Request for Proposal: Scanning Old Land Records in Tehsildar, Dy.SLR and CTS offices of Maharashtra
Settlement Commissioner & Director of Land Records (M.S.), Pune | 1
Request For Proposal
For
Scanning Old Land Records in
Tehsildar, Dy.SLR and City
Survey offices of Maharashtra
Request for Proposal: Scanning Old Land Records in Tehsildar, Dy.SLR and CTS offices of Maharashtra
Settlement Commissioner & Director of Land Records (M.S.), Pune | 2
TABLE OF CONTENTS
Disclaimer ................................................................................................................................................................... 6
Tender Notice ............................................................................................................................................................. 8
Schedule .................................................................................................................................................................... 10
1. Introduction ...................................................................................................................................................... 12
1.1. NLRMP Background .............................................................................................................................. 12
1.2. Vision towards NLRMP ......................................................................................................................... 12
1.3. NLRMP Objectives ................................................................................................................................. 12
1.4. NLRMP in Maharashtra (eMahabhoomi) ........................................................................................... 13
1.5. Modern Record Room - NLRMP Component .................................................................................... 18
1.6. Purpose of the project ............................................................................................................................ 18
1.7. Objectives of Scanning Project ............................................................................................................. 18
1.8. Stakeholders of the project.................................................................................................................... 19
2. Department Overview ..................................................................................................................................... 21
2.1. History of land Records in Maharashtra ............................................................................................. 21
2.2. Existing Status of Record Rooms ......................................................................................................... 23
2.3. Existing DSR Application ...................................................................................................................... 24
2.4. Existing Data Center Infrastructure .................................................................................................... 24
2.5. Existing Network Infrastructure .......................................................................................................... 24
2.6. Existing Client Site (Taluka level) Infrastructure .............................................................................. 25
3. Instruction to bidder ....................................................................................................................................... 26
3.1. Issuer of RFP ........................................................................................................................................... 26
3.2. Bidding schedule .................................................................................................................................... 26
3.3. General instruction to bidder ............................................................................................................... 27
3.4. Important limits and values .................................................................................................................. 28
3.5. Tender Form and Tender Fee ............................................................................................................... 29
3.6. Timely submission ................................................................................................................................. 29
3.7. Late bids .................................................................................................................................................. 29
Request for Proposal: Scanning Old Land Records in Tehsildar, Dy.SLR and CTS offices of Maharashtra
Settlement Commissioner & Director of Land Records (M.S.), Pune | 3
3.8. Pre-bid Queries ....................................................................................................................................... 29
3.9. Language of the Bid ................................................................................................................................ 30
3.10. Hand written documents, Erasures or Alterations ............................................................................ 30
3.11. Bid Prices ................................................................................................................................................. 30
3.12. Firm Prices .............................................................................................................................................. 31
3.13. Amendment of RFP document ............................................................................................................. 31
3.14. Clarification of offers ............................................................................................................................. 31
3.15. Opening of bids ....................................................................................................................................... 32
3.16. Contacting SC&DLR (M.S.), Pune ........................................................................................................ 32
3.17. Bid validity .............................................................................................................................................. 32
3.18. Address for bid submission and correspondence .............................................................................. 33
3.19. Award of contract ................................................................................................................................... 33
3.20. Right to Accept any Bid and to Reject any or All Bids ....................................................................... 33
3.21. Notification of Award ............................................................................................................................. 33
3.22. Signing of Contract ................................................................................................................................. 33
3.23. Bid Security (EMD – Earnest Money Deposit) .................................................................................. 33
3.24. Performance Bank Guarantee ............................................................................................................... 34
3.25. Fraud and Corruption ........................................................................................................................... 35
3.26. Failure to agree with the Terms & Conditions of the RFP ................................................................ 36
4. Qualification Criteria and Bid evaluation ..................................................................................................... 37
4.1. Qualification criteria .............................................................................................................................. 37
4.2. Bid Submission ( 3 Envelope Bid System) .......................................................................................... 38
4.3. Bid evaluation ......................................................................................................................................... 40
4.4. Evaluation Committees ......................................................................................................................... 43
4.5. Rejection Criteria.................................................................................................................................... 44
4.6. Conditional offers ................................................................................................................................... 45
5. Scope of work ................................................................................................................................................... 46
5.1. Definitions ............................................................................................................................................... 46
5.2. Geographical Scope ................................................................................................................................ 46
5.3. Volume of Work ...................................................................................................................................... 47
Request for Proposal: Scanning Old Land Records in Tehsildar, Dy.SLR and CTS offices of Maharashtra
Settlement Commissioner & Director of Land Records (M.S.), Pune | 4
5.4. Scope of Services .................................................................................................................................... 47
5.5. Project Planning and Management ...................................................................................................... 48
5.6. DSR Application Study .......................................................................................................................... 50
5.7. Scanning Old Land Records .................................................................................................................. 54
5.8. External Hard Disk supply along with image and data ..................................................................... 66
5.9. Operational Support .............................................................................................................................. 67
5.10. Training and Capacity Building ............................................................................................................ 67
5.11. Project Documentation .......................................................................................................................... 68
6. Project Implementation .................................................................................................................................. 70
6.1. Project Timelines .................................................................................................................................... 70
6.2. Taluka Schedule ...................................................................................................................................... 71
6.3. Contract Period ....................................................................................................................................... 72
6.4. Implementation Approach .................................................................................................................... 72
6.5. Project Structure ..................................................................................................................................... 73
6.6. Guidelines for District Metadata Center and Scanning premises .................................................... 76
7. Service level agreements ................................................................................................................................. 78
7.1. Service level objectives .......................................................................................................................... 78
7.2. Penalty Terms ......................................................................................................................................... 78
8. Terms and conditions ...................................................................................................................................... 80
8.1. Payment terms ........................................................................................................................................ 80
8.2. Termination of the Contract ................................................................................................................. 81
8.3. Risk Purchase Clause ............................................................................................................................. 82
8.4. Indemnity ................................................................................................................................................ 82
8.5. Intellectual Property Rights .................................................................................................................. 82
8.6. Performance Obligations ....................................................................................................................... 82
8.7. Publicity ................................................................................................................................................... 83
8.8. Force Majeure ......................................................................................................................................... 83
8.9. Resolution of disputes ........................................................................................................................... 84
8.10. Subject Laws and Jurisdiction .............................................................................................................. 84
Annexure A. Scanning Document Types, Volume, Metadata ............................................................................ 85
Request for Proposal: Scanning Old Land Records in Tehsildar, Dy.SLR and CTS offices of Maharashtra
Settlement Commissioner & Director of Land Records (M.S.), Pune | 5
Annexure B. List of offices ...................................................................................................................................... 95
Annexure C. Indicative External hard disk Specifications .............................................................................. 105
Annexure D - Pre-Qualification bid document format ..................................................................................... 106
1. Pre-Qualifcation Bid Cover Letter ................................................................................................................... 106
2. Authority Letter ................................................................................................................................................. 108
3. Particulars of the Bidder ................................................................................................................................... 109
4. Profiles of Previous Project Experience .......................................................................................................... 111
5. Pre-Qualification criteria compliance sheet ................................................................................................... 112
Annexure E - Self declaration form for not having pending cases in court of law ........................................ 115
Annexure F– Notarized Affidavit for non-blacklisting ..................................................................................... 116
Annexure G. Technical Bid Document Format .................................................................................................. 117
1. Technical Bid Covering letter ........................................................................................................................... 117
2. Authority Letter ................................................................................................................................................. 119
3. Authorization letters from OEM ...................................................................................................................... 120
4. Profile of Key People ......................................................................................................................................... 121
5. Proposed Resource Deployment ...................................................................................................................... 123
6. Project Implementation Methodology ............................................................................................................ 124
7.Hardware Specification Compliance Format .................................................................................................. 125
Annexure H – Draft Non - Disclosure Agreement ............................................................................................ 126
Annexure I – Performance Bank Guarantee Format ........................................................................................ 131
Annexure J - Commercial Bid Format ................................................................................................................ 134
1. Commercial Proposal Cover Letter .................................................................................................................. 134
2. Price Summary (Name of division) ................................................................................................................. 136
Annexure K - Format for Pre-Bid Queries .......................................................................................................... 138
Annexure L - Other Documents Checklist .......................................................................................................... 139
Annexure M - Abbreviations ................................................................................................................................ 140
Annexure N- Cover letter to be pasted on envelope .......................................................................................... 141
Request for Proposal: Scanning Old Land Records in Tehsildar, Dy.SLR and CTS offices of Maharashtra
Settlement Commissioner & Director of Land Records (M.S.), Pune | 6
DISCLAIMER
The information contained in this Request for Proposal document (hereinafter referred to
as “RFP”) or subsequently provided to bidder(s), whether verbally or in documentary or any
other form by or on behalf of the Settlement Commissioner & Director of Land Records
(Maharashtra State), Pune (hereinafter referred to as “SC&DLR (M.S.), Pune”), (the “Authority”)
or any of their employees or advisors, is provided to bidder(s) on the terms and conditions
set out in this RFP and such other terms and conditions subject to which such information is
provided.
The purpose of this RFP is to provide interested parties with information that may be useful to
them in making their financial offers pursuant to this RFP (the "Bid"). This RFP includes
statements, which reflect various assumptions and assessments arrived at by the SC&DLR
(M.S.), Pune in relation to the project. Such assumptions, assessments and statements do not
purport to contain all the information that each bidder may require. This RFP may not be
appropriate for all persons, and it is not possible for the SC&DLR (M.S.), Pune, its employees or
advisors to consider the investment objectives, financial situation and particular needs of
each party who reads or uses this RFP. The assumptions, assessments, statements and
information contained in this RFP, may not be complete, accurate, adequate or correct.
Each bidder 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 RFP and obtain independent
advice from appropriate sources.
Information provided in this RFP to the bidder(s) is on a wide range of matters, some of which
depends upon interpretation of law. The information given is not an exhaustive account of
statutory requirements and should not be regarded as a complete or authoritative
statement of law. SC&DLR (M.S.), Pune accepts no responsibility for the accuracy or
otherwise for any interpretation or opinion on law expressed herein.
SC&DLR (M.S.), Pune , its employees and advisors make no representation or warranty and
shall have no liability to any person, including any bidder under any law, statute, rules or
regulations or tort, principles of restitution or unjust enrichment or otherwise for any loss,
damages, cost or expense which may arise from or be incurred or suffered on account of
anything contained in this RFP or otherwise, including the accuracy, adequacy, correctness,
completeness or reliability of the RFP and any assessment, assumption, statement or
information contained therein or deemed to form part of this RFP or arising in any way in this
Bid Stage.
SC&DLR (M.S.), Pune also accepts no liability of any nature whether resulting from
Request for Proposal: Scanning Old Land Records in Tehsildar, Dy.SLR and CTS offices of Maharashtra
Settlement Commissioner & Director of Land Records (M.S.), Pune | 7
negligence or otherwise howsoever caused arising from reliance of any bidder upon the
statements contained in this RFP.
SC&DLR (M.S.), Pune 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 RFP.
The issue of this RFP does not imply that SC&DLR (M.S.), Pune is bound to select a bidder or to
appoint the selected bidder, as the case may be, for providing scanning services; and
SC&DLR (M.S.), Pune reserves the right to reject all or any of the bidders or bids without
assigning any reason whatsoever.
Bidder 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 SC&DLR
(M.S.), Pune or any other costs incurred in connection with or relating to its Bid. All such
costs and expenses will remain with the bidder and SC&DLR (M.S.), Pune shall not be liable in
any manner whatsoever for the same or for any other costs or other expenses incurred by a
bidder in preparation for submission of the bid, regardless of the conduct or outcome of the
bidding process.
Request for Proposal: Scanning Old Land Records in Tehsildar, Dy.SLR and CTS offices of Maharashtra
Settlement Commissioner & Director of Land Records (M.S.), Pune | 8
TENDER NOTICE
Settlement Commissioner & Director of Land Records (Maharashtra State), Pune
has envisaged implementing Modern Record Room Component of National Land Records
Modernization Programme of Ministry of Rural Development, Government of India in the
entire state. Scanning old land records in Tehsildar, Dy.SLR and CTS offices of Maharashtra for
providing citizen services and helping departmental officials is the main objective of Modern
Record Room Component of NLRMP. In order to achieve this aspect of the component,
Settlement Commissioner & Director of Land Records (Maharashtra State), Pune proposes to
seek the services of reputed organizations/System Integrators having relevant experience in
Scanning & Document Management Services.
Settlement Commissioner & Director of Land Records (Maharashtra State), Pune invites
proposals to provide services as per the attached RFP document. RFP includes the following
sections:
� Tender Notice
� Schedule
� Chapter 1 - Introduction
� Chapter 2 - Department Overview
� Chapter 3 - Instruction to Bidder
� Chapter 4 -Qualification Criteria and Bid evaluation
� Chapter 5 - Scope of work
� Chapter 6 - Project implementation
� Chapter 7 - Service level Agreements
� Chapter 8 - Terms and Conditions
� Annexure
Yours sincerely,
Sd/-
Settlement Commissioner &
Director of Land Records (Maharashtra State)
Pune
Request for Proposal: Scanning Old Land Records in Tehsildar, Dy.SLR and CTS offices of Maharashtra
Settlement Commissioner & Director of Land Records (M.S.), Pune | 9
Date: 22/07/2013
OFFICE OF THE SETTLEMENT COMMISSIONER & DIRECTOR OF LAND RECORDS (MAHARASHTRA STATE) 2nd Floor, New Administrative Building Opp. Council Hall Pune - 411001 Maharashtra
Settlement Commissioner & Director of Land Records (Maharashtra State), Pune
invites proposals for the following work from firms who have similar work experience. Vendor
for each division will be selected through this tender.
Description of Work, Earnest Money Deposit (EMD) and Tender Fee are as under:
Sr. No.
Name of Work Division Name
Earnest Money Deposit (INR)
Tender Fee (INR)
1.
Request for Proposal for Scanning Old Land Records in Tehsildar, Dy.SLR and CTS offices of Maharashtra
Amravati 40,00,000/-
25,000/-
2. Aurangabad 30,00,000/-
3. Mumbai 25,00,000/-
4. Nagpur 15,00,000/-
5. Nashik 30,00,000/-
6. Pune 45,00,000/-
EMD mentioned above is per Division, if the Bidder is interested to bid for more than one
Division, then bidder has to submit separate EMD for each Division. Each bidder needs to pay
Tender Fee only once.
Bidders have to submit a non–refundable Tender Fee as mentioned above by Demand Draft
from Nationalized Bank, in the name of “Settlement Commissioner & Director of Land
Records, Maharashtra State, Pune” payable at Pune.
EMD should be in the form of Bank Guarantee from Nationalized Bank drawn in favor of
“Settlement Commissioner & Director of Land Records, Maharashtra State, Pune”
and valid for 180 days which can be extended if required.
SC&DLR (M.S.), PUNE RESERVES THE RIGHT TO ACCEPT OR REJECT ANY
TENDER OFFER WITHOUT ASSIGNING ANY REASON.
Sd/-
Settlement Commissioner & Director of Land Records Maharashtra State, Pune
Request for Proposal: Scanning Old Land Records in Tehsildar, Dy.SLR and CTS offices of Maharashtra
Settlement Commissioner & Director of Land Records (M.S.), Pune | 10
SCHEDULE
# Parameter Details
1. Tender Reference Tender No. NLRMP-2/PraKr11/Scanning/2013
2. Website for downloading tender document*
1. https://www.maharashtra.gov.in/Site/Common/Tenders.aspx
2. https://bhumiabhilekh.maharashtra.gov.in 3. http://tenders.gov.in
3. Place for submitting tender offers
Settlement Commissioner & Director of Land Records (M.S.), Pune 2nd Floor, New administrative building Opp. Council Hall Pune - 411001
4. Non-refundable tender fee
Rs.25,000/- by Demand Draft from Nationalized Bank drawn in favor of “Settlement Commissioner & Director of Land Records, Maharashtra State, Pune” payable at Pune.
5. Earnest Money Deposit
a. Amravati
Rs. 40,00,000/- in the form of Bank Guarantee of Nationalized Bank drawn in favour of “Settlement Commissioner & Director of Land Records, Maharashtra State, Pune”
b. Aurangabad
Rs. 30,00,000/- in the form of Bank Guarantee of Nationalized Bank drawn in favour of “Settlement Commissioner & Director of Land Records, Maharashtra State, Pune”
c. Mumbai
Rs. 25,00,000/- in the form of Bank Guarantee of Nationalized Bank drawn in favour of “Settlement Commissioner & Director of Land Records, Maharashtra State, Pune”
d. Nagpur
Rs. 15,00,000/- in the form of Bank Guarantee of Nationalized Bank drawn in favour of “Settlement Commissioner & Director of Land Records, Maharashtra State, Pune”
e. Nashik
Rs. 30,00,000/- in the form of Bank Guarantee of Nationalized Bank drawn in favour of “Settlement Commissioner & Director of Land Records, Maharashtra State, Pune”
f. Pune
Rs. 45,00,000/- in the form of Bank Guarantee of Nationalized Bank drawn in favour of “Settlement Commissioner & Director of Land Records, Maharashtra State, Pune”
6. Pre-bid Meeting
1100 Hrs. on 02/08/2013 in the office of Settlement Commissioner & Director of Land Records (M.S.), Pune 2nd Floor, New administrative building Opp. Council Hall Pune – 411001
7. Last date and time for submission of bid proposal in the office of SC&DLR (M.S.), Pune
1500 Hrs on 22/08/2013
8. Time and date of Technical bid opening
1530 Hrs on 22/08/2013 in the office of Settlement Commissioner & Director of Land Records (M.S.), Pune
Request for Proposal: Scanning Old Land Records in Tehsildar, Dy.SLR and CTS offices of Maharashtra
Settlement Commissioner & Director of Land Records (M.S.), Pune | 11
2nd Floor, New administrative building Opp. Council Hall Pune – 411001
9. Time and date of Technical presentations by the Bidders
To be declared later
10. Time and date for declaration of short-list of bidders for commercial bid
To be declared later
11. Time and Date of Opening of commercial bid To be declared later
12. Address for Communication
Settlement Commissioner & Director of Land Records (M.S.), Pune 2nd Floor, New administrative building Opp. Council Hall Pune – 411001
13. Contact Telephone Numbers 020-26050006/020-26050886
14. Contact Fax Number 020-26050753
15. Contact Email id [email protected]
Note:
*RFP Document can be downloaded only from these websites. All bidders should download the
RFP document from these websites for their consideration and submit tender manually. No
hard copy will be provided in the department premises.
Bidders will be shown xerox copies of sample documents during pre-bid meeting. Bidders
should also note that they should register their names with the SC&DLR (M.S), Pune during
pre-bid meeting for viewing sample documents at selected record rooms. Department will
provide the contact details of concerned department officials of record rooms of Tehsildar
office, Dy.SLR office and CTSO. Bidders may contact these officials to view records in their
respective offices for better understanding of Scope of Work.
Request for Proposal: Scanning Old Land Records in Tehsildar, Dy.SLR and CTS offices of Maharashtra
Settlement Commissioner & Director of Land Records (M.S.), Pune | 12
1. INTRODUCTION
1.1. NLRMP BACKGROUND
Government of India decided to implement the Centrally-Sponsored scheme - National
Land Records Modernization Programme (NLRMP) by merging two existing centrally
sponsored schemes: Computerization of Land Records (CLR) and Strengthening of Revenue
Administration and Updating of Land Records (SRA&ULR) in the Department of Land
Resources (DoLR), Ministry of Rural Development. The integrated programme would
modernize management of land records, minimize scope of land/property disputes, enhance
transparency in the land records maintenance system, and facilitate moving eventually towards
guaranteed conclusive titles to immovable properties in the country. The major components of
the programme are computerization of all land records including mutations, establishment of
Modern Record Room, Digitization of cadastral maps & integration of textual and spatial data,
Survey/Re-survey & updation of all survey and settlement records including creation of
original cadastral records, Computerization of registration and its integration with Land
Records, Core Geospatial Information System (GIS) and Capacity Building.
Land Records Department of Maharashtra has embarked on the journey of implementing
various components of NLRMP across the state in either pilot mode or complete roll out mode.
After successful initiation and stable rollout of scanning project in Mulshi and Haveli taluka,
SC&DLR (M.S.), Pune have decided to implement “Scanning Old Land Records, Digital
storage and retrieval system”, aspect of Modern Record Room component of NLRMP in
the entire state. Document Search & Retrieval (DSR) Application i.e. eRecords Application has
already been developed for state-wide rollout and now the department is looking for agencies
specialized in Scanning & Document Management System domain to provide their services and
help SC&DLR (M.S.), Pune in rolling out the project in the entire state.
1.2. VISION TOWARDS NLRMP
“To harness technology in transforming Land Records Department into a modern and service
driven department through better collaboration, efficiency and effectiveness; and to make it a
focal point for all information on matters related to Land Records in Maharashtra”
1.3. NLRMP OBJECTIVES
� To develop a modern, comprehensive and transparent land records management
system in the country
� To implement the conclusive land-titling system with title guarantee, which will be based
on four basic principles
Request for Proposal: Scanning Old Land Records in Tehsildar, Dy.SLR and CTS offices of Maharashtra
Settlement Commissioner & Director of Land Records (M.S.), Pune | 13
− a single window to handle land records (including the maintenance and updating of
textual records, maps, survey and settlement operations and registration of
immovable property),
− the “mirror” principle, which refers to the fact that cadastral records mirror the
ground reality,
− the “curtain” principle which indicates that the record of title is a true depiction of the
ownership status, mutation is automated and automatic following registration and the
reference to past records is not necessary, and
− title insurance, which guarantees the title for its correctness and indemnifies the title
holder against loss arising on account of any defect therein.
� To develop an institutional framework for proper and timely implementation of the land
record reforms across all states in the envisaged timelines
� To give land administrators, planning authorities, and citizens more and easier access to
land data and details
� To provide a system to have secure, authenticate and confidential land records
� To ensure self-sustainability of the system
� To provide uniformity of data and coding scheme across the country
� To enable SC&DLR (M.S.), Pune deliver services to its stakeholders in a modern, efficient
and client-service oriented manner, through the use of technology
� To equip SC&DLR (M.S.), Pune officials with the appropriate skill sets required for
delivering services in a modern, efficient and client-service oriented manner
1.4. NLRMP IN MAHARASHTRA (EMAHABHOOMI)
National Land Records Modernization Programme (NLRMP) is an integrated programme for
modernization and management of land records. It has been initiated by Department of Land
Resources (DoLR), Government of India, 'eMahabhoomi', a comprehensive land records
modernization and management programme is being implemented in Maharashtra, as a part of
NLRMP initiative. All the applications under this project are developed and maintained with
the help of NIC. Considering the importance and scale of such Mission Mode Projects,
department has setup a Programme Management Unit, in the form of Society, 'Mahabhoomi' to
look after the detailed implementation of all components of 'eMahabhoomi' in the state.
Apart from the main components of NLRMP, eMahabhoomi has also introduced 2 new projects
under its umbrella in Maharashtra state. Detailed description of the various components of
eMahabhoomi are elaborated as follows:
� eMojani : Management of measurement cases
Request for Proposal: Scanning Old Land Records in Tehsildar, Dy.SLR and CTS offices of Maharashtra
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'eMojani' application helps department officials in managing survey requests in more efficient
and effective manner. This application helps department officials to process the survey requests
accurately and provide citizens with vital information like date of survey, time of survey, name
of surveyor, value of survey fee etc. as soon as he applies. This application also helps the
department officials in generating challans of measurement cases and tracks the survey fees
collection. Online MIS generated through this application, helps the department officials in
understanding the overall status of this project like number of survey cases catered to , number
of pending cases , revenue earned etc. On an average, the application handles more than 1.75
lacs measurement requests per year. The overwhelming success of eMojani project has also
been showcased in various case studies.
In future, citizens will be provided more utilities through this web application, where citizens
can track status of their application, calculate survey fees, online application form along with e-
payment (through integration with GRAS). Many of these utilities have already been provided
to the citizens. eMojani project is rolled out in the entire state from 1st Jan 2012.
� eChawadi: Computerization of village records
At village level, various land related forms (Forms No. 1 to 21) categorized under 5 categories
namely - Land Revenue, Record of Rights, Settlement related, General administration and
Miscellaneous are maintained by Talathi (village accountant). Currently all the forms are in
physical format maintained by Talathis. It was found that maintaining all these forms is a
cumbersome activity and talathis have to spend a lot of time in updating each of these forms.
Department officials also spend a lot of time to calculate the revenue to be recovered from the
citizens under the current setup. Considering the importance of these forms and various
problems faced by revenue officials, state has decided to utilize technology to reduce such
problems by computerization of all these forms which lead to development of “eChawadi”
application. This is a web based which will benefit almost 12,600 talathis. This application will
be used from Talathis laptop will be connected to State Data Center through data card. All the
forms are interlinked to each other and any change in a one form will lead to concurrent
changes in related forms. Almost 50-60% data for this application is derived from Form
No.7/12 data created through eMutation application. This G2G service will help department
officials in maintaining village records in an efficient and easily retrievable manner.
eChawadi application is tested in one village in every district of Maharashtra and ready for
implementation in the entire state in the financial year 2013-14. The application is in its early
stage of state-wide implementation, where numerous Talathis and Circle officers (more than
8,500) have bought laptops and data cards to use the application. Also parallel activities are
done to convert data in physical format into digital format. eChawadi was launched on 10th
April,2013 during Survey Day by Hon. Chief Minister of Maharashtra.
Request for Proposal: Scanning Old Land Records in Tehsildar, Dy.SLR and CTS offices of Maharashtra
Settlement Commissioner & Director of Land Records (M.S.), Pune | 15
� e-Mutation: Online mutation
e-Mutation application ensures that as soon as there is registration of document resulting into
change in ownership in land, process of mutation is initiated. The entire process starts at the
registration department where the citizen gets his documents registered at Sub-Registrar Office
(SRO). Once that is over, the details of registration are uploaded on the State Data Center
(SDC) from the SRO office. Department officials at Tehsildar office view such mutation request
and the mutation number is automatically given by application. Digitally signed notice No. IX is
generated in Tehsil office, which is then sent to SRO office immediately for serving to all
interested parties present in SRO office. At the same time SMS is sent to the concerned Talathi
and 15 days notice period is given to the citizens to raise objection if any. In case no objection is
received in the prescribed time period, the mutation is certified and updation is done in Record
of Rights (RoR) automatically. Along with this, the application also has provision to initiate
mutation arising due to non-registered documents. Such mutations are done at village level by
talathis, using their laptops.
Pilot project was initiated in Mulshi and Haveli taluka of Pune District. It has also been rolled
out in another 5 talukas after the success of Mulshi taluka project. The work of state-wide
implementation has already started. All related offices (more than 11oo) at taluka level and
district level have already been provided with IT Infrastructure like Computers, Printers,
Scanners, UPS etc. All the core offices are being provided with BSNL's VPNoBB/MPLS
connectivity. eMutation was launched on 10th April,2013 during Survey Day by Hon. Chief
Minister of Maharashtra. - present status
In the future, information between registration department and land records department will
be shared with each other leading to real time mutation initiation. Information being shared
with registration department will also help in the registration process. Also, with the use of
laptops by Talathis, initiating mutation process will be possible at village level for all non -
registered document.
� e-Records: Scanning of old records
Land Records Department maintains huge volume of textual records related to land as a
custodian of Land Records. These records are old mutations, old RoR, old Khata Register,
Tippan, Akarband, Akarphod patrak, Gunakar book, KJP, consolidation scheme, etc from year
1880 onwards. Over a period of time, these records have deteriorated due to various
environmental conditions and also continuous use by department officials. Also there is huge
demand for such records at taluka offices. Thus, these records need to be preserved by
converting them in digital form. This will help the department officials in drastically reducing
the citizen service time and help them to improve the service quality. Under eRecords project,
all these textual records will be scanned and preserved at taluka as well as state level. On an
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average 10 lacs documents in each taluka is to be scanned. The total volume for the entire state
is about 26 crores. Development of Document Search and Retrieval application is already
completed and pilot project has completed in Mulshi and Haveli taluka in Pune district.
Approximately 40 lacs documents have already been scanned and indexed till now.
Through this tender, eRecords project will be initiated in this financial year and is planned to be
completed by FY 2014-15.
� eMaps: Digitization of maps
Land Records department is the custodian of valuable spatial Records i.e. cadastral map.
Maharashtra poses a unique combination of cadastral map sheets which range from year 1880
to till date. There are numerous types of cadastral map sheets like tippans, phalni sheets, pot
phalni sheets, gat book, village map sheets, Land Acquisition Measurement Sheets, Non
Agricultural measurement sheets etc. The cadastral maps are in different sizes ranging from A4
to A0. State has decided to scan and digitize these map sheets for archival purpose. These
digitized maps will also be used for resurvey and by department officials in their daily
operations under eMaps project.
The pilot project is started in Mulshi Taluka in September 2012. The pilot project is near
completion and the state will move towards state-wide rollout in this financial year.
� eResurvey: Resurvey with modern technology
Resurvey leads to accurate and updated records which helps to move towards conclusive titling.
From 1930 onwards, many sub-divisions have taken place leading to mismatch between Record
of Rights (maintained by revenue department) and Land Records data (maintained by Land
Records department) and ground reality. There is a huge need to make these records accurate
and match with each other. It will benefit the citizens as the citizens will get comprehensive data
which will have both land records and revenue data as per the actual field information. To
achieve the objective, state is actively considering to undertake huge task of resurvey of entire
Maharashtra.
Under this project called “eResurvey” entire state will be surveyed again by using modern
survey technologies. This will provide citizens with updated and current details of their land
parcels. Considering the huge scale of operation, it is decided to conduct resurvey in pilot 12
villages of taluka Mulshi District Pune before rolling out in the entire state. Pilot project on
resurvey is being carried by two methods i.e. (1) high resolution satellite imagery with ETS/GPS
and (2) pure ETS/GPS. Ground Control Network (GCN) is being established in pilot area in
consultation with Survey of India. This network will be part of the network for the entire state.
GCN data will form the basis for carrying out detailed survey in the intended survey area.
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� eBhulekh : GIS interface for public
eBhulekh is one of the most unique application developed by NIC under the guidance of
Settlement Commissioner & Director of Land Records (Maharashtra State) Pune for providing
all land records data since 1880 through one application. It combines the power of technology
and domain knowledge of department officials to create a holistic land records data
dissemination application for citizens. It will allow citizens to trace history of their land parcel
(textual as well as spatial data) and view all such records. It will also help other government
departments to access land records data for official purposes. eBhulekh will provide citizens
with all old and current land records like Form No. 7/12, Form no 8A, Mutation Register and
other textual records for their land parcels. The application will also provide spatial records like
tippans, phalni sheets, village maps etc along with RoR. All relevant historical data of a land
parcel will be available through this application. eBhulekh application will be ready in this
financial year.
� Training and Capacity building
For the success of all above eMahabhoomi initiatives, relevant training and capacity building
has to be done for all department officials on mass scale. In order to achieve this it is decided to
strengthen the land records training academy situated in Aurangabad. The academy is being
provided with state of art facilities and technological instruments to make it a premier land
records training academy in the country. Since near about 32,000 employees are required to be
trained, second academy is proposed at Mulshi taluka in Pune District where all pilot projects
are being carried out.
A comprehensive training programme on eChawadi and eMutation has been done at Land
Records Training Academy in Aurangabad since March,2013 to train master trainers, who in
turn would train revenue department officials at taluka and district level. Post training of
master trainers, district level training activities have also completed where master trainers have
trained set of individuals from district and taluka level. Training material has also been
provided to the master trainers for assistance in training.
After implementation of all components of “e-Mahabhoomi” as explained above the
Maharashtra will have robust land record management system which will provide easy
access to land records, for the citizens and for general administration for private and public
sector which will accelerate the pace of development in the State.
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1.5. MODERN RECORD ROOM - NLRMP COMPONENT
Modern Record Room envisages conversion of land records in paper format into digital format
along with proper document management system for handling all such digital records. It also
talks about improving the record room facilities which will help in longer preservation of
physical records. Modern Record Room Component of NLRMP has primarily 3 main aspects:
• Physical Storage Area contains all the existing physical records maintained by
department. Currently all the records are mostly stored in racks. But in the future it will
primarily comprise of compactors or modern racks. Department plans to procure
compactors in the future for storing all these physical records. Also existing record rooms
will be modified in terms of better ceiling, flooring, partition, painting and other features
like Fire Alarm System and Fire Extinguisher etc.
• Electronic Storage Area will hold all the records in electronic dematerialized format. It
will comprise of Servers, computers, storage area network, printers, scanners, UPS,
biometric device. All the documents scanned through this project will be stored in servers
place in Electronic Storage Area.
• Citizen Interaction Center is a public services area for waiting/ reception etc. Citizens
will interact with the citizen delivery staff in this area to to avail various services.
1.6. PURPOSE OF THE PROJECT
Scanning Project will help to cater to following two main entities -
• Citizens
Citizens will be given required documents in digital format either through taluka office using
DSR application installed at all offices or web portal. Information in both soft copy and also in
hard copy (through department offices) will be made available to the citizens. Over a period of
time, department will also provide chronological records to citizens along with other pertinent
records linked to it. This will help citizens to trace historical records of any land parcel.
• Department officials
Digitized textual records will also help the department officials in their day to day operations. It
will drastically reduce the time taken to cater to citizen request. Along with saving time,
department will also be able to serve complete information regarding a land parcel to a citizen,
inculcating increased faith and trust in the department.
1.7. OBJECTIVES OF SCANNING PROJECT
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SC&DLR (M.S.), Pune has decided to implement the Scanning Project in the entire state for the
following reasons:
• To archive old land records data in digital format and saving them from further
deterioration
• To provide citizens with land records data as per their needs in easy and efficient manner
through eBhulekh (customized software)
• To strengthen department in handling citizen requests for land records and cater to them in
efficient and speedy manner
• To create coherency and linkage between various type of land records related information
available with the department
• To develop a modern, comprehensive and transparent land records management
system in Maharashtra
1.8. STAKEHOLDERS OF THE PROJECT
For the success of any project, it is important to identify right stakeholders and classify them
correctly. Prioritization of these stakeholders on the basis of the impact of the project on them is
an important activity at the beginning of the project. Stakeholders in this project are as follows:
� Government of Maharashtra, Revenue and Forest Department's Mahabhoomi -
Project Management Unit, National Land Records Modernization Programme (NLRMP)
� Core committees or various committees for the Project Implementation
o High Power Committee
o Project Implementation Committee
o State Level monitoring and review Committee
o District Level monitoring and review Committee
� Department of Information Technology, Government of Maharashtra
� National Informatics Center, Pune
� State Informatics Officer, NIC, Mumbai
� District Informatics Officer, NIC at districts
� Government Officials
o Divisional Commissioners
o District Collectors
o Divisional Deputy Director Land Records
o District Superintendent Land Records
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o Sub-Divisional officers
o Tehsildar
o Dy. Superintendent Land Records
o City Survey Officer
o Circle Officers
o Talathi/Surveyors/Maintenance Surveyors
o Other land records and revenue department officials
� External Project Management Consultants – M/s. PricewaterhouseCoopers Pvt. Ltd.
� Scanning Vendors for each division
� Citizens and Businesses
o Farmers/Land holders/ Land owners
o Real Estate Developers/ Architects
o Lawyers/ Advocates
o Industrialists/ Businessmen
o Other government organizations
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2. DEPARTMENT OVERVIEW
2.1. HISTORY OF LAND RECORDS IN MAHARASHTRA
Land has been an important aspect of human’s life since time immemorial. The economic
importance of this form of nature has been understood by humans long back and always been
preserved. In India, the importance of maintaining records of land holding was emphasized by
the then Indian Rulers and Britishers. The state of Maharashtra in its erstwhile form was also
swept by the land administration wave started during those times.
The initial survey and settlement in the state of Maharashtra was carried out in the year 1830 to
1870. It was done using latest methods and techniques available in those times; primarily chain
and cross staff method. In this method each and every land parcel was divided into a set of
triangles and trapeziums. Areas of individual geometrical figure were derived and added to find
out the total area of a land parcel. For unique identification of each land parcel surveyed, a
unique number known as Survey Number was assigned to them. Dimensions and Area
calculation of each geometrical figure comprising survey number was maintained in Vaslevar
Book. Also the details of the land holding were noted in registers which were known by various
names across various areas within the state. In erstwhile Pune area, it was known as Kadai
(क.ड.ई.) Patrak. Along with these textual records, the map data or the spatial records were
stored in form of Tippans, but these tippans were not maintained to scale. One tippan would
be maintained for one survey number. Mostly these tippans were maintained in legal size
papers.
Each of these tippans were merged together to form the village map, but only after completing
traverse of the concerned village. This led to the formation of Village maps in terms of spatial
data whereas a new register called Village Form – 1 or Aakarbandh came into existence.
This document was primarily divided into 2 parts
• Details of all agricultural land (Pagewise details)
• Abstract - Non agricultural land like gaothan, road, river etc.
This register had details of all the land parcels which form the village. It has details like survey
no., hissa no., total area, tax payable, areas under various heads like Kharif, Rabi, Bagayat and
Varkas.
Over a period of time, sub division of land parcels happened in the state under various
conditions like part sale of land, inheritance etc. In around 1923, the government decided to
survey these sub-divisions. Wherever sub-division of land parcels were done, the government
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surveyed them and created new records for the sub-division parcels. These new sub –divided
survey number parcels were called Hissa. To capture the spatial aspect of these Hissa, Phalni
Sheets were created. Each phalni sheet captured the sub-division done in 1 survey number.
Phalni sheets were in the scale of 1: 1000 (approx.) and were true to scale unlike tippans which
were not to scale. Most of the phalni sheets are in A1 size papers. Along with these spatial
records, textual records in the form of Gunakar Book were created. Gunakar book is of prime
importance to the department legally, as it holds the details of each sub-division along with
their signature or thumb impression of persons present at time of measurement.
This division of land into various new land parcels also had financial implications. Thus a new
register called Aakarphod Patrak was created. This register had details of the bifurcation of
Land Revenue as per the new area of each hissa.
Over a period of time, Government of India and Government of Maharashtra acquired land in
Maharashtra for various reasons like roads, dams, and various other projects. In all such cases,
land to be acquired from each land parcel was surveyed. All the acquired land parcels were
combined to form a single parcel and given a separate survey number. Details of land being
acquired from various land parcels are maintained in Kami-Jasti Patrak (क. जा.प.). The
same process is also maintained in case of Non Agricultural Measurement.KJP is
prepared in case of change in land use from agricultural to other purposes.
In the year 1956, the existing measurement units of Acre/Guntha were replaced by metric
system units. All the textual records pertaining to land were changed to decimal converted units
as per the metric system.
The period from 1960 to 1993 saw a very important scheme being implemented in Maharashtra
– Consolidation of Holdings Scheme under the Bombay prevention of the fragmentation
and consolidation of holdings act, 1947. Under this scheme sub-divided land parcels (hissa and
pot hissa) of an individual, scattered over various parts of the village were consolidated as much
as possible. Exchange of land parcels between two or more khatedars was done to achieve
consolidation of holding. The new consolidated land parcels were given gat numbers and shown
in Gat Maps. They were in the scale of 1 : 10000
After consolidation various documents like Aakarband etc. were updated with the Gat
Numbers. Also register called scheme book i.e. form 9(3),9(4) were created to maintain
records prior to consolidation and post consolidation respectively. In the same manner, spatial
data was also maintained under 9(1) and 9(2) mentioning maps prior to consolidation and
post consolidation. After consolidation the identification of individual land parcels were done
using Gat Numbers. Many villages did not go under consolidation, thus in all such villages
Survey number is still being used.
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In many villages, due to administrative issues, increase in habitat and various other issues, the
village was divided into 2 or more villages. Such new villages are called Wadi Gaon whereas
the parent village is called Mul Gaon. Generally the division of these villages happen on the
lines of natural demarcations like river, lake etc. After division of the old village into various
new villages, all relevant records were updated and maintained.
2.2. EXISTING STATUS OF RECORD ROOMS
Record rooms are physical infrastructure to store land records and other relevant records of a
taluka. Each taluka has primarily 2 record rooms at –
1. Tehsildar Office
2. Deputy Superintendent of Land Records Office
3. City Survey Offices (wherever applicable)
These record rooms contain numerous records, but the records which are required by citizens
frequently for their use are given priority over other records. Indicative list of documents stored
at the record rooms are as follows:
Though the records are mostly same across various divisions of Maharashtra, there are some
records which are unique to each division which will also be scanned and stored under this
project.
Records maintained in the record rooms have been categorized based on the number of years
that they need to be preserved. These records have been kept in colored sacs made of cloth. The
age of the records has been mentioned on tags on each sac. Categorization of the records is as
follows:
Tehsildar Office – Record Room
• Village forms - Form No.7/12,8A
• Ferfaar Book/Mutation Register
• Birth Certificate
• Death Certificate
• Land Acquisition Records
• Land Grant Files
• Non Agricultural Land Orders
• Tenancy Orders
• Etc.
Dy.SLR Office – Record Room
• Tippan
• Kami Jasti Patrak
• Gunakar Book
• Phalni Sheets
• Scheme Book -Form No. 9(3),
9(4)
• Akarbandh
• Consolidation scheme
• Etc.
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a. Category A: Permanent records and is not supposed to be destroyed ever
b. Category B: Records to be destroyed after 30 years
c. Category C: Records to be destroyed after 5- 10 years
d. Category D: Records to be destroyed after 1 year
The physical infrastructure of the record rooms varies from taluka to taluka. Record rooms
which are newly constructed are in good condition while some are in old and delicate
conditions. Racks in these record rooms are mostly made up of iron or wood. Due to frequent
use and age of these racks, rack conditions have deteriorated.
2.3. EXISTING DSR APPLICATION
During pilot implementation of Scanning Project in Mulshi and Haveli taluka, DSR Application
for the entire state has been developed, along with scanning of records of these two talukas.
DSR Application (along with source code and IPR) used for the pilot project is a property of
SC&DLR (M.S.), Pune and is being maintained by NIC. The successful bidder will be provided
with this application for Scanning and DSR purpose. Details of SC&DLR (M.S.), Pune’s DSR
Application has been mentioned below:
• Name of the Application: e-Records Application
• Mode: Client Server as well Web-based
• Technology Used: Microsoft VB.Net for front end and PostGreSQL as database for client
server and IIS6.0 and ASP.net for web module
• Modules: Master (Backup), User Administration, Image Processing, Metadata Transaction,
Quality Control, End User Search, Printing, File Import/Export.
Successful bidder will be provided with detailed information on each module. Detailed training
will be provided to master trainers from each successful bidder at the beginning of the project.
The master trainers of each successful bidder has to train their manpower on the application.
2.4. EXISTING DATA CENTER INFRASTRUCTURE
Maharashtra State Data Center at Mumbai will act as the Data center for any project related
requirements. Currently, all relevant records like Form No. 7/12 details, online mutation details
etc. are stored at State Data Center in the New Administrative Building, Opp. Mantralaya,
Mumbai.
2.5. EXISTING NETWORK INFRASTRUCTURE
SC&DLR (M.S.), Pune has dedicated network connectivity among taluka leveloffices and State
Data Center.
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2.6. EXISTING CLIENT SITE (TALUKA LEVEL) INFRASTRUCTURE
All taluka offices (Tehsildar, Dy.SLR and CTSO) in the state have been provided adequate IT
infrastructure like Computers, Printers, Scanners, UPS and Biometric Devices etc for various
other projects under NLRMP.
At present no dedicated IT Infrastructure is available for scanning project. But for providing
scanned images to the citizens as a service, department will procure all necessary IT
infrastructure in the future.
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3. INSTRUCTION TO BIDDER
3.1. ISSUER OF RFP
Settlement Commissioner & Director of Land Records (Maharashtra State)
2nd floor, New Administrative Building,
Opp. Council Hall,
Pune – 411 001
3.2. BIDDING SCHEDULE
# Parameter Details
1. Tender Reference Tender No. NLRMP-2/PraKr11/Scanning/2013
2. Website for downloading tender document
1. https://www.maharashtra.gov.in/Site/Common/Tenders.aspx
2. https://bhumiabhilekh.maharashtra.gov.in 3. http://tenders.gov.in
3. Place for submitting tender offers
Settlement Commissioner & Director of Land Records (M.S.), Pune 2nd Floor, New administrative building Opp. Council Hall Pune - 411001
4. Non-refundable tender fee
Rs. 25,000/- by Demand Draft from Nationalized Bank drawn in favor of “Settlement Commissioner & Director of Land Records, Maharashtra State, Pune” payable at Pune.
5. Earnest Money Deposit
a. Amravati
Rs. 40,00,000/- in the form of Bank Guarantee of Nationalized Bank drawn in favour of “Settlement Commissioner & Director of Land Records, Maharashtra State, Pune”
b. Aurangabad
Rs. 30,00,000/- in the form of Bank Guarantee of Nationalized Bank drawn in favour of “Settlement Commissioner & Director of Land Records, Maharashtra State, Pune”
c. Mumbai
Rs. 25,00,000/- in the form of Bank Guarantee of Nationalized Bank drawn in favour of “Settlement Commissioner & Director of Land Records, Maharashtra State, Pune”
d. Nagpur
Rs. 15,00,000/- in the form of Bank Guarantee of Nationalized Bank drawn in favour of “Settlement Commissioner & Director of Land Records, Maharashtra State, Pune”
e. Nashik
Rs. 30,00,000/- in the form of Bank Guarantee of Nationalized Bank drawn in favour of “Settlement Commissioner & Director of Land Records, Maharashtra State, Pune”
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f. Pune
Rs. 45,00,000/- in the form of Bank Guarantee of Nationalized Bank drawn in favour of “Settlement Commissioner & Director of Land Records, Maharashtra State, Pune”
6. Pre-bid Meeting
1100 Hrs. on 02/08/2013 in the office of Settlement Commissioner & Director of Land Records (M.S.), Pune 2nd Floor, New administrative building Opp. Council Hall Pune – 411001
7. Last date and time for submission of bid proposal in the office of SC&DLR (M.S.), Pune
1500 Hrs on 22/08/2013
8. Time and date of Technical bid opening
1530 Hrs on 22/08/2013 in the office of Settlement Commissioner & Director of Land Records (M.S.), Pune 2nd Floor, New administrative building Opp. Council Hall Pune – 411001
9. Time and date of Technical presentations by the Bidders
To be declared later
10. Time and date for declaration of short-list of bidders for commercial bid
To be declared later
11. Time and Date of Opening of commercial bid To be declared later
12. Address for Communication
Settlement Commissioner & Director of Land Records (M.S.), Pune 2nd Floor, New administrative building Opp. Council Hall Pune – 411001
13. Contact Telephone Number 020-26050006/020-26050886
14. Contact Fax Number 020-26050753
15. Contact Email id [email protected]
3.3. GENERAL INSTRUCTION TO BIDDER
A. This RFP is not transferable.
B. Bidder can apply for one or more or all divisions
C. All bidders will submit one pre-qualification proposal, one technical proposal
and one tender fee irrespective of the number of divisions bidding for. But all
bidders interested to bid for more than one division, will have to submit
separate EMD and commercial proposals.
D. In case any division does not get adequate number of bid proposals, extension
may be provided for bid submission for only that division and not all other
divisions. Department's decision in this regard will be final.
E. Department reserves the right to negotiate the rates with successful bidders in
case the rates obtained are found unreasonable by the department.
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F. Bidders are advised to study the RFP document carefully. Submission of bid shall be
deemed to have been done after careful study and examination of the RFP document with
full understanding of its implications.
G. The response to this RFP should be full and complete in all respects. INCOMPLETE OR
PARTIAL BIDS SHALL BE REJECTED. THE BIDDER MUST QUOTE FOR ALL
THE ITEMS ASKED IN THE COMMERCIAL BID FORMAT, IN THIS RFP.
H. The bidder shall bear all costs associated with the preparation and submission of the bid,
including cost of presentation for the purposes of clarification of the bid, if so desired by
SC&DLR (M.S.), Pune. SC&DLR (M.S.), Pune will in no case be responsible or liable for
those costs, regardless of the conduct or outcome of the bidding process.
I. Kindly note that the bidder should take care that the costs quoted by the bidder sufficiently
covers all expenses that the bidder shall incur for the project’s scope of work which includes
activities like
a. Scanning and Metadata entry of Land Records data
b. Submission of deliverables in asked format and media
c. Operational support post completion of all scanning related activities
d. Training & Capacity building
e. Resource required for the project implementation & post implementation support
f. Project related documentation
g. Any other activities required for completion of the project
J. All communications to SC&DLR (M.S.), Pune including this RFP and bid
documents shall be signed on each page by the authorized representative of the
bidder along with the authority letter attached.
3.4. IMPORTANT LIMITS AND VALUES
# Parameter Details
1. Tender Fee Rs. 25,000/-
2. Bid Security Amount (Earnest Money Deposit – EMD) in INR
a. Amravati 40,00,000/-
b. Aurangabad 30,00,000/-
c. Mumbai 25,00,000/-
d. Nagpur 15,00,000/-
e. Nashik 30,00,000/-
f. Pune 45,00,000/-
3. Bid Validity Period 180 days from the date of submission of bids by the bidder(s) which may be extended, if required
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4. Period for furnishing Performance Bank Guarantee
Within 15 working days of the date of notice of award of the contract
5. Performance Bank Guarantee value 10% of the contract value
6. Performance Bank Guarantee validity period 3 months beyond Contract period
7. Period for signing contract Within 15 working days from date
of receipt of notification of award
3.5. TENDER FORM AND TENDER FEE
The tender document can be downloaded from the following websites-
1. https://www.maharashtra.gov.in/Site/Common/Tenders.aspx
2.https://bhumiabhilekh.maharashtra.gov.in
3. https://tenders.gov.in
The bid proposal submitted by the bidder shall accompany Demand Draft for an amount equal
to Tender Fee drawn on any Nationalized bank in favour of “Settlement Commissioner&
Director of Land Records, Maharashtra State, Pune” payable at Pune without which
tender will be taken as incomplete and non responsive and shall not be considered. The D.D.
shall be submitted at SC&DLR (M.S.), Pune’s office along with bid security in person on or
before the last date of submission. The tender fee shall be non refundable.
3.6. TIMELY SUBMISSION
Bidders are solely responsible for timely submission of the bids. Proposals received after the last
date and time of submission will not be considered.
SC&DLR (M.S.), Pune may, at its discretion, extend deadline for submission of bids by
amending the bid documents. In such case all rights and obligations of SC&DLR (M.S.), Pune
and bidders subject to the deadline will thereafter be subject to the deadline as extended.
3.7. LATE BIDS
Any bid received by SC&DLR (M.S.), Pune after the deadline for submission of bids prescribed
by SC&DLR (M.S.), Pune shall be rejected.
3.8. PRE-BID QUERIES
SC&DLR (M.S.), Pune will host a Pre-Bid Meeting for queries (if any) by the prospective
bidders. The meeting will be held on 02/08/2013 at 1100 hours. Venue of the meeting will
be at the address mentioned in the Bidding Schedule . Bidder's representatives may attend the
pre-bid meeting at their own cost. The purpose of pre-bid meeting is to provide a forum to the
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bidders to clarify their doubts/seek clarifications or additional information, necessary for them
to submit their bid.
All enquiries from the bidders relating to this RFP must be submitted in the format specified in
Annexure K - "Format forBidder's Queries" latest by 31/07/2013, 1700 hours. These queries
should also be emailed to [email protected] with subject line - <<Name of Company>>:
Pre-bid Queries for Maharashtra Land Records Scanning RFP.
Queries submitted post the above mentioned deadline or which do not adhere to the format
provided may not be responded to.
3.9. LANGUAGE OF THE BID
Bids prepared by the bidder and all subsequent correspondence & documents relating to the
bids exchanged by the bidder and SC&DLR (M.S.), Pune shall be written in English language.
Any printed literature furnished by the bidder, written in another language, shall be
accompanied by an accurate English translation, in which case, for purposes of interpretation of
the bid, the English translation shall govern.
3.10. HAND WRITTEN DOCUMENTS, ERASURES OR ALTERATIONS
Offers containing erasures or alterations will not be considered. There should be no hand-
written material, corrections or alterations in the offer. Filling up of the information using
terms such as “OK”, “noted”, “as given in brochure/manual” is not acceptable and may lead to
the disqualification of the bid.
3.11. BID PRICES
The bidder shall indicate in the proforma prescribed, the unit rates and total bid prices for the
services, it proposes to provide under the Contract. Prices should be shown separately for each
items mentioned in the Commercial Bid Format.
The bidder shall prepare the bid based on details provided in the RFP. It must be clearly
understood that the Scope of Work is intended to give the Bidder an idea about the order and
magnitude of the work and is not in any way exhaustive and guaranteed by department. The
bidder shall carry out all the tasks in accordance with the requirement of the RFP & with due
diligence. It shall be responsibility of the bidder to fully meet all requirements of the RFP and to
meet objectives of the project.
If during the course of execution of the project any minor revisions to the work requirements
like technical specifications, equipment sizing, etc. are to be made to meet the goals of the
project, such changes shall be carried out within the proposed price. If any deviation has a
major impact on the commercials, Government of Maharashtra’s Project Implementation
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Committee or the High Power Committee shall take appropriate decision and such decisions
would be binding on the vendor.
3.12. FIRM PRICES
Prices quoted in the bid must be firm and final and shall not be subject to any upward
modifications, on any account whatsoever. Department reserves the right to negotiate the prices
quoted in the bid to effect downward modification. Bid prices shall be indicated in Indian
Rupees (INR) only.
Commercial bid should clearly indicate the price quoted without any ambiguity/qualifications
whatsoever and should include all applicable taxes, duties, fees, levies, and other charges as
may be applicable in relation to the activities proposed to be carried out.
Prices in any form or by any reason before opening the Commercial Bid should not be revealed,
failing which the offer shall be liable for rejection.
3.13. AMENDMENT OF RFP DOCUMENT
At any time before the deadline for submission of bids, SC&DLR (M.S.), Pune may for any
reason, whether at its own initiative or in response to a clarification requested by a prospective
bidder, modify the RFP Document by amending, modifying and/or supplementing the same.
All prospective bidders who have downloaded this RFP Document and attended pre-bid
meeting shall be notified of any amendments in writing by e-mail and will also be available on
the following websites:
� https://www.maharashtra.gov.in/Site/Common/Tenders.aspx
� https://bhumiabhilekh.maharashtra.gov.in
� http://tenders.gov.in
All such amendments shall be binding on them without any further act or deed on SC&DLR
(M.S.), Pune part. Prospective bidders are advised to periodically browse the above mentioned
websites to find out any further corrigendum/addendum/notice published with respect to this
RFP.
In the event of any amendment, SC&DLR (M.S.), Pune reserves the right to extend the deadline
for the submission of the bids, in order to allow prospective bidders reasonable time in which to
take the amendment into account while preparing their bids.
3.14. CLARIFICATION OF OFFERS
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To assist in the scrutiny, evaluation and comparison of offers, SC&DLR (M.S.), Pune may at its
own discretion, ask some or all bidders for clarification of their offer. The request for such
clarifications and the response will necessarily be in writing.
3.15. OPENING OF BIDS
Bid proposals will be opened in presence of bidder’s representatives (if they are present, else it
will be opened in presence of the other representatives and officials present). The bids will be
opened at the address mentioned above in "Bidding Schedule".
SC&DLR (M.S.), Pune will open all bids as per schedule mentioned in “Bidding Schedule”
above. If all documents mentioned in each part of proposal are not found, then proposal/bid
may be summarily rejected. The bidder’s representative willing to attend the opening of the bids
shall bring authorization letter and sign the attendance register.
The bidder’s name, technical solutions given by bidder, bid prices and presence or absence of
requisite bid security and such other details, as SC&DLR (M.S.), Pune at its discretion may
consider appropriate, will be announced at the time of corresponding openings.
Note:
Dates for Technical presentation and Commercial bid opening will be communicated later .
3.16. CONTACTING SC&DLR (M.S.), PUNE
No bidder shall contact SC&DLR (M.S.), Pune on any matter relating to its bid, after opening of
commercial bid till contract is awarded. If bidder wishes to bring additional information to the
notice of SC&DLR (M.S.), Pune, he/she can communicate in writing to address given for
correspondence. SC&DLR (M.S.), Pune reserves the right for consideration of such information.
Any effort by bidder to influence SC&DLR (M.S.), Pune in its decision on bid evaluation, bid
comparison or contract award may result in disqualification of the bidders bid and forfeiture of
the bid security amount.
3.17. BID VALIDITY
The proposals shall be valid for a period of 180 days from the last date for submission of the
tender. A proposal valid for a shorter period will be rejected as non-responsive. On completion
of the validity period, unless the bidder withdraws his proposal in writing, it will be deemed to
be valid until such time that the bidder formally (in writing) withdraws his proposal.
In exceptional circumstances, at its discretion, SC&DLR (M.S.), Pune may solicit the bidder’s
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consent for an extension of the validity period. The request and the responses thereto shall be
made in writing or by fax or email.
3.18. ADDRESS FOR BID SUBMISSION AND CORRESPONDENCE
Settlement Commissioner & Director of Land Records (Maharashtra State)
2nd floor, New Administrative Building,
Opp. Council Hall, Pune – 411 001.
3.19. AWARD OF CONTRACT
High Power Committee (HPC) of Government of Maharashtra shall finalize the successful
bidders for each division at the L1 price, discovered for the respective division. Contracts
shall be signed by the successful bidders with the concerned District Collectors, as specified
in the RFP.
3.20. RIGHT TO ACCEPT ANY BID AND TO REJECT ANY OR ALL BIDS
SC&DLR (M.S.), Pune reserves the right to accept or reject any Bid. SC&DLR (M.S.), Pune
shall be under no obligation to accept the lowest or any other offer received in response to
this RFP and to annul the tendering process and reject all Bids at any time prior to award of
Contract, without thereby incurring any liability to the affected bidder(s) or any obligation to
inform the affected bidder(s) of the grounds for SC&DLR (M.S.), Pune action.
3.21. NOTIFICATION OF AWARD
Prior to the expiration of the period of bid validity, SC&DLR (M.S.), Pune will notify the
successful bidder in writing or by fax or email, to be confirmed in writing by letter, that its
bid has been accepted.
Upon the successful Bidder's furnishing of Performance Security, SC&DLR (M.S.), Pune will
promptly notify each unsuccessful bidder.
3.22. SIGNING OF CONTRACT
After SC&DLR (M.S.), Pune notifies the successful bidder that its bid has been accepted,
District Collector of respective district shall enter into a separate contract with the successful
bidder. Terms and Conditions specified in the RFP document shall become the part and
parcel of the contract document.
3.23. BID SECURITY (EMD – EARNEST MONEY DEPOSIT)
i. The Bidder shall furnish, as part of its pre-qualification bid, a bid security for each
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division. The value of bid security should be as mentioned in the table below:
# Division Name EMD Value (INR)
a. Amravati 40,00,000/-
b. Aurangabad 30,00,000/-
c. Mumbai 25,00,000/-
d. Nagpur 15,00,000/-
e. Nashik 30,00,000/-
f. Pune 45,00,000/-
ii. The bid security is required to protect the SC&DLR (M.S.), Pune against the risk of
bidder’s conduct, which would warrant the security’s forfeiture
iii. The bid security shall be denominated in Indian Rupees, and shall be in the form of a
Bank Guarantee from a nationalized bank in favor of “Settlement Commissioner and
Director of Land Records, Maharashtra State, Pune”
iv. The Bank Guarantee should be valid for a minimum period of 180 days from the date of
submission of the tender
v. Unsuccessful Bidder’s bid security (EMD) will be discharged/ returned as promptly as
possible but not later than 60 days after the award of the contract to the successful
bidder.
vi. The successful bidder’s bid security will be discharged upon the successful bidder signing
the Contract and furnishing the Performance Bank Guarantee.
vii. No interest will be payable by the SC&DLR (M.S.), Pune on the amount of the Bid
Security.
viii. The bid security may be forfeited:
a) If a Bidder withdraws his bid or increases his quoted prices during the period of bid
validity or its extended period, if any; or
b) In the case of a successful bidder, if the Bidder fails to sign the Contract or to
furnish Performance Bank Guarantee within the specified duration.
ix. Offers, made without EMD, will be treated incomplete and non responsive and the same
will not be considered.
3.24. PERFORMANCE BANK GUARANTEE
i. The successful bidder shall at his own expense, deposit with District Collector, within 15
working days of the date of notice of award of the contract or prior to signing of the
contract whichever is earlier, an unconditional and irrevocable Performance Bank
Guarantee (PBG) from a Nationalized Bank, for the due performance and fulfillment of
the contract by the successful bidder.
ii. The successful bidder will submit separate performance guarantee for each district.
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iii. The performance guarantee shall be denominated in the currency of the contract and
shall be in the form of a bank guarantee.
iv. This Performance Bank Guarantee will be for an amount equivalent to 10 % of contract
value. All charges whatsoever such as premium, commission etc. with respect to the
Performance Bank Guarantee shall be borne by the successful bidder.
v. The Performance Bank Guarantee shall be valid until the end of 3 months after the
completion of the Contract with the successful bidder. Subject to the terms and
conditions in the Performance Bank Guarantee, 3 months after the contract completion,
the Performance Bank Guarantee will lapse automatically.
vi. The Performance Bank Guarantee may be discharged/ returned by District Collector
upon being satisfied that there has been due performance of the obligations of the
successful bidder under the contract. However, no interest shall be payable on the
Performance Bank Guarantee.
vii. In the event of the successful bidder being unable to service the contract for whatever
reason, District Collector would invoke the PBG. Notwithstanding and without prejudice
to any rights whatsoever of District Collector under the contract in the matter, the
proceeds of the PBG shall be payable to District Collector as compensation for any loss
resulting from the successful bidder’s failure to complete its obligations under the
Contract. District Collector shall notify the successful bidder in writing of the exercise of
its right to receive such compensation within 14 days from the date of notification,
indicating the contractual obligation(s) for which the bidder is in default.
viii. District Collector shall also be entitled to make recoveries from the successful
bidder’s bills, performance bank guarantee, or from any other amount due to him, the
equivalent value of any payment made to him due to inadvertence, error,
collusion, misconstruction or misstatement.
3.25. FRAUD AND CORRUPTION
SC&DLR(M.S.), Pune requires that bidders must observe the highest standards of ethics
during the entire process of tendering and during execution of the contract. In pursuance of
this policy, SC&DLR(M.S.), Pune defines, for the purpose of this provision, the terms set
forth as follows:
a. “Corrupt practice” means the offering, giving, receiving or soliciting of anything of value
to influence the action of SC&DLR(M.S.),Pune and District Collectors in contract
executions.
b. "Fraudulent practice" means a mis-presentation of facts, in order to influence
procurement process or the execution of a contract, to SC&DLR(M.S.),Pune, and includes
collusive practice among bidders (prior to or after Proposal submission) designed to
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establish Proposal prices at artificially high or non-competitive levels and to deprive
SC&DLR(M.S.),Pune of the benefits of free and open competition.
c. “Unfair trade practices” means supply of services different from what is ordered on, or
change in the Scope of Work which is given in the RFP.
d. “Coercive Practices” means harming or threatening to harm, directly or indirectly,
persons or their property to influence their participation in the execution of contract.
SC&DLR(M.S.),Pune shall reject the bid proposal for award of contract, if it determines that
the bidder recommended for award, has been found to have been engaged in corrupt,
fraudulent or unfair trade practices. Once the contract is signed and if it is noticed that the
successful bidder has indulged into the Corrupt / Fraudulent / Unfair / Coercive practices, it
will be a sufficient ground for department for termination of the contract and initiate black-
listing of the vendor.
3.26. FAILURE TO AGREE WITH THE TERMS & CONDITIONS OF THE RFP
Failure of the successful bidder to agree with the Terms & Conditions of the RFP/Contract
shall constitute sufficient grounds for the annulment of the proposal or the award, in which
event SC&DLR (M.S.), Pune may outrightly reject the proposal or make the award to the next
Best Value Bidder or call for new bids.
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4. QUALIFICATION CRITERIA AND BID EVALUATION
4.1. QUALIFICATION CRITERIA
4.1.1. The main qualification criteria has been mentioned below:
# Qualification Criteria Documentary Evidence
1. Bidder must be a company in India, registered
under the Companies Act 1956 Copy of Certificate of Registration
2.
Bidder should have minimum total cumulative
turnover of Rs. 300 crores from IT services for
the last 3 financial years (FY 2012-13, 2011-12,
2010-11)
Provide copy of the audited
Profit & Loss Statement of the
company and Certificate from the
Chartered Accountant clearly
stating the turnover from IT
Services
3.
Bidder should have minimum total cumulative
turnover of Rs. 10 crores from Scanning and
DMS related business for the last 3 financial
years (FY 2012-13, 2011-12, 2010-11)
Provide copy of the audited
Profit & Loss Statement of the
company and Certificate from the
Chartered Accountant clearly
stating the turnover from Scanning
& DMS related work
4.
Bidder should have positive net worth for each
of the last 3 financial years (FY 2012-13, 2011-
12, 2010-11)
Provide copy of the audited balance sheet of the company and Certificate from the Chartered Accountant clearly stating the net worth.
5.
Bidder should have implemented at least one
project for Scanning & DMS related work of a
minimum value of Rs.1 crore in last 3 financial
years (FY 2012-13, 2011-12, 2010-11).
Order copy and testimonial signed
by a competent authority should be
submitted
6. Bidder should have scanned atleast 3 crores documents in the last 3 financial years(FY 2012-13, 2011-12, 2010-11)
Order copy and testimonial signed
by a competent authority should be
submitted
7. Bidder should have SEI CMMi level 3 or above certification
Copy of the valid certificate
8.
Bidder should have valid documentary proof of
Sales Tax/VAT registration number, Service
Tax Registration Number & PF registration
number
Provide Copy of Sales Tax/VAT
registration number, Service Tax
Registration Number and PF
Registration Number
9.
Bidder should have valid Income tax returns for the last three financial years (2012-13, 2011-12, 2010-11), issued by Income Tax Department and should have PAN Card
Provide documentary proof of Income Tax returns for the last three financial years Provide copy of PAN card
10.
Bidder should have valid Service tax returns for
the last three financial years (2012-13, 2011-12,
2010-11), issued by Service Tax Department
Provide documentary proof of
Service Tax returns for the last three
financial years
11. OEM make proposed for the external hard disk
should be among the top 5 companies in the
Provide copy of the relevant
IDC/ Gartner/ Frost and Sullivan
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India region in any of the previous two
Quarters as published in IDC/ Gartner/ Frost
and Sullivan report.
report.
4.1.2. No consortium is allowed
4.1.3. Any organization debarred/ black listed by central/ state
government/local bodies in India, at the submission of the bid, shall not be
allowed to participate in the tender.
4.1.4. Bidder must have a project office in Pune and one in respective division of
Maharashtra (for which bidder is bidding) or should furnish an undertaking
that the same would be established within one month of signing the contract.
4.2. BID SUBMISSION ( 3 ENVELOPE BID SYSTEM)
Bidder should submit the bid proposal in 3 parts (1 part in each envelope).Bidder should submit
only one Pre-Qualification Proposal, Technical Proposal and Tender fee and separate EMD and
Commercial Proposal for each division bidding for. The 3 envelopes are as follows:
a) Pre-Qualification Related Documentation
b) Technical Proposal
c) Commercial Proposal
Each of the 3 proposals would be placed in sealed envelopes and these three envelopes shall be
placed into an outer envelope and sealed. This outer envelope shall bear the submission
address, reference number and title of the RFP along with the name and address of the bidder.
The bidder should paste an undertaking on the main envelope as specified in Annexure N:
Cover Letter to be pasted on Envelope. Bidder should ensure that the undertaking is well pasted
and it should not come off from the envelope. SC&DLR (M.S.), Pune will not be responsible and
not consider any such envelope without such undertaking pasted. SC&DLR(M.S.), Pune shall
not be responsible for misplacement/loss of documents if the outer envelope or envelopes of
any of the three proposals are not sealed. This may also attract disqualification. If the bid
proposal is not submitted in separate sealed envelopes duly marked as indicated above, this will
constitute grounds for declaring the bid proposal non-responsive.
Pre-
Qualification
Envelope
• Bidder’s response to the Qualification Criteria defined in Chapter 4 of
this RFP shall be placed in separate sealed envelope clearly marked
“Pre-Qualification Proposal” followed by the name and reference
number of the RFP.
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• The Pre-Qualification related documentation shall be prepared in
accordance with the requirements specified in this RFP and in the
formats prescribed in the RFP Document. Pre-Qualification Envelope
should contain all the supporting documents as mentioned in Section
4.1.1. along with required EMD (s) and Tender Fee. Formats for
relevant documents to be enclosed in this envelope have been
mentioned in Annexure D, E and F, apart from the documents
mentioned in Section 4.1.1.
• Pre-Qualification Proposal should not contain commercials
of the Project, in either explicit or implicit form.
• Entire Pre-Qualification Related documentation should be submitted
in 2 Hard Copies as well as on 2 CDs.
• Single Tender Fee should be submitted by each bidder. Separate EMD
for the number of divisions applying for should be submitted in
separate envelopes. The EMD envelope should be marked in the
following manner
o EMD - Name of Division
Technical
Proposal
Envelope
• Technical Proposal shall be placed in sealed envelope clearly marked “Technical Proposal” followed by the name and reference number of the RFP.
• The Technical Proposal shall be prepared in accordance with the requirements specified in this RFP and in the formats prescribed in the RFP Document (Annexure G- Technical Bid Format). Along with that bidder should also enclose all relevant documents required for technical evaluation mentioned in Technical Evaluation Framework.
• Technical Proposal should not contain commercials of the Project, in either explicit or implicit form.
• Conditional technical proposal are liable for rejection.
• Entire Technical Proposal should be submitted in 2 Hard Copies as well as on 2 CDs
Commercial
Proposal
Envelope
• Financial Proposal shall be placed in a separate sealed envelope clearly marked “Financial Proposal” followed by the name and reference number of the RFP.
• Separate financial proposals for separate divisions should be submitted
• Forms and formats mentioned in this Annexure J in RFP document needs to be scrupulously followed. Any deviation in it (without proper
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justification) may lead to disqualification of the bid.
• Price quotation accompanied by vague and conditional expressions such as "subject to immediate acceptance", "subject to confirmation", etc. will be treated as being at variance and shall be liable to be summarily rejected.
SC&DLR (M.S.), Pune will not accept submission of a proposal in any manner other than that
specified in the RFP Document. Proposals submitted in any other manner shall be treated as
defective, invalid and rejected.
Pre-Qualification Proposal, Technical and Commercial proposals should be signed by an
authorized person of the bidder. The Pre-qualification proposal should be submitted along with
a certified true copy of a board resolution/power of attorney empowering authorised signatory
to sign/act/execute documents binding the bidder organisation to the terms and conditions
detailed in this proposal.
Proposals must be direct, concise, and complete. SC&DLR (M.S.), Pune will evaluate bidder’s
proposal based on its clarity and completeness of its response to the requirements of the
project as outlined in this RFP.
4.3. BID EVALUATION
A tiered evaluation procedure will be adopted for evaluation of proposals, with the Pre-
Qualification, Technical evaluation being completed before the Commercial proposals are
opened and compared. Three-Bid system shall be followed for the bid evaluation. The first
stage would be Pre-Qualification evaluation against Pre-Qualification Proposal while the
second stage would be Technical Evaluation & the third stage will be Commercial evaluation.
The details of evaluation have been explained below.
a. First stage – Pre-Qualification evaluation
The first stage of evaluation would involve examination of the bid documents of each of
bidders against the “Qualification Criteria” and submission of EMD & Tender fees. All
bidders clearing this stage will be evaluated on the criteria mentioned in the “Technical
Evaluation framework”. This is to ensure that the technical skill base, experience and
financial capacity and other bidder attributes claimed therein are consistent with the needs of
this project. SC&DLR (M.S.), Pune may ask bidder(s) for additional information, visit to
bidders site and/or arrange discussions with their professional, technical faculty to verify
claims made in bid documentation. During pre-qualification bid preparation, the bidder is
required to strictly adhere to the pre-qualification bid format provided in this document. The
format for the same has been detailed in Annexure E – “Technical Bid Document Format”.
Bidder should also submit the other necessary documents mentioned in Section 4.1.1.
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Note:
Bidders applying for more than 1 division should submit separate EMD and Commercial
offer for each division, but a single prequalification, technical proposal and tender fee. If
any component is missing in the proposal for a division, the proposal will be rejected.
b. Second stage – Technical evaluation
During technical bid preparation, the bidder is required to strictly adhere to the technical bid
format provided in this document. The format for the same has been detailed in Annexure G
– “Technical Bid Document Format”.
Technical Evaluation Framework
Bidders who have qualified as per the Section 4.1 (Qualification Criteria) of this RFP
document shall be evaluated and scored by the Technical Evaluation Committee based on the
basis of technical evaluation criteria mentioned in table below, assessing each bidder’s ability
to satisfy the requirements set forth in the document. Minimum mark for qualification
in the Technical Evaluation is 70 out of 100 (Technical Score).
# Evaluation criteria / sub criteria Maximum Score
A
Turnover: Total annual turnover from Scanning and DMS related work for last 3 financial years (FY 2012-13, 2011-12, 2010-11) >=10 Crores but < 11 crores = 15 marks For every additional 1 Crores = 1 marks
25
B
Volume : Total Number of pages scanned in the last 3 financial years (FY 2012-13, 2011-12, 2010-11) >=3 crores but < 4 crores = 15 marks For every additional 1 Crore = 5 marks
25
C
Project size : Scanning & DMS related project value of more than equal to 1 crore in INR in the last 3 financial years (FY 2012-13, 2011-12, 2010-11) 1 project = 15 marks For every additional project = 2.5 marks
20
D Land Records related Project Experience Any project of any financial value where Land Records data has been scanned,
5
E Demonstration and Presentation w.r.t. Scope of Work mentioned in the project
25
E.1. Understanding of Scope of Work 10
E.2. Approach and Methodology 10
E.3. Understanding of Risks in the project and Mitigation Plan
5
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Total 100
Note: 1. Bidder should give presentation (approx. duration of one hour) with respect to detailed
approach and methodology at the date and time specified by the department for
technical bid presentation.
2. SC&DLR (M.S.), Pune reserves right to visit bidder’s customers where such a similar
project execution has taken place.
3. Bidders will be given sample documents mentioned under the Scope of Work. All such
records will be made available to the bidders at SC&DLR (M.S.), Pune Office. Bidders
will be provided with the details for sample documents handover during pre-bid
meeting. It is to be noted that no bidders will be allowed to get access to data after the
dedicated time period is over.
c. Third Stage – Commercial Evaluation
Commercial Evaluation of only those bidders who obtain minimum 70% score in Technical
Evaluation shall be opened. Total Cost of ownership shall be calculated based on price
summary given in Annexure J – “Commercial Bid format”.
• L1 shall be the bidder, who is technically qualified and has quoted the lowest total cost for
that division.
• In case there is a tie for L1 due to same lowest total cost quoted by two or more bidders,
the bidder which has secured higher marks in the Technical Evaluation shall be
considered as L1.
• L2, L3, L4 etc. shall be selected in increasing order of total cost quoted
• All other technically qualified bidders with commercial offer in price band of 5% of L1 quote
would be invited (in sequence L2, L3, and so on) to match the L1 rates and get selected.
• L2 will be given a chance to match L1 rate. In case L2 is not interested, then L3 will be
asked to match L1 rates. Only 1 bidder at a time will be given a chance to match L1. In case
the bidder asked to match rates is not ready, then the chance will be given to the next
lowest bidder.
• In case there is no bidder within the 5% of L1 quote, or the bidders within 5% of L1 quote do
not match the L1 rates, the department reserves the right to invite the bidders outside the
5% range in sequence of their commercial offer value and get selected.
• 2nd bidder matching L1 rates will be awarded 1 district (district with the second highest
volume) out of the division and remaining all districts to L1. For. e.g. In case L2 is ready to
match L1 rates for Nagpur Division, then L2 will be allowed to do project in Wardha
district in Nagpur Division and L1 will get all the other districts in Nagpur Division.
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• In case no other bidder is ready to match L1 rates, entire division scanning work would be
issued to L1.
• In case SC&DLR (M.S.) finds any issue with L1, then the remaining districts can also be
handed over to the other vendor who has agreed to match L1. Such decision will be taken
by SC&DLR (M.S.), Pune.
Note:
a. The evaluation done by the technical evaluation committee will be final and binding on
the bidders.
b. A substantially responsive bid is one, which conforms to the requirements, terms,
conditions and specifications of the Request for Proposal without material deviation. A
material deviation is one which affects in any substantial way the functionality, scope,
quality, or performance of the deliverables, or which limits in any substantial way,
inconsistent with the Request for Proposal, SC&DLR (M.S.), Pune rights or the Bidder's
obligations for performance of the project and the rectification of which deviation would
affect unfairly the competitive position of other bidders presenting substantially
responsive Bids.
c. Technical Evaluation committee will examine the bids to determine whether they are
complete, whether any computational error have been made and whether the bids are
generally in order
d. SC&DLR (M.S.), Pune may conduct clarification meetings with each or any bidder to
discuss any matters, technical or otherwise
e. Bids received without tender fee and EMD shall be rejected
f. SC&DLR (M.S.), Pune may waive any minor informality or non-conformity or
irregularity in a Bid, which does not constitute a material deviation.
4.4. EVALUATION COMMITTEES
There are three levels at which the bid proposals will be evaluated:
1.Technical Evaluation Committee (TEC) formed under the chairmanship of Settlement
Commissioner & Director of Land Records (M.S.), Pune as per the directions of Government
of Maharashtra will open the pre-qualification and technical bids and carry out their
evaluations. TEC shall submit it's report of Technical Evaluation of bids to PIC.
2.Project Implementation Committee (PIC) of Revenue Department, Government of
Maharashtra, under the chairmanship of Hon. Additional Chief Secretary (Revenue) shall
review and approve the technical evaluation report and carry out the commercial bid
opening.
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3. High Power Committee, chaired by Hon. Chief Secretary, Government of Maharashtra,
shall review the report submitted by PIC and give final approval for the commercials.
4.5. REJECTION CRITERIA
Besides other conditions and terms highlighted in the RFP, bids may be rejected under
following circumstances:
General Rejection Criteria
a. Conditional Bids
b. If the information provided by the Bidder is found to be incorrect/ misleading/fraudulent at any stage / time during the Tendering Process
c. Any effort on the part of a bidder to influence the bid evaluation, bid comparison or contract award decisions
d. Bids received after the prescribed time & date for receipt of bids
e. Bids without signature of person (s) duly authorized on required pages of the bid
f. Bids without power of attorney/ board resolution
Pre-Qualification Rejection Criteria
a. Bidders not complying with the Eligibility Criteria given in this RFP
b. Pre-Qualification Envelope containing commercial details
c. Revelation of Prices in any form or by any reason before opening the Commercial Bid
d. Failure to furnish all information required by the RFP or submission of a bid not
substantially responsive to the RFP in every respect
Technical Rejection Criteria
a. Technical Bid containing commercial details
b. Revelation of Prices in any form or by any reason before opening the Commercial Bid
c. Failure to furnish all information required by the RFP or submission of a bid not
substantially responsive to the RFP in every respect
d. Bidders not quoting for the complete scope of Work as indicated in the RFP, addendum (if
any) and any subsequent information given to the bidder
e. Bidders not complying with the Technical and General Terms and conditions as stated in
the RFP
f. Bidder not confirming unconditional acceptance of full responsibility of providing services
in accordance with the Scope of work and Service Level Agreements of this RFP
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Commercial Rejection Criteria
a. Incomplete Price Bid
b. Price Bids that do not conform to the RFP’s price bid format
c. Total price quoted by the bidder does not include all statutory taxes and levies applicable
d. If there is an arithmetic discrepancy in the commercial bid calculations, the Evaluation
Committee shall rectify the same. If the Bidder does not accept the correction of the errors,
its bid may be rejected.
4.6. CONDITIONAL OFFERS
The vendor should abide by all Terms and Conditions specified in the RFP Document.
Conditional offers shall be liable for disqualification.
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5. SCOPE OF WORK
5.1. DEFINITIONS
“SC&DLR (M.S.), Pune” means Settlement Commissioner & Director of Land Records (MS),
Pune
“System “means application or software being currently used
“Bidder” means eligible and reputed companies providing the services as mentioned in Scope
of Work
“Successful Bidder/Vendor” means the bidder with whom District Collectors has entered
into a Contract
“Contract” means the agreement entered into between the District Collectors and the
Bidder, as recorded in the Contract form signed by the parties, including all the attachments
and appendices thereto, and all documents incorporated by reference therein
“OEM” means original equipment manufacturer
"Collector" means Collector of the District with whom the successful bidder will get into an
agreement.
5.2. GEOGRAPHICAL SCOPE
Scanning Project will roll out in the entire state with Division as a single unit. Vendor will be
selected for each division through this RFP. Maharashtra has 6 divisions, 35 districts and 358
talukas. Out of these 358 talukas, 2 talukas (Mulshi and Haveli) have already been covered
under pilot project. Mumbai City District is not considered for this project.
# Name of
Division Number of Districts
Number of Taluka Number of
CTSO
1. Amravati 5 56 0
2. Aurangabad 8 76 1
3. Mumbai 5 50 13
4. Nagpur 6 64 3
5. Nashik 5 54 5
6. Pune 5 56* 8
Total 34 356 30
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*2 out of the 58 talukas in Pune division has already been covered under pilot project. So the number of
talukas to be considered for the project in Pune division will be 56.
Detailed List of record rooms and talukas in each of the 34 districts has been mentioned in
Annexure B – “List of offices”. In each of the talukas there are primarily two record rooms – one
in Tehsildar office and the other at Dy.SLR office which will be covered through this RFP. Along
with that there is also City Survey offices which maintain their own record rooms.
Note:
• Division is the smallest unit for vendor selection. Details of the implementation approach
of the department have been mentioned in Chapter 6.2. Implementation Approach
• Collector of each district in each division will get scanning project executed in their
respective districts using the services of the scanning vendor selected for their division
• Vendor will have no right to reject/deny carrying out scanning project in any district or
taluka in any Division. Strict action will be taken against vendors for any such act of
rejection or denial.
• Mulshi and Haveli taluka in Pune district will not be considered for the project as they
have already been covered during pilot phase (i.e. actual number of talukas in Pune
division would be 57)
• Bidder should be ready to start scanning work phase-wise in all districts simultaneously,
within the division allotted
5.3. VOLUME OF WORK
The total volume of work for all divisions is about 26 crore documents, which are stored in 356
Tehsildar Offices, 351 Dy.SLR offices and 30 City Survey Offices. This volume is a mix of A0 to
A4 documents, which has been compiled from information received from each record room
across the state. The volume mentioned in Annexure A - "Scanning Document Types, Volume,
Metadata" is a tentative volume which can increase or decrease, based on interpretation of size
of document and actual count during actual scanning work done at the record room.
5.4. SCOPE OF SERVICES
This section provides detailed scope of services to be provided by the bidder in this project. The
scope of services shall comprise the following:
a. Project planning and management (Chapter 5.5.)
b. DSR Application study(Chapter 5.6.)
c. Scanning and metadata entry of land records (Chapter 5.7.)
d. External Hard Disk supply (Chapter 5.8.)
e. Operational Support for a period of 6 months post implementation of last phase talukas
(Chapter 5.9.)
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f. Training and Capacity building (Chapter 5.10.)
g. Support to 3rd party acceptance testing, audit and certification(if required)
In implementing the above, the bidder shall strictly adhere to the standards set by the
department.
5.5. PROJECT PLANNING AND MANAGEMENT
Success of any project of this magnitude lies on the success of proper project planning and
management. The successful bidder will plan the project to the minutest details on the onset of
the project. An indicative list of project management plans which the successful bidder should
make at beginning of the project is as follows:
• Project Schedule: A detailed week-wise timeline indicating various activities to be
performed along with completion dates and resources required for the same
• Manpower Deployment List: Details of all manpower that will be deployed at each record
room with the task assigned to each. Roles and Responsibilities of every type of manpower
should be mentioned.
• Resource Deployment List: List and number of all resources other than manpower like
scanners etc. that will be deployed at each record room.
• Communication Plan: Detailed communication plan indicating what form of
communication will be utilized for what kinds of meeting along with recipients and
frequency. The format will be provided by the department to the successful bidder before
start of the project.
• Progress Monitoring Plan: Detailed Daily, Weekly, Monthly Progress Report formats along
with issue escalation format. The format will be finalized by the department before start of
the project.
• Standard Operating Procedures: Detailed procedure for carrying out scanning project in a
timely and accurate manner.
• Risk Mitigation Plan: List of all possible risks and methods to mitigate them.
• Escalation Matrix: A detailed list of contact persons with contact details, issue handling
time will be submitted by the vendor for each record room.
Note: This is just an indicative list and successful bidder should suggest and incorporate more
project planning and management tools for successful execution of the project.
During project planning, vendor should do appropriate planning in terms of resources (image
capturing device, manpower, physical infrastructure etc.), for timely completion of the project.
An indicative list of resources have been provided in the section below:
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IT Infrastructure
For successful and smooth execution of the project sufficient numbers of high end scanners,
book scanners, computers etc. will be required to capture images of the documents.
Inappropriate scanners may lead to unacceptable image quality, leading to penalty and rework,
thus the vendor should show quality of images captured using various devices and seek
approval prior to actual work.
Successful bidder should be ready to deploy 3-4 scanners and 10-15 computers per record room
per taluka. Along with that successful bidder should also be ready to deploy appropriate number
of computers and servers at District Metadata Center (space provided at district level for
Metadata entry), to carry out metadata entry work of required number of talukas
simultaneously. Successful Bidder should increase the number of image capturing devices,
computers and other peripherals based on the requirement, to complete the project in the
stipulated timeframe.
Manpower:
Successful bidders should also have a dedicated team of project managers, quality control
experts, hardware and database management experts and a huge set of Scanning Station
operators for timely completion of this project. Successful bidder should be ready to deploy 10-
15 manpower per record room per taluka and also required number of manpower at District
Metadata Center. Bidder should note that the number of manpower deployed at District
Metadata Center should be able to handle workload of required number of talukas to be
completed in a phase.
Successful Bidder should increase the number of manpower based on the requirement, to
complete the project in the stipulated timeframe.
Physical Infrastructure
� Successful bidder will be only given the DSR application, place for carrying out scanning
work at taluka premise, place for carrying out metadata activity at district level and place for
setting up electricity board at both setups
� Space will also be provided at district level for setting up District Metadata Center for
carrying out metadata and subsequent activities. Successful bidder should create high
security infrastructure in the premise provided.
� All other suitable IT infrastructure/facilities have to be established onsite by the vendor, at
the premises allocated to do the scanning and metadata work.
• Furniture for keeping hardware and chairs for project members
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• LAN required for connecting hardware items during implementation phase will be
taken care by vendor
• All DSR operators will be vendor’s responsibility and any help regarding the same
will not be entertained
• Electricity bill and expenses for setting up electricity outlets will be borne by the
vendor
• The files / documents will not be allowed to be moved from premises allocated
5.6. DSR APPLICATION STUDY
DSR Application will be provided to the successful bidder by SC&DLR (M.S.), Pune. The
successful bidder will use this application for scanning and metadata entry purpose. The
successful bidder is expected to understand the application in detail, prior to actual scanning
work. The successful bidder will be helped by NIC officials from the respective districts and
department officials in understanding the application completely. For first level understanding
of the application, a brief note on it has been mentioned in the following section.
• Name of the Application: e-Records Application
• Mode: Client Server as well as Web-based
• Technology Used: Microsoft VB.Net for front end and PostGreSQL as database for client
server and IIS6.0 and ASP.net for web module
• Modules: Master (Backup), User Administration, Image Processing, Metadata Transaction,
Quality Control, End User Search, Printing, File Import/Export.
• Salient features:
a. Scanned documents are saved in tiff format and output can be provided in pdf/a
format.
b. Provision to add multiple metadata for a single scanned file
c. Documents are stored village-wise (census code compliant)
d. Image functionality like brightness, contrast, noise removal, despeckle features
available
e. Role based Access has been defined
f. Repository system database storage
g. Detailed Audit Trail for scanning, metadata entry, quality check
h. Multiple data tagging to a single scanned image is possible
i. Extensive search facility
Note: The successful bidder should understand the application and all its modules detail to
reduce operational level issues.
Important points to remember using DSR at various locations are as follows:
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� Successful bidder should always remember that 'DOCUMENT SEARCH AND
RETRIEVAL APPLICATION' is property of SC&DLR (M.S.), PUNE and
mischievous activity of any sort will lead to heavy penalty, legal action under
relevant acts and also blacklisting
� Successful bidder will be provided the setup executable file for the application. Under any
circumstances, bidders will not be provided source code of the DSR application.
� Successful bidder will install the application on their computers for work and will then
uninstall the application after handing over the work. After completion of work, all
computers deployed, with uninstalled application and deleted data has to be shown to the
concerned department officials before moving them out of department premises.
� Successful bidder will have to install the DSR application along with data on the servers
supplied by department, post implementation phase.
� Successful bidder will sign a Non-Disclosure Agreement as mentioned in Annexure HUser
manual and Technical Manual for e-Records application will be provided to the successful
bidder.
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Workflow: A indicative schematic diagram of the workflow has been shown in the image
below:
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Note:
This is just a schematic diagram. Successful bidder should device its own workflow for timely
and accurate completion of the project.
All activities of Part A (first diagram) will take place at Tehsildar level offices whereas all
activities of Part B (second diagram) will take place at District Metadata Center.
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Network diagram
5.7. SCANNING OLD LAND RECORDS
On successful completion of DSR study and installation, vendor will carry out a small demo run
of the scanning work before starting actual work. Bidders should note that before carrying out
actual work for the entire district, vendor will do a Proof of Concept by carrying out a pilot
implementation in 5 villages from the district. The activity should encompass all activities
mentioned below except pt. c, d and e of Stage III. Only after acceptance of the output of the
sample villages by the concerned department officials, actual work should start. As mentioned,
during POC successful bidder will carry out all the activities like taking and handing over
document, scanning and metadata entry, quality check of the scanned images, metadata, QC of
1% printouts. Successful bidder should also give a demo of POC to the respective District
Collector and his team.
Successful bidders will be provided complete support from the department officials in terms of
availability of space for scanning, document handover in proper format, knowledge transfer in
for documents being scanned and the metadata to be captured, quality check etc.
Broadly, there are 3 stages in the entire scanning activity namely in which the following
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activities will be carried out
A. Stage I - Pre scanning
a. Document Collection
b. Document Preparation/ Repair
c. Quality Check
B. Stage II - Scanning
a. Scanning textual records
b. Quality Check of scanned images
c. Document handover
d. Metadata Entry
e. Quality Check of metadata entry
f. Quality Check of 1% printouts
C. Stage III - Post Scanning
a. Final output delivery
b. Supply of IT Infrastructure
c. Installation of DSR application and scanned data load on department provided IT
infrastructure
d. Backup and Data Upload
e. Maintenance and Support
f. Training and Capacity Building
Detailed activities under each phase has been mentioned in the sections below:
A. Stage I - Pre-scanning
Prior to scanning process, there are number of activities that need to be carried out so that the
documents are properly handled. Vendor should take special care to ensure that not even a
single document is lost/misplaced/damaged. The steps in this stage of the process are as
follows:
1. Document Collection
The vendor will collect all documents mentioned in the scope of work from the concerned
department official. It will maintain Log Register for documents collected and returned along
with department officials. While collection, the following details should be entered into the log
register:
a. Name of village
b. Book type
c. No. of books
d. No. of pages (in each book)
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e. Date of collection
f. Expected date of return
g. Actual date of return
h. Collected from and Signature
i. Collected by and Signature
j. Returned to and Signature
k. Date of return
l. Any other details will be decided with the successful bidder before start of project
Vendor should capture all the above mentioned details accurately in the inward/outward
module of eRecords application. Vendor should ensure that number of pages in each book is
accurately captured and is then cross-checked with the number of pages scanned.
To streamline and smoothen the continuous flow of documents, concerned department officials
in each record room will list the name of all villages to be scanned in a taluka. Records will be
given to the vendor of the same village in both the record rooms in the same sequence. Records
will be handed over to the vendor in sets of 5-10 villages, or as desired by the vendor. For
example, if documents of village A, B, C, D... is given in Tehsildar office, the same sequence will
be followed in Dy.SLR office.
The vendor should maintain order of the documents without disturbing chronology of the
documents and without mixing pages between different documents. In case of unavailability of
required documents or pages missing or books missing, it should be notified to the department.
Continuous assistance from the department will be given for availability of required records.
Vendor should inform department officials about illegible textual records. Department officials
will guide the vendor as to how such documents should be scanned.
2. Document Preparation/Repair
Prior to handing over the documents to the vendor, department officials will prepare the
document in the following manner:
• File dusting to remove dirt and other possible noise causing particles
• Attaching top sheet/jacket on each land records book/file with details such as
o Name of Taluka (e.g. Bhor)
o Name of Village (e.g. Sonavadi)
o Type of Document (e.g. Tippan)
o Book Number (e.g. Book No.2)
o Number of pages (e.g. 180)
o Size of the page (e.g. A4, A3 etc.)*
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o Document binding to be opened - Yes / No
• Provide a running serial number to each book/file and maintain record of the same
• Numbering each page in the file using automatic number puncher
*In case page size of a document does not fall under the standard size, department officials
will capture the nearest standard size.
Vendor on receipt of such books should prepare and repair all documents received. They should
take special care of documents that are very old and not in good physical condition. The vendor
is required to take necessary precautions while handling all documents. Vendor should also do
document preparation and repair work at their end. Activities to be undertaken during this sub-
phase are:
• Dusting the files to remove dirt and other possible noise causing particles
• Un-binding/defiling of only department approved documents (this should not lead to
further deterioration of the documents)
• Removal of stapler pins, clips etc. of only department approved documents(this should
not lead to further deterioration of the documents)
• Repair the documents for scanning using cello-tape* or enclosing the documents in
plastic pouches (depending on the importance and condition of the documents)
Note:
� *The vendor should note that cello-tape used should not lead to shining output. The cello-
tape should be such that the data underneath it is not lost and also images does not have
shine marks.
� The vendor will take guidance from the concerned department officials of the record room
on files which needs to be defiled or where stapler pins/clips should be removed, even
though it may be mentioned on the top sheet by the department. The vendor will re-bind
the documents after scanning activity is over and submit it to the concerned department
officials in acceptable manner.
3. Quality Check
The vendor should conduct thorough quality check before sending any document for scanning.
It is mostly a visual quality check of the records for visibility, readability etc.
• It should be checked that all files/books have top sheet attached to them
• It should be noted that all pages have been numbered
• It should also be checked that they are torn or ragged
• It should be checked that there are no folds
• It should be seen that they are dust free
• It should be checked that all damaged documents have been repaired and scan ready
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• It should be checked that is there any important data loss due to tight binding. In such
cases a decision on whether to open the binding should be taken at taluka level.
Note:
The vendor should be prompt in informing department officials regarding completely
destroyed documents handed over to them as soon as they receive it. In cases, where the
documents are still not in a scan-ready mode, they should be worked upon. Only documents
clearing this QC should be taken up for scanning.
B. Stage II – Scanning
1. Scanning
Records may be scanned using flat bed/sheet fed scanner/book scanner. The choice of scanner
depends completely on the condition of the document. In case the document is very torn and
cannot be fed in the sheet feeder, then flat bed scanner should be used. In case, the document
cannot be scanned using any type of scanner, book scanners can be used as image capturing
device.
While scanning, the important parameter is DPI (dots per inch), which has to be precisely set.
In general, the following minimum specifications should be adopted while scanning:
a) 100 dpi in colour. (In case legibility of the characters is not proper, the bidder should scan at
higher dpi. No extra payment for the same shall be made)
b) Image should be stored in pdf/a.
c) Image orientation should be upright.
d) Image should be clean and free of noise.
e) Legibility features should be good.
f) Image should not be skewed or warped.
g) IMAGES SHOULD BE SCANNED IN SUCH A WAY THAT PRINTOUT OF IMAGE ON
PAPER WILL BE CLEAN AND LEGIBLE ON 1:1 SCALE
While scanning, the sheet has to be fed in straight upright position and smoothened so that no
folds are generated while scanning. In the flat-bed scanner, the document has to be laid flat on
the glass, smoothened and scanned; and bulging should be avoided.
Note:
� In case the documents are not legible, it will be the bidder’s responsibility to scan the
documents at higher resolution.
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� The bidder should note very carefully that some regions in various divisions may have
problems of uninterrupted power supply due to load shedding. The bidder should be ready
to work during time period whenever electricity is available.
2. Quality Check (Scanned Images)
Quality check after scanning is of utmost importance. Images clearing this QC will lead to
movement of documents to metadata entry phase. QC activities in this stage are:
• Vendor should check that no page has been scanned twice. Payment for such extra scanning
will not be made to the vendor
• Vendor should ensure that blank pages are not scanned unless given page number by the
department officials.
• Vendor should check scanned records for DPI, Image Quality, Format, Noise removal etc.
• Vendor should do 100% on screen validation for all scanned images and submit the log for
100% QC work done along with QC certificate.
• Vendor should check for the quality of the image
o The image should not be too dark/too light
o The image should not have been captured under improper lighting
o The image should not be cropped from any side
o The orientation of the image should be right
o The image should be in correct color mode
o The color is consistent in all the images and not patchy
o The image should not be skewed
o The image should not be blurred
o The image should not have excessive noise
o There should not be any data loss due to folds
o There should not be any data loss due to tight binding and bulge at the center
o There should not be extra darkness at the edges
o There should not be unwanted black vertical lines on the scanned images
• Post 100% QC by vendor, 100% on screen QC will be done by department officials
• Images should be scrutinized by vendor in detail for any other kind of issue in the scanned
images
• Vendor should also check that all records obtained from the department have been scanned
and no document has been missed out
• Quality check should happen on a daily basis along with scanning
• Vendor should note that the scanned images will be printed later for serving to citizens. So
the quality of no image should be compromised and it should be exact replica in size
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• Vendor will maintain a register of all the documents which have been rejected in 1st level QC
• In case there are issues with the scanned images, vendor will rescan all such documents
again and take them for 2nd level QC.
3. Handover of documents (back to department officials)
After completing quality check of scanned images, all the documents should be handed over
back to the department in their original condition. Appropriate entries should be made in the
inward/outward register (mentioned above in 5.6.A.2) in presence of the vendor representatives
and department officials.
Note:
Under no circumstances shall the documents be changed, mutilated, destroyed or replaced by
some other documents. Any damage to the documents will lead to penalty for the vendor as
per Section 7.2. Thus the vendor should take utmost care of the documents taken for scanning.
4. Metadata Entry
Metadata stores information related to the scanned images. Accurate metadata should be
captured for all scanned images, as that becomes the base for all future search and transactions.
Metadata entry is done by adding appropriate tags to each scanned document. Metadata entry
will be done through Double Blind Data Entry method i.e. two people will enter the
metadata for the same scanned image independently. The metadata entries done by these
operators will be compared by the application and those with wrong metadata entry will be
visible to the vendor's supervisor. Vendor should correct all such errors at no extra cost.
Vendors can perform metadata entry activity at the District Head Quarter in the space provided
Such space will be designated as District Metadata Center. Vendors should ensure high security
in handling data by its operators and project managers. Vendors will ensure that none of the
desktops used for scanning and metadata entry have USB ports, CD Drives or USB ports and CD
Drives are blocked. Data transfer should be allowed only from Operation Servers. All scanned
images should be transferred under the supervision of the supervisor/project manager for the
record room along with concerned department officials. No document/ scanned images should
move out of the government premises, without consent and supervision of department officials.
A tentative list of metadata along with document type has been mentioned in Annexure A. The
final list will be decided and communicated to the successful bidder before start of the project.
Vendor should capture all metadata available on the documents accurately as this forms the
base for all document searches and analysis in the future. If metadata formats for new records
needs to be incorporated, it will be finalised by SC&DLR (M.S.), Pune in consultation with
concerned District Collector. Bidders should note that the records will be primarily in Marathi
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with some data also in Gujarati / Urdu / Kannada / Modhi Lipi, etc. which are present in some
areas. Bidder should deploy adequate manpower to ensure that all non-marathi language data is
understood and correct metadata entry in Marathi is done. Language details for all such records
should be captured in language metadata tag. Vendor should capture language details of each
document type at the beginning of the entire metadata entry activity.
While performing metadata entry in UNICODE Marathi, vendor should ensure that there is no
garbage (GOLU) characters in the data fed in the application. Vendor may deploy his own tool
to ensure the same.
Indicative list of Records to be scanned at Tehsildar Office record room, Dy.SLR
Record Room are as follows (please refer Annexure A for complete list):
Division Tehsildar Office Dy.SLR Office
PUNE
Old 7/12 Tippan Old mutation register Gunakar book Current khate register Akarphod K.d.e. Patrak K.J.P. Inam patrak Akarband Birth-death register Consolidation Scheme register/
shudhipatrak Consolidation jabab file Shet pustak Vasalewar book Consolidation gaon p.c. Kshetra book/field book Tabe pawati 9(1)9(2) maps of consolidation
NASHIK
Old 7/12 Tippan Old mutation register Gunakar book Current khate register Akarphod K.d.e. Patrak K.J.P. Inam patrak Akarband Birth-death register Consolidation Scheme register/
shudhipatrak Consolidation jabab file Shet pustak Vasalewar book Consolidation gaon p.c. Kshetra book/field book Tabe pawati 9(1) and 9(2) maps of consolidation
MUMBAI
Old 7/12 Tippan Old mutation register Gunakar book Current khate register Akarphod K.d.e. Patrak K.J.P. Inam patrak Akarband Birth-death register Consolidation scheme register/
shudhipatrak Bot khat Consolidation jabab file Sud register Shet pustak
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Settlement Commissioner & Director of Land Records (M.S.), Pune | 62
Vasalewar book Consolidation gaon p.c. Kshetra book/field book Tabe pawati 9(1)9(2) maps of consolidation
AURANGABAD
Old 7/12 Tippan
Old mutation register Gunakar book
Current khate register Akarphod
K.d.e. Patrak K.J.P.
Khasara patrak Akarband
Khasara pahani patrak Consolidation Scheme register/ shudhipatrak
Jod takta A Consolidation jabab file
Shet pustak
Vasalewar book
Consolidation gaon p.c.
Kshetra book/field book
Tabe pawati
9(1)9(2) maps of consolidation
AMRAVATI
Old 7/12 Tippan
Old mutation register Gunakar book
Current khate register Akarphod
Pere patrak K.J.P.
Birth-death register Akarband
Hakka nondni register Consolidation Scheme register/ shudhipatrak
Consolidation jabab file
Shet pustak
Vasalewar book/ mojni book
Pot hissa tippan book
Pot hissa patrak
Classer register
Vajibul arja/application
Consolidation gaon p.c./gram panji
kshetra book/field book
9(1)9(2) maps of consolidation
NAGPUR
Old 7/12 Punarmojni akarband
Old mutation register Punarmojni gunakar book
Current khate register Akarphod
Bandobast misal K.J.P.
Vajibul arja/application Consolidation Scheme register/ shudhipatrak
Nistar patrak Consolidation akarband
Shet pustak
Consolidation jabab file
Consolidation gaon p.c./gram panji
Bandobast misal
Bandobast akarband
Vajibul arja/application
Nistar patrak
Polygon patrak
Side patrak
Traverse patrak
Request for Proposal: Scanning Old Land Records in Tehsildar, Dy.SLR and CTS offices of Maharashtra
Settlement Commissioner & Director of Land Records (M.S.), Pune | 63
Tabe pawati
9(1)9(2) maps of consolidation
List of records to be scanned at CTSO is as follows: • Enquiry Register
• Property Card
• Property Register (wherever applicable)
• Field Book
• Vaslevar Book
• City Survey Gaon Dharika
• Town Planning Scheme (B - Book)
5. Metadata Quality Check
Quality check after metadata entry is very important. Images clearing this QC will lead to
submission of the documents to department for acceptance. QC activities in this stage are:
• The vendor should do 100% on screen validation and submit log for 100% QC work done
along with QC certificate
• The vendor should check the documents for the following:
o Whether all required metadata fields have been captured
o Whether the metadata captured is correct
• The vendor shall generate a report identifying mismatch between the number of documents
submitted for scanning and number of documents scanned.
• Post 100% QC by vendor, department officials will perform 100% QC on metadata
The bidder should also suggest their quality plan to the department over and above the quality
checks mentioned here. Templates for the same will be finalized with the successful bidder
before commencement of work.
Note:
• The vendor will be provided a QC module within the software for quality check
• The vendor should also install software instances on computers as desired by department
officials for quality check purpose
• The vendor will appoint skilled and qualified manpower for QC purpose. Manpower
utilized by vendor for QC and scanning & metadata entry work should be different to
ensure that one person performs scanning or metadata entry work whereas another
person performs Quality Check.
• The vendor will provide minimum two computers exclusively, with DSR application
installed to department officials during the project for QC activities of the department. The
Request for Proposal: Scanning Old Land Records in Tehsildar, Dy.SLR and CTS offices of Maharashtra
Settlement Commissioner & Director of Land Records (M.S.), Pune | 64
computers will also be loaded with the scanned images and metadata. In case 2 computers
are not enough to complete QC in the stipulated time, then vendor should provide more
computers.
• It should be noted that some documents in few offices has already been scanned earlier. In
all such cases, as per the decision of Collector, vendor will convert the scanned images
from their current format to pdf/a and perform all other activities like Metadata Entry,
Storage at Taluka level office and hosting at SDC. Vendor should only consider the
document types mentioned in this RFP.
• All records unacceptable by department (due to improper image, missing
metadata, wrong metadata) will have to be rescanned and metadata re-entry
should be done by the vendor. The vendor will not be remunerated for all such
documents re-scanned.
6. Quality Check of 1% printouts
The vendor will be required to handover 1% sample printout of each document type of
record at the end of each fortnight to the department for quality check, after completion of
QC of metadata entry. Vendor should ensure timely submission of images for QC.
Note:
• It is the absolute responsibility of the vendor to ensure that the content of scanned
documents is an exact replica in size of the original paper document.
• Printout should be provided in the same page size as that of the original document
• In case the printout is rejected, such reasons should be documented and shared with the
department officials.
• Vendor should rectify all such errors and re-submit the printouts for verification.
C. Stage III - Post Scanning
On completion of scanning activity, the vendor will perform the following activities:
1. Delivery of Final Outputs
The vendor will submit the following final deliverables to the department:
• Scanned documents along with metadata in 1 external hard disk at each record room*
• Scanned documents along with metadata in computers provided by the department
• Scanned documents along with metadata stored at State Data Center.
• Scanned documents along with metadata stored in server provided by department
• Scanned documents will be delivered in pdf/a format
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• Metadata will be submitted in database format whereas images in file structure format
Vendor will get a completion certificate from the concerned department officials from each
taluka record room and district level coordinator on submission of all deliverables, to consider
a taluka record room's scanning work to be complete.
*Vendor should note that on an average 2 TB external hard disk at Tehsildar office, 1 TB
external hard disk at Dy.SLR office and City Survey Office may be required to store the image
and metadata. But these are just indicative figures. Based on the actual size of images for a
record room , the vendor should provide adequate number of 1TB or 2 TB external HDDs. In
case, the storage is less than 1 TB, still the minimum storage capacity hard disk to be provided
by vendor would be 1 TB.
2. Installation of DSR application and data upload in department provided IT infrastructure
Post completion of all scanning work, vendor will install DSR application in the IT
infrastructure provided by the department. Vendor will also upload all the scanned images
along with metadata in department provided IT infrastructure. Vendor should also provide
training on how to use the application as per the training and capacity building plan mentioned
in Section 5.9.
3. Data upload at the State Data Center and Retrieval
The vendor shall ensure that scanned data should be uploaded at the State Data Center. The
scanning activity for a taluka will only be considered as complete when all the scanned data
along with metadata is replicated at the State Data Center. Initially all the final scanned images
and metadata will be physically uploaded by the vendor at the SDC. Data should be uploaded at
the SDC on completion of a taluka. The vendor will also showcase retrieval of uploaded
documents at SDC using e-Records application.
Note:
It will be the sole responsibility of the vendor to host the data at State Data Center. All
necessary assistance will be rendered by the department.
4. MIS Reporting
Vendor is supposed to provide weekly monitoring report to their respective Collector office and
concerned department officials, appraising them of the status of the project. Vendor will also
provide monthly monitoring reports to the respective Divisional Commissioners and Settlement
Commissioner & Director of Land Records (M.S.), Pune. This shall include maintaining daily,
weekly, monthly and overall progress (number of images/pages scanned, percentage
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scanned etc) using tools available in the software. If provided, vendor shall upload daily MIS
data in web-based monitoring tool.
Note: The vendor should not quote loss of data due to improper backup practice as a reason for delay
of project. Any such reason will not be acceptable by SC&DLR (M.S.), Pune.
5.8. EXTERNAL HARD DISK SUPPLY ALONG WITH IMAGE AND DATA
The vendor will provide external hard disk (either of storage capacity 2 TB or 1 TB) at each
record room. It will supply the external hard disk as per specifications mentioned in Annexure
C - " Indicative External Hard disk Specifications". An indicative quantity of external hard disk
to be supplied by the vendor at each office record room has also been specified in Annexure C.
Bidders should note that there will be 3 set of IT infrastructure that will be used for the entire
project.
Set 1 - Vendor's IT infrastructure used for scanning, metadata entry , quality check and all
related activities. Quantity of such set will be as per the requirement of the project. This will be
the property of the vendor and vendor will take it back on completion of the project, but the
quantity may be increased to complete department's all project related activities in the
stipulated time.
Set 2 - Vendor's IT infrastructure provided to department officials for department's quality
check purpose. This will be the property of the vendor and vendor will take it back on
completion of the project. Vendor will deploy minimum 2-4 desktops in each record room and
8-10 desktops at District Metadata Center, but the quantity may be increased to complete
department's quality check activity in the stipulated time.
Set 3 - External Hard Disk provided to department officials for image storage. THIS WILL
BE THE PROPERTY OF DEPARTMENT. Quantity of such external hard disk will be as
per the quantity mentioned in Annexure C – “Indicative External Hard disk Specifications”.
The vendor will load scanned images and metadata of the respective office record room, in the
external hard disk supplied by the vendor in that record room and at State Data Center.
Note: � The bidder should maintain the same brand of external hard disk for the entire division as
mentioned in their bid proposal.
� The successful bidder shall note that all the external hard disk shall be supplied with the
relevant interface cables.
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� SC&DLR (M.S.), Pune may ask the vendor to provide a set of external hard disk being
provided at Pune for inspection purposes.
5.9. OPERATIONAL SUPPORT
Vendor will provide operational support for a period of 6 months from the completion of last
phase of implementation in a district, to the department in post implementation phase. During
this phase, the vendor will undertake the following activities
• Install DSR application on department provided servers/computers (in case the IT
infrastructure is not provided during the implementation phase)
• Upload all scanned images and metadata in department provided servers/computers (in
case the IT infrastructure is not provided during the implementation phase)
• Provide support to DSR application installed
• Resolve issues related to external hard disk provided
• Resolve issues related to scanned images or metadata provided to the department.
The vendor will provide a mechanism to provide this support in such a way that any issue raised
by department officials is resolved within 2 working days, from the date of raising the issue.
The vendor will provide contact numbers, email ids for issue logging.
5.10.TRAINING AND CAPACITY BUILDING
The successful bidder will provide training to the local department staff. The training would
happen in the record room/taluka office premises. The successful bidder will draw a training
schedule and communicate the same to the concerned department officials. The successful
bidder is required to train and make the staff conversant with DSR Application. The training is
to be carried out as per the timelines given in the RFP. The training shall concentrate on
• Detailed hands on training of e-Records Application
• Proper way of handling and maintaining old records
• Ways to maintain provided hardware
• Ways to serve citizens using the scanned records
• Ways to scan extra documents in the future and upload at State Data Center
• Ways to take incremental backup of the data
• Best practices on how to preserve the external storage media
• Generation of reports and interpretation of the same
The successful bidder will provide training to 4-5 people in each record room over a period of 1-
2 days to make them conversant with department's DSR application and aspects mentioned
above.
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5.11. PROJECT DOCUMENTATION
The successful bidder shall create and maintain all project documents and submitted to
individual District Collectors as deliverables under the agreed project timelines. The documents
created by the successful bidder will be reviewed and approved by the department. In case of
any description or deviations pointed out by the department, the successful bidder will revise
the same and submit. Project documents include but are not limited to the following:
1. Inception Report
Inception Report should include the vendor’s approach to the project including details about
methodology, resource utilization, project stakeholder’s identification, project timelines etc.
2. Detailed Project Plan
Detailed project plan should list out all activities in detail with start date, end date, duration for
completion of activity & dependencies. It is preferable that Project Plan is prepared using
project management tool.
3. Standard Operating Procedures (SOP)
SOP should detail the execution plan of the vendor. Vendor should list out all activities with
standard operating procedures, process flow of activities and assigning responsibility for each
activity.SOP will detail out the responsibilities of Vendor & department officials.
4. Communication Plan
This plan should indicate what form of communication will be utilized for what kinds of
meeting along with recipients and frequency. Communication Plan should also include the
escalation mechanism of vendor for resolution of issues.
5. SLA and Performance Monitoring Plan
In this plan, vendor should mention how service level agreements for each item will be
monitored and adhered to. The plan should also include the methods/tools to monitor the
performance.
6. Training and Knowledge Transfer Plans
Vendor should mention the training schedule, contents for training session and the audience
that it proposes to train in this plan.
7. Issue Logs and Risk Registers
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Vendor should prepare formats for logging issues and risks by department officials as well as
internal employees.
8. Daily, Weekly and Monthly Progress reports
Vendor should prepare detailed progress reports on daily, weekly & monthly basis for capturing
details like number of pages scanned – type-wise, number of metadata entry done etc.
9. Technical Manuals
Vendor should submit all the technical manuals submitted by the external hard disks OEMs
along with the respective external hard disks item.
10. User Manuals
This should include the process/workflow for scanning activity along with metadata entry. Also
search and print facility should be included along with screen shots of the application.
The successful bidder shall prepare the formats/templates (wherever required) for each of the
deliverables upfront based upon industry standards and the same will be approved by SC&DLR
(M.S.), Pune prior to its use for deliverables. All project documents are to be kept up-to-date
during the course of the project. The successful bidder shall maintain a log of the internal
review of all the deliverables submitted. The logs shall be submitted to concerned department
officials on request. All project documentation shall conform to the highest standards of
documentation.
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6. PROJECT IMPLEMENTATION
6.1. PROJECT TIMELINES
ACTIVITY TIMELINE
A.MOBILIZATION
1. Contract Signing and Work Order Issue T
2. Requirement Gathering, Project Plan Submission T + 3 weeks
3. Team Mobilization T+ 8 weeks
B.PROOF OF CONCEPT
1.DSR Application Study and Installation T + 10 weeks
2. Completion of scanning of pilot data set of 5 villages per district* T + 12 weeks
C. SCANNING WORK - PHASE I
Completion of Phase I - Completion of all activities in Scope of Work for
assigned number of talukas/tehsils in the district as per taluka schedule
( 16 weeks for completion of scanning in this phase)
T + 28 weeks
D. SCANNING WORK - PHASE II
[IF REQUIRED] Completion of Phase II - Completion of all activities in
Scope of Work for assigned number of talukas/tehsils in the district as per
taluka schedule
( 16 weeks for completion of scanning in this phase)
T + 44 weeks
E. SCANNING WORK - PHASE III
[IF REQUIRED] Completion of Phase III - Completion of all activities in
Scope of Work for assigned number of talukas/tehsils in the district as per
taluka schedule
( 16 weeks for completion of scanning in this phase)
T + 60 weeks
F.TRAINING AND CAPACITY BUILDING
1. Submission of Training Material T+ 24 weeks
2. Commencement of Training T + 27 weeks
3. Completion of Training T + 60 weeks
G.OPERATIONAL SUPPORT POST IMPLEMENTATION 6 months from the completion of all activities for last set of
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talukas#
Note:
• T – Start of the project
• Time period has been mentioned in weeks
• This is a broad level project timeline chart. Successful bidder will provide a detailed
project schedule at weekly level as a part of their project plan
• *Pilot/test villages should be chosen based on the average document in the taluka of the
District HeadQuarter. The village should be a good replica of the average village to give
the vendor a better understanding of the scope of work.
• #Bidder should provide operational support for the talukas in Phase 1 and 2 from the date
of completion of work in those talukas till 6 months post completion of work in the last set
of talukas. Thus, talukas in Phase I will get support from T+29 weeks onwards till T + 84
weeks whereas talukas in Phase II will get support from T+45 weeks till T+84 weeks.
• Payment will be made on actual basis. The volume mentioned in Annexure A – “Scanning
Document Types, Volume, Metadata” is an indicative figure.
• Vendor should start preparation for the next phase atleast 1 month prior to the actual start
of the next phase
• Vendor should finish the entire project within 3 phases by properly mobilizing teams from
district with lesser talukas to district with more talukas
• Vendor should deploy extra manpower in case the number of talukas in a particular phase
is more than that of other phase
6.2. TALUKA SCHEDULE
Schedule of number of talukas to be undertaken for work during each phase has been
mentioned below:
Division Name
District Name Taluka Number
Phase 1 Phase 2 Phase 3
Pune
Kolhapur 12 4 4 4
Pune 12 4 4 4
Sangli 10 4 4 2
Satara 11 4 4 3
Solapur 11 4 4 3
Division Total 56 20 20 16
Mumbai
Mumbai Suburban 3 3 - -
Thane 15 5 5 5
Ratnagiri 9 5 4 -
Raigad 15 5 5 5
Sindhudurg 8 4 4 -
Division Total 50 22 18 10
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Nashik
Nashik 15 5 5 5
Ahmednagar 14 5 5 4
Jalgaon 15 5 5 5
Dhule 4 4 - -
Nandurbar 6 4 2 -
Division Total 54 23 17 14
Aurangabad
Aurangabad 9 5 4 -
Jalna 8 4 4 -
Parbhani 9 5 4 -
Hingoli 5 5 - -
Nanded 16 6 5 5
Beed 11 4 4 3
Osmanabad 8 4 4 -
Latur 10 5 5 -
Division Total 76 38 30 8
Amravati
Amravati 14 5 5 4
Akola 7 4 3 -
Buldhana 13 5 4 4
Yavatmal 16 6 5 5
Washim 6 4 2 -
Division Total 56 24 19 13
Nagpur
Nagpur 14 5 5 4
Wardha 8 4 4 -
Bhandara 7 4 3 -
Chandrapur 15 5 5 5
Gadchiroli 12 4 4 4
Gondiya 8 4 4 -
Division Total 64 26 25 13
Grand Total 356 152 130 74
• Bidder should note that the number of talukas to be considered in each phase has been
mentioned above.
• Talukas being selected in each phase should be adjacent to each other to help achieve better
logistical efficiency.
• Bidders should note that taluka of the district headquarter should be among one of the
taluka to be considered in the first phase.
• Bidder should fix the actual names of taluka prior to starting work in any district, in
consultation with the Collector
• Bidder should take all talukas in District Headquarters, in case there are more than 1 taluka.
6.3. CONTRACT PERIOD
The contract for individual district shall remain in force till 6 months post satisfactory
completion of all activities for the last set of talukas for the respective district.
6.4. IMPLEMENTATION APPROACH
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Settlement Commissioner & Director of Land Records (M.S.), Pune | 73
The success of any e-governance project beyond the pilot phase, lies in the success of a proper
implementation approach and structure in the department. SC&DLR (M.S.), Pune has always
paid great attention to this aspect of the statewide project implementation. Considering the
scope and width of project implementation in scanning project, detailed implementation
approach and structure has been mentioned in the below mentioned sections
Unit of Implementation
• 2 Vendors will be selected for each division separately. 1 Vendor will be responsible for
carrying out scanning project in all districts in that division except one district. Vendor
should be ready to carry out work in all the allocated districts in the division at the same
time.
For e.g. if a vendor has been selected for Pune division, they should be ready to carry out
work in Kolhapur, Sangli, Satara and Solapur at the same time.
• Project will be implemented taluka wise. Each district selected for scanning project will be
divided into max 3 phases (as per the number of talukas in the district). Vendor is expected
to carry out scanning project in all those talukas simultaneously as per the timelines given in
Section 6.1 and taluka schedule given in Section 6.2.
• For all operational level activities and issue resolving, taluka will be considered as a unit.
Department will create office level (Tehsildar office, Dy.SLR office and City Survey Office)
teams in each taluka for carrying out handing and taking over of documents, quality check
and assisting vendor in operational level issues. Along with this there will be also
dedicated teams at taluka level and district level for monitoring and quality
check of the project which will be selected by concerned district collectors.
• District Collector will be the Chief Implementation Officer(CIO) for the district
• Settlement Commissioner & Director of Land Records (M,S.), Pune will give Letter of Intent
to the vendors along with Work Order.
• Contract will be signed by the individual collectors of district where scanning project is
going to start.
• All other project formalities like submission of Performance Bank Guarantee, Issue of Work
Initiation order etc. will happen at district
• Payment for scanning work done by the vendor as per the terms and conditions of the RFP,
will be made by the Collector of the respective district.
6.5. PROJECT STRUCTURE
A multi level project implementation team has been designed for successful and timely
completion of this project. Each and every member of this team is an important stakeholder for
the completion of this project.
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Project Structure tree has been mentioned below for better understanding of the vendor:
Divisional
Commissioner
Collector 2Collector 1
Tehsildar
Nayab Tehsildar
Record keeper
Department
officials
Dy.SLR
DIO, NICDistrict
Superintendent
Land Records
CTSO
Settlement Commissioner &
Director of Land Records
(M.S.), Pune
DDE
Department
officials
Record keeper
Department
officials
Record keeper
Roles and Responsibilities of each stakeholder have been mentioned below:
1. Divisional Commissioner
a. Overall head of this project rollout in the division.
b. Head of the division level project monitoring team
c. Representative of the division for high level meetings like PIC, HPC etc.
d. Monitor the progress of the project district wise on a monthly basis
e. Grievance redressal of the vendor, in case escalated to that level
2. District Collector
a. Overall head of project implementation in district
b. Head of the district level project monitoring team
c. Perform District metadata center related activities like provisioning of space, basic
amenities etc.
d. Formation of necessary dedicated teams for project monitoring and quality check
e. Overlooking movement of all records outside Tehsildar, Dy.SLR office and City Survey
office record room to respective record rooms prior to start of scanning project
f. Contract signing with vendor for starting work in the district
g. Monitor progress of the project taluka wise on a fortnightly basis
State level
Division Level
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h. Monitor Quality Check activities on fortnightly basis
i. Understand issues with the project and help in issue resolution
j. Payment release to the vendor on successful completion of payment milestones
k. Provide phase-wise utilization certificate to SC&DLR (M.S.), Pune office
l. Grievance redressal of the vendor, in case escalated to that level
3. Tehsildar
a. Overall head of project implementation in Tehsildar office
b. Head of the tehsil office level project monitoring team
c. Provide a necessary place to the vendors for carrying out scanning activity
d. Educate department officials on importance of scanning project
e. Guide vendors on various implementation level aspects like villages to be taken first for
scanning etc.
f. Provide necessary information to the vendor on various aspects of the project
g. Provide documents to the vendor in time and as per the guidelines given to them
h. Monitor progress of the project on a weekly basis
i. Monitor and participate in the Quality Check process
j. Ensure accurate and timely progress of the project in respective office
k. Assist in removing bottlenecks hampering the timely completion of the project
l. Grievance redressal of the vendor, in case escalated to that level
4. Deputy Superintendent of Land Records
a. Overall head of project implementation in Dy.SLR office
b. Head of the Dy.SLR office level project monitoring team
c. Provide a necessary place to the vendors for carrying out scanning activity
d. Educate department officials on importance of scanning project
e. Guide vendors on various implementation level aspects like villages to be taken first for
scanning etc.
f. Provide necessary information to the vendor on various aspects of the project
g. Provide documents to the vendor in time and as per the guidelines given to them
h. Monitor progress of the project on a weekly basis
i. Monitor and participate in the Quality Check process
j. Ensure accurate and timely progress of the project in respective office
k. Assist in removing bottlenecks hampering the timely completion of the project
l. Grievance redressal of the vendor, in case escalated to that level
5. City Survey Officer
a. Overall head of project implementation in CTS offices
b. Head of the CTS office level project monitoring team
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c. Provide a necessary place to the vendors for carrying out scanning activity
d. Educate department officials on importance of scanning project
e. Guide vendors on various implementation level aspects like villages to be taken first for
scanning etc.
f. Provide necessary information to the vendor on various aspects of the project
g. Provide documents to the vendor in time and as per the guidelines given to them
h. Monitor progress of the project on a weekly basis
i. Monitor and participate in the Quality Check process
j. Ensure accurate and timely progress of the project in respective office
k. Assist in removing bottlenecks hampering the timely completion of the project
l. Grievance redressal of the vendor, in case escalated to that level
6. Record Keeper
a. Maintain records of their respective record rooms in a proper manner
b. Handover and takeover of documents to vendor
c. Maintain inward and outward register accurately
d. Monitor condition and number of documents before and after handing over to them to
the vendor
7. Department Project Team members (District Collector or head of the
Respective offices will appoint project team for district and/or taluka level))
a. Assist Tehsildar/Dy.SLR in implementation of the project in their respective office
b. Monitor progress of the project on a daily basis
c. Guide vendors on various aspects of implementation
d. Provide necessary information to the vendor on various aspects of the project
e. Conduct Quality Check activities
f. Assist vendor on day to day operational issues
6.6. GUIDELINES FOR DISTRICT METADATA CENTER AND SCANNING
PREMISES
In this scanning project, there are mainly 2 premises where activities are going to take place. All
the activities will be done in Government premises:
• Tehsildar/ Dy.SLR/CTSO Record Room/premises: The premises of these record rooms will
be used for scanning activities. All physical documents for scanning will be provided to the
vendor in this premise. Vendor will create document preparation and scanning setup at this
premise.
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• District Metadata Center: These are district level dedicated premises which will be used for
metadata entry work for all record rooms of all talukas in the district. Vendor has to create
separate setup within the DMC for Tehsildar office, Dy.SLR office and CTSO (wherever
applicable). Along with metadata entry, quality check of metadata entry, quality check of
printouts will also take place here. All final outputs and deliverables will be created in this
premise. All final deliverables will be hosted at SDC and also at taluka level offices.
Vendors should always adhere to the guidelines mentioned below:
• Vendor should maintain highest level security within the premises
• Vendor should always ensure that no team member has access to any kind of data beyond
the metadata center or scanning premises
• Vendor should ensure that all data which are in Work in Progress Format should be deleted
post conversion to final format and acceptance by the department. No Work in progress
format of document should be kept with the vendor at their end.
• Vendor should ensure that there should be client server model for carrying out scanning or
metadata work
• Vendor should ensure that all client machines should have USB port, CD writer deactivated
• Vendor should maintain attendance register for each team member working in the metadata
center or scanning premise. Department officials can carry out random checking any time to
check the registers.
• Vendor should ensure that no team member bring pen drives or any other external media
within the premises or leaves the premise with any such device
• Vendor should ensure that server where data is being stored is provided highest security and
nobody except project manager has access to it.
• Vendor should ensure that movement of data from scanning premise to metadata center
happens under the strict vigilance of department officials designated for these activities
• Vendor should ensure that project manager is involved during all such data movement
• Vendor should ensure that no personal cameras or image capturing devices are allowed in
the scanning premise
• Vendor should ensure that no documents are taken by their employees while leaving the
premise
• Vendor should ensure that servers used for storing scanned images at scanning premise is
provided highest security
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7. SERVICE LEVEL AGREEMENTS
7.1. SERVICE LEVEL OBJECTIVES
The purpose of Service Level Agreement (hereinafter referred to as SLA) is to clearly define the
levels of service to be provided by the successful bidder to the department for the duration of
this contract. SLA defines the terms of the successful bidder’s responsibility in ensuring the
timely delivery of the deliverables and the correctness of the same based on the agreed
Performance Indicators as detailed in the Agreement. This section defines various Service Level
Indicators which will be considered by the department in the Service Level Agreement with
successful bidder.
The successful bidder has to comply with all Service Level Agreements (SLAs) defined below to
ensure adherence to project timelines, quality and availability of services.
a. SLA for delay in completion of work as per the milestones mentioned in Section 6.1. - 0 days
b. SLA for resolving an issue in the post implementation phase - 2 days
7.2. PENALTY TERMS
During the entire contract period, District Collector may levy penalty on the vendor based on
the below mentioned penalty terms:
a. Penalty for delay in project execution
For any delay in completion of activities of the project (as mentioned in C, D and E of Section
6.1.), department will charge penalty of Rs. 5,000 per day per taluka, whereas for any delay in
completion of activities of the project as mentioned in A.3., B.2. of Section 6.1., department will
charge penalty of Rs. 5000 per day, subject to a maximum of 10% of the project value for the
district. Penalty for delay in project execution will be calculated based on the timelines for the
respective district.
b. Penalty for delay in support during operational support phase
For any delay in providing support within 2 working days of raising an issue, post submission of
deliverables and payment for a particular taluka, department will charge penalty of Rs. 2000
per day subject to a maximum of 10% of the project value for the district. Penalty for delay in
support will be calculated based on the timelines for the respective district.
c. Penalty for breaching privacy and confidentiality of department's data/application
The successful bidder will have to maintain strict privacy and confidentiality of all the data its
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staff gets access to. The successful bidder should make adequate provisions to not allow
unrestricted access to the data to people in the organization who have not signed the Non
Disclosure Agreement. The bidder cannot sell or part with any data in any form. Penalty of Rs.
10,00,000 to a summary termination of contract and forfeiture of PBG would be imposed on
the successful bidder upon default of this service condition. The exact penalty will be decided by
the department based upon severity of the default.
Successful bidder should always remember that 'Document Search and Retrieval application' is
property of SC&DLR (M.S.), Pune and mischievous activity of any sort will lead to heavy
penalty, legal action under relevant acts and also blacklisting.
d. Penalty for improper document handling
All documents taken by the bidder for scanning should be returned to the department as per the
entries made in the register mentioned in the pre-scanning phase. Under no conditions, the
documents should be missing, replaced, destroyed or mutilated by vendor during scanning
activities. As the records are precious and has legal value, any damage to the documents will
attract penalty at the rates (Rs. per document page) mentioned below:
S. No. Paper Size Rs. per document page
1. A0 paper size 20,000
2. A1 paper size 20,000
3. A2 paper size 20,000
4. A3 paper size 10,000
5. A4 paper size 10,000
The penalty shall be calculated and deducted from the immediate payment due. The maximum
penalty at any point of time and for any period should not exceed 10% of project cost for the
district as per the Commercial Bid submitted by the bidder. All the above mentioned penalties
will be exclusive to each other. If the penalty exceeds this amount, department reserves the right
to terminate the contract. The project cost for this purpose shall be the rate quoted by the
bidder per image multiplied by the estimated image volume mentioned in the RFP.
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8. TERMS AND CONDITIONS
8.1. PAYMENT TERMS
The payment would happen upon successful completion of milestones for each district by the
Collector. The payment milestone for various cases as per the number of talukas in each district
and project completion has been mentioned below:
# Activity
Payment Milestone for districts having
Only Phase I Phase I, II Phase I, II and
III
1.
Satisfactory Completion of
all activities mentioned in
scope of work in all talukas
of a district assigned for
Phase I
90% of the actual
due payment as
per actual work
done
75% of the actual
due payment as
per actual work
done.
75% of the actual
due payment as
per actual work
done.
2.
Satisfactory Completion of
all activities mentioned in
scope of work in all talukas
of a district assigned for
Phase II
NA
90% of the actual
due payment of
Phase II as per
actual work done
PLUS 25%
remaining
payment of Phase
I
75% of the actual
due payment of
Phase II as per
actual work done
PLUS 25%
remaining
payment of
Phase I
3.
Satisfactory Completion of
all activities mentioned in
scope of work in all talukas
of a district assigned for
Phase III
NA NA
90% of the actual
due payment of
Phase III as per
actual work done
PLUS 25%
remaining
payment of
Phase II
4. Satisfactory project closure 10% payment of
Phase I
10% payment of
Phase II
10% payment of
Phase III
Satisfactory completion of scanning work will mean completion of all activities mentioned in
scope of work like scanning, metadata entry, quality check, storage of final output (in external
hard disks) and hosting at SDC, training to department officials and deliverables duly verified
by concerned department officials.
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Satisfactory project closure will mean final acceptance by the District Collector that all the
activities for all talukas in the District are over completely.
The entire project within a district will be completed in a maximum of 3 milestones/phases.
After successful completion of each of the milestones, the bidder shall be eligible for payment as
per the volume scanned and metadata entered for the respective milestone after applicable
penalty. The QC of the scanned documents and metadata shall be done by the concerned
department officials. The documents would deem to have been verified only upon signoff by the
concerned department official.
The payment for the same shall be made as per the formula given below:
Payment = [Number of pages correctly scanned * rate per page as quoted in the
commercial bid – applicable penalty (as detailed in the SLA section)]
Note:
• Scanning of blank pages shall not be counted toward payment.
• Scanning of documents not mentioned in the Scope of Work and not approved by the
concerned higher authority shall not be counted towards payment.
• Bidder should note that it cannot scan more than 25% extra documents for the entire set
documents mentioned for a particular district before prior approval from SC&DLR (M.S.),
Pune. In case the extra volume is less 25% then appropriate approval is needed from
respective Collector. At any time no additional document type should be scanned without
prior approval from SC&DLR (M.S.), Pune
• No extra payment will be made during the op0erational support period. But penalty for
any deviation from the service during this period will be deducted from the Performance
Bank Guarantee
• At the beginning of the project, size of each type of document will be measured. If the size
of the document is more than 50% of the lower size document, then payment according to
the higher size will be made or else payment will be made as per the rate for the lower size.
For. e.g. Size of X document is 50% more than A4, payment will be made as per A3. Size of
Y is less than 50% more than A4, payment will be made as per A4
8.2. TERMINATION OF THE CONTRACT
District Collector reserves the right to cancel the contract at any time, after approval from
SC&DLR (M.S.), Pune, if it is not satisfied with the services of the successful bidder or there is
breach of any of the condition of the Contract by the successful bidder, provided a period of 10
days has lapsed from the date of serving notice on the successful bidder requiring it to remedy
the breach and if the breach has continued up to the date of the termination. In this event, the
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work done till then by the successful bidder shall be taken over by District Collector. SC&DLR
(M.S.), Pune reserves the right to appoint a new bidder and hand over to him the all the
documents to complete the assignment. In such an event, the successful bidder shall not be
entitled to receive any payments upon termination of the contract. In such case, upon
termination, SC&DLR (M.S.), Pune may also impose liquidated damages. Notwithstanding
anything to the contrary contained in the Contract successful bidder’s collective liability arising
out relating to agreement shall be limited to the fees paid to the successful bidder for which
decision of the SC&DLR (M.S.), Pune in this regard shall be final and binding on the successful
bidder. The successful bidder will be required to pay any such liquidated damages to SC&DLR
(M.S.), Pune within 30 days of termination date.
8.3. RISK PURCHASE CLAUSE
In case the successful bidder fails to execute the project as stipulated in the delivery schedule;
SC&DLR (M.S.), Pune reserves the right to procure the similar services from alternate sources
at the risk, cost and responsibility of the successful bidder.
8.4. INDEMNITY
The successful bidder shall indemnify, protect and save SC&DLR(M.S.), Pune and respective
District Collector against all claims, losses, costs, damages, expenses, action suits and other
proceeding, resulting from infringement of any patent, trademarks, copyrights etc. or such
other statutory infringements in respect of all components (like system software, software tools,
server etc.) and the services rendered under this tender.
8.5. INTELLECTUAL PROPERTY RIGHTS
All intellectual property rights for the work performed under this RFP as far as data is
concerned lies with District Collectors and DSR application provided by SC&DLR (M.S.), Pune
is concerned shall lies with SC&DLR (M.S.), Pune. This clause is applicable to all data in any
form or format procured, processed, scanned or produced under this RFP by the successful
bidder. The successful bidder shall not use such data or DSR application or any software
provided by District Collector and SC&DLR (M.S.), Pune for any other purpose during and after
the term of contract. In no cases, any document provided by the department is taken out of the
space provided to the successful bidder for scanning.
8.6. PERFORMANCE OBLIGATIONS
While providing services as per Scope of Work, the successful bidder shall ensure that there is
no infringement of any patent or design rights or violate any intellectual property or other right
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of any person or entity and shall comply with all applicable Laws, Statute, regulations and
Governmental requirements and he/she shall be solely and fully responsible for consequence /
any actions due to any such infringement.
8.7. PUBLICITY
Any publicity by Vendor regarding the project in which the name of SC&DLR(M.S.), Pune and
District Collector is to be used should be done only with the explicit written permission of the
Settlement Commissioner & Director of Land Records, Maharashtra State, Pune.
8.8. FORCE MAJEURE
1. Force Majeure would include natural and unavoidable catastrophe that interrupts the
expected course of events.
2. The bidder shall not be liable for penalty, liquidated damages or termination for default, if
and to the extent that, his delay in performance or other failure to perform his obligations
under the contract is the result of an event of Force Majeure.
3. For purposes of this clause, “Force Majeure” means an event beyond the control of the
bidder and not involving the bidder and not involving the bidder’s fault or negligence
and not foreseeable. Such events may include, but are not restricted to, instances of, wars or
revolutions, fires, floods, epidemics, quarantine restrictions and freight embargoes which
would have an impact on District Collector and SC&DLR (M.S.), Pune
4. If a Force Majeure situation arises, the bidder shall promptly notify District Collector and
SC&DLR (M.S.), Pune in writing of such conditions and the cause thereof. Unless otherwise
directed by District Collector, the bidder shall seek all reasonable alternative means for
performance not prevented by the Force Majeure event.
5. The Force Majeure circumstances and events shall include the following events to the
extent that such events or their consequences (it being understood that if a causing event is
within the reasonable control of the affected party, the direct consequences shall also
be deemed to be within such party's reasonable control) satisfy the appropriate definition as
per this agreement. Without limitation to the generality of the foregoing, Force Majeure
Event shall include the following classes of events and circumstances and their effects:
a. Natural events (“Natural Events”) to the extent they satisfy the foregoing
requirements including:
� Any material effect on the natural elements, including lightning, fire, earthquake,
cyclone, flood, storm, tornado, or typhoon;
� Explosion or chemical contamination (other than resulting from an act of war);
� Epidemic such as plague;
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� Any event or circumstance of a nature analogous to any of the foregoing
b. Other Events (Political Events) to the extent that they satisfy the foregoing
requirements including:
� Act of war (whether declared or undeclared), invasion, armed conflict or act of
foreign enemy, blockade, embargo, revolution, riot, insurrection, civil commotion,
act of terrorism or sabotage;
� Strikes, work to rules, go-slows which are either widespread, nation-wide, or state-
wide and are of political nature;
� Any event or circumstance of a nature analogous to any of the foregoing
8.9. RESOLUTION OF DISPUTES
Any dispute arising out of or in connection with the Contract shall in the first instance be dealt
with mutual negotiations.
Any dispute or difference whatsoever arising between the parties to the Contract out of or
relating to the construction, meaning, scope, operation or effect of this Agreement or the
validity of the breach thereof, which cannot be resolved through mutual negotiations, shall be
referred to Collector of the district where subject of dispute arises. In case the dispute or
difference is still not resolved then it will be taken to SC&DLR (M.S.), Pune Level. The final
arbitrator will be Secretary IT, Government of Maharashtra. The provisions of the Arbitration
and Conciliation Act, 1996 will be applicable and the award made there under shall be final and
binding upon the parties hereto, subject to legal remedies available under the law. Such
differences shall be deemed to be a submission to arbitration under the Indian Arbitration and
Conciliation Act, 1996, or of any modifications, Rules or re-enactments thereof. The Arbitration
proceedings will be held at Mumbai, Maharashtra, India.
8.10. SUBJECT LAWS AND JURISDICTION
The Contract shall be governed by Indian Laws and the Courts at respective districts in
Maharashtra will have jurisdiction to entertain the dispute(s).
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ANNEXURE A. SCANNING DOCUMENT TYPES, VOLUME, METADATA
This annexure gives a list of all documents to be scanned along with their volumes – district-wise
and division-wise and metadata formats.
A. Documents to be scanned
Tehsildar Office
• Old Mutation
• 7/12
• 8A
• Ka. Da. E. Patrak
• Ka. Da. Patrak/ Hakk Nondni Register
• Inam Patrak
• Birth Death Register
• I P Ledger Book
• Bot Khat
• Sud Register
• Khasra Patrak
• Khasra Pahani Patrak
• Jod Takta A
• Kul Register
• Old Pahani Patrak
• Pere Patrak
• Record of Rights Panji (1954-55)
• Kotwal Book Panji
• Bandobast Misal
• Wajib-ul Arj
• NistarPatrak
• Hakk Nondni Register
Dy.SLR Office
• Tippan
• Gunakar Book
• Akarphod Patrak
• KJP
• Akkarband(Vadivibhajan)
• Akkarband (Gut / Consolidation)
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• Akkarband (Dashman)
• Akkarband (Acre Guntha)
• Yojna Patrak/Consolidation Scheme/Durusti Scheme/Shudhi Patrak
• Consolidation Jawab
• Field Book(Original)
• Vaslevar Book
• Consolidation Village PC
• Tabe Pavti
• Consolidation Scheme 9(1) and 9(2) maps
• Kaccha Sud
• Shetwar Patrak
• Revision Book
• Fodi Tippan Book
• Pot Hissa Tippan Book
• Wajib- Ul Arj
• Resurvey Aakarband
• Resurvey Gunakar Book
• Pot Hissa Patrak
• Bandobast Misal
• Bandobast Akaraband
• Nistar Patrak
City Survey Office
• Enquiry Register
• Property Card
• Property Register
• Field Book
• Vaslevar Book
• City Survey Gaon Dharika
• Town Planning Scheme
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B. Metadata Format
Metadata for each document type to be scanned at various record rooms have been mentioned
below:
Tehsildar Office Records
Old Mutation Survey No. Hissa No., Plot Number, Gut Number, Hissa
Number, Mutation No, Year, Last Survey Number
7/12 Survey No., Gut Number, Hissa Number, Year, Last Survey
Number
8A Survey No., Gut Number, Hissa Number, Khata Number,
Holder's Name
Ka.Da. E. Patrak Survey Number, Hissa Number, Mutation Number,
Date/Year
Ka. Da. Patrak/ Hakk
Nondni Register Survey Number, Hissa Number
Inam Patrak Inam Type, Survey Number, Hissa Number
Birth Death Register Year
I P Ledger Book Village Name, Caste Name
Bot Khat Survey Number, Hissa Number, Phalni Number
Sud Register Survey Number, Hissa Number
Khasra Patrak Survey Number, Hissa Number, Year
Khasra Pahani Patrak Survey Number, Hissa Number, Year
Jod Takta A Survey Number, Hissa Number, Mutation No., Year/
Tehsildar Order Year
Kul Register Survey Number, Hissa Number, Kul Name, Kul Type
Old Pahani Patrak Survey Number, Hissa Number, Year
Pere Patrak Survey Number, Hissa Number, Village Name
Record of Rights Panji
(1954-55) Survey Number, Hissa Number, Year
Kotwal Book Panji Year
Bandobast Misal Village Name, Survey Number, Khasra Number
Wajib-ul Arj Survey Number, Khasra Number
NistarPatrak Survey Number, Khasra Number
Hakk Nondni Register Plot Number, Sheet Number
Dy.SLR Office Records
Tippan Survey No., Chalta No.
Gunakar Book Survey No., Gut No., Hissa Number
Akarphod Patrak Survey No., Gut No., Hissa Number, Year
KJP Survey No., Gut No., Hissa Number, Year, KJP Type
Akkarband(Vadivibhajan) Old Survey Number, New Survey Number, Hissa Number
Akkarband (Gut /
Consolidation) Gut Number, Hissa Number
Akkarband (Dashman) Survey Number., Hissa Number
Akkarband (Acre Guntha) Survey Number. Hissa Number
Yojna Patrak/Consolidation Survey Number, Gat Number, Hissa number, Khata
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Scheme/Durusti Scheme/
Shudhi Patrak
Number, Jabab Number
Consolidation Jawab Jawab Number, Jawab Date, Khata Number
Field Book(Original) Survey Number, Hissa Number
Vaslevar Book Survey Number, Chalta Number
Consolidation Village PC Village Name
Tabe Pavti Gat Number, Khata Number
Consolidation Scheme
9(1) and 9(2) maps Village Name, 9(1) Map, 9(2) Map, 9(1)(2) map
Kaccha Sud Survey Number Shetwar Patrak Survey Number, Hissa Number
Revision Book Resurvey Number, Hissa Number (if available)
Fodi Tippan Book Survey Number, Hissa Number
Pot Hissa Tippan Book Survey Number, Hissa Number
Wajib- Ul Arj Survey Number, Khasra Number
Resurvey Aakarband Survey Number, Hissa Number
Resurvey Gunakar Book Survey Number, Gat Number, Hissa Number
Pot Hissa Patrak Survey Number, Gat Number, Hissa Number
Bandobast Misal Village name, Survey Number, Khasra Number
Bandobast Akaraband Survey Number
Nistar Patrak Survey Number, Khasra Number
City Survey Office
Enquiry Register CTS Chalta Number
Property Card CTS Final Plot Number
Property Register Survey Number, C.Sa.Number, Hissa Number
Field Book Chalta Number, Sheet Number
Vaslevar Book Chalta Number, Sheet Number
City Survey Gaon Dharika Village Name
Town Planning Scheme Final Plot Number
Note:
• Bidders should also note that it may have to scan additional land records related
documents, if desired by the Collector. All such additional documents will be scanned
only post approval from SC&DLR (M.S.), Pune.
• Apart from the metadata fields mentioned above there will be common Metadata Field
like District Name, Taluka Name, Village Name
• Bidders should note that in case new documents are added, there will be corresponding
additions in the metadata. Also in some cases, new metadata may be changed/ added
for the documents mentioned above.
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C. Volume of Work
C.1. Volume of Documents (Tehsildar Office and Dy.SLR office)
Division Name
District Name
Tehsildar Office Dy.SLR Office
A3 A4 Legal Total A0 A3 A4 Legal Total
Pune
Kolhapur 1,822,139 10,303,010 - 12,125,149 16,184 639,874 1,071,556 154,672 1,882,286
Pune 632,637 13,815,397 - 14,448,034 1,935 578,046 1,107,644 322,028 2,009,653
Sangli 478,073 7,145,503 - 7,623,576 15,247 432,666 695,230 191,489 1,334,632
Satara 1,124,383 19,395,531 - 20,519,914 3,335 551,828 1,170,395 264,189 1,989,747
Solapur 950,660 7,774,713 - 8,725,373 1,266 376,356 683,140 155,335 1,216,097
Division Total 5,007,892
58,434,154 -
63,442,046
37,967
2,578,770
4,727,965 1,087,713
8,432,415
Mumbai
Mumbai Suburban - - - - - 1,497 24,169 17,477 43,143
Thane - - 7,268,463 7,269,463 1,013 260,429 666,274 554,244 1,481,960
Ratnagiri - 7,770,292 8,959,334 16,729,626 2,748 619,142 612,510 691,092 1,925,492
Raigad - 3,154,089 2,054,277 5,208,366 2,431 193,363 776,878 716,009 1,688,681
Sindhudurg - 7,318,130 2,502,030 9,820,160 1,642 331,694 524,575 625,605 1,483,516
Division Total - 18,242,511 20,784,104
39,027,615
7,834
1,406,125
2,604,406
2,604,427
6,622,792
Nashik
Nashik 893,221 9,423,906 818,046 11,135,173 79 612,990 1,005,887 298,925 1,917,891
Ahmednagar 962,027 12,531,533 1,361,409 14,854,969 2,374 476,456 984,721 381,708 1,845,259
Jalgaon 322,708 15,125,579 3,365,404 18,813,691 21,599 361,337 505,317 252,745 1,140,998
Dhule 154,103 2,384,135 361,978 2,900,216 341 40,447 441,838 18,998 501,624
Nandurbar 239,090 1,695,466 660,818 2,595,374 371 84,102 154,565 11,839 250,877
Division Total 2,571,149 41,160,619 6,567,655 50,299,423
24,764
1,575,332
3,092,328 964,215
5,656,649
Aurangabad
Aurangabad 28,903 2,446,854 430,149 2,905,906 1,233 249,545 685,193 - 935,971
Jalna 66,028 1,772,041 190,196 2,028,265 1,198 221,520 525,643 - 748,361
Parbhani 28,358 1,477,891 380,593 1,886,842 - 147,469 358,102 - 505,571
Hingoli 590 1,005,871 231,061 1,237,522 1,411 120,963 311,209 - 433,583
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Nanded 33,715 2,120,379 786,273 2,940,367 35,184 194,307 573,638 - 803,129
Beed 211,380 1,579,589 2,301,258 4,092,227 1,324 427,201 1,159,836 - 1,588,361
Usmanabad 4,863 2,548,983 787,431 3,341,277 703 158,971 437,737 - 597,411
Latur 108,479 3,014,132 702,240 3,824,851 1,015 139,390 343,916 - 484,321
Division Total 482,316 15,965,740
5,809,201
22,257,257
42,068
1,659,366
4,395,274 -
6,096,708
Amravati
Amravati 4,100,802 2,311,358 - 6,412,160 1,235 216,275 428,478 28,284 674,272
Akola 1,080,724 2,999,010 - 4,079,734 - 94,180 284,942 15,358 394,480
Buldhana 7,028,762 821,536 - 7,850,298 2,771 400,109 550,837 44,642 998,359
Yavatmal 5,683,713 3,631,030 - 9,314,743 41,321 189,295 533,637 33,020 797,273
Washim 2,235,042 1,983,849 - 4,218,891 575 110,313 203,484 12,893 327,265
Division Total 20,129,043 11,746,783 -
31,875,826
45,902 1,010,172
2,001,378 134,197
3,191,649
Nagpur
Nagpur 1,479,268 1,966,769 - 3,446,037 56,043 311,391 241,001 425,327 1,033,762
Wardha 1,305,016 1,044,294 166,693 2,516,003 909 112,225 198,397 86,499 398,030
Bhandara 758,530 404,251 - 1,162,781 1,065 239,737 140,551 280,945 662,298
Chandrapur 711,614 304,556 - 1,016,180 1,934 246,540 237,901 290,611 776,986
Gadchiroli 840,684 252,146 77,780 1,170,610 2,968 147,080 151,191 187,252 488,491
Gondiya 635,895 237,437 - 873,332 883 289,003 197,186 300,402 787,474
Division Total 5,731,007 4,209,453 244,473
10,184,943
63,802
1,345,976
1,166,227 1,571,036
4,147,041
Grand Total 33,921,407
149,759,260
33,405,433
217,087,110
222,337
9,575,741
17,987,578
6,361,588
34,147,254
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C.2.Volume of Documents (City Survey Related Records)
Division Name
District Name
City Survey Related Records
Dy.SLR Office City Survey Office Total
A3 A4 Total A3 A4 Total A3 A4 Total
Pune
Kolhapur
146,129 471,735
617,864
20,097
335,417
355,514
166,226 807,152
973,378
Pune
136,399
376,091
512,490
69,372
115,205
184,577 205,771 491,296
697,067
Sangli
102,734 413,567
516,301
37,092
212,126
249,218
139,826
625,693
765,519
Satara
154,191 323,111
477,302
12,500
422,050
434,550
166,691 745,161
911,852
Solapur
164,210
374,283
538,493
7,150
85,860
93,010
171,360 460,143
631,503
Division Total
703,663
1,958,787
2,662,450
146,211
1,170,658
1,316,869
849,874 3,129,445
3,979,319
Mumbai
Mumbai Suburban
166,091
852,514
1,018,605
166,091 852,514
1,018,605
Thane
205,288
243,045
448,333
14,145
240,721
254,866
219,433 483,766
703,199
Ratnagiri
17,881
86,622
104,503
9,420
35,751
45,171
27,301 122,373
149,674
Raigad
32,324 111,301
143,625 -
32,324 111,301
143,625
Sindhudurg
15,559
68,476
84,035 -
15,559 68,476
84,035
Division Total
271,052
509,444
780,496
189,656
1,128,986
1,318,642
460,708
1,638,430
2,099,138
Nashik
Nashik
76,065
217,486
293,551
34,522
144,817
179,339
110,587 362,303
472,890 Ahmednagar
162,160 297,095
459,255
10,853
31,509
42,362
173,013 328,604
501,617
Jalgaon
136,515 517,905
654,420
12,175
70,337
82,512
148,690
588,242
736,932
Dhule
21,988 123,187
22,200
45,171
146,833
192,004
67,159 270,020
337,179
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Nandurbar
33,263 100,753
134,016 -
33,263 100,753
134,016
Division Total
429,991
1,256,426
1,563,442
102,721
393,496
496,217
532,712
1,649,922
2,182,634
Aurangabad
Aurangabad
40,854
130,284
171,138
7,839
62,239
70,078
48,693 192,523
241,216
Jalna
24,455
123,663
148,118
24,455 123,663
148,118
Parbhani
34,650
128,202
162,852
34,650 128,202
162,852
Hingoli
17,357
90,733
108,090 17,357 90,733
108,090
Nanded
94,038 284,110
378,148
94,038 284,110
378,148
Beed
77,590 227,605
305,195 77,590 227,605
305,195 Usmanabad
65,409 197,759
263,168
65,409 197,759
263,168
Latur
49,656
182,874
232,530
49,656 182,874
232,530
Division Total
404,009
1,365,230
1,769,239
7,839
62,239
70,078
411,848 1,427,469
1,839,317
Amravati
Amravati
71,685
487,334
559,019 -
71,685 487,334
559,019
Akola
45,026
136,879
181,905 -
45,026 136,879
181,905
Buldhana
83,261
179,998
263,259 -
83,261 179,998
263,259
Yavatmal
51,505 165,535
217,040 -
51,505 165,535
217,040
Washim
21,818
56,938
78,756 -
21,818 56,938
78,756
Division Total
273,295
1,026,684
1,299,979 -
273,295
1,026,684
1,299,979
Nagpur
Nagpur
34,492
101,900
136,392
73,634
502,068
575,702
108,126 603,968
712,094
Wardha
27,671 77,787
105,458 -
27,671 77,787
105,458
Bhandara
41,086 148,774
189,860 -
41,086 148,774
189,860
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Chandrapur
43,474
160,423
203,897
-
43,474 160,423
203,897
Gadchiroli
18,110
57,214
75,324 -
18,110 57,214
75,324
Gondiya
44,704 154,712
199,416 -
44,704 154,712
279,221
Division Total
209,537
700,810
910,347
73,634
502,068
575,702
283,171
1,202,878
1,486,049
Grand Total
2,291,547
6,817,381
8,985,953
520,061
3,257,447
3,777,508
2,811,608
10,074,828
12,886,436
C.3. Overall Volume Details
Total volume of documents in each office along with rankings based on volume of records are as follows:
Division Name
District Name Tehsildar Office
Dy.SLR Office (Survey Related Records)
Dy.SLR/City Survey Office (City Survey
Related) Total Ranking
Pune
Kolhapur 12125149 1882286 973378 14980813 3
Pune 14448034 2009653 697067 17154754 2
Sangli 7623576 1334632 765519 9723727 5
Satara 20519914 1989747 911852 23421513 1
Solapur 8725373 1216097 631503 10572973 4
Division Total 63442046 8432415 3979319 75853780
Mumbai
Mumbai Suburban - 43143 1018605 1061748 5
Thane 7269463 1481960 703199 9454622 3
Ratnagiri 16729626 1925492 149674 18804792 1
Raigad 5208366 1688681 143625 7040672 4
Sindhudurg 9820160 1483516 84035 11387711 2
Division Total 39027615 6622792 2099138 47749545
Nashik
Nashik 11135173 1917891 472890 13525954 3
Ahmednagar 14854969 1845259 501617 17201845 2
Jalgaon 18813691 1140998 736932 20691621 1
Dhule 2900216 501624 337179 3739019 4
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Nandurbar 2595374 250877 134016 2980267 5
Division Total 50299423 5656649 2182634 58138706
Aurangabad
Aurangabad 2905906 935971 241216 4083093 6
Jalna 3465090 748361 148118 4361569 3
Parbhani 1886842 505571 162852 2555265 7
Hingoli 1237522 433583 108090 1779195 8
Nanded 2940367 803129 378148 4121644 5
Beed 4664051 1588361 305195 6557607 1
Usmanabad 3341277 597411 263168 4201856 4
Latur 3824851 484321 232530 4541702 2
Division Total 22257257 6096708 1839317 30193282
Amravati
Amravati 6412160 674272 559019 7645451 3
Akola 4079734 394480 181905 4656119 4
Buldhana 7850298 998359 263259 9111916 2
Yavatmal 9314743 797273 217040 10329056 1
Washim 4218891 327265 78756 4624912 5
Division Total 31875826 3191649 1299979 36367454
Nagpur
Nagpur 3446037 1033762 712094 5191893 1
Wardha 2516003 398030 105458 3019491 2
Bhandara 1162781 662298 189860 2014939 3
Chandrapur 1016180 776986 203897 1997063 4
Gadchiroli 1170610 488491 75324 1734425 6
Gondiya 873332 787474 279221 1940027 5
Division Total 10184943 4147041 1486049 15818033
Grand Total 21,70,87,110 3,41,47,254 1,28,86,436 26,41,20,800
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ANNEXURE B. LIST OF OFFICES
• AMRAVATI
# District Name
Taluka Name
No. of Record Rooms
Tehsildar Office
Dy. SLR Office
Total
I AKOLA 1. Akola 1 1 2 2. Barshitakli 1 1 2 3. Akot 1 1 2 4. Telahra 1 1 2 5. Balapur 1 1 2 6. Partur 1 1 2 7. Murtujapur 1 1 2
Total 7 7 14
II AMRAVATI
1. Amravati 1 1 2
2. Nandgaon khandeshwar
1 1 2
3. Bhatukali 1 1 2
4. Achalpur 1 1 2
5. Chandurbazar 1 1 2
6. Moshi 1 1 2
7. Varud 1 1 2
8. Chandur railway
1 1 2
9. Tivsa 1 1 2
10. Daryapur 1 1 2
11. Anjangaon 1 1 2
12. Chikhaldara 1 1 2
13. Dharni 1 1 2
14. Dhamangaon railway
1 1 2
Total 14 14 28
III BULDHANA
1. Buldhana 1 1 2
2. Chikhli 1 1 2
3. Deulgaon raja 1 1 2
4. Malkapur 1 1 2
5. Motola 1 1 2
6. Nandura 1 1 2
7. Jalgaon 1 1 2
8. Sangrampur 1 1 2
9. Khamgaon 1 1 2
10. Shegaon 1 1 2
11. Mehkar 1 1 2
12. Sindkhed raja 1 1 2
13. Lonar 1 1 2
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Total 13 13 26
IV WASHIM
1. Malegaon 1 1 2
2. Mangrul Pir 1 1 2
3. Kareja 1 1 2
4. Manora 1 1 2
5. Washim 1 1 2
6. Risod 1 1 2
Total 6 6 12
V YAVATMAL
1. Ner 1 1 2
2. Babhulgaon 1 1 2
3. Kalamb 1 1 2
4. Yavatmal 1 1 2
5. Darvah 1 1 2
6. Digras 1 1 2
7. Pusad 1 1 2
8. Umarkhed 1 1 2
9. Mahagaon 1 1 2
10. Arni 1 1 2
11. Ghantji 1 1 2
12. Kelapur 1 1 2
13. Ralgaon 1 1 2
14. Maregaon 1 1 2
15. Jharijhamni 1 1 2
16. Vani 1 1 2
Total 16 16 32
Division Total 56 56 112
• AURANGABAD
# District Name
Taluka Name
No. of Record Rooms
Tehsildar Office
Dy. SLR Office
Total
I AURANGABAD
1. Kannad 1 1 2
2. Shegaon 1 1 2
3. Sillod 1 1 2
4. Fulambri 1 1 2
5. Aurangabad 1 1 2
6. Khultabad 1 1 2
7. Gangapur 1 1 2
8. Paithan 1 1 2
9. Vaijapur 1 1 2
Total 9 9 18
II BEED
1. Beed 1 1 2
2. Gevrai 1 1 2
3. Mazalgaon 1 1 2
4. Kej 1 1 2
5. Patoda 1 1 2
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6. Aashti 1 1 2
7. Dhaur 1 1 2
8. Parli 1 1 2
9. Vadvani 1 1 2
10. Shirur Kasar 1 1 2
11. Ambejogai 1 1 2
Total 11 11 22
III HINGOLI
1. Sengaon 1 1 2
2. Hingoli 1 1 2
3. Audha Nagnath 1 1 2
4. Kalamnuri 1 1 2
5. Vasmat 1 1 2
Total 5 5 10
IV JALNA
1. Bhokardan 1 1 2
2. Jafrabad 1 1 2
3. Jalna 1 1 2
4. Ambad 1 1 2
5. Dhansawangi 1 1 2
6. Partur 1 1 2
7. Matha 1 1 2
8. Badnapur 1 1 2
Total 8 8 16
V LATUR
1. Latur 1 1 2
2. Ahmedpur 1 1 2
3. Udgir 1 1 2
4. Nilanga 1 1 2
5. Ausa 1 1 2
6. Chakur 1 1 2
7. Renapur 1 1 2
8. Devagi 1 1 2
9. Shirur A. 1 1 2
10. Jalkot 1 1 2
Total 10 10 20
VI NANDED
1. Nanded 1 1 2
2. Hadgaon 1 1 2
3. Kinvat 1 1 2
4. Bhokar 1 1 2
5. Biloli 1 1 2
6. Degalur 1 1 2
7. Mukhed 1 1 2
8. Kandhar 1 1 2
9. Loha 1 1 2
10. Ardhapur 1 1 2
11. Himayatnagar 1 1 2
12. Mahur 1 1 2
13. Umri 1 1 2
14. Dharmabad 1 1 2
15. Naygaon 1 1 2
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16. Mudkhed 1 1 2
Total 16 16 32
VII OSMANABAD
1. Bhoom 1 1 2
2. Paranda 1 1 2
3. Vashi 1 1 2
4. Kalamb 1 1 2
5. Osmanabad 1 1 2
6. Tuljapur 1 1 2
7. Lahora 1 1 2
8. Umarga 1 1 2
Total 8 8 16
VIII PARBHANI
1. Setu 1 1 2
2. Jintur 1 1 2
3. Parbhani 1 1 2
4. Manvat 1 1 2
5. Pathri 1 1 2
6. Sonpeth 1 1 2
7. Gangakhed 1 1 2
8. Palam 1 1 2
9. Purna 1 1 2
Total 9 9 18
Division Total 76 76 152
• MUMBAI
# District Name
Taluka Name
No. of Record Rooms
Tehsildar Office
Dy. SLR Office
Total
I MUMBAI SURURBAN
1. Kurla 1 0 1
2. Bandra 1 0 1
3. Andheri 1 1 2
4.
5. Total 3 1 4
III THANE
1. Talasari 1 1 2
2. Dahanu 1 1 2
3. Vikramgad 1 1 2
4. Jawahar 1 1 2
5. Mokhada 1 1 2
6. Vada 1 1 2
7. Palghar 1 1 2
8. Vasai 1 1 2
9. Thane 1 1 2
10. Bhiwandi 1 1 2
11. Shahapur 1 1 2
12. Kalyan 1 1 2
13. Ambernath 1 1 2
14. Murbad 1 1 2
15. Ulhas Nager 1 0 1
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Total 15 14 29
IV RAIGAD
1. Alibaug 1 1 2
2. Uran 1 1 2
3. Panvel 1 1 2
4. Karjat 1 1 2
5. Khalapur 1 1 2
6. Pen 1 1 2
7. Sudhagad 1 1 2
8. Roha 1 1 2
9. Mangaon 1 1 2
10. Tala 1 1 2
11. Mahad 1 1 2
12. Poladpur 1 1 2
13. Mhasala 1 1 2
14. Shrivardhan 1 1 2
15. Murud 1 1 2
Total 15 15 30
V RATNAGIRI
1. Ratnagiri 1 1 2
2. Guhadhar 1 1 2
3. Dopoli 1 1 2
4. Mandangad 1 1 2
5. Khed 1 1 2
6. Chiplun 1 1 2
7. Sangameshwar 1 1 2
8. Lanja 1 1 2
9. Rajapur 1 1 2
Total 9 9 18
VI SINDHUDURG
1. Kankavili 1 1 2
2. Kudal 1 1 2
3. Sawantwadi 1 1 2
4. Doda Marg 1 1 2
5. Vengurle 1 1 2
6. Malvan 1 1 2
7. Devgad 1 1 2
8. Vaibhavwadi 1 1 2
Total 8 8 16
Division Total 50 47 97
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• NAGPUR
# District Name
Taluka Name
No. of Record Rooms
Tehsildar Office
Dy. SLR Office
Total
I BHANDARA
1. Tumsar 1 1 2
2. Mohadi 1 1 2
3. Bhandara 1 1 2
4. Sakoli 1 1 2
5. Lakhani 1 1 2
6. Pavni 1 1 2
7. Lakhandur 1 1 2
Total 7 7 14
II CHANDRAPUR
1. Chimur 1 1 2
2. Nagbheed 1 1 2
3. Bramhapuri 1 1 2
4. Savli 1 1 2
5. Sindewahi 1 1 2
6. Chandrapur 1 1 2
7. Mul 1 1 2
8. Pombhurna 1 1 2
9. Ballarpur 1 1 2
10. Korpana 1 1 2
11. Rajura 1 1 2
12. Gondpimpari 1 1 2
13. Varora 1 1 2
14. Givti 1 1 2
15. Bhadravati 1 1 2
Total 15 15 30
III GADCHIROLI
1. Mulchera 1 1 2
2. Etapalli 1 1 2
3. Bhamragad 1 1 2
4. Aheri 1 1 2
5. Sironcha 1 1 2
6. Desaiganjwadsa 1 1 2
7. Aarmori 1 1 2
8. Karkheda 1 1 2
9. Korchi 1 1 2
10. Dhanora 1 1 2
11. Gadchiroli 1 1 2
12. Chamorshi 1 1 2
Total 12 12 24
IV GONDIA
1. Gondia 1 1 2
2. Goregaon 1 1 2
3. Tiroda 1 1 2
4. Arjuni mor 1 1 2
5. Devri 1 1 2
6. Sadak arjuni 1 1 2
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7. Aamgaon 1 1 2
8. Saalekal 1 1 2
Total 8 8 16
V NAGPUR
1. Nagpur city 1 0 1
2. Nagpur Najhul 0 0 0
3. Nagpur rural 1 1 2
4. Kamthi 1 1 2
5. Hingna 1 1 2
6. Kotol 1 1 2
7. Narkhed 1 1 2
8. Kalameshar 1 1 2
9. Ramtek 1 1 2
10. Parasvini 1 1 2
11. Mouda 1 1 2
12. Umred 1 1 2
13. Bhivapur 1 1 2
14. Kuhi 1 1 2
Total 14 13 27
VI WARDHA
1. Ashti 1 1 2
2. Karanja 1 1 2
3. Aarvi 1 1 2
4. Selu 1 1 2
5. Wardha 1 1 2
6. Devli 1 1 2
7. Hinganghat 1 1 2
8. Samudrapur 1 1 2
Total 8 8 16
Division Total 64 63 127
• NASHIK
# District Name
Taluka Name
No. of Record Rooms
Tehsildar Office
Dy. SLR Office
Total
I AHMEDNAGAR
1. Ahmednagar 1 1 2
2. Rahuri 1 1 2
3. Srirampur 1 1 2
4. Rahata 1 1 2
5. Nevasa 1 1 2
6. Shevgaon 1 1 2
7. Pathrdi 1 1 2
8. Jaamkhed 1 1 2
9. Karjat 1 1 2
10. Srigonde 1 1 2
11. Parner 1 1 2
12. Akole 1 1 2
13. Sangamner 1 1 2
14. Kopergaon 1 1 2
Total 14 14 28
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II DHULE
1. Shirpur 1 1 2
2. Sindhkhed 1 1 2
3. Sakri 1 1 2
4. Dhule 1 1 2
Total 4 4 8
III JALGAON
1. Jalgaon 1 1 2
2. Chopda 1 1 2
3. Yaval 1 1 2
4. Raver 1 1 2
5. Muktainagar 1 1 2
6. Bhusaval 1 1 2
7. Bodwad 1 1 2
8. Jamner 1 1 2
9. Pachora 1 1 2
10 Chaalisgaon 1 1 2
11. Bhadgaon 1 1 2
12. Parola 1 1 2
13. Erandol 1 1 2
14. Dharangaon 1 1 2
15. Amalner 1 1 2
Total 15 15 30
IV NANDURBAR
1. Akkalkuva 1 1 2
2. Akrani 1 1 2
3. Taloda 1 1 2
4. Shahada 1 1 2
5. Nandurbar 1 1 2
6. Navapur 1 1 2
Total 6 6 12
V NASHIK
1. Nashik 1 1 2
2. Peth 1 1 2
3. Surgana 1 1 2
4. Dindori 1 1 2
5. Kalvan 1 1 2
6. Baaglan 1 1 2
7. Malegaon 1 1 2
8. Chandwad 1 1 2
9. Nandgaon 1 1 2
10 Yevle 1 1 2
11. Nifad 1 1 2
12. Sinnar 1 1 2
13. Igatpuri 1 1 2
14. Devla 1 1 2
15. Trambakeshwar 1 1 2
Total 15 15 30
Division Total 54 54 108
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• PUNE
# District Name
Taluka Name
No. of Record Rooms
Tehsildar Office
Dy. SLR Office
Total
I PUNE
1. Pune City 1 0 1
2. Khed 1 1 2
3. Ambegaon 1 1 2
4. Junnar 1 1 2
5. Shirur 1 1 2
6. Daund 1 1 2
7. Indapur 1 1 2
8. Baramati 1 1 2
9. Purandar 1 1 2
10 Bhor 1 1 2
11. Velhe 1 1 2
12. Maval 1 1 2
Total 12 11 23
II SATARA
1. Satara 1 1 2
2. Vai 1 1 2
3. Khandala 1 1 2
4. Koregaon 1 1 2
5. Faltan 1 1 2
6. Maan 1 1 2
7. Khatav 1 1 2
8. Karad 1 1 2
9. Patan 1 1 2
10 Jalvi 1 1 2
11. Mahabaleshwar 1 1 2
Total 11 11 22
III SANGLI
1. Miraj 1 1 2
2. Tasgaon 1 1 2
3. Palus 1 1 2
4. Khanapur 1 1 2
5. Aatpadi 1 1 2
6. Jat 1 1 2
7. Kavthemahakal 1 1 2
8. Valva 1 1 2
9. Shirala 1 1 2
10 Kadegaon 1 1 2
Total 10 10 20
IV SOLAPUR
1. Karmala 1 1 2
2. Madha 1 1 2
3. Barshi 1 1 2
4. Solapur City 1 1 2
5. Mohol 1 1 2
6. Pandharpur 1 1 2
7. Malshiras 1 1 2
8. Sangole 1 1 2
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9. Mangalweda 1 1 2
10. Solapur South 1 1 2
11. Akkalkot 1 1 2
Total 11 11 22
V KOLHAPUR
1. Shahuvadi 1 1 2
2. Panhala 1 1 2
3. Hatkangale 1 1 2
4. Shirol 1 1 2
5. Karveer 1 1 2
6. Gaganbavda 1 1 2
7. Radhanagri 1 1 2
8. Kagal 1 1 2
9. Bhudargad 1 1 2
10 Aajra 1 1 2
11. Gadhingals 1 1 2
12. Chandragad 1 1 2
Total 12 12 24
Division Total 56 55 111
State Grand Total 358 353 711
Along with the above mentioned record rooms, there are also 30 City Survey Offices where
records are maintained:
# Division Name District Name Taluka Name CTSO #
1. Amravati - - -
2. Aurangabad Aurangabad Aurangabad 1
3.
Mumbai
Mumbai Suburban Bandra, Kurla, Borivalli 10
4. Ratnagiri Ratnagiri 1
5. Thane Thane 2
6.
Nashik
Nashik Nashik 1
7. Nashik Malegaon 1
8. Dhule Dhule 1
9. Jalgaon Jalgaon 1
10 Ahmednagar Ahmednagar 1
11. Nagpur Nagpur Nagpur (Urban and Rural)
3
12.
Pune
Pune Haveli 3
13. Kolhapur Karveer 1
14. Kolhapur IchalKaranji 1
15. Solapur Solapur 1
16. Sangli Miraj 1
17. Satara Satara 1
Total 30
Request for Proposal: Scanning Old Land Records in Tehsildar, Dy.SLR and CTS offices of Maharashtra
Settlement Commissioner & Director of Land Records (M.S.), Pune | 105
ANNEXURE C. INDICATIVE EXTERNAL HARD DISK SPECIFICATIONS
Indicative Bill of Material(Approximate figures)
Sr. No.
Description
Quantity at each taluka Total Quantity per taluka (Approx) Tehsildar
Office Dy. SLR Office
1. External HDD 1 (2 TB) 1 (1 TB) 2
Along with these offices, one 1 TB external hard disk have to be provided at City Survey offices also.
Detailed Specification of External HDD
Parameter Technical Specifications
Capacity 2 TB or 1 TB
Interface USB 3.0 and USB 2.0
Automatic Backup Yes
Password Protection/ Encryption Yes
External Power Supply No
Platform Supported PC
OS Supported Microsoft Windows 7 Professional 64-bit or higher
Form factor External
Drive Bay Width 2.5"
Warranty 1 year
Request for Proposal: Scanning Old Land Records in Tehsildar, Dy.SLR and CTS offices of Maharashtra
Settlement Commissioner & Director of Land Records (M.S.), Pune | 106
ANNEXURE D - PRE-QUALIFICATION BID DOCUMENT FORMAT
1. PRE-QUALIFCATION BID COVER LETTER
(Company letterhead)
[Date]
To
Settlement Commissioner & Director of Land Records (Maharashtra State)
2nd floor, New Administrative Building,
Opp. Council Hall,
Pune – 411 001
Ref: Request for Proposal – “Scanning Old Land Records in Tehsildar, Dy.SLR and
CTS office of Maharashtra” project
Sir,
Having examined the RFP, the receipt of which is hereby duly acknowledged, we, the
undersigned, offer to provide the professional services as required and outlined in the RFP for
“Scanning Old Land Records in Tehsildar, Dy.SLR office and CTS office of
Maharashtra” to SC&DLR(M.S.), Pune to meet such requirements and provide such services
as required are set out in the RFP.
We attach hereto our responses to pre-qualification requirements and technical & commercial
proposals as required by the RFP. We confirm that the information contained in these responses
or any part thereof, including the exhibits, and other documents and instruments delivered or to
be delivered to SC&DLR (M.S.), Pune is true, accurate, verifiable and complete. This response
includes all information necessary to ensure that the statements therein do not in whole or in
part mislead the department in its short-listing process.
We fully understand and agree to comply that on verification, if any of the information provided
here is found to be misleading the selection process, we are liable to be dismissed from the
selection process or termination of the contract during the project, if selected to do so.
We agree for unconditional acceptance of all the terms and conditions set out in the RFP
document and also agree to abide by this tender response for a period of 180 days from the last
date of submission of the tender. We hereby declare that in case the contract is awarded to us, we
shall submit the performance bank guarantee in the form prescribed the RFP.
Request for Proposal: Scanning Old Land Records in Tehsildar, Dy.SLR and CTS offices of Maharashtra
Settlement Commissioner & Director of Land Records (M.S.), Pune | 107
We agree that you are not bound to accept any tender response you may receive. We also agree
that you reserve the right in absolute sense to reject all or any of the products/ services specified
in the tender response.
It is hereby confirmed that I/We are entitled to act on behalf of our company/ corporation/ firm/
organization and empowered to sign this document as well as such other documents, which may
be required in this connection.
Dated this Day of 2013
(Signature)
(In the capacity of)
(Name)
Duly authorized to sign the Tender Response for and on behalf of:
(Name and Address of Company) Seal/Stamp of bidder
Witness Signature:
Witness Name:
Witness Address:
Request for Proposal: Scanning Old Land Records in Tehsildar, Dy.SLR and CTS offices of Maharashtra
Settlement Commissioner & Director of Land Records (M.S.), Pune | 108
2. AUTHORITY LETTER
(Company letterhead)
[Date]
To
Settlement Commissioner & Director of Land Records (Maharashtra State)
2nd floor, New Administrative Building,
Opp. Council Hall,
Pune – 411 001
<Bidder Representative's Name>, < Designation>, is hereby authorized to sign relevant
documents on behalf of the Company in dealing with RFP of reference <RFP No. and Date>. He
is also authorized to attend meetings and submit Technical and Commercial information as may
be required by you in the course of processing above said RFP.
Thanking you,
Authorized Signatory (Name)
Name & Signature of Authorized Person
Company’s Seal
Request for Proposal: Scanning Old Land Records in Tehsildar, Dy.SLR and CTS offices of Maharashtra
Settlement Commissioner & Director of Land Records (M.S.), Pune | 109
3. PARTICULARS OF THE BIDDER
A. Organizational Details
Details of the Organization
Name
Nature of the legal status in India
Nature of business in India
Date of Incorporation
Date of Commencement of Business
Address of the Headquarters
Address of the Registered Office in India
Number of full time employees
(Department wise)
Other Relevant Information
Mandatory Supporting Documents:
a) Certificate of Incorporation from Registrar Of Companies( ROC)
b) Relevant sections of Memorandum of Association of the company or filings to the stock
exchanges to indicate the nature of business of the company
B. Financial Strength Details
Financial Information
FY 2010-11 FY 2011-12 FY 2012 -13
Revenue (in INR crores)
Profit Before Tax (in INR crores)
Other Relevant Information
Mandatory Supporting Documents:
Auditor Certified financial statements for the last three financial years; 2010-11, 2011-12 and
2012-13 (Please include only the sections on P&L, revenue and the assets, not the entire balance
sheet.)
Request for Proposal: Scanning Old Land Records in Tehsildar, Dy.SLR and CTS offices of Maharashtra
Settlement Commissioner & Director of Land Records (M.S.), Pune | 110
C. Contact Details
Details of the Organization
Name of contact person
Contact Person’s phone number
Contact Person’s email id
Website
Telephone Number
Fax Number
Request for Proposal: Scanning Old Land Records in Tehsildar, Dy.SLR and CTS offices of Maharashtra
Settlement Commissioner & Director of Land Records (M.S.), Pune | 111
4. PROFILES OF PREVIOUS PROJECT EXPERIENCE
Relevant Project experience
General Information
Name of the project
Client for which the project was executed
Name and contact details of the client
Project Details
Description of the project
Scope of services
Service levels being offered/ Quality of
service (QOS)
Technologies used
Outcomes of the project
Other Details
Total cost of the project
Total cost of the services provided by the
bidder
Duration of the project (no. of months,
start date, completion date, current status)
Other Relevant Information
Mandatory Supporting Documents:
a) Letter from the client to indicate the successful completion of the projects
b) Work order
Project Capability Demonstration
Please provide complete details regarding the scope of the project to indicate the relevance to
the requested technical evaluation criterion.
Authorized Signatory (Name)
Name & Signature of Authorized Person
Company’s Seal
Request for Proposal: Scanning Old Land Records in Tehsildar, Dy.SLR and CTS offices of Maharashtra
Settlement Commissioner & Director of Land Records (M.S.), Pune | 112
5. PRE-QUALIFICATION CRITERIA COMPLIANCE SHEET
# Qualification Criteria Documentary Evidence Complied (Yes/No)
1.
Bidder must be a company in India,
registered under the Companies Act
1956
Copy of Certificate of
Registration
2.
Bidder should have minimum total
cumulative turnover of Rs. 300 crores
from IT services for the last 3 financial
years (FY 2012-13, 2011-12, 2010-11)
Provide copy of the
audited Profit & Loss
Statement of the company
and Certificate from the
Chartered Accountant
clearly stating the turnover
from IT Services
3.
Bidder should have minimum total
cumulative turnover of Rs. 10 crores
from Scanning and DMS related work
for the last 3 financial years (FY 2012-13,
2011-12, 2010-11)
Provide copy of the
audited Profit & Loss
Statement of the company
and Certificate from the
Chartered Accountant
clearly stating the turnover
from Scanning & DMS
related work
4.
Bidder should have positive net worth
for each of the last 3 financial years (FY
2012-13, 2011-12, 2010-11)
Provide copy of the audited balance sheet of the company and Certificate from the Chartered Accountant clearly stating the net worth.
5.
Bidder should have implemented at least
one project for Scanning & DMS related
work of a minimum value of Rs.1 crore
in last 3 years (FY 2012-13, 2011-12,
2010-11).
Order copy and testimonial
signed by a competent
authority should be
submitted
6. Bidder should have scanned atleast 3 crores documents in the last 3 years(FY 2012-13, 2011-12, 2010-11)
Order copy and testimonial
signed by a competent
authority should be
submitted
7. Bidder should have SEI CMMi level 3 or above certification
Copy of the valid certificate
8.
Bidder should have valid documentary
proof of Sales Tax/VAT registration
number, Service Tax Registration
Number & PF registration number
Provide Copy of Sales
Tax/VAT registration
number, Service Tax
Registration Number and PF
Registration Number
9.
Bidder should have valid Income tax returns for the last three financial years (2012-13, 2011-12, 2010-11), issued by Income Tax Department and should have PAN Card
Provide documentary proof of Income Tax returns for the last three financial years Provide copy of PAN card
Request for Proposal: Scanning Old Land Records in Tehsildar, Dy.SLR and CTS offices of Maharashtra
Settlement Commissioner & Director of Land Records (M.S.), Pune | 113
10.
Bidder should have valid Service tax
returns for the last three financial years
(2012-13, 2011-12, 2010-11), issued by
Service Tax Department
Provide documentary proof
of Service Tax returns for the
last three financial years
11.
OEM make proposed for the external
hard disk should be among the top 5
companies in the India region in any of
the previous two Quarters as published
in IDC/ Gartner/ Frost and Sullivan
report.
Provide copy of the relevant
IDC/ Gartner/ Frost and
Sullivan report.
Other Items for Eligibility
Sr. No.
Item Documentary Evidence Complied (Yes/No)
1. Tender Fees
Demand Draft of Rs. 25,000/- in the name of “Settlement Commissioner & Director of Land Records, Maharashtra State, Pune” payable at Pune.
2. Earnest Money Deposit
a. Amravati
Rs. 40,00,000/- in the form of Bank
Guarantee from Nationalized Bank drawn in
favour of “Settlement Commissioner &
Director of Land Records,
Maharashtra State, Pune” payable at
Pune.
b. Aurangabad
Rs. 30,00,000/- in the form of Bank
Guarantee from Nationalized Bank drawn in
favour of “Settlement Commissioner &
Director of Land Records,
Maharashtra State, Pune” payable at
Pune.
c. Mumbai
Rs. 25,00,000/- in the form of Bank
Guarantee from Nationalized Bank drawn in
favour of “Settlement Commissioner &
Director of Land Records,
Maharashtra State, Pune” payable at
Pune.
d. Nagpur
Rs. 15,00,000/- in the form of Bank
Guarantee from Nationalized Bank drawn in
favour of “Settlement Commissioner &
Director of Land Records,
Maharashtra State, Pune” payable at
Pune.
Request for Proposal: Scanning Old Land Records in Tehsildar, Dy.SLR and CTS offices of Maharashtra
Settlement Commissioner & Director of Land Records (M.S.), Pune | 114
e. Nashik
Rs. 30,00,000/- in the form of Bank
Guarantee from Nationalized Bank drawn in
favour of “Settlement Commissioner &
Director of Land Records,
Maharashtra State, Pune” payable at
Pune.
f. Pune
Rs. 45,00,000/- in the form of Bank
Guarantee from Nationalized Bank drawn in
favour of “Settlement Commissioner &
Director of Land Records,
Maharashtra State, Pune” payable at
Pune.
Request for Proposal: Scanning Old Land Records in Tehsildar, Dy.SLR and CTS offices of Maharashtra
Settlement Commissioner & Director of Land Records (M.S.), Pune | 115
ANNEXURE E - SELF DECLARATION FORM FOR NOT HAVING PENDING
CASES IN COURT OF LAW
(On stamp paper of Rs.100/-)
To,
Settlement Commissioner & Director of Land Records
2nd floor, New Administrative Building,
Opposite Council Hall
Pune – 411 001
Dear Sir,
I hereby declare that there are no pending cases against M/s______________________
(Name & Address of Bidder) with Government of Maharashtra or any other court of law.
Signature of Bidder _____________________
Business Address _______________________
Place:
Date:
Request for Proposal: Scanning Old Land Records in Tehsildar, Dy.SLR and CTS offices of Maharashtra
Settlement Commissioner & Director of Land Records (M.S.), Pune | 116
ANNEXURE F– NOTARIZED AFFIDAVIT FOR NON-BLACKLISTING
(On stamp paper of Rs.100/-)
Undertaking
We M/s.___________________ (Name of the Bidder) having head office at
______________________ undertake the following:
1. We M/s___________________ (Name of the Bidder) are not blacklisted by the Central
Government, State Governments or Government Corporations in India.
2. We further undertake that our dealer(s) M/s ______________________ (Name of
dealers) having office at ________________ is/are also not blacklisted by the Central
Government, State Governments or Government Corporations in India.
Signed on behalf of M/s ________________________ (Name of Bidder)
Place:
Date:
Request for Proposal: Scanning Old Land Records in Tehsildar, Dy.SLR and CTS offices of Maharashtra
Settlement Commissioner & Director of Land Records (M.S.), Pune | 117
ANNEXURE G. TECHNICAL BID DOCUMENT FORMAT
This Annexure details all the formats necessary for technical bid submission.
1. TECHNICAL BID COVERING LETTER
(Company letterhead)
[Date]
To
Settlement Commissioner & Director of Land Records (Maharashtra State)
2nd floor, New Administrative Building,
Opp. Council Hall,
Pune – 411 001
Ref: Request for Proposal – “Scanning Old Land Records in Tehsildar, Dy.SLR and
CTS office of Maharashtra” project
Dear Sir,
Having examined the RFP, the receipt of which is hereby duly acknowledged, we, the
undersigned, offer to provide the professional services as required and outlined in the RFP for
“Scanning Old Land Records in Tehsildar, Dy.SLR and CTS office of Maharashtra”
to SC&DLR(M.S.), Pune to meet such requirements and provide such services as required are
set out in the RFP.
We attach hereto the technical response as required by the RFP, which constitutes our proposal.
We undertake, if our proposal is accepted, to adhere to the implementation plan (Project
schedule) for providing Professional Services in “Scanning Old Land Records in Tehsildar, Dy.SLR
and CTS office of Maharashtra”, put forward in RFP or such adjusted plan as may subsequently be
mutually agreed between us and SC&DLR (M.S.), Pune or its appointed representatives.
If our proposal is accepted, we will obtain a Performance Bank Guarantee issued by a
nationalized bank in India, for a sum of equivalent to 10% of the contract value for the due
performance of the contract.
We agree for unconditional acceptance of all the terms and conditions set out in the RFP
document and also agree to abide by this tender response for a period of 180 days from the date
of submission of the tender and it shall remain binding upon us with full force and virtue, until
within this period a formal contract is prepared and executed, this tender response, together
with your written acceptance thereof in your notification of award, shall constitute a binding
contract between us and SC&DLR (M.S.), Pune.
We confirm that the information contained in this proposal or any part thereof, including its
Request for Proposal: Scanning Old Land Records in Tehsildar, Dy.SLR and CTS offices of Maharashtra
Settlement Commissioner & Director of Land Records (M.S.), Pune | 118
exhibits, schedules, and other documents and instruments delivered or to be delivered to
SC&DLR (M.S.), Pune is true, accurate, and complete. This proposal includes all information
necessary to ensure that the statements therein do not in whole or in part mislead SC&DLR
(M.S.), Pune as to any material fact.
We agree that you are not bound to accept any tender response you may receive. We also agree
that you reserve the right in absolute sense to reject all or any of the products/ services
specified in the tender response.
It is hereby confirmed that I/We are entitled to act on behalf of our company/ corporation/ firm/
organization and empowered to sign this document as well as such other documents,
which may be required in this connection.
Date:
(Signature)
(Name)
(In the capacity of )
[Seal / Stamp of bidder]
Witness Signature:
Witness Name:
Witness Address:
--------------------------------------------------------------------------------------------------------------
CERTIFICATE AS TO AUTHORISED SIGNATORIES
I__________________________, the Company Secretary of _________________,
certify that___________________________________ who signed the above Bid is
authorized to do so and bind the company by authority of its board/ governing body.
Date:
Signature:
(Company Seal) (Name)
Request for Proposal: Scanning Old Land Records in Tehsildar, Dy.SLR and CTS offices of Maharashtra
Settlement Commissioner & Director of Land Records (M.S.), Pune | 119
2. AUTHORITY LETTER
(Company letterhead)
[Date]
To
Settlement Commissioner & Director of Land Records (Maharashtra State)
2nd floor, New Administrative Building,
Opp. Council Hall,
Pune – 411 001
<Bidder Representative's Name>, < Designation>, is hereby authorized to sign relevant
documents on behalf of the Company in dealing with RFP of reference <RFP No. and Date>. He
is also authorized to attend meetings and submit Technical and Commercial information as may
be required by you in the course of processing above said RFP.
Thanking you,
Request for Proposal: Scanning Old Land Records in Tehsildar, Dy.SLR and CTS offices of Maharashtra
Settlement Commissioner & Director of Land Records (M.S.), Pune | 120
3. AUTHORIZATION LETTERS FROM OEM
(Company letterhead)
[Date]
To,
Settlement Commissioner & Director of Land Records (Maharashtra State)
2nd floor, New Administrative Building,
Opp. Council Hall,
Pune – 411 001
Ref: Request for Proposal – “Scanning Old Land Records in Tehsildar, Dy.SLR and
CTS office of Maharashtra” project
Sir,
We _______________________________, (Name and address of the manufacturer) who
are established and reputed manufacturers/designers of
_____________________________having factories/ offices at _________________
(Addresses of locations) do hereby authorize M/s. _____________________(Name and
address of the bidder) to bid, negotiate and conclude the contract with you against the above
mentioned RFP for the above equipment/product manufactured/ designed by us.
Yours faithfully,
For and on behalf of M/s.___________________________________________ (Name
of manufacturer)
Signature_________________________________________
Name____________________________________________
Designation_______________________________________
Address __________________________________________
Date______________________
Note: This letter of authority should be on the letter head of the concerned OEM and should be
signed by a person competent and having the power of attorney to bind the manufacturer.
Request for Proposal: Scanning Old Land Records in Tehsildar, Dy.SLR and CTS offices of Maharashtra
Settlement Commissioner & Director of Land Records (M.S.), Pune | 121
4. PROFILE OF KEY PEOPLE
Please attach the profiles of the key people who would be involved during the course of this
project. The profile shall necessarily include the following details in the format mentioned below
1 Name of the Staff
2 Current Designation in the Organisation
3 Proposed Role in the Project
4 Proposed Responsibilities in the Project
5 Date of Birth
6 Education Degree / Diploma, College, University, Year of Passing
7 Summary of Key Training and Certifications
8 Countries of Work Experience
9
Language Proficiency
Language Reading Writing Speaking
10
Employment Record
(For the total relevant experience)
From / To:
Employer:
Position Held:
From / To:
Employer:
Position Held:
From / To:
Employer:
Position Held:
11 Total No. of Years of
Request for Proposal: Scanning Old Land Records in Tehsildar, Dy.SLR and CTS offices of Maharashtra
Settlement Commissioner & Director of Land Records (M.S.), Pune | 122
Work Experience
12 Total No. of Years of Experience for the Role proposed
13 Highlights of relevant assignments handled and significant accomplishments (Use following format for each project)
Name of assignment or project:
Year:
Location:
Client:
Main project features:
Positions held:
Activities performed:
I, the undersigned, certify that to the best of my knowledge and belief, this CV correctly describes
me, my qualifications, and my experience. I understand that any willful misstatement described
herein may lead to my disqualification or dismissal, if engaged.
_______________________________________________________
Date:
[Signature of staff member or authorized representative of the staff]
Full name of authorized representative: _________________________________________________
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Settlement Commissioner & Director of Land Records (M.S.), Pune | 123
5. PROPOSED RESOURCE DEPLOYMENT
#
Resource Level
Responsibility Brief Description of Qualification-Certifications, Technical, Degree/Diploma
No. of Resources deployed at the proposed
level
Please provide details for each Core Project Team Member in following format:
Sr. No.
Item Details
1 Name
2 Specify role to be played by him/her
3 Current job title
4 Experience in years.
5
Number of years with the organization
6
Current job responsibilities
7
Summary of Professional/ Domain Experience
8 Skill Sets
9 Highlights of Assignments handled and significant accomplishments
10 Educational Background, Training and Certifications
Request for Proposal: Scanning Old Land Records in Tehsildar, Dy.SLR and CTS offices of Maharashtra
Settlement Commissioner & Director of Land Records (M.S.), Pune | 124
6. PROJECT IMPLEMENTATION METHODOLOGY
1. The Bidder is required to submit the proposed technical solution in detail.
Following should be captured in the explanation:
a. Approach and Methodology to implement the entire project
b. Strength of the Bidder to provide services including examples or case-studies of similar
work (scanning land records) done for other clients
c. Extent of compliance to bill of materials with their specifications mentioned in the scope of
work
d. Project Organization and Management Plan
e. Project Monitoring and Communication Plan – Bidder’s approach to project monitoring and
communications among stakeholders.
f. Implementation plan – Bidder’s approach to implement the project across all districts in the
division at the same time
g. Training Plan – Bidder’s approach to imparting training to department officials
h. Risk Management Plan – Bidder’s approach to identify, respond / manage and mitigate risks
i. Operational Support plan- Bidder's approach to support the project in the 6 months support
phase
j. Quality Control plan - Bidder's approach to ensure quality of work and deliverables
Note:
a. All the pages (documentary proofs and other documents that may be attached) should
contain page numbers and would have to be uniquely serially numbered.
b. Inadequate information will lead to disqualification of the bid.
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Settlement Commissioner & Director of Land Records (M.S.), Pune | 125
7.HARDWARE SPECIFICATION COMPLIANCE FORMAT
This has to be filled for external hard disk being provided
Parameter Technical
Specifications
Technical specifications proposed by the
bidder
Compliance (Yes/No)
Capacity 2 TB or 1 TB
Interface USB 3.0 and USB 2.0
Automatic Backup Yes
Password Protection/ Encryption
Yes
External Power Supply No
Platform Supported PC
OS Supported Microsoft Windows 7 Professional 64-bit or higher
Form factor External
Drive Bay Width 2.5"
Warranty 1 year
Request for Proposal: Scanning Old Land Records in Tehsildar, Dy.SLR and CTS offices of Maharashtra
Settlement Commissioner & Director of Land Records (M.S.), Pune | 126
ANNEXURE H – DRAFT NON - DISCLOSURE AGREEMENT
(On stamp paper of Rs.100/-)
This Non-Disclosure Agreement ("Non-Disc") is made and entered into _____ day of ______
month __________ year (effective date) by and between ___________________
("Collector") and ________________ ("Company")
Whereas, Collector and Company have entered into a Contract ("Contract") <Agreement
Reference Number> effective <from Date> for < Period>; and
Whereas, each party desires to disclose to the other party certain information in oral or written
form which is proprietary and confidential to the disclosing party, ("CONFIDENTIAL
INFORMATION").
NOW, THEREFORE, in consideration of the foregoing and the covenants and agreements
contained herein, the parties agree as follows:
1. Definitions. As used herein:
(a) The term “Confidential Information” shall include, without limitation, all information and
materials, furnished by either Party to the other in connection with
citizen/users/persons/customers data, products and/or services, including information
transmitted in writing, orally, visually, (e.g. video terminal display) or on magnetic or optical
media, and including all proprietary information, customer & prospect lists, trade secrets, trade
names or proposed trade names, methods and procedures of operation, commercial or marketing
plans, licensed document know-how, ideas, concepts, designs, drawings, flow charts, diagrams,
quality manuals, checklists, guidelines, processes, formulae, source code materials,
specifications, programs, software packages, codes and other intellectual property relating to the
disclosing party’s data, computer database, products and/or services. Results of any tests, sample
surveys, analytics, data mining exercises or usages etc. carried out by the receiving party in
connection with the Department’s Information including citizen/users/persons/customers
personal or sensitive personal information as defined under any law for the time being in force
shall also be considered Confidential Information.
(b) The term, “Collector” shall include the officers, employees, agents, consultants, contractors
and representatives of Collector.
(c) The term, “Company” shall include the directors, officers, employees, agents, consultants,
contractors and representatives of Company, including its applicable affiliates and subsidiary
companies.
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Settlement Commissioner & Director of Land Records (M.S.), Pune | 127
2. Protection of Confidential Information. With respect to any Confidential Information
disclosed to it or to which it has access, Company affirms that it shall:
(a) Use the Confidential Information as necessary only in connection with Project and
in accordance with the terms and conditions contained herein;
(b) Maintain the Confidential Information in strict confidence and take all reasonable
steps to enforce the confidentiality obligations imposed hereunder, but in no event
take less care with the Confidential Information that the parties take to protect the
confidentiality of its own proprietary and confidential information and that of its
clients;
(c) Not to make or retain copy of any commercial or marketing plans,
citizen/users/persons/customers database, Proposals developed by or originating
from Collector or any of the prospective clients of Collector except as necessary,
under prior written intimation from Collector, in connection with the Project, and
ensure that any such copy is immediately returned to Collector even without
express demand from Collector to do so;
(d) Not disclose or in any way assist or permit the disclosure of any Confidential
Information to any other person or entity without the express written consent of
the other party; and
(e) Return to the other party, or destroy, at Collector’s discretion, any and all
Confidential Information disclosed in a printed form or other permanent record,
or in any other tangible form (including without limitation, all copies, notes,
extracts, analyses, studies, summaries, records and reproductions thereof)
immediately upon the earlier to occur of (i) expiration or termination of either
party’s engagement in the Project, or (ii) the request of the other party therefore.
(f) Not to discuss with any member of public, media, press, any or any other person
about the nature of arrangement entered between Collector and Company or the
nature of services to be provided by the Company to the Collector.
3. Onus. Company shall have the burden of proving that any disclosure or use inconsistent
with the terms and conditions hereof falls within any of the foregoing exceptions.
4. Exceptions. These restrictions as enumerated in section 1 of this Agreement shall not
apply to any Confidential Information:
(a) Which is independently developed by Company or lawfully received from another
source free of restriction and without breach of this Agreement; or
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Settlement Commissioner & Director of Land Records (M.S.), Pune | 128
(b) After it has become generally available to the public without breach of this
Agreement by Company; or
(c) Which at the time of disclosure to Company was known to such party free of
restriction and evidenced by documentation in such party’s possession; or
(d) Which Collector agrees in writing is free of such restrictions.
(e) Which is received from a third party not subject to the obligation of confidentiality
with respect to such Information;
5. Remedies. Company acknowledges that (a) any actual or threatened disclosure or use of
the Confidential Information by Company would be a breach of this agreement and may
cause immediate and irreparable harm to Collector; (b) Company affirms that damages
from such disclosure or use by it may be impossible to measure accurately; and (c) injury
sustained by Collector may be impossible to calculate and remedy fully. Therefore,
Company acknowledges that in the event of such a breach, Collector shall be entitled to
specific performance by Company of Company’s obligations contained in this Agreement.
In addition Company shall indemnify Collector of the actual and liquidated damages
which may be demanded by Collector. Moreover, Collector shall be entitled to recover all
costs (including reasonable attorneys’ fees) which it or they may incur in connection with
defending its interests and enforcement of legal rights arising due to a breach of this
agreement by Company.
6. Need to Know. Company shall restrict disclosure of such Confidential Information to its
employees and/or consultants with a need to know (and advise such employees of the
obligations assumed herein), shall use the Confidential Information only for the purposes
set forth in the Agreement, and shall not disclose such Confidential Information to any
affiliates, subsidiaries, associates and/or third party without prior written approval of the
disclosing party.
7. Intellectual Property Rights Protection. No license to a party, under any trademark,
patent, copyright, design right, mask work protection right, or any other intellectual
property right is either granted or implied by the conveying of Confidential Information to
such party.
8. No Conflict. The parties represent and warrant that the performance of its obligations
hereunder do not and shall not conflict with any other agreement or obligation of the
respective parties to which they are a party or by which the respective parties are bound.
9. Authority. The parties represent and warrant that they have all necessary authority and
power to enter into this Agreement and perform their obligations hereunder.
Request for Proposal: Scanning Old Land Records in Tehsildar, Dy.SLR and CTS offices of Maharashtra
Settlement Commissioner & Director of Land Records (M.S.), Pune | 129
10. Dispute Resolution. If any difference or dispute arises between the Collector and the
Company in connection with the validity, interpretation, implementation or alleged
breach of any provision of this Agreement, any such dispute shall be referred to the
Settlement Commissioner & Director of Land Records (M.S.), Pune.
(a) The arbitration proceedings shall be conducted in accordance with the (Indian)
Arbitration & Conciliation Act, 1996 & amendments thereof.
(b) The place of arbitration shall be Pune.
(c) The arbitrator’s award shall be substantiated in writing and binding on the parties.
(d) The proceedings of arbitration shall be conducted in English language.
(e) The arbitration proceedings shall be completed within a period of 180 days from
the date of reference of the dispute to arbitration.
11. Governing Law. This Agreement shall be interpreted in accordance with and governed
by the substantive and procedural laws of India and the parties hereby consent to the
exclusive jurisdiction of Courts and/or Forums situated at Mumbai, India only.
12. Entire Agreement. This Agreement constitutes the entire understanding and
agreement of the parties, and supersedes all previous or contemporaneous agreement or
communications, both oral and written, representations and under standings among the
parties with respect to the subject matter hereof.
13. Amendments. No amendment, modification and/or discharge of this Agreement shall
be valid or binding on the parties unless made in writing and signed on behalf of each of
the parties by their respective duly authorized officers or representatives.
14. Binding Agreement. This Agreement shall be binding upon and inure to the benefit of
the parties hereto and their respective successors and permitted assigns.
15. Severability. It is the intent of the parties that in case any one or more of the provisions
contained in this Agreement shall be held to be invalid or unenforceable in any respect,
such provision shall be modified to the extent necessary to render it, as modified, valid
and enforceable under applicable laws, and such invalidity or unenforceability shall not
affect the other provisions of this Agreement.
16. Waiver. If either party should waive any breach of any provision of this Agreement, it
shall not thereby be deemed to have waived any preceding or succeeding breach of the
same or any other provision hereof.
Request for Proposal: Scanning Old Land Records in Tehsildar, Dy.SLR and CTS offices of Maharashtra
Settlement Commissioner & Director of Land Records (M.S.), Pune | 130
17. Survival. Both parties agree that all of their obligations undertaken herein with respect
to Confidential Information received pursuant to this Agreement shall survive till
perpetuity even after any expiration or termination of this Agreement.
18. Non-solicitation. During the term of this Agreement and thereafter for a further period
of two (2) years Company shall not solicit or attempt to solicit Collector’s employees
and/or consultants, for the purpose of hiring/contract or to proceed to conduct
operations/business similar to Collector with any employee and/or consultant of the
Collector who has knowledge of the Confidential Information, without the prior written
consent of Collector. This section will survive irrespective of the fact whether there exists
a commercial relationship between Company and Collector.
19. Term. Subject to aforesaid section 17, this Agreement shall remain valid up to ….. years
from the “effective date”.
IN WITNESS HEREOF, and intending to be legally bound, the parties have executed this
Agreement to make it effective from the date and year first written above.
For Collector, For Company
Name: Name:
Title: Title:
WITNESSES:
1.
2.
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Settlement Commissioner & Director of Land Records (M.S.), Pune | 131
ANNEXURE I – PERFORMANCE BANK GUARANTEE FORMAT
(On stamp paper of Rs.100/-)
Bank Guarantee No.____________________
Date: __________________________
To,
<<Name of Collector>>
<<Name of District>>
<<Address 1>>
<<Address 2>>
Dear Sir,
Whereas <<Name of the vendor>> having its corporate office at <<Address of the vendor>>
(hereinafter called “Vendor”), has undertaken, in pursuance of Contract dated <<Date>>
(hereinafter referred to as the Contract) for project – “Scanning Old Land Records in Tehsildar,
Dy.SLR and CTS office of Maharashtra”.
AND WHEREAS it has been stipulated in the said Contract that the Vendor shall furnish a Bank
Guarantee (“the Guarantee”) from a nationalized bank for the sum of <<Amount>> <<Amount
in words>> as security for project – “Scanning Old Land Records in Tehsildar, Dy.SLR and CTS
office of Maharashtra”.
WHEREAS <<Name of Bank branch at Name of Branch>> (Hereinafter referred to as
the “Bank” which expression shall unless repugnant to the context or contrary to the meaning
thereof, include its successors and assigns) have agreed to give the <<Name of the Collector>>
(hereinafter called “Collector”) the Guarantee.
THEREFORE the Bank hereby agrees and affirms as follows:
1. The Bank hereby irrevocably and unconditionally guarantees the payment of all sums due
and payable by the Vendor to Collector under the terms of the said Contract. Provided however
that the maximum liability of the Bank towards Collector under this Guarantee shall not, under
any circumstances, exceed <<Amount>> <<Amount in words>> in aggregate.
2. In pursuance of this Guarantee, the Bank shall, immediately upon the receipt of a written
notice received by us during normal banking hours, on or before <<Date>> from Collector in
that behalf and without delay, demur or setoff, pay to Collector any and all sums demanded
under this guarantee by Collector under the said demand notice, subject to the maximum limits
Request for Proposal: Scanning Old Land Records in Tehsildar, Dy.SLR and CTS offices of Maharashtra
Settlement Commissioner & Director of Land Records (M.S.), Pune | 132
specified in Clause 1 above. A notice from Collector to the Bank shall be sent by registered post
(acknowledgement due) at the following address, which should be received by the Bank, on or
before <<Date>>.
Name of Bank __________________
Name of Branch ________________
Address of Branch ______________
3. This Guarantee shall come into effect immediately upon execution and shall remain in force
up to <<Date>>
The Bank may at its sole discretion extend the Guarantee for a further period which may be
mutually decided by the Vendor and Collector, provided we are in receipt of a written notice
received by us during normal banking hours, on or before <<Date>>
The liability of the Bank under the terms of this Guarantee shall not, in any manner whatsoever,
be modified, discharged or otherwise affected by:
• Any change or amendment to the terms and conditions of the contract or the execution of
any further contracts.
• Any breach or non compliance by the Vendor with any of the terms and conditions of any
Contract/credit arrangement, present or future between the Vendor and the Bank,
provided that nothing herein above will enlarge or extend the liability of the Bank under
this Guarantee.
4. The Bank shall not be released of its obligations under these presents by reason of any act of
omission or commission on the part of Collector or any other indulgence shown by Collector or
any other matter whatsoever which under the law, but for this provision, have the effect of
relieving the bank provided that nothing hereinabove will enlarge or extend the liability of the
Bank under this guarantee.
Any part payment made by the Bank under this Guarantee shall proportionately reduce the
amount outstanding under this guarantee.
5. This Guarantee will be subject to Indian law and jurisdiction of courts in Pune.
6. Notwithstanding anything contained above:
i) Our liability under this bank guarantee shall not exceed <<Amount>> <<Amount in
words>>.
ii) This bank guarantee shall be valid up to <<Date>> and
Request for Proposal: Scanning Old Land Records in Tehsildar, Dy.SLR and CTS offices of Maharashtra
Settlement Commissioner & Director of Land Records (M.S.), Pune | 133
iii) we are liable to pay the guaranteed amount or any part thereof under this bank
guarantee only and only if we receive a written claim or demand on or before
<<Date>>. And if no such claim is received by us by the date mentioned as
aforesaid, then all rights of the Collector under this guarantee shall cease.
7. The beneficiary should seek confirmation of issuance of this guarantee from the controlling
office of the issuing branch which is Name of Branch
8. We Name of Bank lastly undertake no to revoke this guarantee during its currency except
with the previous consent of the Government in writing
Dated the ___________ day of _____________ 2013
For Name of Bank
i. Signature ______________________
ii. Name _________________________
iii. Designation _____________________
iv. GBPA No. ______________________
Guarantee Bond No.
Request for Proposal: Scanning Old Land Records in Tehsildar, Dy.SLR and CTS offices of Maharashtra
Settlement Commissioner & Director of Land Records (M.S.), Pune | 134
ANNEXURE J - COMMERCIAL BID FORMAT
1. COMMERCIAL PROPOSAL COVER LETTER
(Company letterhead)
[Date]
To,
Settlement Commissioner & Director of Land Records (Maharashtra State)
2nd floor, New Administrative Building,
Opp. Council Hall,
Pune – 411 001
Ref: Request for Proposal – “Scanning Old Land Records in Tehsildar, Dy.SLR and
CTS offices of Maharashtra” project
Dear Sir,
Having examined the RFP Document, the receipt of which is hereby duly acknowledged, we, the
undersigned, offer to provide the services, as required and outlined in the RFP. In order to meet
such requirements and to provide services as set out in the RFP document, following is our
quotation summarizing our Commercial Proposal.
We attach hereto the Commercial Proposal as required by the Bid document, which constitutes
our proposal.
We undertake, if our proposal is accepted, to the services as put forward in the RFP or such
modified requirements as may subsequently be agreed mutually by us and SC&DLR (M.S.), Pune
or its appointed representatives. If our proposal is accepted, we will obtain a Performance Bank
Guarantee issued by a nationalized bank in India, for the due performance of the contract.
We agree for unconditional acceptance of all the terms and conditions set out in the RFP
document and also agree to abide by this tender response for a period of 180 days from the date
of submission of the tender and it shall remain binding upon us with full force and virtue, until
within this period a formal contract is prepared and executed, this tender response, together
with your written acceptance thereof in your notification of award, shall constitute a binding
contract between us and SC&DLR (M.S.), Pune.
We confirm that the information contained in this proposal or any part thereof, including its
exhibits, schedules, and other documents and instruments delivered or to be delivered to
Request for Proposal: Scanning Old Land Records in Tehsildar, Dy.SLR and CTS offices of Maharashtra
Settlement Commissioner & Director of Land Records (M.S.), Pune | 135
SC&DLR (M.S.), Pune is true, accurate, and complete. This proposal includes all information
necessary to ensure that the statements therein do not in whole or in part mislead SC&DLR
(M.S.), Pune as to any material fact.
We agree that you are not bound to accept any tender response you may receive. We also agree
that you reserve the right in absolute sense to reject all or any of the products/ services
specified in the tender response.
It is hereby confirmed that I/We are entitled to act on behalf of our company/ corporation/ firm/
organization and empowered to sign this document as well as such other documents,
which may be required in this connection.
Date:
(Signature)
(Name)
(In the capacity of )
[Seal / Stamp of bidder]
Witness Signature:
Witness Name:
Witness Address:
--------------------------------------------------------------------------------------------------------------
CERTIFICATE AS TO AUTHORISED SIGNATORIES
I__________________________, the Company Secretary of _________________,
certify that___________________________________ who signed the above Bid is
authorized to do so and bind the company by authority of its board/ governing body.
Date:
Signature:
(Company Seal)
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Settlement Commissioner & Director of Land Records (M.S.), Pune | 136
2. PRICE SUMMARY (NAME OF DIVISION)
A single quote is being asked in the commercial bid. The rate in the commercial bid would have to
be filled in the following format.
Name of the Division:
# Price Item*
Price per side of page (INR)
Volume (No. of pages)
Total Price (INR)
A B C= AxB
1. Price per side of A4 size page T ABC Rs.________ (Rs.T x ABC)
2. Price per side of Legal size page U DEF Rs._________
3. Price per side of A3 size page V GHI Rs.________
4. Price per side of A2 size page W JKL Rs.________
5. Price per side of A1 size page X MNO Rs.________
6. Price per side of A0 size page Y PQR Rs._________
Total (INR)
Rs._______
Total (Amount in words)
Note:
• Bidder should note that the price should take care of all activities mentioned in Scope of
Work like
� Scanning and Metadata Entry
� Submission of deliverables in external hard disks
� Data upload at State Data Center
� Required printouts for QC purpose
� Operational Support for 6 months post implementation
� Training and Capacity Building
� All remaining related activities mentioned in Scope of Work
• The bidder should fill price for all page sizes mentioned here. If price for any page size is not
mentioned then the bid will be rejected by SC&DLR(M.S.), Pune
• The bidder should note that the volume mentioned for each page type is an approximate
volume. Deviations on both sides( positive or negative) may be possible.
• The above price should be inclusive of applicable taxes, duties, fees, levies, and other
charges as may be applicable. At the beginning of the project, size of each type of document
will be measured. If the size of the document is more than 50% of the lower size document,
then payment according to the higher size will be made or else payment will be made as per
the rate for the lower size.
Request for Proposal: Scanning Old Land Records in Tehsildar, Dy.SLR and CTS offices of Maharashtra
Settlement Commissioner & Director of Land Records (M.S.), Pune | 137
• For.Eg. Size of X document is 50% more than A4, payment will be made as per A3. Size of Y
is less than 50% more than A4, payment will be made as per A4 .
Request for Proposal: Scanning Old Land Records in Tehsildar, Dy.SLR and CTS offices of Maharashtra
Settlement Commissioner & Director of Land Records (M.S.), Pune | 138
ANNEXURE K - FORMAT FOR PRE-BID QUERIES
All enquiries from the bidders relating to this RFP must be submitted in writing (along with
email mentioned in Section 3.8.) in the following format:
Name of Bidder:
Name and position of person submitting request:
Full formal address of the organization including phone, fax and email id:
Sl. No RFP Reference(s) (section number/
page)
Content of RFP requiring Clarification
Points of clarification required
1.
2.
3.
4.
5.
Request for Proposal: Scanning Old Land Records in Tehsildar, Dy.SLR and CTS offices of Maharashtra
Settlement Commissioner & Director of Land Records (M.S.), Pune | 139
ANNEXURE L - OTHER DOCUMENTS CHECKLIST
S.No. Document Yes/No
1 Power of Attorney
2 Signed copy of tender document
3 Signed copy of all corrigendum issued
4 Technical Specification of external hard disk
5 Product Brochures and leaflets for external hard disks
6 Annexure
7 Annexure D.1. - Pre-Qualification Bid Cover Letter
8 Annexure D.2. - Authority Letter
9 Annexure D.3. - Particulars of the Bidder
10 Annexure D.4. - Profile of Previous Project Experience
11 Annexure D.5. - Pre-Qualification Criteria Compliance Sheet
12 Annexure E - Self declaration form for not having pending cases in court of law
13 Annexure F– Notarized Affidavit for non-blacklisting
14 Annexure G.1. - Technical Bid Covering letter
15 Annexure G. 2. - Authority Letter
16 Annexure G. 3. - Authorization letters from OEM
17 Annexure G.4. - Profile of Key People
18 Annexure G.5. - Proposed Resource Deployment
19 Annexure G.6. - Project Implementation Methodology
20 Annexure G.7. - Hardware Specification Compliance Format
21 Annexure L - Other Documents Checklist
Request for Proposal: Scanning Old Land Records in Tehsildar, Dy.SLR and CTS offices of Maharashtra
Settlement Commissioner & Director of Land Records (M.S.), Pune | 140
ANNEXURE M - ABBREVIATIONS
Sr. No.
Abbreviation Expansion
1. CLR Computerization of Land Records 2. DSR Document Search and Retrieval 3. DPI Dots per Inch 4. Dy.SLR Deputy Superintendent of Land Records 5. EMD Earnest Money Deposit 6. GIS Geographical Information System 7. IPR Intellectual Property Rights 8. IT Information Technology 9. LAN Local Area Network 10. NLRMP National Land Records Modernization Program 11. OEM Original Equipment Manufacturer 12. PAN Permanent Account Number 13. PBG Performance Bank Guarantee 14. POC Proof of Concept 15. PSU Public Sector Undertaking 16. RFP Request for Proposal 17. SDC State Data Center 18. SLA Service Level Agreement 19. SRA&ULR Strengthening of Revenue Administration and Updating of Land
Records 20. TEC Technical Evaluation Committee
Request for Proposal: Scanning Old Land Records in Tehsildar, Dy.SLR and CTS offices of Maharashtra
Settlement Commissioner & Director of Land Records (M.S.), Pune | 141
ANNEXURE N- COVER LETTER TO BE PASTED ON ENVELOPE
(Company letterhead)
[Date]
To
Settlement Commissioner & Director of Land Records (Maharashtra State)
2nd floor, New Administrative Building,
Opp. Council Hall,
Pune – 411 001
Ref: Request for Proposal – “Scanning Old Land Records in Tehsildar, Dy.SLR and
CTS office of Maharashtra” project
Sir,
Having examined the RFP, the receipt of which is hereby duly acknowledged, we, the
undersigned, offer to provide the professional services as required and outlined in the RFP for
“Scanning Old Land Records in Tehsildar, Dy.SLR office and CTS office of
Maharashtra” to SC&DLR(M.S.), Pune to meet such requirements and provide such services
as required are set out in the RFP for the following divisions
1. Name of Division___________ 4. Name of Division___________
2. Name of Division___________ 5. Name of Division___________
3. Name of Division___________ 6. Name of Division___________
It is hereby confirmed that I/We are entitled to act on behalf of our company/ corporation/ firm/
organization and empowered to sign this document as well as such other documents, which may
be required in this connection.
Dated this Day of 2013
(Signature)
(In the capacity of)
(Name)
Duly authorized to sign the Tender Response for and on behalf of:
(Name and Address of Company) Seal/Stamp of bidder
Witness Signature:
Witness Name: