account of

anything contained in this Tender document or otherwise, including the accuracy, adequacy,

correctness, completeness or reliability of the Tender document and any assessment,

assumption, statement or information contained therein or deemed to form part of this Tender

Document or arising in any way for participation in this Bid Process. MPLRS also accepts no

liability of any nature whether resulting from negligence or otherwise howsoever caused

arising from reliance of any Consultancy Firm upon the statements contained in this tender

document.

MPLRS may in its absolute discretion, but without being under any obligation to do so, update,

amend or supplement the information, assessment or assumptions contained in this Tender

Document. The issue of this Tender Document does not imply that MPLRS is bound to select

or appoint a Consultancy Firm, as the case may be, for the Project and MPLRS reserves the

right to reject all or any of the Consultancy Firms or Bids without assigning any reason

whatsoever.

The Consultancy Firm shall bear all its costs associated with or relating to the preparation and

submission of its Bid including but not limited to preparation, copying, postage, delivery fees,

expenses associated with any demonstrations or presentations which may be required by

MPLRS or any other costs incurred in connection with or relating to its Bid. All such costs and

expenses will remain with the Consultancy Firm and MPLRS shall not be liable in any manner

whatsoever for the same or for any other costs or other expenses incurred by a Consultancy

Firm in preparation or submission of the Bid, regardless of the conduct or outcome of the

Bidding Process.


TABLE OF CLAUSES SECTION-1 ...............................................................................................................................v

Letter of Invitation .....................................................................................................................v

SECTION-2 ...............................................................................................................................3

Section 2. Instructions to Consultancy Firms and Data Sheet ...................................................5

A. General Provisions ...............................................................................................................5

1. Definitions.............................................................................................................5

2. Introduction ...........................................................................................................6

3. Conflict of Interest ................................................................................................7

4. Unfair Competitive Advantage .............................................................................8

5. Corrupt and Fraudulent Practices ..........................................................................8

6. Eligibility ..............................................................................................................8

B. Preparation of Proposals.......................................................................................................9

7. General Considerations .........................................................................................9

8. Local Condition ....................................................................................................9

9. Cost of Preparation of Proposal ..........................................................................11

10. Language .............................................................................................................11

11. Documents Comprising the Proposal..................................................................11

12. Only One Proposal ..............................................................................................11

13. Proposal Validity ................................................................................................11

14. Clarification and Amendment of RFP ................................................................12

15. Technical Proposal Format and Content .............................................................13

16. Financial Proposal ...............................................................................................13

C. Submission, Opening and Evaluation ................................................................................14

17. Submission of Proposals .....................................................................................14

18. Confidentiality ....................................................................................................14

19. Online Opening of Technical Proposals .............................................................15

20. Proposals Evaluation ...........................................................................................15

21. Evaluation of Technical Proposals......................................................................15

22. Online Opening of Financial Proposals (for QCBS) ..........................................16

23. Correction of Errors ............................................................................................16

24. Taxes ...................................................................................................................17


25. Quality- and Cost-Based Selection (QCBS) .......................................................17

D. Negotiations and Award.....................................................................................................17

26. Negotiations ........................................................................................................17

27. Conclusion of Negotiations.................................................................................18

28. Award of Contract...............................................................................................18

E. Data Sheet ............................................................................................................................19

A. General ................................................................................................................................19

Section 3. Technical Proposal – Standard Forms ...................................................................33

1. Checklist of Required Forms ................................................................................ 33 2. Form TECH-1 ....................................................................................................... 34 3. Form TECH -2 ...................................................................................................... 36

4. Form TECH-3 ....................................................................................................... 38

5. Form TECH-4 ....................................................................................................... 39 6. Form TECH-5 ....................................................................................................... 40 7. Form TECH-6 ....................................................................................................... 42

Section 4. Financial Proposal - Standard Forms .....................................................................43

8. Form FIN-1 ........................................................................................................... 44

9. Form FIN-2 ........................................................................................................... 46 10. Form FIN-3 ........................................................................................................... 47

Section 5. Terms of Reference ................................................................................................49

Section 6 - Standard Forms of Contract ...................................................................................75


SECTION-1

Letter of Invitation

RFP No.: MPCLR/2017-18/07

Dear Mr. /Ms.:

1. Department of Revenue, Government of Madhya Pradesh through the MP Land Record

Management Society, (MPLRS) is circulating this Tender Document for the Selection of a

Consultancy firm. The selected Consultancy firm would be responsible for executing all the

project components in totality, as per the provisions laid out in this Tender Document and

factoring all the applicable Laws and Statutory Compliances.

2. MPLRS now invites proposals to provide the consulting services (hereinafter called

“Services”): “Selection of consultancy firm to provide Project Management Support

and Consultant to MPLRS” More details on the Services are provided in the Terms of

Reference (Section 5).

3. A firm will be selected under Quality and Cost Based Selection (QCBS) procedures 70:30.

4. The RFP includes the following documents:

Section 1 - Letter of Invitation

Section 2 - Instructions to Consultancy Firms and Data Sheet

Section 3 - Technical Proposal - Standard Forms

Section 4 - Financial Proposal - Standard Forms

Section 5 - Terms of Reference

Section 6 - Standard Forms of Contract

5. The RFP document is available online at www.mpeproc.gov.in and http://www.

prc.mp.gov.in/. The consultancy firms are required to register on this website at no cost and

prior to the submission of proposals. Consultancy firms are also required to have a Digital

Signature (DSC) from one of the Government of India authorized Certifying Authorities in

order to submit a proposal on line at the web address indicated above. The list of the

authorized Certifying Authorities can be found http://cca.gov.in/cca /?q=licensed_ca.html.

6. For any queries on RFP, please contact:

Commissioner of Land Records & CEO

Madhya Pradesh Land Record Society (MPLRS)

O/o Commissioner Land Records & Settlement, Madhya Pradesh,

Moti Mahal, Gwalior (M.P.), PIN - 474007 0751-2441200, Fax No.2441202

Website: -www.landrecords.mp.gov.in

eMail: [email protected], [email protected]

http://www.mpeproc.gov.in/

http://cca.gov.in/cca%20/?q=licensed_ca.html



7. Details on the proposal’s submission date and time are provided in Clauses 24 of the Data

Sheet.

Yours sincerely,




Moti Mahal, Gwalior (M.P.), PIN - 474007 0751-2441200, Fax No.2441202,





SECTION-2

Instructions to Consultancy Firms and Data

Sheet

Section 2. Instructions to Consultancy Firms and Data Sheet

A. General Provisions

1. Definitions (a) “Affiliate(s)” means an individual or an entity that

directly or indirectly controls, is controlled by, or is under

common control with the Consultancy Firm.

(b) “Applicable Rules and Guidelines” means the policies of

the Government of MP governing the selection and

Contract award process as set forth in this RFP.

(c) “Applicable Law” means the laws and any other

instruments having the force of law in the country, as may

be specified in the Data Sheet, as they may be issued and

in force from time to time.

(d) “Consultancy Firm” means a legally-established

professional consulting firm or an entity that may provide

or provides the Services to MPLRS under the Contract.

(e) “Contract” means a legally binding written agreement

signed between MPLRS and the Consultancy Firm and

includes all the attached documents listed in its Clause 1

(the General Conditions of Contract (GCC), the Special

Conditions of Contract (SCC), and the Appendices).

(f) “Data Sheet” means an integral part of the Instructions to

Consultancy Firms (ITC) Section 2 that is used to reflect

assignment conditions to supplement, but not to over-

write, the provisions of the ITC.

(g) “Day” means a calendar day.

(h) “Experts” means, collectively, Key Experts, Non-Key

Experts, or any other personnel of the Consultancy Firm,

Sub-Consultancy Firm or Joint Venture member(s).

(i) “Government” means the Government of Madhya

Pradesh.

(j) “Joint Venture (JV)” means an association with or

without a legal personality distinct from that of its

members, of more than one Consultancy Firm where one

member has the authority to conduct all business for and

on behalf of any and all the members of the JV, and where

the members of the JV are jointly and severally liable to

MPLRS for the performance of the Contract.

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(k) “Key Expert(s)” means an individual professional whose

skills, qualifications, knowledge and experience are

critical to the performance of the Services under the

Contract and whose CV is taken into account in the

technical evaluation of the Consultancy Firm’s proposal.

(l) “ITC” (this Section 2 of the RFP) means the Instructions

to Consultancy Firms that provides all information

needed to prepare their Proposals.

(m) “LOI” (this Section 1 of the RFP) means the Letter of

Invitation being sent by MPLRS to the Consultancy

Firms.

(n) “MPLRS” means Madhya Pradesh Land Record Society.

(o) “Non-Key Expert(s)” means an individual professional

provided by the Consultancy Firm or its Sub-Consultancy

Firm and who is assigned to perform the Services or any

part thereof under the Contract and whose CVs are not

evaluated individually.

(p) “Proposal” means the Technical Proposal and the

Financial Proposal of the Consultancy Firm.

(q) “RFP” means the Request for Proposals prepared by

MPLRS for the selection of Consultancy Firm.

(r) “Services” means the work to be performed by the

Consultancy Firm pursuant to the Contract.

(s) “Sub-Consultancy Firm” means an entity to whom the

Consultancy Firm intends to subcontract any part of the

Services while remaining responsible to MPLRS during

the performance of the Contract.

(t) “TORs” (this Section 5 of the RFP) means the Terms of

Reference that explain the objectives, scope of work,

activities, and tasks to be performed, respective

responsibilities of MPLRS and the Consultancy Firm,

and expected results and deliverables of the assignment.

2. Introduction 2.1 MPLRS named in the Data Sheet intends to select a

Consultancy Firm in accordance with the method of selection

specified in the Data Sheet.

2.2 The Consultancy Firms are invited to submit a Technical

Proposal and a Financial Proposal, as specified in the Data Sheet,

for consulting services required for the assignment named in the

Data Sheet. The Proposal will be the basis for negotiating and

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ultimately signing the Contract with the selected Consultancy

Firm.

2.3 The Consultancy Firms should familiarize themselves

with the local conditions and take them into account in preparing

their Proposals, including attending a pre-proposal conference as

specified in the Data Sheet. Attending any such pre-proposal

conference is optional and is at the Consultancy Firms’ expense.

2.4 MPLRS will timely provide, at no cost to the Consultancy

Firms, the inputs, relevant project data, and reports required for

the preparation of the Consultancy Firm’s Proposal as specified

in the Data Sheet.

3. Conflict of

Interest

3.1 The Consultancy Firm is required to provide professional,

objective, and impartial advice, at all times holding MPLRS’s

interest paramount, strictly avoiding conflicts with other

assignments or its own corporate interest, and acting without any

consideration for future work.

3.2 The Consultancy Firm has an obligation to disclose to

MPLRS any situation of actual or potential conflict that impacts

its capacity to serve the best interest of its MPLRS. Failure to

disclose such situations may lead to the disqualification of the

Consultancy Firm or the termination of its Contract and/or

sanctions by MPLRS.

3.2.1 Without limitation on the generality of the

foregoing, and unless stated otherwise in the Data Sheet, the

Consultancy Firm shall not be hired under the circumstances

set forth below:

a. Conflicting

activities

(i) Conflict between consulting activities and procurement

of goods, works or non-consulting services: a firm that

has been engaged by MPLRS to provide goods, works,

or non-consulting services for a project, or any of its

Affiliates, shall be disqualified from providing

consulting services resulting from or directly related to

those goods, works, or non-consulting services.

Conversely, a firm hired to provide consulting services

for the preparation or implementation of a project, or

any of its Affiliates, shall be disqualified from

subsequently providing goods or works or non-

consulting services resulting from or directly related to

the consulting services for such preparation or

implementation.

b. Conflicting

assignments

(ii) Conflict among consulting assignments: a Consultancy

Firm (including its Experts and Sub-Consultancy

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Firms) or any of its Affiliates shall not be hired for any

assignment that, by its nature, may be in conflict with

another assignment of the Consultancy Firm for the

same or for another MPLRS.

c. Conflicting

relationships

(iii) Relationship with MPLRS’s staff: a Consultancy Firm

(including its Experts and Sub-Consultancy Firms) that

has a close business or family relationship with a staff

of MPLRS who are directly or indirectly involved in

any part of (i) the preparation of the Terms of Reference

for the assignment, (ii) the selection process for the

Contract, or (iii) the supervision of the Contract, may

not be awarded a Contract, unless the conflict stemming

from this relationship has been resolved in a manner

acceptable to MPLRS throughout the selection process

and the execution of the Contract.

4. Unfair

Competitive

Advantage

4.1 Fairness and transparency in the selection process require

that the Consultancy Firms or their Affiliates competing for a

specific assignment do not derive a competitive advantage from

having provided consulting services related to the assignment in

question. Kindly refer the data sheet for the information on

consulting assignment. Consultancy Firms are requested to

contact MPLRS office for any kind of clarification related to this

RFP.

5. Corrupt and

Fraudulent

Practices

5.1 MPLRS requires compliance with GoMP Policy in regard to

corrupt and fraudulent practices.

5.2 In further pursuance of this policy, Consultancy Firm shall

permit MPLRS to inspect documents relating to the submission

of the Proposal and contract performance (in case of an award),

and to have them audited by auditors appointed by MPLRS.

6. Eligibility 6.1 MPLRS permits Consultancy Firms (individuals and

firms, including Joint Ventures and their individual members)

registered in India to offer consulting services.

6.2 Furthermore, it is the Consultancy Firm’s responsibility to

ensure that its Experts, joint venture members, Sub-Consultancy

Firms, sub-contractors, service providers, suppliers and/or their

employees meet the eligibility requirements as established by

MPLRS in this RFP.

a. Restrictions for

Government-

owned

Enterprises

6.3 Government-owned enterprises or institutions shall be

eligible only if they can establish that they (i) are legally and

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financially autonomous, (ii) operate under commercial law, and

(iii) that they are not dependent agencies of MPLRS.

To establish eligibility, the government-owned enterprise or

institution should provide all relevant documents (including its

charter) sufficient to demonstrate that it is a legal entity separate

from the government; it does not currently receive any substantial

subsidies or budget support; it is not obligated to pass on its

surplus to the government; it can acquire rights and liabilities,

borrow funds, and can be liable for repayment of debts and be

declared bankrupt; and it is not competing for a contract to be

awarded by the government department or agency which, under

the applicable laws or regulations, is its reporting or supervisory

authority or has the ability to exercise influence or control over it.

b. Restrictions for

public employees

6.4 Government officials and civil servants are not eligible to be

included as Experts in the Consultancy Firm’s Proposal unless

such engagement does not conflict with any employment or other

laws, regulations, or policies of the GoMP, and they

(i) are on leave of absence without pay, or have resigned or

retired;

(ii) are not being hired by the same agency they were working for

before going on leave of absence without pay, resigning, or

retiring

(in case of resignation or retirement, for a period of at least 6 (six)

months, or the period established by statutory provisions applying

to civil servants or government employees whichever is longer.

Experts who are employed by the government-owned

universities, educational or research institutions are not eligible

unless they have been full time employees of their institutions for

a year or more prior to being included in Consultancy Firm’s

Proposal.; and

(iii) Their hiring would not create a conflict of interest.

B. Preparation of Proposals

7. General

Considerations

7.1 In preparing the Proposal, the Consultancy Firm is expected

to examine the RFP in detail. Material deficiencies in providing

the information requested in the RFP may result in rejection of the

Proposal.

8. Local Condition It shall be deemed that by submitting the Bid, the Consultancy

Firm has:

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8.1 made a complete and careful examination of the Tender

Document;

8.2 received all relevant information requested from MPLRS;

8.3 agreed to be bound by the undertaking provided by it under

and in terms hereof;

8.4 satisfied itself about all matters, things and information

including matters referred to hereinabove necessary and required

for submitting an informed Bid, execution of the Project in

accordance with the Bidding Documents and performance of all

of its obligations there under; and

8.5 Acknowledged and agreed that inadequacy, lack of

completeness or incorrectness of information provided in the

Bidding Documents or ignorance of any of the matters referred to

in hereinabove shall not be a basis for any claim for

compensation, damages, extension of time for performance of its

obligations, loss of profits, etc. from MPLRS or a ground for

termination of the Contract by the Consultancy Firm.

8.6 It will be imperative on Consultancy Firm to fully acquaint

himself with the local conditions which would have any effect on

the performance of the contract and / or the cost.

8.7 Consultancy Firm is expected to obtain for himself, on his own

responsibility all information that may be necessary for preparing

the bid and entering into contract. Obtaining such information

shall be at Consultancy Firm’s own cost.

8.8 It will be imperative for each Consultancy Firm to fully inform

themselves of all legal conditions and factors which may have any

effect on the execution of the contract as described in the Bidding

Documents.

8.9 It is the responsibility of the Consultancy Firm that such

factors have properly been investigated and considered while

submitting the Bid and that no claim whatsoever including those

for financial adjustment to the contract awarded under the Tender

Document will be entertained by the MPLRS and that neither any

change in the time schedule of the contract nor any financial

adjustments arising thereof shall be permitted by the MPLRS on

account of failure of the Consultancy Firm to appraise themselves

of local laws and conditions.

8.10 MPLRS shall not be liable for any omission, mistake or error

in respect of any of the above or on account of any matter or thing

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arising out of or concerning or relating to the tender document or

the Bidding Process.

9. Cost of

Preparation of

Proposal

9.1 The Consultancy Firm shall bear all costs associated with

the preparation and submission of its Proposal, and MPLRS shall

not be responsible or liable for those costs, regardless of the

conduct or outcome of the selection process. MPLRS is not bound

to accept any proposal and reserves the right to annul the selection

process at any time prior to Contract award, without thereby

incurring any liability to the Consultancy Firm.

10. Language 10.1 The Proposal, as well as all correspondence and

documents relating to the Proposal exchanged between the

Consultancy Firm and MPLRS, shall be written in the language(s)


11. Documents

Comprising the

Proposal

11.1 The Proposal shall comprise the documents and forms

listed in the Data Sheet.

11.2 If specified in the Data Sheet, the Consultancy Firm shall

include a statement of an undertaking of the Consultancy Firm to

observe, in competing for and executing a contract, the GoMP

laws against fraud and corruption (including bribery).

11.3 The Consultancy Firm shall furnish information on

commissions, gratuities, and fees, if any, paid or to be paid to

agents or any other party relating to this Proposal and, if awarded,

Contract execution.

12. Only One

Proposal

12.1 The Consultancy Firm (including the individual members

of any Joint Venture) shall submit only one Proposal, either in its

own name or as part of a Joint Venture in another Proposal. If a

Consultancy Firm, including any Joint Venture member, submits

or participates in more than one proposal, all such proposals shall

be disqualified and rejected. This does not, however, preclude a

Sub-Consultancy Firm, or the Consultancy Firm’s staff from

participating as Key Experts and Non-Key Experts in more than

one Proposal when circumstances justify and if stated in the Data

Sheet.

13. Proposal Validity 13.1 The Data Sheet indicates the period during which the

Consultancy Firm’s Proposal must remain valid after the Proposal

submission deadline.

13.2 During this period, the Consultancy Firm shall maintain

its original Proposal without any change, including the

availability of the Key Experts, the proposed rates and the total

price.

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13.3 If it is established that any Key Expert nominated in the

Consultancy Firm’s Proposal was not available at the time of

Proposal submission or was included in the Proposal without

his/her confirmation, such Proposal shall be disqualified and

rejected for further evaluation and may be subject to sanctions in

accordance with Clause 2 of this ITC.

a. Extension of

Validity Period

13.4 MPLRS will make its best effort to complete the

negotiations within the proposal’s validity period. However,

should the need arise, MPLRS may request, by notifying all

Consultancy Firms who submitted Proposals prior to the

submission deadline to extend the Proposals’ validity. Mode of

notifications is specified in the Data Sheet.

13.5 If the Consultancy Firm agrees to extend the validity of its

Proposal, it shall be done without any change in the original

Proposal and with the confirmation of the availability of the Key

Experts.

13.6 The Consultancy Firm has the right to refuse to extend the

validity of its Proposal in which case such Proposal will not be

further evaluated.

b. Substitution of

Key Experts at

Validity

Extension

13.7 If any of the Key Experts become unavailable for the

extended validity period, the Consultancy Firm shall provide a

written adequate justification and evidence satisfactory to

MPLRS together with the substitution request. In such case, a

replacement Key Expert shall have equal or better qualifications

and experience than those of the originally proposed Key Expert.

The technical evaluation score, however, will remain to be based

on the evaluation of the CV of the original Key Expert.

13.8 If the Consultancy Firm fails to provide a replacement Key

Expert with equal or better qualifications, or if the provided

reasons for the replacement or justification are unacceptable to

MPLRS, such Proposal will be rejected.

c. Sub-

Contracting

13.9 The Consultancy Firm shall not subcontract the whole of

the Services.

14. Clarification and

Amendment of

RFP

14.1 The Consultancy Firm may request an online clarification

of any part of the RFP during the period and in accordance with

the procedure indicated in the Data Sheet before the Proposals’

submission deadline. MPLRS will respond online by uploading

the response on the portal (including an explanation of the query

but without identifying its source) for information of all

Consultancy Firms. Should MPLRS deem it necessary to amend

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the RFP as a result of a clarification, it shall do so following the

procedure described below:

14.1.1 At any time before the proposal submission

deadline, MPLRS may amend the RFP by issuing an

amendment online in accordance with procedure described

in Data Sheet. The amendment shall be binding on all

Consultancy Firms.

14.1.2 If the amendment is substantial, MPLRS may

extend the proposal submission deadline to give the

Consultancy Firms reasonable time to take an amendment

into account in their Proposals.

14.2 The Consultancy Firm may submit a modified Proposal or

a modification to any part of it at any time prior to the proposal

submission deadline, online, in accordance with the procedure

described in the Data Sheet. No modifications to the Technical or

Financial Proposal shall be accepted after the deadline.

15. Technical

Proposal Format

and Content

15.1 The Technical Proposal shall not include any financial

information. A Technical Proposal containing material financial

information shall be declared non-responsive.

15.2 Consultancy Firm shall not propose alternative Key

Experts. Only one CV shall be submitted for each Key Expert

position. Failure to comply with this requirement will make the

Proposal non-responsive.

15.3 Depending on the nature of the assignment, the

Consultancy Firm is required to submit proposal as indicated in

the Data Sheet and using the Standard Forms provided in Section

3 of this RFP.

16. Financial

Proposal

16.1 The Financial Proposal shall be prepared using the

Standard Forms provided in Section 4 of the RFP. It shall list all

costs associated with the assignment, including (a) remuneration

for Key Experts and Non-Key Experts as described in the Data

Sheet.

a. Taxes 16.2 The Consultancy Firm and its Sub-Consultancy Firms

and Experts are responsible for meeting all tax liabilities arising

out of the Contract unless stated otherwise in the Data Sheet.

Information on taxes is provided in the Data Sheet.

b. Currency

of

Proposal

16.3 The Consultancy Firm may express the price for its

Services in the currency or currencies as stated in the Data Sheet.

If indicated in the Data Sheet, the portion of the price

representing local cost shall be stated in the national currency.

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c. Currency

of

Payment

16.4 Payment under the Contract shall be made in the currency

or currencies in which the payment is requested in the Proposal.

C. Submission, Opening and Evaluation

17. Submission of

Proposals

17.1 The Consultancy Firm shall submit a digitally signed,

encrypted and complete Proposal comprising the documents and

forms in accordance with Clause 8 (Documents Comprising

Proposal). The submission can be done electronically through

the portal and in accordance with the procedures specified in the

Data Sheet. Proposals submitted by any other means will be

rejected.

17.2 An authorized representative of the Consultancy Firm

shall digitally sign the submission letters in the required format

for both the Technical Proposal and, if applicable, the Financial

Proposal. The authorization shall be in the form of a written

power of attorney scanned and uploaded together with the

Technical Proposal.

17.3 In the case of a Joint Venture, submission letters shall be

signed by all members so as to be legally binding on all members,

or by an authorized representative who has a written power of

attorney signed by each member’s authorized representative. The

submission letters and the power of attorney shall then be

scanned and uploaded together with the Technical Proposal.

17.4 Consultancy Firms should be aware that the electronic

procurement system does not allow for any interlineations,

erasures, or overwriting. Any modifications or revisions to the

Proposal shall be done in accordance with eprocurement system.

17.5 The Proposal or its modifications must be uploaded on

the portal no later than the deadline indicated in the Data Sheet,

or any extension to this deadline. The electronic system will not

accept any Proposal or its modification for uploading after the

deadline.

17.6 Once the Proposal is uploaded on the portal, the system

will generate a unique identification number with the stamped

submission time. The unique identification number with the time

stamp represents an acknowledgement of the Proposal

submission. Any other system’s functionality requirements are


18. Confidentiality 18.1 From the time the Proposals are opened to the time the

Contract is awarded, the Consultancy Firm should not contact

MPLRS on any matter related to its Technical and/or Financial

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Proposal. Information relating to the evaluation of Proposals and

award recommendations shall not be disclosed to the

Consultancy Firms who submitted the Proposals or to any other

party not officially concerned with the process, until the

publication of the Contract award information.

18.2 Any attempt by Consultancy Firms or anyone on behalf

of the Consultancy Firm to influence improperly MPLRS in the

evaluation of the Proposals or Contract award decisions may

result in the rejection of its Proposal and may be subject to the

application of prevailing laws of GoMP.

18.3 Notwithstanding the above provisions, from the time of

the Proposals’ opening to the time of Contract award publication,

if a Consultancy Firm wishes to contact MPLRS or MPLRS on

any matter related to the selection process, it should do so only

in writing.

19. Online Opening of

Technical

Proposals

19.1 MPLRS’s evaluation committee shall conduct the opening

of the Technical Proposals online immediately after the

Proposals’ submission deadline and following the procedure

described in the Data Sheet. The folder with the Financial

Proposal shall remain unopened, encrypted and shall be securely

stored on the portal.

19.2 At the opening of the Technical Proposals the following

shall be read out and recorded online simultaneously: (i) the

name of the Consultancy Firm or, in case of a Joint Venture, the

name of the Joint Venture, the name of the lead member and the

name of other members; (ii) any modifications to the Proposal

submitted prior to proposal submission deadline; and (iii) any

other information deemed appropriate or as indicated in the Data

Sheet.

20. Proposals

Evaluation

20.1 Subject to provision of Clause 15.1 of the ITC, the

evaluators of the Technical Proposals shall have no access to the

Financial Proposals until the technical evaluation is concluded.

20.2 The Consultancy Firm is not permitted to alter or modify

its Proposal in any way after the proposal submission deadline

except as permitted under Clause 13.7 of this ITC. While

evaluating the Proposals, MPLRS will conduct the evaluation

solely on the basis of the submitted Technical and Financial

Proposals.

21. Evaluation of

Technical

Proposals

21.1 MPLRS’s evaluation committee shall evaluate the

Technical Proposals on the basis of their responsiveness to the

Terms of Reference and the RFP, applying the evaluation

16 | P a g e

criteria, sub-criteria, and point system specified in the Data

Sheet. Each responsive Proposal will be given a technical score.

A Proposal shall be rejected at this stage if it does not respond to

important aspects of the RFP or if it fails to achieve the minimum

technical score indicated in the Data Sheet.

22. Online Opening of

Financial

Proposals (for

QCBS)

22.1 After the technical evaluation is completed, MPLRS shall

notify those Consultancy Firms whose Proposals were

considered non-responsive to the RFP and TOR or did not meet

the minimum qualifying technical score by sending a notification

through the means indicated in the Data Sheet. The notification

shall also include information relating to the Consultancy Firm’s

overall technical score, as well as scores obtained for each

criterion and sub-criterion.

22.2 Financial Proposals of those Consultancy Firms whose

Technical Proposals did not meet the minimum qualifying score

shall not be opened. In such case, a notification to that effect will

be sent to the Consultancy Firm. MPLRS shall simultaneously

notify those Consultancy Firms that have achieved the minimum

overall technical score and inform them of the date, time and, if

indicated in the Data Sheet, location for online opening of the

Financial Proposals. The Consultancy Firm’s attendance at the

opening of the Financial Proposals (online, or in person, if such

option is indicated in the Data Sheet) is optional and is at the

Consultancy Firm’s choice. If the Data Sheet provides an option

of attending in person, the opening date should allow the

Consultancy Firms sufficient time to make arrangements for

attending the opening.

22.3 The Financial Proposals shall be opened online by

MPLRS’s evaluation committee as described in the Data Sheet.

At the opening, the names of the Consultancy Firms, and the

overall technical scores, including the break-down by criterion,

shall be read aloud first and recorded online simultaneously. The

Financial Proposals shall be then opened, the total prices read

aloud and recorded online simultaneously. The records of the

opening shall remain on the portal for the information of the

Consultancy Firms who submitted Proposals and MPLRS unless

the Data Sheet provides for other means of sending notifications

and the results of the financial opening.

23. Correction of

Errors

23.1 Activities and items described in the Technical Proposal but

not priced in the Financial Proposal, shall be assumed to be

included in the prices of other activities or items, and no

corrections are made to the Financial Proposal.

17 | P a g e

Lump-Sum Contracts

23.2 The Consultancy Firm is deemed to have included all prices

in the Financial Proposal, so neither arithmetical corrections nor

price adjustments shall be made. The total price, net of taxes

understood as per Clause ITC 24 below, specified in the

Financial Proposal (Form FIN-1) shall be considered as the

offered price.

24. Taxes 24.1 MPLRS’s evaluation of the Consultancy Firm’s Financial

Proposal shall exclude taxes and duties in accordance with the

instructions in the Data Sheet.

25. Quality- and Cost-

Based Selection

(QCBS)

25.1 In the case of QCBS, the total score is calculated by

weighting the technical and financial scores and adding them as

per the formula and instructions in the Data Sheet. The

Consultancy Firm achieving the highest combined technical and

financial score will be invited for negotiations.

D. Negotiations and Award

26. Negotiations 26.1 The negotiations will be held at the date and address

indicated in the Data Sheet with the Consultancy Firm’s

representative(s) who must have written power of attorney to

negotiate and shall sign a Contract on behalf of the Consultancy

Firm.

26.2 MPLRS shall prepare minutes of negotiations that are

signed by MPLRS and the Consultancy Firm’s authorized

representative.

a. Availability of

Key Experts

26.3 The invited Consultancy Firm shall confirm the availability

of all Key Experts included in the Proposal as a pre-requisite to

the negotiations, or, if applicable, a replacement in accordance

with Clause 13 of the ITC. Failure to confirm the Key Experts’

availability may result in the rejection of the Consultancy Firm’s

Proposal and MPLRS proceeding to negotiate the Contract with

the next-ranked Consultancy Firm.

26.4 Notwithstanding the above, the substitution of Key Experts

at the negotiations may be considered if due solely to

circumstances outside the reasonable control of and not

foreseeable by the Consultancy Firm, including but not limited

to death or medical incapacity. In such case, the Consultancy

Firm shall offer a substitute Key Expert within the period of time

specified in the letter of invitation to negotiate the Contract, who

shall have equivalent or better qualifications and experience than

the original candidate.

b. Technical

negotiations

26.5 The negotiations include discussions of the Terms of

Reference (TORs), the proposed methodology, MPLRS’s inputs,

18 | P a g e

the special conditions of the Contract, and finalizing the

“Description of Services” part of the Contract. These discussions

shall not substantially alter the original scope of services under

the TOR or the terms of the contract, lest the quality of the final

product, its price, or the relevance of the initial evaluation be

affected.

c. Financial

negotiations

26.6 The negotiations include the clarification of the

Consultancy Firm’s tax liability and how it should be reflected

in the Contract.

26.7 If the selection method included cost as a factor in the

evaluation, the total price stated in the Financial Proposal for a

Lump-Sum contract shall not be negotiated.

27. Conclusion of

Negotiations

27.1 The negotiations are concluded with a review of the

finalized draft Contract, which then shall be initialed by MPLRS

and the Consultancy Firm’s authorized representative.

27.2 If the negotiations fail, MPLRS shall inform the

Consultancy Firm in writing of all pending issues and

disagreements and provide a final opportunity to the Consultancy

Firm to respond. If disagreement persists, MPLRS shall

terminate the negotiations informing the Consultancy Firm of the

reasons for doing so. After having obtained MPLRS’s no

objection, MPLRS will invite the next-ranked Consultancy Firm

to negotiate a Contract. Once MPLRS commences negotiations

with the next-ranked Consultancy Firm, MPLRS shall not reopen

the earlier negotiations.

28. Award of Contract 28.1 After completing the negotiations MPLRS shall sign the

Contract; promptly notify the other Consultancy Firms and

publish the award as per the instructions in the Data Sheet.

28.2 The Consultancy Firm is expected to commence the

assignment on the date and at the location specified in the Data

Sheet.

19 | P a g e

Instructions to Consultancy Firms

E. Data Sheet

A. General

ITC

Clause

Reference

1 The name of the assignment is:

Selection of Consultancy firm to provide Project Management Support and

Consultant to MPLRS

2 Method of Selection:

Quality & Cost Based Selection (70:30)

3 Consortium is not allowed.

4 Financial Proposal to be submitted together with Technical Proposal:

Yes

5 Start date for Purchase of RFP: 20/03/2018 at 11.00 hours

6 A pre-proposal conference will be held: Yes

Date of pre-proposal conference: 02.04.2018

Time: 10.30 AM

Address:

Madhya Pradesh Land Record Society Office of the Principal Revenue Commissioner

Revenue Building, Arera Hills Bhopal - 462011, M.P (India)

Tel.: 07552550972

email: [email protected] , [email protected]

Contact person:



0751-2441200, Fax No.2441202,

Email – [email protected]



7 1. Consultancy Firms are requested to visit the following URL for more

information.

https://www.mpeproc.gov.in/



20 | P a g e

2. Details of project can be found in the ToR.

3. Agencies are requested to contact MPLRS office for any kind of

clarification, information on the project.

B. Preparation of Proposals

8 This RFP has been issued in the English language.

Proposals shall be submitted in English language.

All correspondence exchange shall be in English language.

9 The Proposal shall comprise the following:

1. Pre-Qualification Proposal:

(1) Checklist of Pre-Qualification Compliance

(2) Documentary Evidence of Pre-Qualification Compliance

2. Technical Proposal:

(1) Power of Attorney to sign the Proposal

(2) TECH-1

(3) TECH-2

(4) TECH-3

(5) TECH-4

(6) TECH-5

(7) TECH-6

3. Financial Proposal:

(1) FIN-1

(2) FIN-2

(3) FIN -3

10 Statement of Undertaking is required

Yes, As per the covering letter of Technical proposal

11 Important Dates: -

S# Activity Date/Time

1 Last date for Purchase of RFP 10/04/2018 at 2.59 PM

2 Last date of submission of Proposal 10/04/2018 at 3.00 PM

3 Date of opening of Pre-Qualification Bid 10/04/2018 at 3.30 PM

4 Date of opening of Technical Bid 16/04/2018 at 4.00 PM

5 Date of opening of Financial Bid To be Intimated

6 Expected date of Signing of Contract 26/04/2018

21 | P a g e

12 Participation of Sub-Consultancy Firms, Key Experts and Non-Key Experts in

more than one Proposal is permissible;

No

13 Proposals must remain valid for 120 calendar days after the proposal

submission deadline (i.e., until: 08.08.2018).

In case MPLRS feels that the proposal validity should be extended in order to

get formal approval and go-ahead. MPLRS will send a confirmation mail to

all Consultancy Firms.

14 All Consultancy Firms may send their consent via email to extend the validity

of proposal for another 30 days.

15 Clarifications may be requested no later than 10 days prior to the submission

deadline.

All requests for clarifications in MS Excel formal shall be made via email:

[email protected], [email protected]

Format of clarification

S# RFP reference /

Page no.

RFP Clause Clarification Sought /

Query

Clarifications sent through any other medium and format shall not be

accepted.

16 Online submission of modifications by the Consultancy Firm are as per the

process defined in https://www.mpeproc.gov.in.

17 Project Duration: 60 months from the date of signing of contract.

18 Consultancy Firms may associate with

(a) Non-Consultancy Firm(s): No

or

(b) Other Consultancy Firms: No

19

Estimated input of Experts’ time-input: 660 person-months.

20 Submission of the Pre-Qualification Proposal, Technical Proposal and

Financial Proposal in a wrong format may lead to the Proposal being deemed

non-responsive to the RFP requirements.


22 | P a g e

21 “Information on the Consultancy Firm’s tax obligations can be found

http://www.incometaxindia.gov.in and http://www.mp.gov.in/.

C. Submission, Opening and Evaluation

22 Consultancy Firms shall submit their Proposals electronically on the

portal: www.mpeproc.gov.in.

For participation in e-tendering, it is mandatory for prospective

Consultancy Firms to get registered on website www.mpeproc.gov.in.

Therefore, it is advised to all prospective Consultancy Firms to get

registration by making on line registration fees payment at the earliest.

Tender documents can be downloaded from website

www.mpeproc.gov.in. However, the tender document of those

Consultancy Firms shall be acceptable who have made online payment for

the tender documents fee of Rs 5,000/- (Rs Five Thousand only) +

processing fee as applicable (non-refundable) to be paid online through

the eProcurement portal (website www.mpeproc.gov.in), without which

bids will not be accepted.

Service and gateway charges shall be borne by the Consultancy Firms.

23 Earnest Money Deposit (EMD)

Consultancy Firms shall submit an EMD of Rs, 2 Lakh online through the

eProcurement portal (website www.mpeproc.gov.in) or submit a Demand

Draft.

Copy of proof of online EMD submission, shall be submitted with

Technical Bid.

In case of Demand Draft, a scanned copy of Demand Draft shall be

submitted with Technical Bid.

Hard copy of Demand Draft shall be submitted before date & time of Bid

opening.

The bid will be disqualified if the EMD is not submitted within the

stipulated timeline. Unsuccessful Consultancy Firms’s EMD will be

released as promptly as possible, but not later than 90 days after the award

of the contract to the successful Consultancy Firm.

The EMD may be forfeited in following cases:

If a Consultancy Firm withdraws his bid or increases his quoted prices

during the period of bid validity or its extended period, if any; or

http://www.incometaxindia.gov.in/




23 | P a g e

In the case of a successful Consultancy Firm if it fails within the specified

time limit to sign the Agreement.

24 Performance Bank Guarantee

The selected Consultancy Firm shall at his own expense, deposit with

MPLRS, within Fifteen (15) working days of the; date of notice of award

(LoI) or prior to signing of the contract, whichever is earlier, an

unconditional and irrevocable Performance Bank Guarantee (PBG) from

a Scheduled/ nationalized Bank of a value equivalent to 10% of the

Contract Value of first year only, acceptable to MPLRS, for the due

performance and fulfilment of the contract by the successful Consulting

Firm.

Performance Bank Guarantee shall be submitted at the beginning of every

year and before the expiry of previously submitted Bank Guarantee.

Performance Bank Guarantee should be valid up to 3 Months beyond the

contract period.

Performance Bank Guarantee may be forfeited by the MPLRS,

o If the Successful Consultancy Firm fails to perform within the

period(s) specified in the Contract, or within any extension thereof

granted by the MPLRS pursuant to conditions of contract clause or

if the Successful Consultancy Firm fails to perform any other

obligation(s) under the Contract.

o Except as provided above, a delay by the successful Consultancy

Firm in the performance of its delivery obligations shall render the

successful Consultancy Firm liable to the imposition of liquidated

damages pursuant to conditions of Contract. The selected

Consultancy Firm shall indemnify MPLRS in case any of the

resources deployed by them damages the equipment, assets etc.

owned by MPLRS. Further, without prejudice to its other remedies

under the Contract, the contract can be terminated by MPLRS and

the Performance Bank Guarantee can be forfeited.

25 The Proposals must be submitted online no later than:

Date: 10-04-2018

Time: 15.00 hr India Standard Time (i.e. 3.00 PM)

26 For participation in e-tendering, it is mandatory for prospective

Consultancy Firms to get registration on website www.mpeproc.gov.in.

Therefore, it is advised to all prospective Consultancy Firms to get

registration by making on line registration fees payment at the earliest.


24 | P a g e

Tender documents can be purchased only online and can be downloaded

from website www.mpeproc.gov.in by making online payment for the

tender documents fee.

Service and gateway charges shall be borne by the Consultancy Firms.

Since the Consultancy Firms are required to sign their bids online using

class – III Digital Signature Certificate, they are advised to obtain the same

at the earliest.

For further information regarding issue of Digital Signature Certificate,

the Consultancy Firms are requested to visit website www.mpeproc.gov.in

. Please note that it may take up to 7 to 10 working days for issue of Digital

Signature Certificate. MPLRS will not be responsible for delay in issue of

Digital Signature Certificate.

If a Consultancy Firm is bidding first time through e-tendering, then it is

obligatory on the part of Consultancy Firm to fulfil all formalities such as

registration, obtaining Digital Signature Certificate etc. well in advance.

Consultancy Firms are requested to visit our e-tendering website regularly

for any clarification and / or due date extension.

Consultancy Firms must positively complete online e-tendering procedure

at www.mpeproc.gov.in

For any type of clarification Consultancy Firms can / visit

www.mpeproc.gov.in and held desk contract no. 18002588684 Mail id:

[email protected] Support timings: Monday to Saturday

from 10:00 AM to 7:00 PM.

Interested Consultancy Firms may attend the free training programme in

Bhopal at their own cost. For further query please contact help desk.

27 Consultancy Firms are requested to upload the relevant documents in the

space provided at MP eProcurement Portal.

1. Pre-qualification Proposal.

2. Technical Proposal.

3. Financial Proposal.

An online opening of the Pre-Qualification, Technical and Financial

Proposals will be conducted.

28 The procedure for online opening of Proposals can be seen at

www.mpeproc.gov.in

Consultancy Firms have an option to attend the opening of the Pre-

Qualification, Technical and Financial Proposals in person.

The opening shall take place at:

Online from MPLRS (Madhya Pradesh Land Record Society) office

Madhya Pradesh Land Record Society Office of the Principal Revenue Commissioner







25 | P a g e

Tel.: 07552550972

Date: same as the submission deadline indicated in 24. (i.e. 10-04-2018)

Time: 15:30 local time (i.e. 3.30 PM)

29 Contact Person: Chief Executive Officer, MPLRS

Address of Communication:




Moti Mahal, Gwalior (M.P.), PIN - 474007 0751-2441200, Fax No.2441202,

Email – [email protected]



30 Pre-Qualification (Mandatory) Criteria for compliance:

All Consultancy Firms should comply the following Pre-qualification criteria.

Consultancy Firms are requested to upload the relevant forms and supporting

documents against each criterion. The Consultancy Firms should possess the

requisite experience, strength and capabilities to meet the requirements as

described in the Bidding document. Keeping in view the complexity & volume

of the work involved, the following criteria are prescribed as pre-qualification

criteria for Consulting Firms interested in undertaking the project.

S# Pre-qualification Criteria Document to be

submitted

1. For the purpose of this RFP document,

a Consultancy Firm shall mean a

company registered in India under the

Companies Act, 1956 or a partnership

firm registered under the Limited

Liability Partnership Act of 2008 and

operating from the last 5 years as of

December 31, 2017 in India.

Certificate of

Incorporation,

Memorandum,

Articles of

Associations

2. 2.1 The Consultancy Firm should have

Minimum Average Annual turnover of

Rs. 50 crores from Consulting and IT

Business in India during the last three

Financial Years (FY16-17, FY 15-16

and FY14-15).

Chartered Accountant

certificate for Average

Annual Turnover and

PAT should be

attached.


26 | P a g e

2.2 The Consultancy Firm should have

positive PAT (Profit After Tax) during

the last 3 financial year (16-17, 15-16

and 14-15).

3. 3 consultancy projects completed with

minimum 6-month duration to any

Central, State Government Departments

or PSUs in India involving Government

Process Reengineering, Simplification

of procedures or Implementation of

Information Communication

Technology in government System of

value Rs. 75 Lakh cumulative for all 3.

Project citation as per

the format Tech-6, and

completion certificate

for completed project

from client or self-

certificate for ongoing

projects.

4. The Consultancy Firm must have on its

payroll at least 100 technically qualified

professionals in the area of Government

Consulting, IT Systems Design and

Development, Technology Solutioning

and Business Intelligence combined.

Declaration from HR

as per Annexure.

5. The Consultancy Firm shall not be

under a declaration of ineligibility for

corrupt or fraudulent practices or

blacklisted with any of the Government

agency in India during the last three

years as on the last date of submission

of bid.

Declaration in this

regard by the

authorized signatory

of the Consultancy

Firm should be

attached.

31 a) Technical Proposals of only those Consultancy Firms who have been

found to be in compliance with the Pre-Qualification Criteria and

submitted the EMD would be taken up by the MPLRS for further

evaluation. The Consultancy Firms who do not meet the pre-

qualification criteria will not be taken up for further evaluation.

b) The Evaluation Committee based on technical evaluation framework

mentioned in the table below shall evaluate each proposal and allot

technical score as per the Technical criteria.

c) In the technical evaluation, it is mandatory for the Consultancy Firms

to score at least 70% of the marks to be qualified to be considered for

Financial Evaluation. Those Consultancy Firms who fail to attain this

minimum score shall be technically disqualified and shall not be

considered for further evaluation.

27 | P a g e

32 In addition, the following information will be read aloud at the opening of the

Technical Proposals:

1. Name of participating Consultancy Firms.

2. Last date of Proposal Submission.

33 Criteria, sub-criteria, and point system for the evaluation of the Technical

Proposals are:

S# Evaluation Criteria Points

(i) One project management support experience related to;

Digitization of Land Parcels Using;

mapping Software (Re-creating digitized village

or Town Map. (Property Number / Land

Identification Number/ Survey Number)

Use of GIS on Land Administration

Land Records Computerization or

Scanning and Indexing of Documents related to

Land Record or Revenue Department

5

(ii) Adequacy and quality of the proposed methodology, and

work plan in responding to the Terms of Reference.

Adequacy of approach: 10 Marks

Adequacy of Methodology: 10 Marks

Ensuring Quality of Deliverables: 10 Marks

Work Plan: 5 Marks

Value Addition: 5 Marks

40

(iii) Key Experts’ evaluation for the Assignment:

Key

Expert Position Marks

K-1 Principal Consultant – (Program

Management): PMU Head

12

K-2 Principal Consultant – GPR 8

K-3 Senior Consultant (Technology

Management): GIS (Data, Survey,

Mapping)

8


Management): Remote Sensing

8


Management): Application

Development

8

K-6 Senior Consultant (Legal) 8

{Notes to Consultancy Firm: Each position number

corresponds to the same for Key Experts in Form

TECH-5 to be prepared by the Consultancy Firm. For

each position above one resource is required.}

52

28 | P a g e

Responsiveness of the proposal

Compliance of scope of work in the approach &

Methodology.

Compliance of information provided as per the

format.

Provision of checklist and indexing of information.

3

Total Marks 100

Total Points for the above criteria: 100

The minimum technical score (St) required to pass is: 70

34 Rating /Marking of Overall Approach and Methodology for the project:

S# Head Sub-criteria Requirements Rating / Marks

1 Adequacy of

approach

Methodology

Quality of

Deliverables

Understanding of the

objective of

Assignment.

Completeness and

Responsiveness.

Clarity on Activities.

Proposed Methodology

Appropriateness for the

assignment.

Creativeness &

Innovation Proposed.

Ensuring Timelines of

Output.

Flexibility and

Adaptability.

Use of well-established

Quality Management

System during the

project execution.

Excellent: 10 Marks

Good: 8 Marks

Average: 6 Marks

Below Average: 4

Marks

2 Work Plan

Value

addition

Project Work Plan with

Activities.

Resource’s work

Assignment.

Use of support resources.

Value Addition by the

firm

Excellent: 5 Marks

Good: 4 Marks

Average: 3 Marks

Below Average: 2

Marks

Rating definitions for each sub-criterion are explained as under: -

Excellent- The proposal exceeds the sub-criteria requirements.

Good- The proposal fully meets the sub-criteria requirement.

Average-The proposal adequately meets the sub-criteria

requirements, but there are minor deficiencies.

29 | P a g e

Below average-The proposal has significant deficiencies against the

sub-criteria requirements that will probably impact negatively on

implementation of the assignments.

35 Evaluation Matrix of Key Expert;

Key

Expert

Position Marking Matrix Total

Marks

1 Principal

Consultant –

(Program

Managemen

t): PMU

Head

Certificatio

n

PMP/ PRINCE 2/ ITIL 1

Marks

Relevant

Experience

Equal to 8 Year: 0 M

For additional every year:

1 Mark

Maximum: 4 Marks

4

Marks

Relevant

Assignmen

t

eGovernance reforms

project experience

Equal to 1 projects: 0 M

For additional every

project: 1 Mark,

Maximum 4 Mark

4

Marks

Land

and/or

Revenue

Sector

Reform

Related

Assignmen

t

Land and/or Revenue

Sector reform project

experience

Equal to 1 projects: 1

Mark

Then, For additional

every project: 0.5M,

Maximum 1 Mark

2

Marks

Working

level

fluency in

Hindi

language

Knowledge of

government working in

Hindi language

(Project Experience of

Hindi Language State)

1

Marks

12

2 Principal

Consultant –

GPR

Certification PMP/PRINCE 2/ITIL 1 Mark

Relevant

Experience


For additional every year:

1 Mark

Maximum 3 Mark

3 Marks

Relevant

Assignment

GPR in government

system project experience

Equal to 1 projects: 0 M


project: 1 Mark,

Maximum 3 Mark

3 Marks

Working

level fluency

in Hindi

language

Knowledge of


Hindi language (Project

Experience of Hindi

Language State)

1 Marks

8

3 Senior

Consultant

8

30 | P a g e

(Technology

Managemen

t) GIS

(Data,

Survey,

Mapping)

Certification Industry Certification

on GIS Technologies

1

Marks

Relevant

Experience:

Technology

Implementat

ion



year: 1 Mark

Maximum: 3 Marks

3

Marks

Relevant

Assignment

GIS (Data,

Survey,

Mapping)

eGovernance reforms

project experience


M


every project: 1 Mark,

Maximum 2 Mark

3

Marks

Working

level fluency

in Hindi

language

Knowledge of



Experience of Hindi

Language State)

1

Marks

4 Senior

Consultant

(Technology

Managemen

t): Remote

Sensing


on GIS Technologies

1

Marks

Relevant

Experience:

Technology

Implementat

ion



year: 1 Mark

Maximum: 3 Marks

3

Marks

Relevant

Assignment

GIS

(Remote

Sensing)

eGovernance reforms

project experience


M



Maximum 2 Mark

3

Marks

Working

level fluency

in Hindi

language

Knowledge of



Experience of Hindi

Language State)

1

Marks

8

5 Senior

Consultant

(Technology

Managemen

t)

Application

Developmen

t


on web/Software

Technologies

1

Marks

Relevant

Experience:

Technology

Implementat

ion



year: 1 Mark

Maximum: 3 Marks

3

Marks

Relevant

Assignment:

Application

Developmen

t

eGovernance reforms

project experience


M

3

Marks

8

31 | P a g e



Maximum 2 Mark

Working

level fluency

in Hindi

language

Knowledge of



Experience of Hindi

Language State)

1

Marks

6 Senior

Consultant:

(Legal)

Relevant

Experience



every year: 1 Mark,

Maximum: 3 Marks.

4 Marks

Relevant

Assignmen

t

Public/Government

Sector experience of

minimum six-month

duration for each

project;

1 Projects: 2 Marks

2 or More Projects: 3

Marks

3 Marks

Working

level

fluency in

Hindi

language

Knowledge of


Hindi language

(One project

Experience of Hindi

Language State)

1 Marks

8

36 Notifications to the Consultancy Firms will be sent as following:

(a) Consultancy Firms whose Proposals were considered non-responsive or

did not meet the minimum qualifying technical score will be informed via

email.

(b) Consultancy Firms who have passed the minimum technical score will be

invited to the opening of the Financial Proposal via email.

(c) Consultancy Firms can participate in the Financial Proposal opening in

person. The address, date and time of opening of Financial Proposal will be

send on email.

37 The online opening procedure shall be as following:

The procedure for online opening of Technical Proposals can be seen at

www.mpeproc.gov.in

The procedure for notifying the Consultancy Firms on the results of the

Financial opening shall be through email.

32 | P a g e

Consultancy Firms can participate in the Financial Proposal opening in

person. The address, date and time of opening of Financial Proposal will be

send on email.

38 MPLRS will exclude taxes for the purpose of the evaluation.

Taxes as per prevailing rates, levied on the consultancy firm’s invoices

shall be paid at the time of payments.

39 The single currency for all prices expressed is: Indian Rupee (INR)

40

The lowest evaluated Financial Proposal (Fm) is given the maximum

financial score (Sf) of 100.

The formula for determining the financial scores (Sf) of all other Proposals

is calculated as following:

Sf = 100 x Fm/ F, in which “Sf” is the financial score, “Fm” is the lowest

price, and “F” the price of the proposal under consideration.

The weights given to the Technical (T) and Financial (P) Proposals are:

T = 70, and

P = 30

Proposals are ranked according to their combined technical (St) and financial

(Sf) scores using the weights (T = the weight given to the Technical Proposal;

P = the weight given to the Financial Proposal; T + P = 1) as following: S =

St x T% + Sf x P%.

D. Negotiations and Award

41 Expected date and address for contract negotiations:

Date: 23.04.2018

Address: Madhya Pradesh Land Record Society (MPLRS)

Office of the Principal Revenue Commissioner


42 Procedure for notifying unsuccessful Consultancy Firms and for

publishing the contract award information is as following:

Following the award, completion of the contract negotiations and contract

signing, other Consultancy Firms will be notified through email.

43 Expected date for the commencement of the Services:

Date: The date of signing of contract 26-04-2018 at: MPLRS Office Bhopal

Section 3. Technical Proposal – Standard Forms

{Notes to Consultancy Firm shown in brackets { } throughout Section 3 provide guidance to

the Consultancy Firm to prepare the Technical Proposal; they should not appear on the

Proposals to be submitted.}

CHECKLIST OF REQUIRED FORMS

All pages of the Technical and Financial Proposal shall be initialled and sealed by the

same authorized representative of the Consultancy Firm who signs the Proposal.

Checklist of forms should be provided at the beginning of proposal.

All pages of the proposal should be numbered and Table of Content should be

provided.

S# FORM DESCRIPTION

1 TECH-1 Technical Proposal Submission Form.

2 TECH-2 Power of Attorney (As per the enclosed format)

3 TECH-3 Description of the Approach, Methodology, and Work Plan

for Performing the Assignment

4 TECH-4 Work Schedule and Planning for Deliverables

5 TECH-5 Team Composition, Curriculum Vitae (CV)

6 TECH-6 Project Implementation Strength

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FORM TECH-1

TECHNICAL PROPOSAL SUBMISSION FORM

{Bhopal, Date}

To:




Moti Mahal, Gwalior (M.P.), PIN - 474007

Dear Sir:

We, the undersigned, offer to provide the consulting services to MPLRS in accordance

with your RFP No.: MPCLR/2017-18/07 dated 20.03.2018 and our Proposal. “We are hereby

submitting our Proposal, which includes this Technical Proposal and a Financial Proposal.”

We hereby declare that:

(a) All the information and statements made in this Proposal are true and we accept

that any misinterpretation or misrepresentation contained in this Proposal may

lead to our disqualification by MPLRS and/or may be sanctioned by MPLRS.

(b) Our Proposal shall be valid and remain binding upon us for the period of time

specified in the Data Sheet, Clause 12.1.

(c) We have no conflict of interest in accordance with ITC 3.

(d) We meet the eligibility requirements as stated in ITC 6, and we confirm our

understanding of our obligation to abide by the policy in regard to corrupt and

fraudulent practices as per ITC 5.

(e) In competing for (and, if the award is made to us, in executing) the Contract, we

undertake to observe the laws against fraud and corruption, including bribery, in

force.

(f) Except as stated in the ITC, Clause 26, we undertake to negotiate a Contract on

the basis of the proposed Key Experts and approach and methodology. We

accept that the substitution of Key Experts for reasons other than those stated in

ITC Clause 13 and ITC Clause 26 may lead to the termination of Contract

negotiations.

35 | P a g e

(g) Our Proposal is binding upon us and subject to any modifications resulting from

the Contract negotiations.

We undertake, if our Proposal is accepted and the Contract is signed, to initiate the

Services related to the assignment no later than the date indicated in Clause 41 of the Data

Sheet.

We understand that MPLRS is not bound to accept any Proposal that MPLRS receives.

We remain,

Yours sincerely,

Authorized Signature:

Name and Title of Signatory:

Name of Consultancy Firm (company’s name):

In the capacity of:

Address:

Contact information (phone and e-mail):

36 | P a g e

FORM TECH -2

Power of Attorney

Know all men by these presents, we, …………………………… (name of the firm and address

of the registered office) do hereby irrevocably constitute, nominate, appoint and authorize Mr.

/ Ms (Name), son/daughter/wife of ……………………………… and presently residing at

………………………………….., who is presently employed with us, holding the position of

………………………….., as our true and lawful attorney (hereinafter referred to as the

“Attorney”) to do in our name and on our behalf, all such acts, deeds and things as are necessary

or required in connection with or incidental to submission of our bid for MPLRS, including but

not limited to signing and submission of all applications, bids and other documents and writings,

participate in Consultancy Firms' and other conferences and providing information / responses

to the MPLRS, representing us in all matters before MPLRS, signing and execution of all

contracts and undertakings consequent to acceptance of our bid, and generally dealing with the

MPLRS in all matters in connection with or relating to or arising out of our bid for the said

Project and/or upon award thereof to us and/or till the entering into of the agreement with

MPLRS.

AND we do hereby agree to ratify and confirm all acts, deeds and things done or caused to be

done by our said Attorney pursuant to and in exercise of the powers conferred by this Power of

Attorney and that all acts, deeds and things done by our said Attorney in exercise of the powers

hereby conferred shall and shall always be deemed to have been done by us.

IN WITNESS WHEREOF WE, …………………………..., THE ABOVE-NAMED

PRINCIPAL HAVE EXECUTED THIS POWER OF ATTORNEY ON THIS

……………………… DAY OF ……………………., 20. ….

For…………………………….

(Signature, name, designation and

address)

Witnesses:

1. …………………...

2. …………………….

Accepted Notarized

(Signature, name, designation and

address of the Attorney)

37 | P a g e

Notes:

The mode of execution of the Power of Attorney should be in accordance with the procedure,

if any, laid down by the applicable law and the charter documents of the executant(s) and when

it is so required, the same should be under common seal affixed in accordance with the required

procedure.

Wherever required, the Consultancy Firm should submit for verification the extract of the

charter documents and documents such as a board or shareholders resolution/ power of attorney

in favor of the person executing this Power of Attorney for the delegation of power hereunder

on behalf of the Consultancy Firm.

38 | P a g e

FORM TECH-3

DESCRIPTION OF APPROACH, METHODOLOGY, AND WORK PLAN FOR

PERFORMING THE ASSIGNMENT

Form TECH-4: a description of the approach, methodology, and work plan for performing the

assignment, including a detailed description of the proposed methodology and staffing

requirements.

{Suggested structure of your Technical Proposal}

a) Consultancy Firm’s Understanding of requirements, Current Status of different projects,

ICT intervention and GPR intervention needs, importance of integration of different

projects, External interfaces and role of PMU.

b) Technical Approach, Methodology, and Organization of the Consultancy Firm’s

team. {The technical approach and the methodology you would adopt for implementing

the tasks to deliver the expected output(s); the degree of detail of such output; Planning

of Quality Control Parameters, Reporting Structure, Risk and Mitigation plan(s), Value

addition by consultancy firm and structure and composition of your team. Please do not

repeat/copy the TORs in here.}

b) Draft Work Plan and Staffing. {Please outline the draft plan for the implementation of

the main activities/tasks of the assignment, their content and duration, phasing and

interrelations, Quality Control, milestones (including interim approvals by MPLRS),

and tentative delivery dates of the reports. The proposed work plan should be consistent

with the technical approach and methodology, showing understanding of the TOR and

ability to translate them into a feasible working plan and work schedule showing the

assigned tasks for each expert. A list of the final documents/applications/ databases/

learning manuals (including reports) to be delivered as final output(s) should be

included here. The work plan should be consistent with the Work Schedule Form.}

c) Comments (on the TOR and on counterpart staff and facilities)

{Your suggestions should be concise and to the point and incorporated in your Proposal.

Please also include comments, if any, on counterpart staff and facilities to be provided

by MPLRS. For example, administrative support, office space, local transportation,

equipment, data, background reports, etc.}

39 | P a g e

FORM TECH-4

DRAFT WORK SCHEDULE AND PLANNING FOR DELIVERABLES

N° Deliverables Proposed 1 (D-.) Months

1 2 3 4 5 6 7 8 9 ..... n TOTAL

D-1 {e.g., Deliverable #1: Report A

1) data collection

2) drafting

3) inception report

4) incorporating comments

5) .........................................

6) delivery of final report to MPLRS}

D-2 {e.g., Deliverable #2: ...............}

n

1 List the deliverables with the breakdown for activities required to produce them and other benchmarks such as MPLRS’s approvals. For phased assignments,

indicate the activities, delivery of reports, and benchmarks separately for each phase. 2 Duration of activities shall be indicated in a form of a bar chart. 3. Include a legend, if necessary, to help read the chart.

FORM TECH-5

CURRICULUM VITAE (CV)

1. Name of Staff :

2. Proposed Position :

3. Employer: :

4. Date of Birth: : DD/MM/YYYY Nationality:

5. Education

S# Degree/certificate or

other specialized

education obtained

School, college

and/or University

Attended

Degree/certificate

Issuing University/

Board/ Agency

Year

Obtained

6. Professional Certification or Membership in Professional Associations:

7. Other Relevant Training/ Certification:

8. Languages Known:

Language Read Write Speak

9. Employment Record:

From [Year/Month]: To

Employer:

Positions held:

41 | P a g e

11. Detailed Tasks Assigned [List all tasks to be performed under this assignment]:

12. Work Undertaken that Best Illustrates Capability to Handle the Tasks Assigned Assignment 1

1 Name of assignment or

project:

2 Year

3 Name of Client &

Location

4 Main project features

5

Positions held

6 Activities performed

(List all deliverables

/tasks as in TECH- 5 in

which the Expert was

involved)

Certification: I, the undersigned, certify that to the best of my knowledge and belief, this CV

correctly describes myself, my qualifications, and my experience, and I am available to

undertake the assignment in case of an award. I understand that any misstatement or

misrepresentation described herein may lead to my disqualification or dismissal by MPLRS,

and/or sanctions by MPLRS.

{Day/month/year}

Name of Expert Signature Date

{Day/month/year}

Name of authorized Signature Date

Representative of the Consultancy Firm

(the same who signs the Proposal)

42 | P a g e

FORM TECH-6

PROJECT IMPLEMENTATION STRENGTH

1. Assignment name: 2. Approx. Value of Services:

3. Name of State/UT: 4. Duration of assignment (months):

5. Name of Client: 6. Address of Client Location where services

delivered:

7. Contact Person,

Title/Designation, Tel. No.:

8. No. of professional staff-months provided by

your firm/organization:

9. Start date (month/year): 10. Completion date (month/year):

11. Status of Project: Completed/ Ongoing

12. Description of Project and Actual Service Provided:

13. How this project experience is similar to the scope provided with this RFP (Write a

brief note in not more than 50 to 75 words):

Note: Each citation shall be evaluated for necessary compliance to meet the eligibility

criteria. Copy of Completion Certificate/ Self Certificate {wherever required} should be

submitted.

43 | P a g e

Section 4. Financial Proposal - Standard Forms

{Notes to Consultancy Firm shown in brackets { } provides guidance to prepare the Financial

Proposals; they should not appear on the Financial Proposals to be submitted.}

Financial Proposal Standard Forms shall be used for the preparation of the Financial Proposal

according to the instructions provided in Section 2.

FIN-1 Financial Proposal Submission Form

FIN-2 Summary of Costs

FIN-3 Breakup of Costs

44 | P a g e

FORM FIN-1

FINANCIAL PROPOSAL SUBMISSION FORM

{Location, Date}

To:





Dear Sir,

We, the undersigned, offer to provide the consulting services to MPLRS (Madhya

Pradesh Land Record Society) in accordance with your RFP No.: MPCLR/2017-18/07 dated

20/03/2018 and our Technical Proposal.

Our attached Financial Proposal is for the amount of {Indicate the corresponding to the

amount(s) currency(ies)} {Insert amount(s) in words and figures}, “excluding” of all indirect

local taxes in accordance with Clause 36 in the Data Sheet. The estimated amount of local

indirect taxes is {Insert currency} {Insert amount in words and figures} which shall be

confirmed or adjusted, if needed, as per the prevailing law.

Our Financial Proposal shall be binding upon us subject to the modifications resulting

from Contract negotiations, up to expiration of the validity period of the Proposal, i.e. before

the date indicated in Clause 12 of the Data Sheet.

Commissions and gratuities paid or to be paid by us to an agent or any third party

relating to preparation or submission of this Proposal and Contract execution, paid if we are

awarded the Contract, are listed below:

Name and Address Amount and Purpose of Commission

of Agents Currency or Gratuity

{If no payments are made or promised, add the following statement: “No commissions or

gratuities have been or are to be paid by us to agents or any third party relating to this

Proposal and Contract execution.”}

We understand you are not bound to accept any Proposal you receive.

We remain,

Yours sincerely,

45 | P a g e

Authorized Signature:

Name and Title of Signatory:

In the capacity of:

Address: E-mail: _______________________

46 | P a g e

FORM FIN-2

SUMMARY OF COSTS

Sr.

# Details

Total cost for 60 months

Cost in INR (Indian Rupees)

1 Cost of Providing consultants to MPLRS as per the

RFP requirements

Total Cost of the

Financial Proposal {Should match the amount in

FIN-1}

GST and All Other Indirect Taxes

Grand Total of Cost

47 | P a g e

FORM FIN-3

BREAKUP OF COSTS

Sr. # Key

Resource Name of Resource

Person

Month Cost

in INR

(Excluding

OPE &

Taxes)

Quantity

Total cost

for 60

months

Cost in INR

(Indian

Rupees)

1 Yes Principal Consultant – (Program

Management): PMU Head

1

2 Yes Principal Consultant GPR

(Government Process

Reengineering)

1

3 Yes Senior Consultant (Technology

Management): GIS (Data, Survey,

Mapping)

1


Management): Remote Sensing

1


Management): Application

Development

1

6 No Senior Consultant (Technology

Management): Network and Infra

Outsourcing

1

7 No Senior Consultant (PM) -

Procurement and Contracts

1

8 No Senior Consultant Legal 1

9 No Consultant Change Management

and Training

1

10 No Consultant (Financial

Management)

1

11 No SME: Subject Matter Expert

(Retired Tahsildar/SDM/Deputy

Collector level officer)

1

Total Cost 11

Date:

Signature, Name & Title of signatory

I. Form of Contract Lump-Sum

Section 5. Terms of Reference

To provide Project Management Support and Consultancy to MPLRS

I. Background

Department of Revenue, Government of Madhya Pradesh has the mandate for the creation and

management of Land Records for the entire State of Madhya Pradesh. The creation and

management of the Land Records is governed by the provisions of the Madhya Pradesh Land

Revenue Code, 1959 (MPLRC) and the rules formulated under it. Creation of Land Records is

done as per the procedure laid down for Survey and Settlement in the MPLRC and the

modifications to the Land Records during the term of the settlement is done by orders issued

by the Revenue Courts constituted under the MPLRC and other provisions of the Act.

For better management of Land Records there is a need to regularly review the existing laws

and rules governing the principles and processes of Land Record Management. Adoption of

relevant new and emerging technologies for better Land Record management and Revenue

Court management would help the Department deliver citizen services in a more efficient

manner. Department of Revenue believes that such an approach would bring about qualitative

improvements in the interaction of the Government with other stakeholders.

The Department of Revenue has embarked on ambitious projects named Revenue Court

Management System, Digitization of Maps, Survey, Web GIS for leveraging ICT in Land

Records & functioning of Revenue Courts domains as an end-to-end, holistic Digital

Governance initiative covering all stakeholders.

II. Introduction-'MPLRS'

Department of Revenue, Government of Madhya Pradesh setup Madhya Pradesh Land Records

Management Society. The mandate of the MPLRS is to improve the quality of the Land Records

through modernization of Land Records. The MPLRS aims to take all necessary steps to

implement technology solutions to promote efficiency, reduce delays; enhance accountability,

transparency and objectivity in the management of Land Records and related

documents. MPLRS is also engaged to formulate strategies, policies, plans and to assist the

management of Land Records in an effort to provide efficient and prompt services to the public

through multiple common access infrastructure.

Project Duration: This selection process will result in a contract for Five years.

III. Objective and need of the assignment

The objective of this assignment is to augment the use of technology and provide technical

assistance to MPLRS for implementation of different projects. Therefore, MPLRS intends to

50 | P a g e

setup a Project Management Unit (PMU) for which it requires Consultancy Firms with required

qualifications and experience to support in project’s planning and implementation.

Following could be a summarized objective, MPLRS seeks to achieve with the support from

Consultancy firms.

Transparent land titles with clarity on area, share, and Geo-tagged maps.

Full information on disputes

Digital procedures, documentations and communication

Digital interface between citizens and the Department

Online transactions accessible through the mobile and the web

Simplified procedures for all Departmental activities like Registration, Revenue Record

Management, Web GIS, Digitization, Revenue MIS and Recoveries etc.

Seamless interface with other systems like Finance, Accounts, HR, Disaster Relief, Town

Planning, SRDH, eDistrict, IFMIS etc.

IV. Projects Details (Current and upcoming)

The list of projects managed by the Revenue Department, including those areas where

projects are in the planning stage are as below. This list is not exhaustive and may increase

during the contract period.

1. Web GIS

WebGIS is the centralized web enabled land records management system for the State of

Madhya Pradesh. This project has details of the land parcels managed by the Revenue

Department of GoMP. The details have both attribute and spatial information and includes

information of Survey numbers, Owners details, Ownership rights, Crops grown, land use etc.

Digital Maps of Land parcels linked with attribute data is has been created. Copies of Khasra,

Maps, B-1 etc. is being given to citizen from this system.

Integration with Registration Department, Revenue Court Management System, Land

acquisition system, Town and Country Planning, Other Legacy System is currently going on.

The system is functional on Java platform with Oracle as database.

2. RCMS

Revenue Court Management System has brought 1400 Revenue courts online in the State. It is

a work flow automation project for the Revenue Courts. Litigants can submit their application

for case registration online and track the case status, date of hearing and final decisions of the

Courts. At eh back end, the registration of cases, issue of notices to parties, issuing of process

of revenue courts and maintenance of various registers has been made online. Presiding officer

can register the case, generate the notice, assign the dates and dispense the case. A strong system

of MIS is developed to check the status of each case running in the court across the state.

3. Modern Record Room

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This Project aims to create a digital repository of all the revenue records and make them

available online. Revenue records such as khasra, jamabandhi, nistar patrak, various registers,

records of revenue cases are being scanned and put into a document management system.

Whenever an extract of the record is required the digital copy of the record is made available

by retrieval from this DMS. The record rooms have also been modernised by replacing open

racks and shelves with compactors and map cabinets. The work of scanning records is in

progress while an offline DMS has been made functional.

4. Digitization of MAPS

The existing paper maps were converted into digital form in order to facilitate updating of

cadastral maps in sync with the changes made in the RoRs. RoRs provide information on the

plots held by individual or joint owners, indicating ownership of land, its classification, land

use, source of irrigation, crops sown, etc. Detailed maps of individual pieces of land, called

―parcel or ―plot, are prepared accurately for each revenue village. Digitisation of the maps

of more than 52,000 villages has been completed while work is in progress for the digitization

of the remaining (approximately) 3000 villages.

5. Survey/Resurvey Project

The whole survey exercise follows the concept of Whole to Part of Survey. While establishing

the control points, the Zero/Primary Control Points established first, then the Secondary and

Tertiary. Identification of Locations of Zero Control Points were identified using cost

effective/low resolution satellite imagery. The entire State of Madhya Pradesh shall be divided

into a grid of 16 x 16 km network. The project under progress.

6. Crop Survey through App

An application was developed for use by more than 10,000 Patwaris to record crops grown and

area for every season.

An integration of application with legacy system of Land Record Management System, Forest

and Urban Administration Department is underway.

7. Survey and RoR for Urban Areas / Habitations & Development of Maps for Urban Areas

Surveys were held to create a data set of Maps and Land Records of urban area and settlements

with an aim to manage/update the changes in ownership and land related details. The cadastral

survey of an area which has already been surveyed earlier is known as Resurvey. This may be

required under the following circumstances:

When the framework of survey in field has completely broken down.

Resurvey is also necessary in the case of sudden development of the area due to causes such as

Sub-divisions, Transfer of dry lands into wetlands or Large-scale transfer of holdings.

8. Patwari App and module

Patwari is the application where patwari can write down his/her work logs and save the work.

Also can see the reports of work. Patwari app is a single app which is used to record Crop

information, Crop cutting experiments, Inspection report of Revenue Court, fard Girdawari, HR

Management, Notifications, Demarcation of land etc.

9. Digitization of Revenue Records

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It is a phase 2 program of Modern Record Room to scan, digitise and manage left over

documents from Modern Record Room phase 1.

10. Data Analytics and BI solution for the Land Records Database and Revenue Courts.

The following land’s information shall be used for Data Analytics.

Agricultural Land

Cropping pattern

Urban land

Diverted land

Government Land

11. Integration with Other IT System

Integration of WebGIS with the following IT system is proposed.

IGRS

RCMS

T&CP

SSDI

Land Acquisition and Government Land Allotment System

Forest department

Treasury

12. Other application and services planned

Integration of WebGIS with other applications

RCMS – Online Courts

Weather Information Management System

Revenue MIS

Workflow automation in the Departments offices

Enterprise level HR management system

V. Scope of the assignment

The scope of work of PMU shall include but not limited to:

a) Management of the existing Projects: Assist the MPLRS/Department in monitoring and

better implementation of the ongoing projects. This would require the consultant to

understand the scope and nature of the projects, review the current status, updation of the

project plan which shall include, preparation of an overall plan and schedule for the projects

in sufficient detail to ensure all important activities are identified, clearly show linkages

between activities, allow monitoring of progress, provide early indications of potential

problems, and enable interventions by the PMU, other firms and contractors to maintain the

projects in schedule. These plans will be updated frequently.

53 | P a g e

b) Implementation of New Projects: Assist MPLRS in

a. preparation of DPR for new projects identified

b. raising funds

c. decide the implementation strategy for the project

d. procurement of the services of suitable agencies for project implementation in

case project is to implemented through a specialized agency/SI

e. project implementation in partnership with the PIU to be setup in MPLRS, for

cases of in-house project implementation.

c) Upgradation of existing Projects: Assist MPLRS in upgrading/revamping existing projects

with a view of increasing efficiency and compliance for changes in law/rules.

d) Lead and initiate the application development support for new applications, support in

technological upgradation and updation of existing application including the integration with

different internal as well as outside applications on a case to case basis.

e) Institutional development and capacity building of the existing resources available at

MPLRS (strategic development, assessment of capacity and workload, TNA exercise to

identify training needs, change management and assistance in implementation).

f) Integration with other IT systems for better land records management and service delivery:

Identify and assist the MPLRS in integration with other IT systems managed by other

government departments or external parties primarily for more efficient records management

and improved citizen service delivery.

g) Contract and Procurement Management: Preparation of Term of Reference and RFPs for

firms required for the implementation of each project component. Assist with technical and

administrative oversight of Firms and vendor. Monitor the progress and quality of works for

compliance with the contractual provisions. Hold regular meetings with contractors, other

firms and stakeholders. Inform GoMP and MPLRS of potential delays, cost overruns and

non-compliances and recommend corrective actions.

h) Projects Monitoring and Evaluation: Assessment of achievements of projects objectives

through monitoring of result framework/indicators. Modalities for the necessary data

collection will need to be agreed.

i) Projects Reporting: Monitor actual progress and costs against plans and budgets and prepare

detailed Monthly Progress Reports on activities, progress and costs of all project’s

components. The report will be a summary of progress reports prepared by contractors, firms

and other agencies of all components of the project’s activities. The contents and formats of

the report will be agreed with the MPLRS. Preparation of Annual, Mid Term Report and

Project Completion Reports, based upon the detailed progress reports and as per requirement

MPLRS specified format.

54 | P a g e

j) PMU will be required to participate in various discussions / meetings / visits as may be called

upon by MPLRS and provide required information/documents.

k) Assist MPLRS with implementing of Government Process Reengineering (GPR) and

administrative reforms in Department processes.

l) Preparation of Change Management and training plans, legal changes and draft Government

Orders for such changes. Facilitation of training for all project stakeholders and managing

the change management and capacity building initiatives.

m) Provide support by way of comments, monitor, sample audit for the applications/software

development.

n) Provide legal drafting of rules and regulations.

o) Provide GPR activities of the services provided to citizen as well as department functions

for performance improvement.

p) Supervision of the installation, commissioning of IT infrastructure at Central Server

Location and also at other locations. Support in Infra outsourcing and Network management.

q) The PMU may be required to support in handholding any existing solution, operations and

support all the transitions till integrated solution is developed and deployed.

The main component of PMU activities is hereunder: -

Component A – Study of MP Land Records Department’s functioning and identification

of improvement areas

Consultant would help the MPLRS in conducting an As-Is Assessment and drafting a DPR for

all the existing running projects. Broad level scope of work is mentioned below:

Study and identification of the existing processes and systems as well as gathering requirements

for the applications:

a. As-Is processes and process design

b. Gap analysis - Highlight challenges and opportunities based on the gap analysis

c. Suggest To-Be Processes and Technology options

d. Conduct Site visits and briefing sessions

e. Preparation of DPR including implementation and roll out plan of applications,

capacity building and change management requirements, support and

maintenance plan of these applications, including financial estimates.

f. Detailed project report for the initiatives.

55 | P a g e

g. Integration with other IT applications

Case Study:

For Land Record Management System, Consultants are supposed to do the following activities:

Study existing processes for the Land Records Management and Land Title transfer from

Land User Perspective – Land change / land use perspective

Study the processes for mutation, service delivery of RoR, LA/NA permissions, digitally

signed document service delivery

Understand the land change patterns and record keeping process in the Urban, Semi-Urban

areas and Rural areas and study processes for the change in land use/purpose and techniques

adopted to report / record the same.

Study all mutation types (registered and non-registered) for rural and urban record of rights

and propose means to up keep the land use mapping

Understanding global best practices and perform the gap analysis for the current As-Is

processes

Study of the systems for Bhu-Abhilekh and Bhu-Naksha to understand the approvals,

hierarchy, time requirements for each service delivery of document / scanned copy of

document and maps

Study the processes and benchmark the state processes with 4 leading states in India for

- Land Change / Land Use Management

- Service Delivery efficiency and processes

Perform the process analysis and study for

- Mutations on the Land Parcel

- Conversion to bona-fide industrial use and Commercial Use permissions

- Non-Agriculture (NA) Permissions

- Land Acquisition and Land Distribution cases

- Land Grant Permissions

- Encumbrance management in case of land use change

Perform the G2C service delivery assessment for

- Current state of the G2C services for Land Records (across sample offices)

- Understand citizen view and satisfaction index

- Propose process improvement areas and technological improvement areas

- Propose new delivery channels – Online and mobile

- Assess and compare the state with other leading states for Land Records delivery

- Assess the hurdles and hierarchical obstacles in efficient service delivery

Component B: GRP in Service Delivery of the department

Track 1: - Current State Assessment of Service Delivery of the department.

Field visits to various department offices to discuss the various functions of the Department.

56 | P a g e

Interaction with key sets of Citizens across LSKs and designated government offices to

understand their expectations from the service delivery from MP Land Records Department.

Study of issues / complaints logged into CM Helpline System to identify key lacunas in the

service delivery.

Discussion with key Government officials from MP Land Records Department

Submission & Approval of report on Current State Assessment based on the discussion and

study

Assessment of pain points of citizens / efficiency improvements in department functioning.

Conduct root cause and impact analysis of all issues and improvement areas identified and

prioritize it on the basis of standard principles.

Categorize the problems on the basis of the nature of their origin and intervention required

and any other relevant factors.

Possible categorization of the problems:

Legal

Rules

Administrative/lack of compliance

Technical

Capacity

Track 2: - Strategy for better service delivery

Study of the occurrence of the problem in similar instances across geographies or/and

organizations. This study will be secondary research based on the publicly available

information.

Study the Interventions and leading practices already adopted to address the problem by

others states / departments

Submission & Approval the Benchmark Study Report

Undertake Government Process Reengineering exercise for these processes in context of

the identified areas.

Identification of improvement areas for service delivered through each delivery channel

Discussion with stakeholders and incorporating leading practices for finalization of

Functional Service Levels.

Freeze a process/strategy in consultation with the CLR/Revenue Dept.

Support in executing the process change.

Component C: Technology Support

Providing strategic advice on using technology to achieve goals.

Comment and provide suggestions in redesign and development of IT solutions for existing

and fresh applications.

57 | P a g e

Comment and provide suggestions to vendors on developing application Functional

enhancements, Performance feedback, Network and Security Architecture suggestions.

Inspect, sample Audit, random test including field testing of the software/application.

Support in conducting training sessions and seminars.

Comment and finalize the documentation of the processes and application.

Suggest Technology interventions for process improvements.

Component D – Monitoring support for applications / Software

As part of scope of work PMU shall be required to provide Monitoring Support for applications

with the vendor team. The PMU shall provide Monitoring and Evaluation support of IT services

developed or running by different vendors for the Revenue Department. This would include

support in overall system stabilization, solution maintenance, system administration, security

administration, database administration, backup maintenance and end-user problem resolution

for all the applications and software.

The PMU shall support in the oversee of the maintenance of the Applications/Softwares, which

includes application solution management, Application Security management and backups etc.

Infrastructure Management Support: This includes the support and finalization of the design of

an appropriate System Administration policy with precise definition of duties, adequate

segregation of responsibilities and obtaining the approval for the same from MPLRS.

Information Security: The PMU shall support to implement measures to ensure the overall

security of the solutions developed for Revenue Department by different agencies and

confidentiality of the data in compliance with the Cert-IN and GoI guidelines and standards

issued time to time for application security.

Component E – Project Management Support during implementation

Broad level scope of work is mentioned below:

i. Project Management and Monitoring

ii. Review deliverables of vendor(s) and provide comments on:

a. Functional Requirement Specifications (FRS)

b. Software Requirement Specifications (SRS)

c. Low level Design Document (LDD), High Level Design Document (HDD)

d. Network architecture etc.

e. Delivery Channels.

iii. Monitoring of Software development life cycle (SDLC) and version control

iv. Finalization of the User Acceptance Process and Criteria

v. Review Test plan and assist the department in User Acceptance Testing (UAT)

vi. Implementation Monitoring and Reporting

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vii. Submission of Monthly Progress review reports

viii. Review the Project go-live reports submitted by the vendors

ix. Analysis and monitoring of service levels. Generation and analysis of SLA deviation

reports.

x. Prepare and submit review reports for project management including identification of

problems, causes of potential bottlenecks in project implementation, and providing

specific recommendations.

xi. The PMU shall also study existing processes, do a benchmarking with national and

international standards and propose necessary changes to procedures including acts and

or rules.

xii. Monitoring and reviewing exit management plan provided by vendor, assessing impact

of exit procedures suggested by vendor on key stakeholders

xiii. Provide consulting services for Project management, assistance in issue resolution and

expert advice for existing LR Processes

xiv. Support department in defining implementation roadmap of various ICT initiatives

Component F– Change Management & Capacity Building

i. Support the design, development, delivery and management of communications.

ii. Apply a structured methodology and lead change management activities

iii. Conduct impact analyses, assess change readiness and identify key stakeholders.

iv. Provide input, document requirements and support the design and delivery of training

programs.

v. Support organizational design and definition of roles and responsibilities

vi. Coordinate efforts with other specialists

vii. Integrate change management activities into project plan

viii. Evaluate and ensure user readiness

ix. Manage stakeholders

x. Track and report issues

xi. Define and measure success metrics and monitor change progress

xii. Support change management at the organizational level

xiii. Manage the change portfolio.

Component G – Financial Management

Key Tasks and inputs expected from this stream are (including, but not limited to):

i. Provision of financial management, financial impact and data analytics of all projects.

ii. Improving Revenue monitoring and evaluation tools and analytic reporting.

iii. Preparation of Revenue Planning document.

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iv. Support in preparation of Financial health report of projects and impact of changes from

financial angel.

v. Monitoring of fund flow.

vi. Periodic reports to MPLRS on financial targets achievements.

Component H: Bid Process Management:

Consultant would help the department in short-listing of the initiatives for the implementation

and preparation of Request for Proposal (RFP) document for selection of best suitable vendor

(s), assist with pre-bid meetings, formulation of responses to bidder queries, bid evaluation and

signing of contract with the selected agencies.

The initiatives proposed as a part of DPR to be shortlisted for implementation and Consultant

to formulate a detailed roadmap for the key implementation areas (80:20 rule) having the

maximum impact scale.

- Shortlisting of initiatives

- Preparation of functional requirements

- Finalization of the solution and technical requirements

- Assist department in finalization of technical and functional requirements and scope of

work of vendors for software development under various initiatives

- Drafting the RFPs for the Proposed Initiatives

- Bid Process Management for the Vendor Selection

- Contract Management during the tenure of project.

Component I: Legal Support

Study the existing rules and regulations of Revenue Court Management System, Land

Record Management System, Modern Record Room and other.

Suggest the changes in the rules, regulations and contracts.

Preparation of new rules, regulations, contracts, its processes, and documentations in

accordance with applicable guidelines in the system.

Review & drafting of arbitration documents for dispute.

Coordinating with law firm / external lawyers / senior lawyers.

Handling legal works.

Component J– Business Continuity Support

MPLRS shall create a DR site in consultation with the state IT department. The infrastructure

including the replication solution for the DR shall be procured by MPLRS and shall be hosted

in NDC/ any suitable place. High bandwidth connectivity shall also be provisioned by MPLRS

between the Data center and Disaster Recovery location. PMU shall support the vendor for

performing operations as per the DR/BCP plan.

The illustrative deliverables for this activity are mentioned below.

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Comment on devising a Replication-and-Restore policy

Support and random audit of the storage.

Support in finalization of Business Continuity Plan (BCP)/Disaster Recovery (DR) Plan

Support in regular Drill Exercises at pre-decided frequencies (tentatively quarterly) and

improvement support in BCP.

VI. Output and Deliverables

Deliverables with timelines are below.

S# Major Component Activities Timelines

1 Contract Signing Signing of contract T

2 Preparation of Annual

Work Plan and approval

Preparation of Annual Work Plan

Discussion & Approval. T+1

3 Process re-engineering

Identification of at least 3

services/areas where process re-

engineering is required.

Consultation meeting for GPR

activity with stakeholders.

Preparation of documentation,

Government Orders, drafting

circulars.

Assistance in the rollout of the new

process training plan, monitoring for

its adoption, feedback and mid-

course corrections. (if required).

T+60

4

Support in Implementation

of 2 new Projects every

year

Support in Implementation of 2 new

Projects as per the Annual Work Plan:

Approved System Study Document/

DPR.

Preparation of GO, BPR, FRS,

documents.

Support in Application Development,

Testing, Pilot & Go-Live.

Third Party Audit support for project.

Pilot and Go-Live Support.

Monitoring & Evaluation for Process

Improvement.

T+60

5 Procurement Management

Preparation of RFP & Approval

Bid Process Management

Onboarding support to Agency

Contract Management.

T+60

6 Integration with Other

Projects Support to integrate the existing

applications with other. T+60

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7 Change Management Change Management Support

Capacity Building Activities T+60

8 Financial Management

Financial Management of

Department’s existing application,

processes, functions

Financial Management of Projects

T+60

9 Project Management

Project Management support of

existing projects

Project Management support for new

projects onboarding and

implementation support.

T+60

10 Legal

Review existing Rules and Law

Drafting amendments to Rules and

Laws

New Rules and Acts

T+60

11 GPR

GPR of existing processes and

department’s functions.

Process Study of Service Delivery.

Suggest changes and support in

implement new processes.

Benchmarking of services provided to

citizen.

Study the system of other state and

International Best Practices.

T+60

12 Project Closure Project Closure activities T+60

Note: -

The deliverables mentioned above are indicative, MPLRS in consultation with Consultancy

Firms, finalize the deliverables at the time of Annual Work Plan finalization and based on

the A&M suggested by MPLRS.

The Annual Work plan is to be prepared by the Consultancy Firm. The Annual Work Plan

should be approved by the MPLRS after discussion at the beginning of every year.

The Annual Work plan can be revised anytime between the year, based on the revision the

milestones, project targets can be changed on the basis of requirement and change scope.

VII. Selection of PMU

1. The selection will follow Quality and Cost Based Selection (QCBS) method of

procurement. As part of the proposal Consultancy Firms will be required to submit complete

Technical Proposals that meet the evaluation criteria detailed in this RFP and Price

62 | P a g e

proposals for Consultancy Firm’s Team for providing the management services and priced

offer for the services, which is estimated to require deployment of 9 person.

2. Subsequent additions to the resources deployment based on additional services, will be

made at a same rate during the contract period.

3. Overall costs which include the costs of the Consultancy Firm’s Team for providing the

management services and the offered total fee for 60 months will be considered for selection

purposes.

VIII. Review and Monitoring of the Assignment

The performance of the PMU will be judged on the basis of work done against the agreed work

plan. The PMU will prepare quarterly activity plans and share it with MPLRS. A joint monthly

review mechanism will be put in place and represented by core members of MPLRS and the

PMU. The review of the progress and plan for future action will be decided therein. In case,

MPLRS has any objections related to assignment deliverables, it will inform the PMU in

writing. The PMU will comply with the recommendation made by MPLRS and accordingly

complete the assignment at no additional cost.

The SLAs may be subject to revision after every six months and based on mutual agreement

and approval of competent authority SLAs can be changed with proper addendum to the

contract.

The PMU team will work from Bhopal. since the Head office of Commissioner Land Record

Settlement & CEO LRS is in Gwalior city, the PMU team deployed may have to visit Gwalior

for regular communication and meetings. All such travel will be reimbursed by the CLR on

approved rates.

IX. Reporting

For all purposes this contract, PMU resources will be reporting to the CLR & CEO– MPLRS,

or his/her designee. Consultancy Firm will generate Monthly Progress Reports highlighting the

accomplishment against the milestone achieved. Consultancy Firm will submit the quarterly

report on activities performed by the Consultancy Firms while submitting the invoice of that

quarter.

Post signing the agreement, the resources should be deployed within 30 days, however on a

case to case basis MPLRS may consider extending the time for first time deployment of

resources. In case an extension to particular resource has been provided, no penalty would be

levied for that resource.

63 | P a g e

All the resources would work from Bhopal location. Office working day will be governed by

the calendar of Madhya Pradesh State Government. Leaves will be provided on request by

resource @ one leave per month on an accrual basis. More leaves will be sanctioned by the

competent authority on a case to case basis. If leaves approved by the competent authority no

penalty will be levied.

X. Duration of the assignment:

This selection process will result in a contract for Five years.

XI. Payment Schedule

Payment will be done on quarterly basis based on the invoice generated and Monthly Progress

reports. The successful Consultancy Firm shall produce the invoice based on the work done of

that quarter. Penalties shall be levied if applicable based on the SLA clauses mentioned in the

clause VIII.

Payment schedule are as below;

Year 1

S# Major Head Payment Milestone Q1 Q2 Q3 Q4

Total

of

Year 1

1 Annual Work

Plan

Preparation of Annual Work

Plan and approval 1 0 0 0 1

2.1

Application

Development

Support

Process re-engineering 1 1 1 1 4

2.2


of 2 new Projects as per the

Annual Work Plan

0 1 1 1 3

2.3 Integration with Other

Projects 0 1 0 1 2

3 Change

Management Change Management 1 0 1 0 2

4 Procurement

Management Procurement Management 1 0 1 0 2

5 Financial

Management Financial Management 0 1 0 1 2

6 Project

Management Project Management 0 1 0 1 2

7 GPR & Legal

Support GPR & Legal Support 1 0 1 0 2

9 Project Closure Project Closure 0 0 0 0 0

Total 5 5 5 5 20

64 | P a g e

Year 2


Total

of

Year 2

1 Annual Work

Plan



2.1

Application

Development

Support


2.2



Annual Work Plan

1 1 1 1 4


Projects 0 1 0 1 2

3 Change


4 Procurement


5 Financial


6 Project


7 GPR & Legal



Total 5 5 5 5 20

Year 3


Total

of

Year 3

1 Annual Work

Plan



2.1

Application

Development

Support


2.2



Annual Work Plan

1 1 1 1 4


Projects 0 1 0 1 2

3 Change


4 Procurement


5 Financial


65 | P a g e

6 Project


7 GPR & Legal



Total 6 5 5 4 20

Year 4


Total

of

Year 4

1 Annual Work

Plan



2.1

Application

Development

Support


2.2



Annual Work Plan

1 2 1 1 5


Projects 0 1 0 1 2

3 Change


4 Procurement


5 Financial


6 Project


7 GPR & Legal



Total 6 5 5 4 20

Year 5


Total

of

Year 5

1 Annual Work

Plan



2.1 Process re-engineering 1 1 0 0 2

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2.2 Application

Development

Support



Annual Work Plan

1 1 1 0 3


Projects 0 1 1 0 2

3 Change


4 Procurement


5 Financial


6 Project


7 GPR & Legal



Total 6 6 4 4 20

The successful Consultancy Firm shall produce the invoice based on the work done as per

the agreed Annual Work Plan of that quarter.

The implementation of project would be done based on the sign-off Annual Work Plan

document every year and payment would be made accordingly.

Penalties shall be levied if applicable based on the SLA clauses mentioned in the clause XI.

Selected consultant will keep updated the Annual Work Plan every year and any change in

Annual Work Plan will be based on mutual agreement and approval by competent authority.

XII. Composition of the PMU

The team of PMU sought through this RFP is following: -

Sr. # Key

Resource

Name of Resource Quantity

1 Yes Principal Consultant – (Program Management): PMU Head 1

2 Yes Principal Consultant GPR (Government Process

Reengineering)

1

3 Yes Senior Consultant (Technology Management): GIS (Data,

Survey, Mapping)

1

4 Yes Senior Consultant (Technology Management): Remote

Sensing

1

5 Yes Senior Consultant (Technology Management): Application

Development

1

6 No Senior Consultant (Technology Management): Network

and Infra Outsourcing

1

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7 No Senior Consultant (PM) - Procurement and Contracts 1

8 No Senior Consultant Legal 1

9 No Consultant Change Management and Training 1

10 No Consultant (Financial Management) 1

11 No SME: Subject Matter Expert (Retired

Tahsildar/SDM/Deputy Collector level officer)

1

Total Resource Required 11

1. MPLRS reserve the right to increase the number of resources deployed. The new resources

should be deployed within two months or less after the requisition from MPLRS. The new

resourced deployed shall be provided at the same cost as per cost provided at Fin-3 with the

financial proposal by the successful Consulting Firm. Based on the cost of that resource to

MPLRS, the successful Consulting Firm shall submit the addition Performance Bank

Guarantee.

2. The PMU shall comprise of full time members and will be available for the full five-year

period of project implementation. All team members shall work from MPLRS office in

Bhopal for the period of the project.

3. The PMU team member would be provided with a Laptop and access to an Internet

connection by the selected consultancy firm.

4. Replacement is normally not allowed during the tenure of project. In case of replacement

of any resource due to unavoidable circumstances, Consultancy Firm will submit 2 or 3

options to MPLRS for replacement. MPLRS may undertake an interview of the proposed

resource. The Optional CVs proposed by the Consultancy Firms should be equivalent or

higher in qualification and experience.

5. The maximum number of resources that can be changed during the course of a year shall be

limited to 2 resources.

6. Necessary handholding should be done during the transition period.

7. In case, any resource work is not satisfactory, Consultancy Firms will replace the resource

upon request as per the conditions of the contract.

8. Qualification and experience expected from the members of the PMU are provided in

Annexure-1.

9. Consultancy Firms has to comply the essential requirements mentioned at annexure -1 for

each position. No deviation is allowed in the essential qualifications in the CV.

10. In case, any CV is found non-compliant as per the requirements, the Consultancy Firm has

to replace the CV based on the input received from MPLRS.

11. MPLRS reserve the right to reject any proposed CV and request the Consultancy Firm to

submit replacement CV. Consultancy firm upon receipt of such request submit 2 or 3

optional CVs to MPLRS for replacement.

12. All CVs should be submitted as per the format described in Tech 6 only.

13. If it was found that key resource’s CV has been proposed by more than one bidder, Zero

Marks would be allotted to that CV during evaluation, wherever applicable. In case it is a

68 | P a g e

non-key resource, Consultancy Firm shall submit 2 or 3 options to MPLRS for replacement

during the technical negotiation.

14. Essential Criteria Compliance is must for all CVs. In case Essential Criteria in not meet in

any key resource’s CV, Zero Marks would be allotted to that CV. If that CV is Non-Key-

Expert CV, then Consulting Firm will submit the replacement CV during the technical

negotiation.

XIII. Service Level Agreement (SLA)

A. Deployment Penalties

Subject to conditions of contract, if the successful Consultancy Firm fails to achieve the

milestones during deployment period or achieve the service levels/milestones after deployment

period, MPLRS shall without prejudice to its other remedies under the contract may levy

following penalties: -

a. If the resource proposed by the Consultancy Firm in their bid for evaluation is replaced

at the time of initial deployment of resources, MPLRS may impose penalty to

Consultancy Firm @ Rs 2,00,000 per resource for replacement.

b. First time deployment of all the resources within 30 days after the agreement is signed.

Penalty of Rs. 5,000/- per day per resources if not deployed.

c. Replacement of resource is allowed for only two resources at the initial time of

deployment with penalty. However, the maximum number of key experts (whose CV

has been used for calculation of the technical score) that can be replaced shall be limited

to one. If there is more replacement MPLRS may impose penalty to Consultancy Firm

@ 3,00,000 Rs. Per resource for replacement after three replacements or may consider

termination of the contract.

Note: -

1. If the delay in deployment is beyond the timelines as per above, and no extension of

time is given by MPLRS, the contract may be terminated by MPLRS and the

Performance Bank Guarantee shall be invoked.

2. It is clarified here that if the delay in deployment of resources is on the request of

MPLRS then, no penalty shall be imposed on the Consultancy Firm.

3. Consultancy Firm resources are allowed to use 5% of total time in training and skill

updation subject to the prior approval of CEO, MPLRS.

B. Operational Penalties: -

1. If there is a delay in achieving milestones or submission of deliverables, penalty to

Consultancy Firm may be imposed till the deliverables are submitted or milestone

achieved. The penalty shall be levied based on the criticality of the milestone.

1. High :2% of quarterly payment

2. Medium :1% of quarterly payment

3. Low :0.5% of quarterly payment

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During the discussions and finalization of Annual Work Plan, criticality of each

payment milestones shall be ascertained and mutually agreed.

2. Shortfall of attendance of resources deployed, if a resource is absent for more than 3

consecutive working days without any prior notice & approval, Penalty of Rs. 2000 per

day per resource shall be levied for the days of absence, starting from the 4rd day

onwards.

3. If the resource(s) are absent without permission and for a longer period, penalty @ Rs

5000 per day shall be levied.

4. In case MPLRS seeks replacement of a resource or additional resources to be deployed,

the Firm shall provide MPLRS at least three CVs of comparable qualifications and

experience, permit the resources to be interviewed by MPLRS and if they are required

to be deployed by MPLRS, deploy them within one month of MPLRS has sent a letter

seeking them to be deployed after the interview. Every day of delay beyond this shall

attract a penalty of Rs 2000 per day.

5. The deployed resources should not be engaged in any activity other than MPLRS

project. If it is found that deployed resources are working in any other project, penalty

to Consultancy Firm @ 5,00,000 Rs. Per resource may be imposed.

6. For every resource replaced by the firm a penalty of Rs 1,00,000 will be imposed. In

case the number of resources replaced exceeds 20% of the total number of resources

deployed in a year, MPLRS may consider termination of the contract.

Note: -

1) Replacement penalty shall be as per the actual and capping clause of the note number 3

below shall not be applicable.

2) The penalties, if applicable, shall be deducted from the quarterly payment against the

invoices submitted by the Consultancy Firm.

3) Penalties shall be capped at a maximum of 10% of the Quarterly payment to be made.

In case of repeated non-compliance to the SLAs the client may choose to terminate the

contract.

4) If there is an increase in the value of the quarterly payment to be made, due to increase

in the number of resources deployed, penalty shall be calculated on the increased value

of the quarterly payment to be made.

5) Penalty shall not be imposed, if the CLR is of the opinion that the noncompliance to

SLAs is due to circumstances beyond the control of Consultancy Firm.

6) Where the Consultancy Firm has not been able to achieve a milestone as per timeframe

given above, and MPLRS agrees that the failure of Consultancy Firm to achieve the same

was due to reason beyond his control, an extension of timelines may be given with

approval of the competent authority. In such cases imposition of penalty will start after

the extended timelines given.

70 | P a g e

Annexure-1: Qualification and experience expected from Consultants and resources

S.

#

PMU

(Level)

Qualification Experience expected

from this specialist are

1. Including, but not

limited to).

2. Consultants and

resources should have

played a similar role and

should have not merely

been a member of the

project team.

Essential Desirable

1. Principal

Consultant –

(Program

Management):

PMU Head

B.Tech./ B.E

with Master’s

Degree in

Business

Administration.

At least 8 years

of relevant

work

experience

related to Land

and/or Revenue

Sector reform

projects.

PMP/PRIN

CE 2/ ITIL

certified.

Good

understandin

g of change

management

concepts and

approaches.

Experience

in

conducting

capacity

building

training.

Very strong

planning,

system

development

and

organization

al skills.

i. Project Management,

BPR, office

administration, GPR,

Bid Process.

ii. Independently handling

similar e-Governance

assignment in large

scale projects in India

as a Project

Manager/leader/ Team

Lead.

iii. Well versed with the

technologies used in

Land Management like

GIS, Digitization,

Surveys.

2. Senior

Consultant

GPR

(Government

Process

Reengineering)

Post-graduate

degree in public

administration,

business

management,

political science,

MBA or

equivalent

Master’s degree

in any stream.

At least 8 years of

relevant work

experience,

including

Good

understandin

g of change

management

concepts and

approaches.

Strong

Planning,

system

development

and

organizationa

l skills.

Identify critical

processes/services.

Document the work

flow, procedure, rules

and laws governing

them.

Design and propose

modified process if

necessary.

71 | P a g e

experience in

areas related to

GRP in

government

sector.

At least 2

years of

relevant work

experience

related to

GPR in Land

Reforms/Rev

enue Sector.

3. Senior

Consultant

(Technology

Management)

GIS (Data,

Survey,

Mapping)

Graduate degree

in Engineering or

Master’s degree

in Science /

Mathematics.

At least 5 years of

relevant work

experience in

Technology

Implementation.

At least 2 years of

relevant hands of

work experience

of GIS (Data,

Survey,

Mapping).

Industry

Certification on

GIS Technology.

Handling

Larger scale

GIS Data.

Planning of

GIS Survey

in

Urban/Rural

and

implementati

on.

Understanding and use

of Data Collection and

Digitization of surveyed

records.

Support for re-

engineering in the

new/innovative

processes to improve

systems.

Good communication &

presentation skills.

Experience of at least 3

years in implementation

of large IT / e-

Governance project.

4. Senior

Consultant

(Technology

Management):

Remote

Sensing

Graduate degree

in Engineering or

Master’s degree

in Science /

Mathematics.

At least 5 years of

relevant work

experience in

Technology

Implementation.

At least 2 years of

relevant hands of

work experience

of GIS (Remote

Sensing).

Industry

Certification on

GIS Technology.

Handling

Larger Scale

Remote

Sensing

project.

Planning of

GIS Survey

in

Urban/Rural

and

implementati

on.

Understanding and use

of Data Collection and

Digitization of surveyed

records.

Support for re-

engineering in the

new/innovative


systems.





of large IT / e-

Governance project.

72 | P a g e

5. Senior

Consultant

(Technology

Management):

Application

Development

Graduate degree

in Engineering or

Master’s degree

in Science /

Mathematics.

At least 5 years of

relevant hands of

work experience

of Application

Development.

Industry

Certification

(OEM) on

Application

Development

Technology.

Handling

Larger Scale

eGovernance

Application

Development

project.

Experience of

Application

Development

in GIS

technology.

Experience of

Application

Development

in Land

Record/

Revenue

Management.

Understanding of SDLC,

Application

Development Standards,

Latest Technologies and

Trends.

Application

Development for Land

Record and Revenue

Systems.

Support for re-

engineering in the

new/innovative


systems.





of large IT / e-

Governance project.

6. Senior

Consultant

(Technology

Management):

Network and

Infra

Outsourcing

Graduate degree

in Engineering or

Master’s degree

in Science /

Mathematics.

At least 5 years of

relevant hands of

work experience

of Network

creation,

Network

Maintenance and

Infra

Management.

Industry

Certification

(OEM) on

Network and

Infra Outsourcing

Technology.

Handling

Larger Scale

eGovernance

Network

Management

System

project.

Experience of

Infra

Outsourcing

in Land

Record/

Revenue

Management.

Understanding of SDLC,

Application

Development Standards,

Latest Technologies and

Trends.

Application

Development for Land

Record and Revenue

Systems.

Support for re-

engineering in the

new/innovative


systems.





of large IT / e-

Governance project.

73 | P a g e

7. Senior

Consultant

(PM) -

Procurement

and Contracts

University

degree in any

discipline.

Minimum of 5

years of relevant

work exposure of

Bid Process

Management

(RFP

Preparation/ Pre-

Qualification/Tec

hnical/Financial

bid evaluation)

Post-

Graduate

specialization

in a specific

field of

procurement

is desirable.

PMP/PRINC

E 2/ ITIL/

Procurement/

Supply Chain

Certification

Must have worked on

procurement

management,

procurement life cycle,

includes but is not

limited to: Preparation

of Bid Documents,

Evaluation documents.

Well versed with the

evaluation procedures.

Contract Management

Good communication

& presentation skills.

8. Senior

Consultant

Legal

Hold a valid

Law Degree

from recognised

university.

5 years of

relevant work

experience.

Working

knowledge of

MS Office,

Computer

handling &

Internet

browsing

Experience

in judicial or

legal work

in various

Courts,

Government

or regulatory

authority,

tribunals,

Commission

s.

Exposure of

revenue,

Land record

settlement

project.

Study existing laws,

rules etc.

Propose changes in

rules/laws based on

best practices in focus

areas.

Ability to modify or

draft new rules.

9. Consultant

Change

Management

and Training

Batchelor’s

Degree in

Statistics/

Mathematics/

Economics/

Commerce/Engin

eering Degree.

5 years of

relevant work

experience as

Change

Management

Expert.

Experience

as Change

Management

Expert in

eGovernance

domain.

Support the design,

development, delivery

and management of

communications.

Apply a structured

methodology and lead

change management

activities

Conduct impact

analyses, assess change

readiness and identify

key stakeholders.

74 | P a g e

Provide input,

document requirements

and support the design

and delivery of training

programs.

Good communication


10. Consultant

(Financial

Management)

Post-graduate

degree in a

relevant field.

5 years of

professional work

experience

finance domain.

At least 2 years of

relevant hands of

work experience

with government

finance.

Direct

Experience of

project financing.

Experience

as Financial

Management

Expert in

eGovernance

domain.

Must have worked on

Financial management,

contract, purchase,

reporting, SLA

compliance

Well versed with the

financial aspect of

eGov project.

Contract Management

Good communication


11. SME: Subject

Matter Expert Retired Tahsildar/SDM/Deputy Collector level officer

75 | P a g e

Section 6 - Standard Forms of Contract

(Text in brackets [ ] is optional; all notes should be deleted in the final text)

This CONTRACT (hereinafter called the “Contract”) is made the [number] day of the month

of [month], [year], between, on the one hand, MPLRS (hereinafter called the “Client”) and, on

the other hand, [name of Consultancy Firm] (hereinafter called the “Consultant”).

[If the Consultant consist of more than one entity, the above should be partially amended to

read as follows: “…(hereinafter called the “Client”) and, on the other hand, a Joint Venture

(name of the JV) consisting of the following entities, each member of which will be jointly and

severally liable to the Client for all the Consultant’s obligations under this Contract, namely,

(hereinafter called the “Consultant”).]

WHEREAS

(a) the Client has requested the Consultant to provide certain consulting services as

defined in this Contract (hereinafter called the “Services”);

(b) the Consultant, having represented to the Client that it has the required professional

skills, expertise and technical resources, has agreed to provide the Services on the

terms and conditions set forth in this Contract;

NOW THEREFORE the parties hereto hereby agree as follows:

1. The following documents attached hereto shall be deemed to form an integral part of

this Contract:

(a) The General Conditions of Contract;

(b) The Special Conditions of Contract;

(c) Appendices:

Appendix A: Terms of Reference

Appendix B: Key Experts

Appendix C: Breakdown of Contract Price

Appendix D: RFP document, clarification and Corrigendum(s)

In the event of any inconsistency between the documents, the following order of

precedence shall prevail: Special Conditions of Contract; the General Conditions of

76 | P a g e

Contract; Appendix A; Appendix B; Appendix C; Appendix D. Any reference to this

Contract shall include, where the context permits, a reference to its Appendices.

2. The mutual rights and obligations of the Client and the Consultant shall be as set forth

in the Contract, in particular:

(a) the Consultant shall carry out the Services in accordance with the provisions of

the Contract; and

(b) the Client shall make payments to the Consultant in accordance with the

provisions of the Contract.

IN WITNESS WHEREOF, the Parties hereto have caused this Contract to be signed in their

respective names as of the day and year first above written.

For and on behalf of MPLRS

[Authorized Representative of the Client – name, title and signature]




Moti Mahal, Gwalior (M.P.), PIN – 474007

For and on behalf of [Name of Consultant]

[Authorized Representative of the Consultant – name and signature]

II. General Conditions of Contract

I. General Conditions of Contract

A. GENERAL PROVISIONS

1. Definitions 1.1. Unless the context otherwise requires, the following terms

whenever used in this Contract have the following meanings:

(a) “Applicable Law” means the laws and any other instruments

having the force of law in the Client’s country, or in such other

country as may be specified in the Special Conditions of

Contract (SCC), as they may be issued and in force from time

to time.

(b) “Client” means the MPLRS that signs the Contract for the

Services with the Selected Consultancy Firm.

(c) “Consultant” means a legally-established professional consulting

firm or entity selected by the Client to provide the Services under

the signed Contract.

(d) “Contract” means the legally binding written agreement signed

between the Client and the Consultant and which includes all the

attached documents listed in its paragraph 1 of the Form of

Contract (the General Conditions (GCC), the Special Conditions

(SCC), and the Appendices).

(e) “Day” means a working day unless indicated otherwise.

(f) “Effective Date” means the date on which this Contract comes

into force and effect pursuant to Clause GCC 11.

(g) “Experts” means, collectively, Key Experts, Non-Key Experts,

or any other personnel of the Consultant, Sub-consultant or JV

member(s) assigned by the Consultant to perform the Services or

any part thereof under the Contract.

(h) “Foreign Currency” means any currency other than the currency

of the Client’s country.

(i) “GCC” means these General Conditions of Contract.

(j) “Government” means the government of the Client’s country.

(k) “Joint Venture (JV)” means an association with or without a legal

personality distinct from that of its members, of more than one

entity where one member has the authority to conduct all

businesses for and on behalf of any and all the members of the

II. General Conditions of Contract Lump-Sum

78 | P a g e

JV, and where the members of the JV are jointly and severally

liable to the Client for the performance of the Contract.

(l) “Key Expert(s)” means an individual professional whose skills,

qualifications, knowledge and experience are critical to the

performance of the Services under the Contract and whose

Curricula Vitae (CV) was taken into account in the technical

evaluation of the Consultant’s proposal.

(m) “Local Currency” means the currency of the Client’s country.

(n) “Non-Key Expert(s)” means an individual professional provided

by the Consultant or its Sub-consultant to perform the Services

or any part thereof under the Contract.

(o) “Party” means the Client or the Consultant, as the case may be,

and “Parties” means both of them.

(p) “SCC” means the Special Conditions of Contract by which the

GCC may be amended or supplemented but not over-written.

(q) “Services” means the work to be performed by the Consultant

pursuant to this Contract, as described in Appendix A hereto.

(r) “Sub-consultants” means an entity to whom/which the Consultant

subcontracts any part of the Services while remaining solely

liable for the execution of the Contract.

(s) “Third Party” means any person or entity other than the

Government, the Client, the Consultant or a Sub-consultant.

2. Relationship

between the

Parties

2.1. Nothing contained herein shall be construed as establishing a

relationship of master and servant or of principal and agent as between

the Client and the Consultant. The Consultant, subject to this Contract,

has complete charge of the Experts and Sub-consultants, if any,

performing the Services and shall be fully responsible for the Services

performed by them or on their behalf hereunder.

3. Law Governing

Contract

3.1. This Contract, its meaning and interpretation, and the relation

between the Parties shall be governed by the Applicable Law.

4. Language 4.1. This Contract has been executed in the language specified in the

SCC, which shall be the binding and controlling language for all

matters relating to the meaning or interpretation of this Contract.

5. Headings 5.1. The headings shall not limit, alter or affect the meaning of this

Contract.


79 | P a g e

6. Communications 6.1. Any communication required or permitted to be given or made

pursuant to this Contract shall be in writing in the language specified

in Clause GCC 4. Any such notice, request or consent shall be deemed

to have been given or made when delivered in person to an authorized

representative of the Party to whom the communication is addressed,

or when sent to such Party at the address specified in the SCC.

6.2. A Party may change its address for notice hereunder by giving

the other Party any communication of such change to the address

specified in the SCC.

7. Location 7.1. The Services shall be performed at such locations as are

specified in Appendix A hereto and, where the location of a particular

task is not so specified, at such locations, whether in the Government’s

country or elsewhere, as the Client may approve.

8. Authority of

Member in

Charge

8.1. In case the Consultant is a Joint Venture, the members hereby

authorize the member specified in the SCC to act on their behalf in

exercising all the Consultant’s rights and obligations towards the

Client under this Contract, including without limitation the receiving

of instructions and payments from the Client.

9. Authorized

Representatives

9.1. Any action required or permitted to be taken, and any document

required or permitted to be executed under this Contract by the Client

or the Consultant may be taken or executed by the officials specified

in the SCC.

10. Corrupt and

Fraudulent

Practices

10.1. MPLRS requires compliance with its policy in regard to

corrupt and fraudulent practices.

a. Commissions

and Fees

10.2. The Client requires the Consultant to disclose any

commissions, gratuities or fees that may have been paid or are to be

paid to agents or any other party with respect to the selection process

or execution of the Contract. The information disclosed must include

at least the name and address of the agent or other party, the amount

and currency, and the purpose of the commission, gratuity or fee.

Failure to disclose such commissions, gratuities or fees may result in

termination of the Contract and/or sanctions by MPLRS.

B. COMMENCEMENT, COMPLETION, MODIFICATION AND TERMINATION OF

CONTRACT

11. Effectiveness of

Contract

11.1. This Contract shall come into force and effect on the date (the

“Effective Date”) of the Client’s notice to the Consultant instructing


80 | P a g e

the Consultant to begin carrying out the Services. This notice shall

confirm that the effectiveness conditions, if any, listed in the SCC

have been met.

12. Termination of

Contract for

Failure to Become

Effective

12.1. If this Contract has not become effective within such time

period after the date of Contract signature as specified in the SCC,

either Party may, by not less than twenty-two (22) days written notice

to the other Party, declare this Contract to be null and void, and in the

event of such a declaration by either Party, neither Party shall have

any claim against the other Party with respect hereto.

13. Commencement

of Services

13.1. The Consultant shall confirm availability of Key Experts and

begin carrying out the Services not later than the number of days after

the Effective Date specified in the SCC.

14. Expiration of

Contract

14.1. Unless terminated earlier pursuant to Clause GCC 19 hereof,

this Contract shall expire at the end of such time period after the

Effective Date as specified in the SCC.

15. Entire Agreement 15.1. This Contract contains all covenants, stipulations and

provisions agreed by the Parties. No agent or representative of either

Party has authority to make, and the Parties shall not be bound by or

be liable for, any statement, representation, promise or agreement not

set forth herein.

16. Modifications or

Variations

16.1. Any modification or variation of the terms and conditions of

this Contract, including any modification or variation of the scope of

the Services, may only be made by written agreement between the

Parties. However, each Party shall give due consideration to any

proposals for modification or variation made by the other Party.

16.2. In cases of substantial modifications or variations, the prior

written consent of MPLRS is required.

17. Force Majeure

a. Definition 17.1. For the purposes of this Contract, “Force Majeure” means an

event which is beyond the reasonable control of a Party, is not

foreseeable, is unavoidable, and makes a Party’s performance of its

obligations hereunder impossible or so impractical as reasonably to

be considered impossible under the circumstances, and subject to

those requirements, includes, but is not limited to, war, riots, civil

disorder, earthquake, fire, explosion, storm, flood or other adverse

weather conditions, strikes, lockouts or other industrial action

confiscation or any other action by Government agencies.

17.2. Force Majeure shall not include (i) any event which is caused

by the negligence or intentional action of a Party or such Party’s


81 | P a g e

Experts, Sub-consultants or agents or employees, nor (ii) any event

which a diligent Party could reasonably have been expected to both

take into account at the time of the conclusion of this Contract, and

avoid or overcome in the carrying out of its obligations hereunder.

17.3. Force Majeure shall not include insufficiency of funds or

failure to make any payment required hereunder.

b. No Breach of

Contract

17.4. The failure of a Party to fulfill any of its obligations hereunder

shall not be considered to be a breach of, or default under, this

Contract insofar as such inability arises from an event of Force

Majeure, provided that the Party affected by such an event has taken

all reasonable precautions, due care and reasonable alternative

measures, all with the objective of carrying out the terms and

conditions of this Contract.

c. Measures to

be Taken

17.5. A Party affected by an event of Force Majeure shall continue

to perform its obligations under the Contract as far as is reasonably

practical, and shall take all reasonable measures to minimize the

consequences of any event of Force Majeure.

17.6. A Party affected by an event of Force Majeure shall notify the

other Party of such event as soon as possible, and in any case not later

than fourteen (14) calendar days following the occurrence of such

event, providing evidence of the nature and cause of such event, and

shall similarly give written notice of the restoration of normal

conditions as soon as possible.

17.7. Any period within which a Party shall, pursuant to this

Contract, complete any action or task, shall be extended for a period

equal to the time during which such Party was unable to perform such

action as a result of Force Majeure.

17.8. During the period of their inability to perform the Services as

a result of an event of Force Majeure, the Consultant, upon

instructions by the Client, shall either:

(a) demobilize, in which case the Consultant shall be

reimbursed for additional costs they reasonably and

necessarily incurred, and, if required by the Client, in

reactivating the Services; or

(b) continue with the Services to the extent reasonably possible,

in which case the Consultant shall continue to be paid under

the terms of this Contract and be reimbursed for additional

costs reasonably and necessarily incurred.


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17.9. In the case of disagreement between the Parties as to the

existence or extent of Force Majeure, the matter shall be settled

according to Clauses GCC 44 & 45.

18. Suspension 18.1. The Client may, by written notice of suspension to the

Consultant, suspend all payments to the Consultant hereunder if the

Consultant fails to perform any of its obligations under this Contract,

including the carrying out of the Services, provided that such notice

of suspension (i) shall specify the nature of the failure, and (ii) shall

request the Consultant to remedy such failure within a period not

exceeding thirty (30) calendar days after receipt by the Consultant of

such notice of suspension.

19. Termination 19.1. This Contract may be terminated by either Party as per

provisions set up below:

a. By the Client 19.1.1. The Client may terminate this Contract in case of the

occurrence of any of the events specified in paragraphs (a)

through (f) of this Clause. In such an occurrence the Client

shall give at least thirty (30) calendar days’ written notice of

termination to the Consultant in case of the events referred to in

(a) through (d); at least sixty (60) calendar days’ written notice

in case of the event referred to in (e); and at least five (5)

calendar days’ written notice in case of the event referred to in

(f):

(a) If the Consultant fails to remedy a failure in the

performance of its obligations hereunder, as specified in a

notice of suspension pursuant to Clause GCC 18;

(b) If the Consultant becomes (or, if the Consultant consists of

more than one entity, if any of its members becomes)

insolvent or bankrupt or enter into any agreements with

their creditors for relief of debt or take advantage of any

law for the benefit of debtors or go into liquidation or

receivership whether compulsory or voluntary;

(c) If the Consultant fails to comply with any final decision

reached as a result of arbitration proceedings pursuant to

Clause GCC 45.1;

(d) If, as the result of Force Majeure, the Consultant is unable

to perform a material portion of the Services for a period

of not less than sixty (60) calendar days;

(e) If the Client, in its sole discretion and for any reason

whatsoever, decides to terminate this Contract;


83 | P a g e

(f) If the Consultant fails to confirm availability of Key

Experts as required in Clause GCC 13.

19.1.2. Furthermore, if the Client determines that the

Consultant has engaged in corrupt, fraudulent, collusive, coercive

or obstructive practices, in competing for or in executing the

Contract, then the Client may, after giving fourteen (14) calendar

days written notice to the Consultant, terminate the Consultant's

employment under the Contract.

b. By the

Consultant

19.1.3. The Consultant may terminate this Contract, by not

less than thirty (30) calendar days’ written notice to the Client,

in case of the occurrence of any of the events specified in

paragraphs (a) through (d) of this Clause.

(a) If the Client fails to pay any money due to the Consultant

pursuant to this Contract and not subject to dispute pursuant

to Clause GCC 45.1 within forty-five (45) calendar days

after receiving written notice from the Consultant that such

payment is overdue.

(b) If, as the result of Force Majeure, the Consultant is unable

to perform a material portion of the Services for a period of

not less than sixty (60) calendar days.

(c) If the Client fails to comply with any final decision reached

as a result of arbitration pursuant to Clause GCC 45.1.

(d) If the Client is in material breach of its obligations pursuant

to this Contract and has not remedied the same within forty-

five (45) days (or such longer period as the Consultant may

have subsequently approved in writing) following the

receipt by the Client of the Consultant’s notice specifying

such breach.

c. Cessation of

Rights and

Obligations

19.1.4. Upon termination of this Contract pursuant to Clauses

GCC 12 or GCC 19 hereof, or upon expiration of this Contract

pursuant to Clause GCC 14, all rights and obligations of the

Parties hereunder shall cease, except (i) such rights and

obligations as may have accrued on the date of termination or

expiration, (ii) the obligation of confidentiality set forth in

Clause GCC 22, (iii) the Consultant’s obligation to permit

inspection, copying and auditing of their accounts and records

set forth in Clause GCC 25, and (iv) any right which a Party may

have under the Applicable Law.

d. Cessation of

Services

19.1.5. Upon termination of this Contract by notice of either

Party to the other pursuant to Clauses GCC 19a or GCC 19b, the


84 | P a g e

Consultant shall, immediately upon dispatch or receipt of such

notice, take all necessary steps to bring the Services to a close in

a prompt and orderly manner and shall make every reasonable

effort to keep expenditures for this purpose to a minimum. With

respect to documents prepared by the Consultant and equipment

and materials furnished by the Client, the Consultant shall

proceed as provided, respectively, by Clauses GCC 27 or GCC

28.

e. Payment

upon

Termination

19.1.6. Upon termination of this Contract, the Client shall

make the following payments to the Consultant:

(a) payment for Services satisfactorily performed prior to the

effective date of termination; and

(b) in the case of termination pursuant to paragraphs (d) and (e)

of Clause GCC 19.1.1, reimbursement of any reasonable

cost incidental to the prompt and orderly termination of this

Contract, including the cost of the return f the Experts.

C. OBLIGATIONS OF THE CONSULTANT

20. General

a. Standard of

Performance

20.1 The Consultant shall perform the Services and carry out the

Services with all due diligence, efficiency and economy, in accordance

with generally accepted professional standards and practices, and shall

observe sound management practices, and employ appropriate

technology and safe and effective equipment, machinery, materials and

methods. The Consultant shall always act, in respect of any matter

relating to this Contract or to the Services, as a faithful adviser to the

Client, and shall at all times support and safeguard the Client’s

legitimate interests in any dealings with the third parties.

20.2. The Consultant shall employ and provide such qualified and

experienced Experts and Sub-consultants as are required to carry out

the Services.

20.3. The Consultant may subcontract part of the Services to an

extent and with such Key Experts and Sub-consultants as may be

approved in advance by the Client. Notwithstanding such approval, the

Consultant shall retain full responsibility for the Services.

b. Law

Applicable to

Services

20.4. The Consultant shall perform the Services in accordance with

the Contract and the Applicable Law and shall take all practicable steps


85 | P a g e

to ensure that any of its Experts and Sub-consultants, comply with the

Applicable Law.

20.5. Throughout the execution of the Contract, the Consultant shall

comply with the import of goods and services prohibitions in the

Client’s country when

(a) as a matter of law or official regulations, the Borrower’s

country prohibits commercial relations with that country;

or

(b) by an act of compliance with a decision of Government of

India.

20.6. The Client shall notify the Consultant in writing of relevant

local customs, and the Consultant shall, after such notification, respect

such customs.

21. Conflict of

Interests

21.1. The Consultant shall hold the Client’s interests paramount,

without any consideration for future work, and strictly avoid conflict

with other assignments or their own corporate interests.

a. Consultant

Not to Benefit

from

Commissions,

Discounts, etc.

21.1.1 The payment of the Consultant pursuant to GCC F

(Clauses GCC 38 through 42) shall constitute the Consultant’s

only payment in connection with this Contract and, subject to

Clause GCC 21.1.3, the Consultant shall not accept for its own

benefit any trade commission, discount or similar payment in

connection with activities pursuant to this Contract or in the

discharge of its obligations hereunder, and the Consultant shall

use its best efforts to ensure that any Sub-consultants, as well as

the Experts and agents of either of them, similarly shall not

receive any such additional payment.

21.1.2 Furthermore, if the Consultant, as part of the Services,

has the responsibility of advising the Client on the procurement

of goods, works or services, the Consultant shall comply with

applicable guidelines, and shall at all times exercise such

responsibility in the best interest of the Client. Any discounts or

commissions obtained by the Consultant in the exercise of such

procurement responsibility shall be for the account of the Client.

b. Consultant

and Affiliates

Not to Engage

in Certain

Activities

21.1.3 The Consultant agrees that, during the term of this

Contract and after its termination, the Consultant and any entity

affiliated with the Consultant, as well as any Sub-consultants and

any entity affiliated with such Sub-consultants, shall be

disqualified from providing goods, works or non-consulting

services resulting from or directly related to the Consultant’s


86 | P a g e

Services for the preparation or implementation of the project,

unless otherwise indicated in the SCC.

c. Prohibition of

Conflicting

Activities

21.1.4 The Consultant shall not engage, and shall cause its

Experts as well as its Sub-consultants not to engage, either

directly or indirectly, in any business or professional activities

that would conflict with the activities assigned to them under

this Contract.

d. Strict Duty to

Disclose

Conflicting

Activities

21.1.5 The Consultant has an obligation and shall ensure that

its Experts and Sub-consultants shall have an obligation to

disclose any situation of actual or potential conflict that

impacts their capacity to serve the best interest of their Client,

or that may reasonably be perceived as having this effect.

Failure to disclose said situations may lead to the

disqualification of the Consultant or the termination of its

Contract.

22. Confidentiality 22.1 Except with the prior written consent of the Client, the

Consultant and the Experts shall not at any time communicate to any

person or entity any confidential information acquired in the course

of the Services, nor shall the Consultant and the Experts make public

the recommendations formulated in the course of, or as a result of,

the Services.

23. Liability of the

Consultant

23.1 Subject to additional provisions, if any, set forth in the SCC, the

Consultant’s liability under this Contract shall be provided by the

Applicable Law.

24. Insurance to be

Taken out by the

Consultant

24.1 The Consultant (i) shall take out and maintain, and shall cause

any Sub-consultants to take out and maintain, at its (or the Sub-

consultants’, as the case may be) own cost but on terms and conditions

approved by the Client, insurance against the risks.

25. Accounting,

Inspection and

Auditing

25.1 The Consultant shall keep, and shall make all reasonable

efforts to cause its Sub-consultants to keep, accurate and systematic

accounts and records in respect of the Services and in such form and

detail as will clearly identify relevant time changes and costs.

25.2 The Consultant shall permit and shall cause its Sub-consultants

to permit, MPLRS and/or persons appointed by MPLRS to inspect

and/or all accounts and records relating to the performance of this

Contract and the submission of the Proposal to provide the Services,

and to have such accounts and records audited by auditors appointed

by MPLRS if requested by MPLRS. The Consultant’s attention is

drawn to Clause GCC 10 which provides, inter alia, that acts intended

to materially impede the exercise of MPLRS’s inspection and audit


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rights provided for under this Clause GCC25.2 constitute a prohibited

practice subject to contract termination (as well as to a determination

of ineligibility under prevailing sanctions procedures.)

26. Reporting

Obligations

26.1 The Consultant shall submit to the Client the reports and

documents specified in Appendix A, in the form, in the numbers and

within the time periods set forth in the said Appendix.

27. Proprietary Rights

of the Client in

Reports and

Records

27.1 Unless otherwise indicated in the SCC, all reports and relevant

data and information such as maps, diagrams, plans, databases, other

documents and software, supporting records or material compiled or

prepared by the Consultant for the Client in the course of the Services

shall be confidential and become and remain the absolute property of

the Client. The Consultant shall, not later than upon termination or

expiration of this Contract, deliver all such documents to the Client,

together with a detailed inventory thereof. The Consultant may retain

a copy of such documents, data and/or software but shall not use the

same for purposes unrelated to this Contract without prior written

approval of the Client.

27.2 If license agreements are necessary or appropriate between the

Consultant and third parties for purposes of development of the plans,

drawings, specifications, designs, databases, other documents and

software, the Consultant shall obtain the Client’s prior written approval

to such agreements, and the Client shall be entitled at its discretion to

require recovering the expenses related to the development of the

program(s) concerned. Other restrictions about the future use of these

documents and software, if any, shall be specified in the SCC.

28. Equipment,

Vehicles and

Materials

28.1 Equipment, vehicles and materials made available to the

Consultant by the Client, or purchased by the Consultant wholly or

partly with funds provided by the Client, shall be the property of the

Client and shall be marked accordingly. Upon termination or

expiration of this Contract, the Consultant shall make available to the

Client an inventory of such equipment, vehicles and materials and shall

dispose of such equipment, vehicles and materials in accordance with

the Client’s instructions. While in possession of such equipment,

vehicles and materials, the Consultant, unless otherwise instructed by

the Client in writing, shall insure them at the expense of the Client in

an amount equal to their full replacement value.

28.2 Any equipment or materials brought by the Consultant or its

Experts into the Client’s country for the use either for the project or

personal use shall remain the property of the Consultant or the Experts

concerned, as applicable.


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D. CONSULTANT’S EXPERTS AND SUB-CONSULTANTS

29. Description of Key

Experts

29.1 The title, agreed job description, minimum qualification and

estimated period of engagement to carry out the Services of each of

the Consultant’s Key Experts are described in Appendix B.

30. Replacement of Key

Experts

30.1 Except as the Client may otherwise agree in writing, no

changes shall be made in the Key Experts.

30.2 Notwithstanding the above, the substitution of Key Experts

during Contract execution may be considered only based on the

Consultant’s written request and due to circumstances outside the

reasonable control of the Consultant, including but not limited to death

or medical incapacity. In such case, the Consultant shall forthwith

provide as a replacement, a person of equivalent or better

qualifications and experience, and at the same rate of remuneration.

31. Removal of Experts

or Sub-consultants

31.1 If the Client finds that any of the Experts or Sub-consultant

has committed serious misconduct or has been charged with having

committed a criminal action, or shall the Client determine that

Consultant’s Expert of Sub-consultant have engaged in corrupt,

fraudulent, collusive, coercive or obstructive practice while

performing the Services, the Consultant shall, at the Client’s written

request, provide a replacement.

31.2 In the event that any of Key Experts, Non-Key Experts or Sub-

consultants is found by the Client to be incompetent or incapable in

discharging assigned duties, the Client, specifying the grounds

therefore, may request the Consultant to provide a replacement.

31.3 Any replacement of the removed Experts or Sub-consultants

shall possess better qualifications and experience and shall be

acceptable to the Client.

31.4 The Consultant shall bear all costs arising out of or incidental

to any removal and/or replacement of such Experts.

E. OBLIGATIONS OF THE CLIENT

32. Assistance and

Exemptions

32.1 Unless otherwise specified in the SCC, the Client shall use its

best efforts to:

(a) Assist the Consultant with obtaining work permits and such other

documents as shall be necessary to enable the Consultant to

perform the Services.


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(b) Assist the Consultant with promptly obtaining, for the Experts

and, if appropriate, their eligible dependents, all necessary entry

and exit visas, residence permits, exchange permits and any other

documents required for their stay in the Client’s country while

carrying out the Services under the Contract.

(c) Facilitate prompt clearance through customs of any property

required for the Services and of the personal effects of the

Experts and their eligible dependents.

(c) Issue to officials, agents and representatives of the Government

all such instructions and information as may be necessary or

appropriate for the prompt and effective implementation of the

Services.

(d) Assist the Consultant and the Experts and any Sub-consultants

employed by the Consultant for the Services with obtaining

exemption from any requirement to register or obtain any permit

to practice their profession or to establish themselves either

individually or as a corporate entity in the Client’s country

according to the applicable law in the Client’s country.

(e) Assist the Consultant, any Sub-consultants and the Experts of

either of them with obtaining the privilege, pursuant to the

applicable law in the Client’s country, of bringing into the

Client’s country reasonable amounts of foreign currency for the

purposes of the Services or for the personal use of the Experts

and of withdrawing any such amounts as may be earned therein

by the Experts in the execution of the Services.

(f) Provide to the Consultant any such other assistance as may be


33. Access to Project

Site

33.1 The Client warrants that the Consultant shall have, free of

charge, unimpeded access to the project site in respect of which access

is required for the performance of the Services. The Client will be

responsible for any damage to the project site or any property thereon

resulting from such access and will indemnify the Consultant and each

of the experts in respect of liability for any such damage, unless such

damage is caused by the willful default or negligence of the Consultant

or any Sub-consultants or the Experts of either of them.

34. Change in the

Applicable Law

Related to Taxes

and Duties

34.1 If, after the date of this Contract, there is any change in the

applicable law in the Client’s country with respect to taxes and duties

which increases or decreases the cost incurred by the Consultant in

performing the Services, then the remuneration and reimbursable

expenses otherwise payable to the Consultant under this Contract shall


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be increased or decreased accordingly by agreement between the

Parties hereto, and corresponding adjustments shall be made to the

Contract price amount specified in Clause GCC 38.1

35. Services, Facilities

and Property of the

Client

35.1 The Client shall make available to the Consultant and the

Experts, for the purposes of the Services and free of any charge, the

services, facilities and property described in the Terms of Reference

(Appendix A) at the times and in the manner specified in said

Appendix A.

36. Counterpart

Personnel

36.1 The Client shall make available to the Consultant free of

charge such professional and support counterpart personnel, to be

nominated by the Client with the Consultant’s advice, if specified in

Appendix A.

36.2 Professional and support counterpart personnel, excluding

Client’s liaison personnel, shall work under the exclusive direction of

the Consultant. If any member of the counterpart personnel fails to

perform adequately any work assigned to such member by the

Consultant that is consistent with the position occupied by such

member, the Consultant may request the replacement of such

member, and the Client shall not unreasonably refuse to act upon such

request.

37. Payment

Obligation

37.1 In consideration of the Services performed by the Consultant

under this Contract, the Client shall make such payments to the

Consultant for the deliverables specified in Appendix A and in such

manner as is provided by GCC F below.

F. PAYMENTS TO THE CONSULTANT

38. Contract Price 38.1 The Contract price is fixed and is set forth in the SCC. The

Contract price breakdown is provided in Appendix C.

38.2 Payment on quarterly basis as per the milestone achieved.

38.3 Any change to the Contract price specified in Clause 38.1 can

be made only if the Parties have agreed to the revised scope of Services

pursuant to Clause GCC 16 and have amended in writing the Terms of

Reference in Appendix A.

39. Taxes and Duties 39.1 The Consultant, Sub-consultants and Experts are responsible

for meeting any and all tax liabilities arising out of the Contract unless

it is stated otherwise in the SCC.


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40. Currency of

Payment

40.1 Any payment under this Contract shall be made in the

currency(ies) of the Contract.

41. Mode of Billing and

Payment

41.1 The total payments under this Contract shall not exceed the

Contract price set forth in Clause GCC 38.1.

41.2 The payments under this Contract shall be made against

deliverables specified in Appendix A. The payments will be made

according to the payment schedule stated in the SCC.

41.2.1 The Payments. The Client shall pay the Consultant

within sixty (60) days after the receipt by the Client of the

deliverable(s) and the cover invoice for the related payment.

The payment can be withheld if the Client does not approve the

submitted deliverable(s) as satisfactory in which case the Client

shall provide comments to the Consultant within the same sixty

(60) days period. The Consultant shall thereupon promptly make

any necessary corrections, and thereafter the foregoing process

shall be repeated.

41.2.2 The Final Payment. The final payment under this

Clause shall be made only after the final report have been submitted

by the Consultant and approved as satisfactory by the Client. The

Services shall then be deemed completed and finally accepted by

the Client. The last lump-sum installment shall be deemed

approved for payment by the Client within ninety (90) calendar

days after receipt of the final report by the Client unless the Client,

within such ninety (90) calendar day period, gives written notice to

the Consultant specifying in detail deficiencies in the Services, the

final report. The Consultant shall thereupon promptly make any

necessary corrections, and thereafter the foregoing process shall

be repeated.

41.2.3 All payments under this Contract shall be made to the accounts

of the Consultant specified in the SCC.

41.2.4 With the exception of the final payment under 41.2.3 above,

payments do not constitute acceptance of the whole Services nor

relieve the Consultant of any obligations hereunder.


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G. FAIRNESS AND GOOD FAITH

42. Good Faith 43.1 The Parties undertake to act in good faith with respect to each

other’s rights under this Contract and to adopt all reasonable measures

to ensure the realization of the objectives of this Contract.

H. SETTLEMENT OF DISPUTES

43. Amicable

Settlement

44.1 The Parties shall seek to resolve any dispute amicably by

mutual consultation.

44.2 If either Party objects to any action or inaction of the other

Party, the objecting Party may file a written Notice of Dispute to the

other Party providing in detail the basis of the dispute. The Party

receiving the Notice of Dispute will consider it and respond in writing

within fourteen (14) days after receipt. If that Party fails to respond

within fourteen (14) days, or the dispute cannot be amicably settled

within fourteen (14) days following the response of that Party, Clause

GCC 49.1 shall apply.

44. Dispute Resolution 45.1 Any dispute between the Parties arising under or related to this

Contract that cannot be settled amicably may be referred to by either

Party to the adjudication/arbitration in accordance with the provisions


III. Special Conditions of Contract

II. Special Conditions of Contract

Number

of GC

Clause

Amendments of, and Supplements to, Clauses in the General Conditions of

Contract

1 The Contract shall be construed in accordance with the law of [India].

2 The language is: English

3 The addresses are:





Consultant:

Attention:

Facsimile:

E-mail (where permitted):

5 The Authorized Representatives are:

For the Client:




For the Consultant: [name, title]

6 Termination of Contract for Failure to Become Effective:

The time period shall be 3 months

7 Commencement of Services:

The number of days shall be 30 days after signing of contract.

III. Special Conditions of Contract Lump-Sum

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Confirmation of Key Experts’ availability to start the Assignment shall be submitted

to the Client in writing as a written statement signed by each Key Expert.

8 Expiration of Contract:

The time period shall be 5 years

9 The performance Bank Guarantee shall be submitted by consultant: 10% of the

contract value.

10 The Client reserves the right to determine on a case-by-case basis whether the

Consultant should be disqualified from providing goods, works or non-consulting

services due to a conflict of a nature described in Clause GCC 21.1.3

Yes

11

The following limitation of the Consultant’s Liability towards the Client can be

subject to the Contract’s negotiations:

“Limitation of the Consultant’s Liability towards the Client:

(a) Except in the case of gross negligence or willful misconduct on the part of the

Consultant or on the part of any person or a firm acting on behalf of the

Consultant in carrying out the Services, the Consultant, with respect to damage

caused by the Consultant to the Client’s property, shall not be liable to the

Client:

(i) for any indirect or consequential loss or damage; and

(ii) for any direct loss or damage that exceeds one times the total value

of the Contract;

(b) This limitation of liability shall not

(i) affect the Consultant’s liability, if any, for damage to Third Parties caused

by the Consultant or any person or firm acting on behalf of the Consultant

in carrying out the Services;

(ii) be construed as providing the Consultant with any limitation or exclusion from

liability which is prohibited by the “Applicable Law”,


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12

The Consultant shall not use these documents, specific deliverables, databases and

information prepared/developed/received for purposes unrelated to this Contract

without the prior written approval of the Client.

13 The Contract price is: ____________________ [insert amount and currency for

each currency as applicable] excluding service tax as per prevailing rates.

14 The Client warrants that

The Client shall reimburse the Consultant payment under the applicable law in the

Client’s country in respect of any payments whatsoever made to the Consultant in

connection with the carrying out of the Services.

15 The payment schedule:

Payment of quarterly installments shall be linked to the deliverables

specified in the Terms of Reference and agreed Detailed Annual Work Plan

with agreed timelines.

Payment to the consultant will be made on quarterly basis spread over five

years. Payment on every quarter will be disbursed upon receiving the invoice

based on milestone achieved from consultant along with the monthly report

submitted during that quarter.

In case any consultant is not available for more than approved period penalty

will be deducted based on the remuneration mentioned in Fin 3 for the absent

days.

Penalty if levied shall be deducted from quarterly payment.

Total sum of all installments shall not exceed the Contract price set up in SCC38.1.


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16

Disputes shall be settled by arbitration in accordance with the following

provisions:

1. Selection of Arbitrators. Any dispute arising out of the Contract, which

cannot be amicably settled between the parties, shall be referred to

adjudication/arbitration in accordance with Arbitration & Conciliation Act

1996, to the sole Arbitrator the Secretary Revenue Department Govt. of MP

or an officer nominated by her/him shall be the arbitrator.

17 2. Rules of Procedure. Except as otherwise stated herein, arbitration

proceedings shall be conducted in accordance with the rules of

procedure for arbitration of the Madhya Pradesh Arbitration

Tribunal Act, 1983 first.

3. Substitute Arbitrators. If for any reason an arbitrator is unable to

perform his/her function, a substitute shall be appointed in the same

manner as the original arbitrator.

18 5. Miscellaneous. In any arbitration proceeding hereunder:

(a) proceedings shall, unless otherwise agreed by the Parties, be held in

Gwalior only;

(b) the English language shall be the official language for all purposes; and

(c) the decision of the sole arbitrator or of a majority of the arbitrators (or of the

third arbitrator if there is no such majority) shall be final and binding and

shall be enforceable in any court of competent jurisdiction, and the Parties

hereby waive any objections to or claims of immunity in respect of such

enforcement.

III. Special Conditions of Contract

III. Appendices

APPENDIX A – TERMS OF REFERENCE

[This Appendix shall include the final Terms of Reference (TORs) worked out by the Client and

the Consultant during the negotiations; dates for completion of various tasks; location of

performance for different tasks; detailed reporting requirements and list of deliverables against

which the payments to the Consultant will be made; Client’s input, including counterpart

personnel assigned by the Client to work on the Consultant’s team; specific tasks or actions

that require prior approval by the Client.

Insert the text based on the Section 5 (Terms of Reference) of the ITC in the RFP and modified

based on the Forms TECH-1 through TECH-6 of the Consultant’s Proposal. Highlight the

changes to Section 5 of the RFP]

………………………………………………………………………………………………

APPENDIX B - KEY EXPERTS

[Insert a table based on Form TECH-5 of the Consultant’s Technical Proposal and finalized at

the Contract’s negotiations. Attach the CVs (updated and signed by the respective Key Experts)

demonstrating the qualifications of Key Experts.]

……………………………………………………………………………………………………

APPENDIX C – BREAKDOWN OF CONTRACT PRICE

[Insert the table with the unit rates to arrive at the breakdown of the lump-sum price. The table

shall be based on [Form FIN-2 and FIN-3] of the Consultant’s Proposal and reflect any changes

agreed at the Contract negotiations, if any. The footnote shall list such changes made to [Form

FIN-2 and FIN-3] at the negotiations or state that none has been made.]

APPENDIX D – RFP DOCUMENT

[Insert the RFP document/ clarification/corrigendum here]