appointment of agency for supply of skilled manpower forigrs · appointment of agency for supply of...

REQUEST FOR PROPOSAL

FOR

Appointment of

Agency for Supply of

Skilled Manpower forIGRS

Bid.No: IGR-1/2014GOVERNMENT OF MADHYA PRADESH

INSPECTOR GENERAL OF REGISTRATION AND SUPERINTENDENT OFSTAMPS

PanjiyanBhawanOpposite Old Vidhan Sabha

Malviya NagarBhopal - 462003 (MP)

Telephone No-0755 2441953 , Fax – 0755 2441941E mail id –[email protected]

Date: 30/09/2014

REQUEST FOR PROPOSAL – APPOINTMENT OF AGENCY FOR SUPPLY OF SKILLED MANPOWER FOR IGRS

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DISCLAIMER

All information contained in this Request for Proposal (RFP) provided/ clarified is in thegood interest and faith. This is not an agreement and this is not an offer or invitation toenter into an agreement of any kind with any party.

Though adequate care has been taken in the presentation of this RFP document, theinterested firms shall satisfy it-self that the document is complete in all respects. Theinformation published in this document is not intended to be exhaustive. Interested Biddersare required to make their own enquiries and assumptions wherever required.

Intimation of discrepancy, if any, should be given to the specified office immediately. If nointimation is received by this office by the date mentioned in the document, it shall bedeemed that the RFP document is complete in all respects and firms submitting their bidsare satisfied that the RFP document is complete in all respects.

Inspector General of Registration and Superintendent of Stamps (IGRS), Government ofMadhya Pradesh reserves the right to reject any or all of the applications submitted inresponse to this RFP document at any stage without assigning any reasons whatsoever. IGRSalso reserves right to withhold or withdraw the process at any stage with intimation to allwho have submitted their bids in response to this RFP. IGRS reserves the right to change/modify/ amend any or all of the provisions of this RFP document without assigning anyreason. Any such change would be communicated to the bidders by posting it on thewebsite of IGRS.

Neither IGRS nor their employees and associates will have any liability to any prospectiveRespondent interested to apply or any other person under the law of contract to theprinciples or resolution or unjust enrichment or otherwise for any loss, expense or damagewhich may raise from or be incurred or suffered in connection with anything contained inthis RFP document, any matter deemed to form part of this RFP document, the award ofthe Assignment, the information and any other information supplied by or on behalf of IGRSor their employees and Bidder or otherwise arising in any way from the selection processfor the Assignment.

Information provided in this document or imparted to any respondent as part of RFPprocess is confidential to IGRS and shall not be used by the respondent for any otherpurpose, distributed to, or shared with any other person or organization.


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NOTICE INVITING TENDER (NIT) ........................................................................5

IMPORTANT DATES........................................................................................6

GLOSSARY AND DEFINITIONS............................................................................7

SECTION 1. INTRODUCTION ........................................................................9

1. THE INSPECTOR GENERAL OF REGISTRATION AND SUPERINTENDENT OF STAMPS .......................... 92. BACKGROUND OF EXISTING PROJETS ....................................................................103. SCOPE OF WORK........................................................................................12

4. ELIGIBILITY / QUALIFYING CRITERIA.......................................................................14

SECTION 2.TERMSANDCONDITIONS...........................................................................................................16

5. CLARIFICATION OF THE BID DOCUMENT AND PRE-BID CONFERENCE .......................................166. SUBMISSION OF BIDS ....................................................................................16

7. PERIOD OF VALIDITY OF PROPOSAL ......................................................................168. PERIOD OF CONTRACT ..................................................................................16

9. AMENDMENTS TO RFP ..................................................................................1710. LANGUAGE OF PROPOSAL ...............................................................................1711. CURRENCY OF PROPOSAL AND PAYMENT.................................................................17

12. TECHNICAL BID .........................................................................................1713. FINANCIAL BID..........................................................................................1814. CLARIFICATIONS ON BIDS ...............................................................................18

15. PAYMENT TERMS ........................................................................................1816. CONFIDENTIALITY.......................................................................................1917. TIME SCHEDULE.........................................................................................19

18. COMPETENT AUTHORITY RESERVES THE RIGHT TO THE FOLLOWING ......................................1919. GENERAL INSTRUCTIONS ................................................................................20

20. DISQUALIFICATION ......................................................................................2121. MODIFICATION, SUBSTITUTION & WITHDRAWAL OF PROPOSAL ...........................................2222. EVALUATION CRITERIA ..................................................................................22

23. SLECTION OF BIDDER ...................................................................................2324. EARNEST MONEY DEPOSIT (BID SECURITY) ..............................................................2425. PERFORMANCE BANK GUARANTEE.......................................................................24

26. LIQUIDATED DAMAGES...................................................................................2527. TERMINATION FOR DEFAULT ............................................................................25

28. SERVICE LEVEL AGREEMENT(SLA) AND PENALTIES .......................................................26

TABLE OF CONTENTS


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29. FORCE MAJEURE........................................................................................28

30. TERMINATION FOR INSOLVENCY..........................................................................2831. TERMINATION FOR CONVENIENCE ........................................................................2932. DISPUTES AND ARBITRATION ............................................................................29

SECTION 3. REQUIREMENT OF MANPOWER.................................................... 29

33. DATA ENTRY OPERATOR (SKILLED) AND QUEUE MANAGEMENT OPERATOR ...............................29

SECTION 4. ANNEXURES .......................................................................... 30

34. ANNEXURE A - TECHNICAL BID FORM ....................................................................3035 ANNEXURE B - QUALIFICATION OF THE BIDDER ..........................................................32

36. ANNEXURE C – FINANCIAL BID FORMAT .................................................................3437. ANNEXURE D – SUB-REGISTRAR OFFICE STATISTICS ......................................................3538. ANNEXURE E – BID SECURITY FORM ........................................................................38

39. ANNEXURE F – REQUEST FOR CLARIFICATIONS FORM ................................................3940. ANNEXURE G – SELF-DECLARATION........................................................................4041. ANNEXURE H – SCREEN SHOT OF THE SOFTWARE FOR THE REGISTRATION ...................................41


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Notice Inviting Tender (NIT)

Inspector General of Registration and Superintendent ofStampsNo: IGR 1/2014 Date: 30/09/2014

REQUEST FOR PROPOSAL for Appointment of Agency forHiring Computer-Skilled Manpowerfor Sub-Registrar Offices

Tenders are invited from reputed agencies for providing Computer-Skilled Manpower forRegistrationand StampsDepartment, Government of Madhya Pradesh.

The RFP document can be downloaded from the IGRS Website (http://www.igrs.mp.gov.in)

commencing 30/09/2014 05:30 pm IST. Cost of RFP document is Rs. 5,000/- INR (Rupees One

thousand only). This is to be paid in the form of Demand Draft (DD) of any Scheduled Bankdrawn in favor of the “Accounts Officer, Office of the Inspector General of Registration andSuperintendent of Stamps,payable at “Bhopal” at the time of submission of Bids.

The last date and time for Submission of bidsis 27/10/2014 (Monday) 03:00 pm IST.

For Eligibility criteria, timelines and other relevant details please refer to the RFP document.

.

Inspector General (IG)Registration & Stamps Department,

Govt. of Madhya Pradesh


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IMPORTANT DATES

1. Issuance of RFP Document 30/09/2014 (Tuesday)

2. Last Date and Time for Submission ofBids

27/10/2014 (Monday) till 02:00 PM IST

3. Date of Pre Bid Meeting 17/10/2014 (Friday) at 03:00 PM IST

4. Technical Bid Opening 27/10/2014 (Monday) at 03:00 PM IST

5. Financial Bid Opening To be communicated later to the shortlistedbidders

6. Place of Pre Bid Meeting andOpening of Bids

Office of the IGRSPanjiyanBhawan,Opposite Old Vidhan Sabha,Malviya Nagar,Bhopal-462003.

7. Address for Communication Inspector General of Registrationand Superintendent of Stamps,PanjiyanBhawan,Opposite Old Vidhan Sabha,Malviya Nagar,Bhopal-462003,M.P.Telephone No-0755 2441953Fax – 0755 2441941E mail id –[email protected]


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GLOSSARY AND DEFINITIONS

AbbreviationsGoMP/GOMP Government of Madhya Pradesh

HQ Head Quarter

IGRS Inspector General of Registration and Stamps

IT Information Technology

NIT Notice Inviting Tender

O & M Operations and Maintenance

E Panjiyan Property Administration System developed by DRS

PSU Public Sector Affidavit

QoS Quality of Service

RFP Request for Proposal

SDC State Data Centre

SL Service Levels

SLA Service level agreement

SRO Sub-Registrar Office

SR Sub-Registrar

UPS Uninterrupted Power Supply

SP Service Provider

DRS Department of Registration and Stamps

MP Madhya Pradesh

DIG Deputy Inspector General

DRO District Registrar Office

EMD Earnest Money Deposit

MPSWAN Madhya Pradesh State Wide Area Network

LD Liquidated Damages

BIFR Board for Industrial and Financial Reconstruction

BG/PBG Bank Guarantee/Performance Bank Guarantee


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Definitions1. DEFINITIONS

In this Bid Document, the following terms shall be interpreted as indicated:

1. “Bidder” means the Bidderparticipating and submitting their Bids as per the tender

terms & conditions.

2. “Confidential Information” means all information including Project Data (whether in

written, oral, electronic or other format) which relates to the technical, financial and

business affairs, customers, Bidders, products, developments, operations, processes,

data, trade secrets, design rights, know-how and personnel in connection with this Bid

Document.

3. “Deliverables” means the service agreed to be delivered by the Bidder in pursuance of

the agreement as defined more elaborately in Scope of work.

4. “LD (Liquidated damages) Amount” means amount payable to the department on

account of Delay in performance and Deficiency in service by the Service Provider

5. “LOI” means Letter of Intent, which shall constitute the intention of the department to

place the work order with the successful Bidder.

6. “Request for Proposal (RFP)/Bid Document/Tender Document”, means this detailed

notification seeking a set of solution(s), services(s) and/or any combination of them.

7. “Service Provider(SP)/Selected Bidder ”means the successful Bidder of this Bid, who

will have to perform the digitization work for the Registration and Stamps Department

as described in the Bid document.

8. “Service Level” means the level of service and other performance criteria that will

apply to the Services as set out;

9. “Service Level Agreement (SLA)” means the Operation and Maintenance SLA, to be

executed by the Bidder, in terms of the Service Level Requirements set out in the Bid.

10. “The Competent Authority/Tendering Authority” means the Inspector General of

Registration and Superintendent of Stamps (IGRS), Madhya Pradesh.

11. "Maker" means the operator deployed by the Service Provider for performing acitiviesof

"Maker" underregistration initiation/completionmoudule of E-panjiyan software.


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Section 1. INTRODUCTION

1. THE INSPECTOR GENERAL OF REGISTRATION AND SUPERINTENDENT OF STAMPS

1. The Inspector General of Registration and Superintendent of Stamps, Government of MadhyaPradesh is in process ofcarrying out integrated computerization of Registration and StampsDepartment at its 233 Sub-Registrar Offices (SROs), 51 District Registrar Offices(DROs), Office of

Inspector General of Registration and Superintendent of Stamps (IGRS)and Department ofFinancial Tax, Mantralaya, Bhopal (MP) through its service providers Wipro Limited (ApplicationDeveloper) and NIIT Technologies limited (SI) selected through tender no IGR 1/2006 dated

08.06.2006 and IGR 1/2012 dated 11.06.2012 respectively.

2. The Department of Registration and Stamps (DRS) is responsible for registration ofvarioustypes of documents, related to property transfer. DRS registers documents to the tuneofapproximately 7lacs every year and there is approx. 5% growth every year.

3. The major departmental activities at different levels are as under: -All the DROs and SROs in the state works under the administrative control andsupervision of

theIGRS. IGRS monitors various activities of the department, and dealswith stamp cases asChiefRevenue Controlling Authority under various sections ofThe Stamp Act.

SROs work under the control and supervision of DROs of respective districts. DROs dealwithcases under different sections of Stamp and Registration Act. DROs accept sealedwills for

deposition. DROs also work as licensing authorities for issuance of licenses forDocument Writersand Stamp vendors.

SROs perform registration of various types of documents relating to property transfer.Search andinspection of documents by public is permitted according to the provisionsof the RegistrationAct. SROs issue certified copies of registered documents, searchreports and non-encumbrance

certificates.

Detailed information about functions and working procedures of department is availablein theRegistration and Stamp Act, Rules & Manual and if required, can be seen withprior permission ofthe IGRS during office hours.


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2. BACKGROUND OF EXISTING PROJETS

The information in this section is for the bidder’s knowledge on the existing I.T. projectsthat are being completed/underway inthe department. A web based solution is already inplace, which was developed by the M/S Wipro limited. Hardware for the data centre andsub-registrar offices has been procured by System Integrator M/S NIIT Technologies ltd andshall be available for use by the operators (Makers) engaged by the service provider of thistender. Connectivity in all sub-registrar offices shall be provided by the State wide network(SWAN). Following is the brief over view of the existing project underway in DRS :

I. Software for DRS (E PANJIYAN) :The E Panjiyan software application has the following features

1. Web based access to citizens, DRS Officers and intermediaries with user-friendlyand integrated services relating to Registration of Various type of documents.

2. A system of record keeping, which is secure, easily retrievable, tamper-proof,thereby achieving public confidence.

3. E stamping with high security features4. An efficient system of property valuation and stamp duty calculation.5. Maintaining all data in integrated electronic form, for easy access to the stake-

holders.6. Systems and processes are defined for secure maintenance and updation of

data.7. Workflow for carrying out registrationcompletion activity (maker part) in DRSas

given in annexure H.

II. Hardware: Hardware has been supplied at the Data Center, IGRO, DRO and SROAll sub-registrar offices are equipped with following hardware.1. Computer2. Printer3. Scanner4. Biometric Finger print scanner5. Web camera6. Electronic Writing Pen7. Digital Signature token (For SR)8. UPS with Power back up for 60 Minutes9. Generator (wherever required)10. All networking equipments.

Queue Management system is being implemented in certain offices and it would beequipped with the following additional hardware1. LED TV2. Barcode readers3. Thermal Printer


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III. Digitization of legacy documentsDigitization of legacy records is in progress in the department. Zone wise vendors

have been appointed for the same.The digitized record would be used in the search

module of E PANJIYAN.

IV. Connectivity:IGRS is using “Madhya Pradesh State Wide Area Network (MPSWAN)” network to linkFinancial Tax Department, IGRS Office at Bhopal, all DROs and SROs and other stategovt. offices like Treasury, Land Records, Revenue department etc with each other.


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3. SCOPE OF WORK

The scope of work is as follows:

1. Provision of Data Entry Operator (Skilled) cum Back Office Executive (known as'Maker') – The selected bidder shall be required to deploy computer trained manpowerat various offices of the IGRS. The required manpower would be deployed at the sub-registrar offices spread across various locations of Madhya Pradesh (refer Annexure D fordetails of location). The Back Office Executive would be responsible for doing thefollowing activities in the Sub Registrar Offices where they are deployed:

1.1 Data entry of following inputs in application’s “maker” role as part of the registrationcompletion module:

a. Deedb. Partyc. Propertyd. Dutiese. E-stamp Codef. Witnessg. Linking Property Historyh. Denoting Stamp Duties from previously Registered Deed.i. Capturing the photographs of Parties and Witness using the Webcam.j. Selecting the parties which are present for presentationk. Verify the documents attached during registration initiation. Maker can modify

and scan the same, if required.l. Checklist preparation: Details like order date, date of documents, last date of

appeal, Death certificate and Relationship proof.m. The screen shots of the software enclosed with Annexure E. Data entry would be

carried out in Hindi or in English (Unicode) for the documents in Hindi and Englishrespectively.

Note: In addition to the above mentioned activities the Maker may have toinitiate the registration initiation process in some cases.However the number ofsuch cases is expected to not exceed5 % of the total number of cases.The above activities are indicative.The detailed activities would be briefed to theselected Bidderat the time of training.

1.2 Updating Document Delivery through the software:Registered documents completed by the checker (Sub Registrar) would be printed by themaker and presented to the checker (Sub Registrar) for signature by an electronic pen bythe Maker. The signed document would be handed over to the concerned parties bymaker after obtaining their signature as receipt. The maker would be responsible for


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updating the status of “delivery of document” on the application dashboard. The workflow of the process is attached as Annexure-H.

1.3 Generating reports through e Panjiyan Software:Generation of daily/weekly/monthly or other reports as available on software.

1.4 Support to Sub-Registrar :a. Generation of the weekly/monthly reports as available on software.b. The Deployed resources should be present in the office on all such days when the

offices are open even if it is a holiday, if required.

1.5 Minor Technical Support in Sub-registrar office:a. Verification of the working condition of hardware equipment already deployed at

site like desktop, printer, scanner and bio-metricdevice,web camera, electronicpen etc.

b. Raise appropriate tickets for escalation to the technical support team/ hardwaresuppliers’ in case of any software, hardware fault and failure of SWANconnectivity.

1.6 Systemic changes in the processIf changes in the procedure of registration is made, the resources would be required to follow

those processes and no extra payment would be made for the same2. Provision of Queue Management Operator:

n. Department is implementing electronic queue management system in few offices(annexure D)

o. The operator would be responsible for the generation of tokens from thermalprinter provided by the department.

3.Training of man Power:Wipro will provide initial training to the master trainers of the SP(Two in each revenueDivision- total 10x2 ie 20.).If there is any modification in the application software ,Wipro will provide additional training to the master trainers. The latter shall in turn beresponsible for imparting training to all the operators deployed by the SP across offices.SP shall have to bear the costs of training of its MTs, operators such as TA/DA of MTsand operators, remuneration to MTs, payment to training centre (for operator training)and other expenditure related to training. IGRS shall conduct examinations to check thecompetency of the trained manpower before deployment.The SP shall have to get theentire training plan approved by the Department before beginning the training. Thetraining plan should contain list of training centres, batch size, list of trainees, name ofMTs, training schedule, methodology etc.

At any time during the contract period, IGRS may ask for the replacement of anyoperator who is found to be performing below the expectation level. The successfulbidder shall be required to replace these operators immediately and train the new


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operators at his own expense.4. Managing the load during peak period and providing additional resources :

In most of the sub-registrar offices, the average numbers of documents presented forregistration are to the tune of 12-16 per day per Sub -Registrar, while in some sub-registrar offices particularly at the end of thefinancial year the no of transactionsmayincrease to 80-100 per day per Sub Registrar. The successful bidder(SP) shall beresponsible for providing additional manpower during such periods and at such officeswithout affecting the work in other offices. In addition the SP may be required to deployadditional resources at offices not specifically mentioned in Annexure D.The department at its discretion may ask the Bidder to transfer the resources across thestate as and when required. The bidder shall be responsible for all the statutory andlegal obligations and compliances related to manpower deployed at the site. It is alsoexpected that the successful bidder shall provide the stand-by /relievers for theproposed manpower.

5.Providing alternative internet connectivity in case of downtime of SWAN to ensurecompliance of SLAs . The SP shall be expected to provide99.99% of time of connectivity.The Department has already provisioned for SWAN. In case SWAN connectivity drops, theBidder has to ensure the speed of 1 Mbps at the project locations. In that case bidderwill haveto provision for alternative connectivity from ISPs so that SLA is strictly adheredto.Downtime or failure of SWAN shall not be a valid reason for deviation from SLA andany kind of exemption from penalties based on SLA

6. Any other activity which is required for carrying out e registration process efficiently but notspecifically included in the scope of work shall be deemed to be included in the activities to beperformed.

4. BIDDERELIGIBILITY / QUALIFYING CRITERIA

Following are the essential qualifying criteria for the Agency for Supply of Skilled Manpower:

1. The Bidder should be a Company/Firm registered in India since last 5 (five) years.Incorporation/Registration certificate along with MoA/Bylaws (or similar document)should be furnished as documentary proof.A Consortium/ Joint Venturearenot allowed.

2. The Bidder should have experience of runningatleasttwo projectsof similar nature forsupply of minimum 50 Skilled Resourcesin each project in last five years foranyCentral/State Government/ Government Corporation. Copy of Work Orders/ PO shouldbefurnished as documentary proof.

3. The Bidder should have experience of executing atleast 2 projects having training oncomputer application and systems as scope of work.


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4. The bidder should have average annual turnover of Rs. 5crores inlast 3 years (Financialyear 11-12, 12- 13 and 13-14).As documentary proof, audited balance sheet & Profit &Loss A/c is to be submitted. In case F/Y 2013-14 Annual Reports are not prepared; acertificate of provisional financial figures duly certified by a Chartered Accountant is tobe submitted.

5. The bidder should nothave been black listed by any State Government, CentralGovernment or any other Public Sector undertaking or a Corporation as on the date ofRFP opening. An affidavit (Duly Notarized) to this effect should be submitted by thebidder on its letter head.

6. The Bidder should have a local support office at Bhopal and should provide thesupporting documents for the same. If the Bidder does not have any local support officeat the time of Bidding then he must submit an affidaviton his letter head that if selectedhe shall open a local support office at Bhopal within 15 days from the date of award ofcontract.

7. The Bidder is required to submit an affidavit duly attested by notary that it has no casepending with B.I.F.R


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Section 2. TERMS AND CONDITIONS

5. CLARIFICATION OF THE BID DOCUMENT AND PRE-BID CONFERENCE

During evaluation of Bids, the department may, at its discretion, ask the Bidder for clarificationof its Bid. The request for clarification and the response shall be in writingand no change inprice or substance of the Bid shall be sought, offered or permitted.Bidders requiring specificpoints of clarification may communicate to IGRS, 2 days prior to the deadline for Pre Bidmeeting.The Competent Authority will host a Pre-Bid Conference on date mentioned in NIT.Competent Authority will endeavor to provide timely response to all questions.

6. SUBMISSION OF BIDS

Sealed cover containing the Technical and Financial Bid/Proposal separately with label

“Appointmentof Agency for supply ofSkilled Manpower for IGRS” should be addressed to:

INSPECTOR GENERAL OF REGISTRATION AND SUPERINTENDENT OFSTAMPSPanjiyanBhawan

Opposite Old Vidhan SabhaMalviya Nagar

Bhopal - 462003 (MP)

The bids should be submitted so as to reach latest by 02:00 pm (IST)on27/10/2014. It shouldcontain one big sealed envelope containing two sealed envelopes with superscription as follows

Envelope 1: Originalalong with soft copy (in CD) of Technical bidwith EMD (Rs 5, 00,000/-)and this RFP document (signed and sealed)along with a DD ofRs5,000/- inseparate envelope as cost of tender.

Envelope 2: Original Hard copy of Financial Proposal (single copy )in format in annexure C of

this RFP)

7. PERIOD OF VALIDITY OF PROPOSAL

The Proposals submitted by bidders shall be valid for a period of “180 days” from the date ofsubmission of the bid. On completion of the validity period (180 days), in case required, IGRS,GoMP would solicit the bidder’s consent to an extension of the period of validity. The requestand the responses thereto shall be made in writing by post and email.

8. PERIOD OF CONTRACT

The contract period is for three (3) years from the date of award of the contract. The contractshall be offered for 81office locations (Annexure D). In case, the number of sub-registrar officesincreases during the contract period, the bidder shall have to provide the additional manpoweratthe same price as offered in Financial Bid in all the required locations.


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9. AMENDMENTS TO RFP

At any time prior to the deadline for submission of bid, IGRS may amend the RFP documents byissuing suitable Corrigendum. Any corrigendum issued in this regard shall be uploaded onIGRSwebsite. To give reasonable time to the vendors, so that they can take corrigendum intoaccount in preparing their Proposals, the Department mayextend (if necessary), the deadline forsubmission of Proposals.

10. LANGUAGE OF PROPOSAL

The Proposal, and all correspondence and documents related to the Proposal exchanged by thebidder and the Department should be in English. Supporting documents and printed literaturefurnished by the bidder may be in any language other than English provided they areaccompanied by an accurate translation of the relevant passages in English language. Supportingmaterial, which is not translated in English, will not be considered for evaluation. For thepurpose of evaluation and interpretation of the proposal, the English language translation shallprevail. Correspondence between the successful bidder and the competent authority would bein English/Hindi.

11. CURRENCY OF PROPOSAL AND PAYMENT

The currency (ies) of the Proposal offer and the payments made (financial transactions) shall bein Indian Rupees (INR).

12. TECHNICAL BID

The points mentioned in eligibility criteria should be supported by relevant documents suchWork order, scope of work, certificate from client etc:

1. Sealed and Signed copy of RFP2. Technical bidForm as per Annexure A3. Qualification of Bidder as detailed in Annexure B (Company Profile along with

documentary evidence of services offered and all relevant enclosures.)

4. Copy of Power of Attorney/ Board Resolution authorizing the person for signing the biddocuments.

5. Any additional information that the bidder may think fit but not included elsewhere in

the proposal, which will help the Competent Authority to assess the capabilities of theAgency.

6. Duly stamped notarized Affidavit for not being registered with BIFR and not being Black

listed by any Central/State Govt. or its undertaking on the letter head of bidder.


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7. Affidavit for opening local support office.

Note: The Technical Proposal shall not include any financial bid information.

13. FINANCIAL BID

After opening the Technical Bid and verifying the eligibility criteria, theCommittee will evaluatethe Technical proposals in detail and score them as per the evaluation criteria. Financial Bids ofonly those bidders, who score 70% ormore marks on the Technical Evaluation, will be opened.

The Financial Bid of technically qualifiedbidders shall be opened in the presence of Bidders whochoose to attend.

The Financial Bid should be submitted strictly in the format given by IGRS as Annexure C of thisdocument and should not have any deviations, restrictive statements, etc. therein else, such

bids are liable to be rejected at the sole discretion of IGRS.

14. CLARIFICATIONS ON BIDS

During evaluation of bids, if found necessary, IGRS may seek clarification of the bid from the

bidder. The request for clarification and the response shall be in writing.

15. PAYMENT TERMS

1. The payment shall be made monthly at the tendered and approved rate (inclusive of alltaxes) calculated on the basis ofthe number of documents registeredand “delivered” to

the parties by the makers deployed at the designated officesthrough the EPanjiyansoftware application.For clarity of doubts delivered means final delivery of theregistered documents to the concerned party as per the designed work flow.

2. Bidder shall reconcile the number of“delivered”documents at the end of each month andsubmit to the designated officer of the IGRS office. The report shall be verified from thee panjiyan system and shall be examined for the purpose of ascertaining the actual

“delivery”.3. Payment would also be made at the same rate as for ‘delivered’ documents for such

documents which are impounded by the SR and referred to DR before registration. The

reports generated from system would be referred to for such cases.4. Payment for that particular month shall be made to the bidder within 10 Days timeof

receiving the invoice along with the system generated report to the IGRS office subjectto deduction of penalties applicable, if any.


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5. Payment for the service provided would be made by the department to the bidder.Innocase shall the bidder recover any amount from the public. Violation of this term shall

result in termination of contract and forfeiture of bank guarantee.

16. CONFIDENTIALITY

The RFP contains information proprietary to Competent Authority. Competent Authorityrequiresthe recipients of this RFP to maintain its contents in the same confidence as their own

confidential information and refrain from reproducing it in whole or in part without the writtenpermission of Competent Authority.

Competent Authority will not return the bids/responses to the RFP received. The informationprovided by the bidder/s will be held in confidence and will be used for the sole purpose of

evaluation of bids.

The successful bidder will ensure the integrity of data in the respective offices. They will ensure

that the engaged resources do not carry away any copy/backup of any data in any form whichthey are handling. At end of the contract anAffidavit would be required to be submitted by the

selected bidder to that effect.

17. TIME SCHEDULE

The entire assignment has to be completed within a period as mentioned below:

Activity DurationSigning of Agreement with successful bidder T

Placing of the Data Entry Operator cum Back

Office Executive at sub-registrar offices andapproval of training plan.

T+20 days

Induction and Training T + 35 days

Start of work by maker on E-Panjiyan T+ 40 days

18. COMPETENT AUTHORITYRESERVES THE RIGHT TO THE FOLLOWING

1. Reject any or all proposals received in response to the RFP without giving any reasonwhatsoever.

2. Waive or change any formalities, irregularities, or inconsistencies in proposal formatdelivery.

3. Extend the time for submission of proposal.4. Modify the RFP document, by an amendment that would be published on the IGRS’s

website.


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5. May extend the timelines of completion of assignments at the sole discretion ofCompetent Authority.

6. Independently ascertain information from other organizations to which bidderhas alreadyextended a service for similar assignments.

7. To terminate the services if the assignment is not proceeding in accordance with theterms of contract

19. GENERAL INSTRUCTIONS

1. The successful bidder should treat all data and information about Registration and stampdepartmentobtained in the execution of the proposed assignment as confidential andholds it in strict confidence and should not reveal such data/information to any otherparty without the prior written approval ofCompetent Authority.

2. The proposal should be submitted strictly in the format provided in this RFP documentand should be signed by the authorized signatory with seal of the Company.

3. A signed and sealed copy of this RFP shall be submitted along with the technical proposalas a token of acceptance of RFP terms & conditions.

4. The proposal should be free of overwriting/ corrections/ alterations.

5. The proposals should be signed by the authorized representative/s of the bidder.

6. The Bidders should ensure the completeness of bid.Following is the indicative list ofdocuments required

a) Sealed and signed bid documentb) Technical Bid Form (Annexure A)c) Qualification of Bidder (Annexure B)d) Bid Security Form (Annexure E)e) Financial Bid- price Schedule (Annexure C)f) Self Declaration (Annexure G)g) Copy of Power of Attorney/ Board Resolution authorizing the personh) Affidavit for not being registered inBIFR, not being Black listed and for opening of

local support office.i) Documents in support of criteria for evaluation

7. The Bidder shall not sublet, transfer or assign the contract or any part of the assigned

work. In the event of Bidder contravening this condition, the Department shall be

entitled to terminate the contract at the risk and expense of the Bidder.

8. The Bidders are expected to examine all instructions, forms, terms, project

requirements and other information in the Bid document. Failure to furnish any

information required by the Bid or submission of a Bid not substantially responsive in


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every respect will be at the Bidder’s risk and may result in rejection of the Bid and

forfeiture of the Bid security.

9. All decisions taken by the competent authority regarding the processing of this Bid andaward of contract shall be final and binding on all parties concerned

20. DISQUALIFICATION

The proposal submitted by a bidder is liable to be disqualified if:

1. It is not submitted in accordance with this document.

2. During validity of the bid or its extended period, if any, the bidder increases his quotedprices.

3. Bid is received without the cost of tender document fee (Rs. 5,000/-)

4. Bid is received in incomplete form or not accompanied by EMD amount.

5. Bid is received after due date and time.

6. Bid is not accompanied by all requisite documents.

7. Awardee of the contract qualifies the letter of acceptance of the contract with hisconditions.

8. Bidder fails to enter into a contract within 15 days of the date of notice of the award oftender or within such extended period, as may be specified by competent authority. In suchcase the EMD deposited would be forfeited by the department and the Bidderwould beblacklisted.

9. The Bidder is a firm not meeting eligibility criteria as mentioned in this RFP10. Conditional Bid has been submitted.11. The Bidder has made misleading or false representations in the forms, statements and

attachments submitted in proof of the eligibility requirements.12. If the Bidder is found to have a record of poor performance such as abandoning work, not

properly completing the contract, inordinately delaying completion, being involved inlitigation or financial failures, etc.

13. The Bidder fails to provide clarifications related thereto, when sought.14. The Bidder has been found to canvass, influence or attempt to influence in any manner for

the qualification or selection process, including without limitation, by offering bribes orother illegal gratification.

Bidders may specifically note that during the process of evaluation of the tender documents, ifit comes to the knowledge of the department expressly or implied, that a bidder has intended toform a cartel resulting in delay / holding up the processing of tender then the bidders soinvolved are liable to be disqualified for this contract as well as for a further period of two yearsfrom participation in any of the tenders floated by IGRS.


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It is also clarified that if need arises competent authoritywould be free to go in for appointmentof outside party(s) to undertake the work under the captioned tender.

21. MODIFICATION, SUBSTITUTION & WITHDRAWAL OF PROPOSAL

The bidder may modify, substitute or withdraw his proposal after its submission, provided thatwritten notice of the modification or withdrawal is received by IGRSprior to the deadlineprescribed for submission of proposals.

In case of substitution or withdrawal of proposal, the previous bid document will be returnedunopened on bid opening day. In case of modification of proposal, modified bid document alongwith original bid document will be opened on bid opening day.

The Bidder’s modification, substitution or withdrawal notice shall be prepared, sealed, markedand dispatched. The modification, substitution or withdrawal notice may also be sent by fax oremail but should be followed by a duly signed confirmation copy (in original) not later than thedeadline for submission of proposals.

No proposal may be modified or substituted subsequent to the deadline for submission ofproposal. No proposal may be withdrawn in the interval between the deadline for submission ofproposals and the expiration of the period of proposal validity specified by the bidder on theProposal Form.

22. EVALUATION CRITERIA

A. Criteria for evaluation of Technical bids: Marks shall be allotted for fulfillment ofeach criterion as given below

S.No. Criteria Total 50 Calculation Methodology

1. The Bidder should be aCompany/Society/Firm registeredin India since last 5 (five) years..

5 >= 15 Years (5 marks)>= 10 Years (4 marks)>= 05 Years (3 marks)

2. Minimum audited average annualturnover of Rs. 5 Crores in the last3 years (Financial year 11-12, 12-

13 and 13-14).

10 >= 15 Crores (10 marks)>= 10 Crores (8 marks)

>= 5 Crores (6 marks)

3. The Bidder should have experience

of running atleast two projects forsupply of minimum 50 Skilled

15 >= 4 Projects (15 marks)>= 3 Projects (13 marks)>= 2 Projects (11 marks)


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Resources in each project in lastfive years in any of the

Central/StateGovernment/PSU/GovernmentAgency.(Affidavit /Certificate

from client is required)

4. The bidder should have experience

of executing at least two projectsinvolving training on computer

application and systems as scopeof work in Central Government/State Government/PSU

15 >= 4 Projects (15 marks)>= 3 Projects (13 marks)>= 2 Projects (11 marks)

5. The Number of Employees withtheir qualification and employee

id is to be provided.(Listfrom HR)

5 >= 100 employees (5 Marks)>=50 employees (4 Marks)

Total 50

Only those bidders who score 70% i.e. 35 and above mark out of 50 on the technical evaluationcriteria will qualify for the next level of evaluation. The financial bids of the bidders with

technical marks less than 70% i.e. 35 marks will not be considered for financial evaluation andthey will considered as disqualified from the process.

B. Financial Bid EvaluationFinancial Bids of the bidders scoring at least 70% i.e. 35 out of 50 would be opened and the mosteconomical option (lowest quote) will be considered as L1/ Successful bidder.

23. SLECTION OF BIDDER

1. Only the Technical Bids will be opened first.

2. The Technical Proposals will be evaluated as per the criteria mentioned above. Biddersscoring 35 or higher marks in the Technical Evaluation will qualified for next level ofevaluation and only their Financial Bid will be opened.

3. Proposal with the lowest quote will be declared as L1/ Successful bidder.

4. Before the expiry of the period of validity of proposal the competent authority will notifythe selected bidder and issue the LOI.

5. The selected Bidder shall acknowledge in writing receipt of the notification of award andwill send his acceptance to enter into agreement within seven (7) days.

6. If the selected bidder does not accept LOI or after accepting LOI does not enter in to theagreement , within specified period the competent authority reserves the right to cancel


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the LOI issued to him and forfeit the EMD. The competent authority may also blacklistthe bidder.

7. The bidder shall be issued the work order immediately on signing the agreement.However for the purpose of this tender the date of signing of agreement shall be thedate of commencement of the period of the agreementand the bidder should not waitfor formal work order to commence his work.

24. EARNEST MONEY DEPOSIT (BID SECURITY)

The Bidder shall furnish, as part of its bid, a refundable EMD (Bid security) of INR 5,00,000/-(Rupees Five lacs only) through Demand Draft/ Bank Guarantee. The demand draft/ BankGuarantee should be drawn on a nationalized / scheduled bank valid for minimum 180 days (90days in case of DD) and in favor of the “Accounts Officer, Office of the Inspector General ofRegistration and Superintendent of Stamps”, payable at “Bhopal”.

The bid will be disqualified if the EMDis not submitted along with the Technical Bid (AnnexureA). Unsuccessful bidder’s EMD will be released as promptly as possible, but not later than 120days after the award of the contract to the successful bidder. The successful bidder’s bidsecurity will be released after signing the Contract and deposit of Performance Bank Guarantee(PBG). No interest will be payable by IGRS on the amount of the EMD. The EMD may be forfeitedin following cases:

1. If a bidder withdraws his bid or increases his quoted prices during the period of bid validity orits extended period, if any; or

2. In the case of a successful bidder, if it fails within the specified time limit to:

a) Accept Letter of Intent

b) Sign the Agreement or,

c) Furnish the required Performance Bank Guarantee (PBG) – Rs 25, 00,000/-.

25. PERFORMANCE BANK GUARANTEE

The Bidder shall at his own expense, deposit with IGRS, within Seven (7) () working days of thedate 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 Scheduled/

nationalized Bank of Rs. Twenty Five lacs (Rs. 25, 00,000/-) acceptable to department, payableon demand, for the due performance and fulfillment of the contract by the successful bidder.

The Bank Guarantee submitted by the successful bidders as EMD (bid security) may be adjustedagainst PBG required to be submitted.


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All charges whatsoever such as premium, commission, etc. with respect to the PBG shall beborne by the bidder. The PBG shall be valid till the end of three months after the expiration of

contract period and should be in the standard format prescribed by Reserve Bank of India.

26. LIQUIDATED DAMAGES

In case the successful bidder encounters conditions that are likely to affect the timely deliveryand performance of Services during the performance of the Contract, heshall promptly notify

competent authorityin writing of the fact of the delay, it’s likely duration and its cause(s) withjustification. As soon as practicable after receipt of the successful bidder’snotice, IGRS shall

evaluate the situation and may, at its discretion, extend the successful bidder’s time forperformance with or without liquidated damages.

Except as provided above, a delay by the successful bidder in the performance of its deliveryobligations shall render the successful bidder liable to the imposition of liquidated damagespursuant to conditions of Contract.

27. TERMINATION FOR DEFAULT

The Competent Authority may, without prejudice to any other course of action, for breach of

contract, by written notice of 15 days to the Service Provider, terminate the agreement in

whole or in part, if:

1. The Service Provider fails to perform any or all of the obligations within the time

period(s) specified in the agreement or any extension thereof granted, by Competent

Authority.

2. The quality of the delivery of various tasks during the contract period is not up to the

satisfaction of the Competent Authority.

3. The Service Provider fails to perform any other obligation under the agreement.

4. The contact may be terminated if it is found that data integrity has been compromised

In the event of the Competent Authority terminating the contract in whole or in part, pursuant

to clause above, the Competent Authority may procure at Service Provider’s risk and cost upon

such terms and in such a manner as it deems appropriate, items or services similar to those

remaining undelivered. The Service Provider shall be liable to pay for any excess costs


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incurred by the Competent Authority. However, the Service Provider shall continue with the

performance of the contract to the extent not terminated.

The Service Provider shall stop the performance of the contract from the effective date of

termination.No consequential damages shall be payable to the Bidder in the event of

termination.

In case of termination of contract as mentioned in clause above, Bank Guarantee furnished

by the Bidder by way of Performance security shall stand forfeited.

28. SERVICE LEVEL AGREEMENT(SLA) AND PENALTIES

1. Penalty for the delay in deployment of Resources and Start of work:-Subject to conditions of contract if the successful bidder fails to commence the activities withinthe time period as mentioned in Time Schedule (clause no 17) of the bid document, competent

authority shall without prejudice to its other remedies under the contract deduct as penaltyRs.200/- per day per person for the number of days till the day the resource has been deployedat the locations given in annexure D. However if the delay (including extended timelines) is

beyond one month , the contract may be terminated by Competent Authority and the entirePerformance Bank Guarantee will be forfeited. It is clarified here that if the delay in start of

the task is due to the nonfulfillment of the requirements of H/W, S/W installation at thedesignated offices by IGRS no penalty shall be imposed on the bidder.

2.Penalty related to SLA (Service Level Agreement)

The purpose of the Service Level Agreement (hereinafter referred to as SLA) is to clearly define

the levels of service that shall be provided by the Successful bidder to the IGR during theduration of this contract. The IGR shall conduct periodical/ regular review of the performanceof the services being provided by the successful bidder to validate the effectiveness of the

signed SLA.

This SLA document provides for minimum level of services required as per contractualObligations based on performance indicators and measurements thereof. The successful biddershall ensure provisioning of all required services while monitoring the performance of the same

to effectively comply with the performance levels. The services provided by the successfulbidder shall be reviewed by the IGRS that shall:

Regularly check performance of the Bidderagainst this SLA.


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Discuss escalated problems, new issues and matters still outstanding for resolution.

Review of statistics related to rectification of outstanding faults and agreed changes.

Obtain suggestions for changes to improve the service levels.

The following measurements and targets shall be used to track and report performance on a regularbasis. In case the service is affected due to reasons purely attributable to the software Bidderorhardware Bidderorconnectivity, the penalty may not be leviedafter proper justification given by

the bidder. The SLA and Penalty have been logically segregated in the following categories:

2.1Penalty for delay during the Registration Process:

The token shall be given to the customer and application software will record the timestamp automatically.

Tokens shall have the mention of time slot to appear on the operator (Maker) desk forthe registration process. The time slot will be calculated automatically based on thenumber of waiting customers.

Time slot shall be calculated as below to initiate and finish the registration process1. 0 min -30 min –: if number of customer in waiting is 02. 30 min – 1 hr - : if number of customers in waiting is 1

3. 1 hr – 1.30 hr - : if number of customers in waiting is 24. And so on…

It is binding on the bidder to whom the work is allotted to complete the entire

Registration process at maker end within 30 minutes.In case of delay, the bidder will bepenalized at the rate of5% per transaction value (document) quoted by him for every five

minutes registered beyond actual 30 minutes of performance.Howevershould the delaybe more than 15 minutes from the scheduled 30 minutes, no payment shall be given tothe bidder for that transaction.

2.2. Penalty for delay in delivery of document:

After registration at checker end and having received registered document for takingprintout, on his dashboard the Makershall be responsible for taking signature of Sub

Registrar on the document, taking the receipt of the party, by e-pen ensuring thedelivery of the registered document to the concerned party without delay and updatingthe status of the document to delivered. The time period for each such transaction will

be 15 minutes. In case of delay, the bidder will be penalizedat the rateof5% pertransaction value (document) quoted by him for every five minutes.However should thedelay be more than 15 minutes from the scheduled 15 minutes, no payment shall be

given to the bidder for that transaction.


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The amount of penalty will be adjusted against the amount payable to the bidder permonth and the net amount will be paid to the bidder. The entire tracking of delay shall

be monitored by e-panjiyan application software (developed by Wipro). Period ofregistration process shall be captured from the time of completion of the previousprocess (provided there is a pending process in queue) and the delay shall be captured

and monitored accordingly. The software would have the facility to monitor this logicandno other reporting process shall be taken into account for calculating the payment due.It is reiterated that downtime of SWAN shall not be considered a valid reason forcondoning delay and non-adherence to SLA.

29. FORCE MAJEURE

Notwithstandingany thing contained in the provisions of conditions of contract the SuccessfulBidder shall not be liable for forfeiture of its performance security, liquidated damages ortermination for default, if and to the extent that, its’ delay in performance or other failure to

perform its obligations under the Contract is the result of an event of Force Majeure.

For purpose of this Clause, Force Majeure means an event beyond the control of the SuccessfulBidder and not involving the Successful Bidder’s fault or negligence and not foreseeable. Suchevents may include, but are not limited to, acts of IGRS either in its sovereign or contractual

capacity, wars or revolutions, fires, floods, epidemics, quarantine restrictions and freightembargoes.

If a Force Majeure situation arises the Successful Bidder shall promptly notify IGRS in writing ofsuch conditions and the cause thereof. Unless otherwise directed by IGRS in writing, the

Successful Bidder shall continue to perform its obligations under the Contract as far as isreasonably practical, and shall seek all reasonable alternative means for performance notprevented by the Force Majeure event.

30. TERMINATION FOR INSOLVENCY

COMPETENT AUTHORITY may at any time terminate the Contract by giving written notice to the

Successful Bidder, if the successful bidder becomes bankrupt or otherwise insolvent. In thisevent termination will be without compensation to the Successful Bidder, provided that such

termination will not prejudice or affect any right of action or remedy, which has accrued or willaccrue thereafter to COMPETENT AUTHORITY.


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31. TERMINATION FOR CONVENIENCE

COMPETENT AUTHORITY, by written notice sent to the Successful Bidder may terminate theContract, in whole or in part, at any time for its convenience. The notice of termination shallspecify that termination is for IGRS’s convenience, the extent to which performance of the

Successful Bidder under the Contract is terminated, and the date upon which such terminationbecomes effective. However any undisputed payment to the invoices of the task accomplishedby successful bidder would be paid by COMPETENT AUTHORITY.

32. DISPUTES AND ARBITRATION

If any dispute of any kind whatsoever shall arise between IGRS and the Successful Bidderinconnection with or arising out of the Contract, including without prejudice to the generality ofthe foregoing, any question regarding its existence, validity, or termination, the parties shallseek to resolve any such dispute or difference by mutual consultation. If the parties fail toresolve such a dispute or difference by mutual consultation, the dispute can be filed at MPJurisdiction.

Section 3. REQUIREMENT OF MANPO WER

33. DATA ENTRY OPERATOR (SKILLED) AND QUEUE MANAGEMENT OPERATOR

No. of operators: 149across various locations at sub-registrar office as detailed in Annexure D

Core Responsibilities: As describe in Scope of Work.

Minimum Education Qualification: BSC (IT), MSC (IT), BCA, MCA, B.Com (Computers),BSC (Computer), MSC (Computer), B.E, and aboveRelevant Experience preferred.


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Section 4. ANNEXURES

34. ANNEXURE A - TECHNICAL BID FORM

(To be included in Technical Proposal Envelope)

Date: --/--/20--To,INSPECTOR GENERAL OF REGISTRATION AND SUPERINTENDENT OF STAMPSPanjiyanBhawanOpposite Old Vidhan SabhaMalviya NagarBhopal - 462003 (MP)

Subject: Proposal for Selection of Agency of Skilled Manpower forIGRS.

Dear Sir/Madam,

Having examined the Bid Document, the receipt of which is hereby duly acknowledged, we, theundersigned, offer to provide services for Selection of Agency for hiring Skilled Manpower forIGRS and to meet such requirements & provide such services as are set out in the Bid Document.

We hereby attach the Technical Bid as per the requirements of the tender document.

We undertake, if our Bid is accepted, to adhere to the implementation plan (Key Events/Activities and dates of the project) put forward in the RFP or such adjusted plan as maysubsequently be mutually agreed between us and IGRS, GoMP or its appointed representatives.

If our Bid is accepted, we will submit a Performance Bank Guarantee in the format as prescribedby a nationalized/ Scheduled bank in India, acceptable to IGRS, of (Rs 25,00,000/-) for a periodof 3monthspost expiration of contract period. In case of the delay in the State wide rollout ofthe project, the PBG will be extended accordingly.

We agree that you are not bound to accept the lowest or any Bid Response you may receive. Wealso agree that you reserve the right in absolute sense to reject all or any of the products/services specified in the Bid Response without assigning any reason whatsoever.

It is hereby confirmed that I/We are entitled to act on behalf of our corporation/company/firm/organization and empowered to sign this document as well as such other documents whichmay be required in this connection.

Dated this …………………………. Day of …………………..20XX


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(Signature) (In the capacity of)

Duly authorized to sign the Bid Response for and on behalf of:……………………………………………………………….

(Name and address of the Bidder)Seal/Stamp of Bidder


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35. ANNEXURE B - QUALIFICATION OF THE BIDDER

Qualification of the BidderBid.No. IGR-1/2014

a) BIDDER INFORMATION SHEET

S/N Particulars Details Page no. (foranyattachment)

1. Name of the firm

2. Registered office addressTelephone numberFax numberEmail

3. Correspondence Address

4. Details of the Contact Person (name,designation, address)Telephone numberFax numberEmail

5. Year and Place of the establishment ofthe Company/firm/society

6. Service Tax Registration details

7. Details of the offices present in MadhyaPradesh, if any

8. Quality Certifications, if any

b) FINANCIAL CAPABILITY

Format for providing Financial Information

S No Description Financial Year2011-2012

Financial Year2012-2013

Financial Year2013-2014

1 Overall Turnover2 Net Profit3 Net Worth


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c) EXPERIENCE

SPECIFIC EXPERIENCE IN CONTRACTS OF A SIMILAR NATURE - SHOULD BE SUBMITTED IN MULTIPLES

OWING TO MORE THAN ONE PROJECT DESCRIPTION

S. No Item Guidelines AttachmentRef. No. fordetails

1. Name of theproject

2. Client Details Name; Contact Person’s nameand number.

3. Relevant WorkArea/domain

Please specify the area ofwork/domain relevant to therequirement of this RFP.

4. No. of locations&number ofmanpower

Please specify no. of locationsand manpower forimplementation

5. Scope of Work Provide Scope of Work;highlight Key Result Areasexpected and achieved

6. Contract Value (in INR)

Provide particulars oncontract value assigned toeach major phase andmilestone.

7. Workorderissuance date

8. ProjectCompletion Date


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36. ANNEXURE C – FINANCIAL BID FORMAT

FINANCIAL BID(To be printed on letterhead and to be included in Financial Proposal Envelope)

Bid No. IGR-1/2014To,

INSPECTOR GENERAL OF REGISTRATION AND SUPERINTENDENT OF STAMPSPanjiyanBhawanOpposite Old Vidhan SabhaMalviya NagarBhopal - 462003 (MP)

Dear Sir/ Madam,

Having examined the Bidding Documents, the receipt of which is hereby duly acknowledged, I /we, the undersigned, offer to supply and work as service providers for the All the assignedSub-registrar Offices of Madhya Pradesh as mentioned in the scope of the work & in conformity withthe said bidding documents.

I / We undertake that the prices are in conformity with the requirement as specified in thetender. We will charge the department per registered document (inclusive of alltaxes)Rs.______________ (In WordsRupees________________Only).

I It is hereby confirmed that I/We are entitled to act on behalf of our corporation/company/firm/organization and empowered to sign this document as well as such other documents whichmay be required in this connection.

Dated this …………………………. Day of …………………..20XX

(Signature) (In the capacity of)

Duly authorized to sign the Bid Response for and on behalf of:……………………………………………………………….

(Name and address of the Bidder)Seal/Stamp of Bidder


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37. ANNEXURE D – SUB-REGISTRAR OFFICE STATISTICS

S.no Sub Registrar office Average noofdocuments

No of SR No ofoutsourcedmanpowerrequired asmaker

queuemanagementand Data entryoperator

1 Xokfy;j 1 17200 4 4 22 Xokfy;j 2 17200 4 4 23 tcyiqj 1 15000 4 4 24 tcyiqj 2 15083 4 4 25 mi ftyk bUnkSj&1 ¼eksrh

rcsyk½31022

5 5 26 mi ftyk bUnkSj&2

¼uoy[kk½21486

5 5 27 mi ftyk bUnkSj&3

¼lq[kfy;k½18363

4 4 28 mi ftyk bUnkSj&4 ¼,jksMªe½ 11672 3 3 29 tokgjpkSdHkksiky 29585 5 5 2

10 ijhcktkjHkksiky 22824 4 4 211 xksfoUniqjkHkksiky 14118 3 3 212 mTtSu 19762 4 4 113 jhok 14483 3 2 014 lkxj 14282 3 2 015 dVuh 13312 3 2 016 lruk 13204 3 2 017 nsokl 12304 3 2 018 eqjSuk 11120 3 2 019 jryke 10225 3 2 020 [k.Mok 9262 3 2 021 eUnlkSj 8571 2 1 022 Mcjk 8487 2 1 023 Nrjiqj 8086 2 1 024 /kkj 7653 2 1 025 f'koiqjh 7497 2 1 026 'kktkiqj 6887 2 1 027 fNUnokM+k 6839 2 1 0


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28 ckyk?kkV 6778 2 1 029 xquk 6766 2 1 030 nfr;k 6407 2 1 031 cSrwy 6327 2 1 032 fofn'kk 6250 2 1 033 flaxjkSyh 6204 1 1 034 lhgksj 5872 2 1 035 v'kksduxj 5724 2 1 036 flouh 5665 2 1 037 neksg 5654 2 1 038 cqjgkuiqj 5601 2 1 039 'kgMksy 5511 2 1 040 fHk.M 5472 2 1 041 [kjxkSu 5147 2 1 042 egw 5011 2 1 043 tkojk 4940 1 1 044 vkScsnqYykxat 4787 2 1 045 Vhdex<+ 4657 1 1 046 xkMjokjk 4532 1 1 047 gks'kaxkckn 4461 2 1 048 eghniqj 4143 1 1 049 xatcklkSnk 4130 1 1 050 lhrkeÅ 4055 1 1 051 dksykjl 3912 1 1 052 tkSjk 3774 1 1 053 ukxnk 3754 1 1 054 fM.Mksjh 3703 2 1 055 jk;lsu 3679 1 1 056 ckjkflouh 3629 1 1 057 lh/kh 3609 2 1 058 vk"Vk 3513 1 1 059 lhgksjk 3512 1 1 060 y[kuknksu 3510 1 1 0


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61 ukSxkao 3486 1 1 062 cM+uxj 3406 1 1 063 lksudPN 3371 1 1 064 eqyrkbZ 3334 1 1 065 gjnk 3306 2 1 066 mefj;k 3305 1 1 067 ckxyh 3197 1 1 068 C;kojk 3142 1 1 069 lso<+k 3142 1 1 070 ';ksiqj 3094 1 1 071 trkjk 3061 1 1 072 eYgkjx<+ 3006 1 1 073 nsikyiqj 3002 2 1 074 vkxj 2737 1 1 075 ujflagiqj 2592 1 1 076 vuwiiqj 2479 1 1 077 iUuk 2362 1 1 078 >kcqvk 1960 1 1 079 cM+okuh 1801 1 1 080 jktx<+ 1648 1 1 081 vyhjktiqj 1306 1 1 0

Total 604953 161 126 23


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39. ANNEXURE E – BID SECURITY FORM

BID SECURITY FORMBid No. IGR-1/2014

PARTICULARS OF BID SECURITY1. Name of the Bank2. Name, Address, Tel. Nos. & Fax Nos. of Bank Branch Issuing the draft3. Code No. of Bank Branch4. Amount of Draft5. Bank Draft/Bank Guarantee No. and Date6. Valid up to (give date)

Note: Demand Draft/Bank Guarantee is to be submitted along with the Bidand to be sealedinside Technical Bid envelope

Date:___________Place:__________

Name and Designation with Seal


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40. ANNEXURE F – REQUEST FOR CLARIFICATIONS FORM

REQUEST FOR CLARIFICATIONS FORM

Bid No. IGR-1/2014

Name of the Company/Firm:

Name of Person(s) Representing the Company/Firm:

Name of Person Designation Email-ID(s) Tel. Nos. & Fax Nos.

Company/Firm Contacts:

Contact Person(s) Address for

Correspondence

Email-ID(s) Tel. Nos. & Fax Nos.


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41.ANNEXUREG – SELF-DECLARATION

SELF-DECLARATION

Bid No. IGR-1/2014

Ref: ______________________ Date:

To,

The Inspector General (IG),

Dept. of Registration and Stamps,

Govt. of MP, Bhopal.

In response to the Tender ____________________________________________ dated

___________ for running the project, as a owner/partner/Director of

___________________________________________ I / We hereby declare that our Company/firm

___________________is having unblemished E panjiyant record and was not declared ineligible

for corrupt & fraudulent practices either indefinitely or for a particular period of time.

Name of the Bidder: -

Signature: -

Seal of the Organization: -


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42. ANNEXURE H – SCREEN SHOT OF THE SOFTWARE FOR THE REGISTRATION

Registration Completion -MAKER

Screen 1: - User needs to enter Registration Initiation Number and click on Search Button

Screen 2: - User will be shown all the details filled by him/her during Initiation Process like

Deed Details, Party Details, Property Details and Duties etc and User needs to upload DeedDocument on this screen.

Note: -Party and Property are two hyperlinks. Users can View Party and Property Details byclicking on respective hyperlinks

Property Details: - Screen Shot.(on next page)


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Screen 3


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Screen4:PartyDetails

Step 3: - User needs to fill witness Details on Next Screen (Screen 5). He will be shown Add MoreButton as it is mandatory to enter at least two witnesses for a Registration. On clicking Addmore Button, some details of previously added witness will be shown in the Grid and user can

fill the details of second witness in the rest of the screen (Screen 6). On this screen user will beshown both add more and next buttons as he can either add more witness or proceed further.There is a checkbox – if any consenter is involved. If user checks this checkbox, user is asked to

enter consenter details on the next screen (Screen 7). If not, User will be shown Other DeedDetails Screen (Screen8)


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Screen 5

Screen 6


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Screen 7

Screen 8: - Other Deed Details. User needs to enter some other details related to deed like: -Pending Stamp Duties, Loan Information etc.

Screen 9: - Linking Property History.User can link the property involved in this transaction with any previous transaction of thatProperty.

User needs to select “Linking to be initiated with” – (a) Old: - in case this is the first transactionof that property through E PANJIYAN Application(b) New: -in case this is not the first transaction of this property through E PANJIYAN Application

User needs to enter Registration Number, Property, Transaction Type (Partial or Full) and PinNumber (if any) and click on Link Button. System will check whether the property is locked orproperty is having any caveat (with stay order) logged. If this is the case User will not beallowed to link that property else he will be shown a success message that linking has beeninitiated successfully. User needs to click on Next Button.


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Screen 10:- Presentation/Appearance Screen. User needs to select the Parties which are Present for

Presentation

Screen 11: - Photograph CaptureUser will be shown list of all the parties, witnesses, consenter (if any) involved in this

transaction. User needs to click Capture button to capture photographs. After capturing allPhotographs User needs to click on Next Button


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Screen 12: - Compliance ListUser will be shown the compliance list captured during initiation Process. He can View the

documents or change the same if required. He can also put the application on Hold in case hefinds any discrepancy.To proceed further user needs to click on NEXT Button.


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Screen 13 : - ChecklistUser needs to enter Execution Date and some other optional details like: - deed executed

outside India, Court Order etc and click on NEXT Button. User can also put application on holdif required.


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Once the process is completed at Maker end the document is moved to the checker (SubRegistrar) and he carries out further process. Once the process is completed at checker (Sub

Registrar) end the dashboard of the maker is updated and he has to take the printout of thedocument from his desk and present the same to checker for signing.

The delivery of the signed document would be made by the maker and he will update the statusof delivery on his system. The payments would be based on number of successful deliveries tothe public.

The successful bidder would be explained the detailed process and its master trainers would be

trained on the same by the department or its designated agency.

The above screens are indicative and are subject to Change.