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Request for Proposal
Selection of data validation agency
for the digitized data in Plot &
Property Management System with
the actual data available in Physical
Files, Policy Interpretation &
Reconciliation of Allottee Accounts -
Haryana Shehri Vikas Pradhikaran
Tender No. CITO/HSVP/2019/206484,
Dated 19.11.2019
Haryana Shehri Vikas Pradhikaran
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Contents
1 Important Information ................................................................................................ 3
2 Invitation for proposal: ............................................................................................... 5
3 HSVP Overview: ........................................................................................................... 5
4 Background: ................................................................................................................. 6
5 Scope of Work:............................................................................................................. 7
6 Pre-qualification Criteria for the Bidders: ...............................................................17
7 Instructions to Bidders for E-Tendering ..................................................................18
8 Payment Terms/ Schedule ........................................................................................20
9 Duration of Contract: .................................................................................................21
10 Evaluation .................................................................................................................21
11 Technical Evaluation ...............................................................................................21
12 Table 1: Technical Evaluation Marking Scheme .................................................21
13 Table 2: Key requirements for team. ..................................................................23
14 Financial evaluation ................................................................................................23
15 Final Evaluation .......................................................................................................24
16 Instructions to Bidders ...........................................................................................25
17 Documents comprising the bid .............................................................................30
18 Signing of contract ..................................................................................................30
19 Performance bank guarantee (PBG) ....................................................................30
20 Failure to abide by the terms & conditions of RFP / contract ..........................31
21 General Terms & Conditions ..................................................................................31
22 Confidentiality ..........................................................................................................32
23 Documents prepared by the selected bidder ......................................................34
24 Non-Blacklisting Declaration .................................................................................34
25 Cancellation of the contract ...................................................................................34
26 Conciliation ...............................................................................................................34
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1 Important Information
Sr.
No. Activity Date
1. Document available on website
https://www.hsvphry.org.in and
https://etenders.hry.nic.in.
22.11.2019
2. Last date for sending written
clarifications through e-mail on
[email protected] (Only for
registered users)
29.11.2019 till 4:00 PM
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Pre-bid Conference
02.12.2019 at 3:00 PM in Conference
Hall, HSVP, Sector 6, Panchkula.
A bidder has to pay Rs.5000 in the form
of DD in favor of The Chief Administrator
HUDA as the cost of RFP for participating
in the pre bid conference. The queries of
only those bidders will be entertained
who will submit the RFP cost before the
pre bid conference.
Other bidder may submit the cost of RFP
along with bid.
4 Reply of queries will be hosted on
www.hsvphry.org.in and
https://etenders.hry.nic.in
04.12.2019
5 Last date for Bid submission
online on
https://etenders.hry.nic.in
10.12.2019 by 12:30 PM
6 Date and Time of
Prequalification/Technical Bid
Opening
10.12.2019 by 03:00 P.M
7 Commercial Bid Opening (online) To be conveyed
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8 Cost of RFP
(DD should be drawn in favour of
“Chief Administrator, HUDA
payable at Panchkula”)
Rs. 5000 /- (non-refundable)
9 Processing fee (DD should be
drawn in favour of “Chief
Administrator, HUDA payable at
Panchkula”)
Rs. 1180/- (non-refundable , 18% GSTN
included)
10 Earnest Money Deposit Amount
(Bank Guarantee should be
drawn in favour of “Chief
Administrator, HUDA payable at
Panchkula”)
Rs. 10,00,000/-
(Rs. Ten Lacs Only)
11 Selection Criteria
Quality and Cost Based Selection
QCBS(80:20)
12 Technical Presentation
To be conveyed later
13 Opening of financial proposals
To be conveyed later
Note 1: Manual Submission of Documents - Online Bidders will also require to
physically submit the Bid Document Cost/ EMD and other document
related to Technical bid etc. as uploaded on the website. The
documents duly binded properly tagged and numbered along with EMD
and cost of the Tender Request for Proposal shall be sent through
speed post or courier and should reach in the office of Chief
Information Technology Officer, HSVP, C-3, Sector-6, Panchkula on
dated 10.12.2019 by 02:30 P.M.
Note 2: The commercial bid should only be submitted through online mode.
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Registered Bidder: -
1. Queries of only registered bidders will be addressed i.e., A bidder has to
first deposit the cost of RFP - Rs 5, 000/- in favor of the Chief Administrator,
HSVP to get registered.
2. The RFP will be hosted on HSVP website https://www.hsvphry.org.in and
etenders.hry.nic.in. HSVP reserves the right to change the dates mentioned
above. All details / changes, if any, related to RFP will be hosted on web site.
Vendors must check the website before submitting response to RFP.
2 Invitation for proposal:
Bidder agencies are advised to study this RFP document carefully before
submitting their proposals in response to the RFP Notice. Submission of a
proposal in response to this notice shall be deemed to have been done after
careful study and examination of this document with full understanding of its
terms, conditions and implications.
3 HSVP Overview:
The Haryana Shehri Vikas Pradhikaran (HSVP), a statutory body of Haryana
Govt. was constituted under the Haryana Shehri Vikas Pradhikaran Act, 1977.
Before the constitution of HSVP, the Department. Of Urban Estates, this was
established in the year 1962, used to look after the work concerning planned
development of urban areas and its functions under the aegis of the Town &
Country Planning Department. The functioning of the Urban Estates Department
was earlier regulated by the Punjab Urban Estates (Development & Regulations)
Act, 1964 and rules made there under and the various development activities
used to be carried out by different departments of the State Govt. such as
P.W.D (B&R), Public Health, Haryana State Electricity Board etc. However, it was
observed that the involvement of several agencies in the development of Urban
Estates at various places had given rise to problems of coordination with the
result that growth of most of Urban Estates became slow and caused
unnecessary dissatisfaction among the plot-holders in particular and public in
general. Besides, as the Department had to follow the financial rules and
regulations of Govt., the arrangement of finances and sanction of estimates took
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a long time and the development works had not kept pace with the required
standards of physical development. It was also considered that being Govt.
department, it was unable to raise resources from various lending institutions
although there were various financial institutions in the country to finance urban
development programs, which could be availed of. Thus in order to overcome all
these difficulties and to achieve the expeditious development of urban estates, it
was felt that the Department. Of Urban Estates should be converted into such a
body, which could take up all the developmental activities itself and provide
various facilities in the urban estates expeditiously. Accordingly, the Authority
has taken over work, which was being handled by individual departments. The
main functions of Haryana Shehri Vikas Pradhikaran are as under: - Haryana
Shehri Vikas Pradhikaran
To promote and secure development of urban areas with the power to
acquire, sell and dispose of property, both movable and immovable
To acquire, develop and dispose land for residential, industrial and
commercial purpose
To make available developed land to Haryana Housing Board and other
bodies for providing houses to economically weaker sections of the society
4 Background:
HSVP initiated the process of automation in the year 2006 – 2007 and almost
three lacs property files (with 5% increase or decrease) were digitized across
the State.
This database is used by web certified Plot & Property Management System and
Financial Accounting System Software of the organization for day-to-day
transactions. Public interface is also given to the citizen and the allottee to make
transactions related to their property or raises any query with respect to the
different properties of HSVP across the State.
All transactions are online and five different banks are integrated for making
payments by the allottees.
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5 Scope of Work:
While implementing the digitization project data from the property files were
captured in specifically designed formats and then keyed in the database for
making the electronic transactions. During the process of digitization, various
omissions with respect to the data may have been made on account of various
reasons i.e.
5.1 Data captured in the incorrect field.
5.2 Data were not legible.
5.3 Not recorded in the correct field.
5.4 Missing entries/ receipts etc.
Besides the above, the system performing various types of calculations based
on different policies that were evolved from time to time. A need was felt to
validate the data that were captured over a period based on following facts:
5.5 There are around 3 Lacs Property files with 5% increase or decrease.
5.6 Cutoff date will be taken for audit of files as 01.01.2010 onwards (applicable
for points i. to iv below) for the file where following events took place:
i. Transfer Permission through sale deed.
ii. No dues after payment schedule are over.
iii. Occupation Certificates.
iv. Conveyance Deed
v. Validation of parameters
vi. Policy Interpretations
vii. Financial Data Reconciliation
All files meeting the above criteria will fall under the scope of work.
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5.7 The matrix based on which checks are to be prepared are detailed below:
# Category Sub- Category Condition Physical
File
Matrix -
Data
Entered
System
PPM
1 Sector
Details/
Drawing
Details/
Category,
Sub-
Category like
Area Acquired,
Planned Area,
Non Planned
Area, Planned
Enclosed Area,
Non-Planned
Area as per
Demarcation
Sector Layout
and Commercial,
Institutional,
Residential,
Public Utilities,
Industrial ,
Parks,
Residential Cum
Commercial
Details are
Correct &
Readable
Details are
available
but not
readable
Not
Available
2 Plot Details All details
available in
Physical Files
All Entries
are entered
correctly
Entries Not
Done
Correctly
Partial/ Not
Readable
-
Not Available -
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3 Current
Owner
Details
Allotment/ Re -
allotment Letter/
Joint Holder.
Owner
Details are
Correct &
Readable
Owner
details are
available
but not
readable
Not
Available
4 Previous
Owner
Details
Allotment/ Re -
allotment Letter/
Joint Holder.
Previous
Details are
Correct &
Readable
Previous
details are
available
but not
readable
Not
Available
5 Multiple
Certificates
All Entries for
e.g. No Dues,
OC, POC,
Building Plan,
DPC Certification
Details are
Correct &
Readable
Details are
available
but not
readable
Not
Available
6 Interest Fields Interest Details are
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Rate/ Fee
details as per
records
available in
physical files
Type, Interest
Rate, Validity
Start date,
Validity End date
and Fee Type,
Fee Sub Type,
Fee Amount,
Rate, Zone
Potential
Correct &
Readable
Details are
available
but not
readable
Not
Available
7 Payment
schedule
Payment
schedule for e.g.
EMD (10%),
PAOLL (15%),
Institutional
(25%)
Installments,
Enhancements &
Increase/
Decrease Area
Cost/ Extension/
Compounding
Details are
Correct &
Readable
Details are
available
but not
readable
Not
Available
8 Payment
Receipt
Details
Payment
Received Details
for e.g. EMD
(10%), PAOLL
(15%), and
Institutional
(25%)
Installments,
Enhancements &
Increase/
Decrease Area
Details are
Correct &
Readable
Details are
available
but not
readable
Not
Available
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Cost. Or
Through any
other mode by
the allottee in
his property
account after the
allotment of the
property.
9 Payment
Adjustment
All Payment
received e.g.
EMD (10%),
PAOLL (15%),
and Institutional
(25%)
Installments,
Enhancements &
Increase/
Decrease Area
Cost
Receipts are
available in
record file/
Physical File
Information
available in
record file
but not
readable /
deposited in
wrong head
Not
Available
10 Waiver
Details
Waiver as per
State Offices,
Court, Chief
Administrator.
Parameters to
be checked are
Date of Waiver,
Waiver Amount,
Compliance
Order Date,
Direction of
Details are
Correct &
Readable
Details are
available
but not
readable
Not
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Compliance and
Compliance
Order No
Available
11 Survey
Details/
Violation
Details
Increase or
Decrease in the
Plot Area,
Violation Details
Details are
Correct &
Readable
Details are
available
but not
readable
Not
Available
12 Notice
Details
Notice issued for
outstanding
dues of Plots
e.g. 17(1),
17(2), 17(3),
17(4), 18(1),
18(2)
Details are
Correct &
Readable
Details are
available
but not
readable
Not
Available
13 Group
Housing
Society
Details,
Group
Housing
Society
Dwelling Unit
Details &
Group
Housing
Parameters like
society name,
Member Details
and Dwelling
Units
Details are
Correct &
Readable
Details are
available
but not
readable
Not
Available
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Society
Member
Details
14 Construction
Details
OC/ POC/
Constructed
Floor/ Area
available in
physical file
Details are
Correct &
Readable
Details are
available
but not
readable
Not
Available
15 Refund
Details
Refund Amount,
Refund Date,
Refund Memo
Number etc.
Details are
Correct &
Readable
Details are
available
but not
readable
Not
Available
5.8 Following are the work streams as part of the data verification activity:
5.8.1 Identification and validation of digitized data as part of PPM
application:
Some of the key aspects to be checked as part of audit are:
a. Verify that the values entered in PPM software are same as the mentioned in physical files
b. Verify the completeness of the data populated on PPM software w.r.t its physical file
c. Verify the accuracy and integrity of the data being populated on the PPM software
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d. Check the redundancy of the physical files digitized by manipulation of certain parameters
e. The agency will prepare summary sheet of all the
recommendations, made with respect to the particular file in a mutually designed format, duly signed by the authorized
representative of the agency, which will become part of the file before uploading the data.
5.8.2 Based on the parameters available in the physical property files fields were classified as under:
a. Sector Details/ Drawing Details/ Category, Sub-Category
b. Plot Details
c. Current Owner Details
d. Previous Owner Details
e. Multiple Certificates
f. Interest Rate/ Fee details as per records available in physical files
g. Payment schedule
h. Payment Receipt Details
i. Payment Adjustment
j. Waiver Details
k. Survey Details/ Violation Details
l. Notice Details
m. Group Housing Society Details, Group Housing Society Dwelling Unit Details & Group Housing Society Member Details
n. Construction Details
o. Refund Details
5.8.3 Gap Assessment Report:
Audit report, which includes:
a. Data Cleansing Plan: The bidder should execute the data-cleansing plan by selecting the complete data to be fixed.
b. This includes data cleansing audit report that records, at a
maximum, each change applied to the data, the number of data element affected the previous value and the reason for the change.
c. In case successful bidder find missing records in physical files or in
PPM application that can only be provided by the allottee, than
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HSVP call center can be leveraged to contact the users by preparing the procedure for contacting the users to get the required details by successful bidder. It will be made available free of cost. After
that, physical verifiable documents received from the concerned
allottee will be accepted and the same be certified by the Superintendent/Dy Superintendent and Accounts Officer/ Accounts Assistant before uploading the original documents.
d. A committee under the Chairmanship of EO, Deputy Superintendent and Account Officer will certify the correctness of data before uploading the correct data into the system.
5.8.4 Data Correction Strategy and Maturity Roadmap
a. Prepare a strategy and roadmap to fix the audit issues and data correction plan
b. This must include Quantification and prioritization of the data errors
c. Creation of a Data Cleansing Plan for correcting the errors
d. HSVP will provide the property files in the form of scanned copies or the physical hard copies.
e. A file will be uploaded on the system and intimation will be sent to
Estate Office and the respective allottee to verify the details. If no response is received within 21 days followed by one reminder
through email and no information is received within next 10 days, then the data will be taken as correct for releasing the payments for the particular property.
f. The successful bidder so appointed by HSVP shall act on its behalf
as verification authority for the purpose of verifying and validating the PPM application data with respect to correctness in each
physical file. The successful bidder shall verify the entered data and validate the fields in PPM application for correctness, completeness, and accuracy from the point of physical files information in accordance with the PPM application.
g. For the purposes of verification of PPM data, the successful bidder will work closely with the HSVP officials. Based on the assessment
carried out by the successful bidder, it will submit duly signed verification report to HSVP for ensuring correctness and completeness. The format of the report is to be prescribed after the
detailed study by the successful bidder; however, the report should cover details such as misstatements, non-conformities, non-
compliances, improvements recommended and methodologies to close the data gaps.
h. The successful bidder may ask the PPM users/estate office to furnish additional information/ documents in connection with the PPM application file during the verification process.
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i. Content of each property file to be checked shall vary as per decisions or Policies of HSVP.
j. The verification of the property files carried out by adequately
experienced operators at HSVP site with output of operators with or without documents, check should be 100% accurate.
k. Data verification shall remain an important component of the Property Files or update process.
l. All payment received by different modes in the property account shall have to be reconciled with the bank account.
m. All calculation & data are to be checked vis a vis the policies effected from time to time.
n. Bidders must familiarize themselves with the latest estate office property files saturation data and documents required for digitized
& update process as available at HSVP for better understanding of Property Files process and working out the quantum of time required for each process.
o. HSVP could accept and implement all or some of these
recommendations during the currency of the project without any cost implications. These however, will not affect timelines or any other or all deliverables of the selected vendor in any manner.
p. Selected vendor shall maintain the confidentiality of the data and adhere to the code of conduct, IT security policy and any amendments thereof during the contract period.
q. All the work will be performed in the premises of the HSVP Head Office and Estate Offices across the Haryana State.
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6 Pre-qualification Criteria for the Bidders:
6.1 The following provides the minimum criteria based on which the EoI
responses shall be evaluated. Please note that consortium will not be
allowed.
# Pre-Qualification Criteria Supporting Document Required
with Technical bid
1. The Bidder will be a Chartered
Accountant Firm registered in
India for the last 20 years or
more. The Chartered Accountant
Firm must have conducted 5 CAG
Audits in the last 5 years.
Attach Constitution Certificate of
ICAI and copies of appointment
letters issued by CAG and banks
for Chartered Accountant Firm
shall be submitted.
OR
The bidder should be CERT-IN
empanelled IT Consulting firms,
having undertaken data audit
activity, financial reconciliation,
Data validation, Financial
assessment.
Attach Proof, minimum five work
completion certificates in
Government/PSU/Banks with duly
signed by client and clearly
stating start date, scope, and
commercial involved in the
project.
2. The Bidder must have a minimum
Average turnover of at least
Rupees one crore from
professional receipts for past
three years ended on
31.03.2017, 31.03.2018 and
31.03.2019.
Audited Balance Sheets for
past three years ended on
31.03.2017, 31.03.2018 and
31.03.2019
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3. The CA Firm must have minimum
five Chartered Accountants as
partners who are FCAs as on
01.01.2019. The Firm should also
have a DISA/CISA qualified
partner.
Constitution Certificate supported
by CV's.
4. Any Central State Government
Ministry / affiliate or Public Sector
Undertaking should not have
blacklisted the Bidder for any
Corrupt and Fraudulent Practices.
Self-declaration by the
authorized signatory.
5. The Bidder should have a valid
PAN and GST registration.
PAN card and GST registration
certificate
Note: The bidder should submit the documentary evidence in support of their
claim for meeting the eligibility criteria as stipulated above.
7 Instructions to Bidders for E-Tendering
These conditions will over-rule the conditions stated in the tender documents,
wherever relevant and applicable.
7.1 Registration of bidders on E-tendering Portal: All the Bidders
intending to participate in the tender processed online are required to get
registered on the Electronic Tendering System on the Portal
https://etenders.hry.nic.in.
7.2 Obtaining a Digital Certificate:
7.3 The Bids submitted online are required to be signed electronically with a
Digital Certificate to establish the identity of the bidder online. These
Digital Certificates are issued by an Approved Certifying Authority, by the
Controller of Certifying Authorities, Government of India.
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7.4 In case of online tendering, if the digital certificate issued to the
authorized user of a firm is used for signing and submitting a bid, it will be
considered equivalent to a no objection certificate/power of
attorney/lawful authorization to that User. The firm has to authorize a
specific individual through an authorization certificate signed by all
partners to use the digital certificate as per Indian Information Technology
Act 2000.Unless the certificates are revoked, it will be assumed to
represent adequate authority of the user to bid on behalf of the firm in
HSVP tenders as per Information Technology Act 2000. The digital
signature of this authorized user will be binding on the firm.
7.5 In case of any change in the authorization, it shall be the responsibility of
management / partners of the firm to inform the certifying authority about
the change and to obtain the digital signatures of the new person / 30
users on behalf of the firm / company. The procedure for application of a
digital certificate however will remain the same for the new user.
7.6 The same procedure holds true for the authorized users in a private/Public
limited company. In this case, the authorization certificate will have to be
signed by the directors of the company.
7.7 Set up of machine:
In order to operate on the electronic tender management system, the user’s
machine is required to be set up. A help file on setting up of the system can
be downloaded from the home page of the website www.etenders.hry.nic.in
or may contact on following:-Tel: 0172-2707732, 2700275, 1800 3070 2232,
0172-2569504Mobile: +91-7878007972 and +91-7878007973
7.8 Download of Tender Documents:
The tender documents can be downloaded by the registered user from the
Electronic Tendering System through the Portal https://etenders.hry.nic.in.
7.9 Key Dates:
The bidders are strictly advised to follow dates and times as indicated in the
Notice Inviting Tenders. The date and time will be binding on all bidders. All
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online activities are time tracked and the system enforces time locks that
ensure that no activity or transaction can take place outside the start and
end dates and the time of the stage as defined in the Notice Inviting Tenders.
7.10 Submission of actual online bids:
Bidders have to submit their bids online and upload the relevant documents.
The process is required to be completed within the date and time as stated in
the Notice Inviting Tenders (Key Dates). The electronic bids of only those
bidders who have submitted their bid within the stipulated time, as per the
tender time schedule (Key Dates), will be accepted by the system. A bidder
who does not submit his bid within the stipulated time will not be allowed to
submit his bid by the E-Tendering System. Note: - Bidders participating in e-
tendering shall check the validity of his/her Digital Signature Certificate
before bidding in the Tenders floated online at e-tendering website
https://etenders.hry.nic.in.
8 Payment Terms/ Schedule
8.1 The payment due to the selected agency will be paid as per the following:
8.2 10% of the project cost for resource mobilization.
8.3 The payment will be released on quarterly basis after the issuance of the
100% validation certificate by the agency with respect to the Scope of
Work.
8.4 Random checks will be made by staff of the Estate Offices.
8.5 If any discrepancy in the data is found even after 6 months of the
completion of file. Double the cost of file charges to be paid to successful
bidder will be deducted from the bill and the entire data is to be updated
without any cost.
8.6 The fees to be paid to the selected agency will be considered on a number
of files in PPM application that are completed for accuracy and correctness
in that quarter.
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9 Duration of Contract:
9.1 The assignment is initially for a period of 6 months, reckoned from date of
the award of the contract.
10 Evaluation
10.1 The bidders fulfilling the above eligibility criteria will be required to
submit separate Technical and Financial Proposal, which shall be
evaluated by HSVP.
11 Technical Evaluation
11.1 The Technical Proposal will be evaluated based on the bidder’s experience,
its understanding of the Scope of Work, proposed methodology and work
plan and the qualifications and experience of Key Personnel.
11.2 A minimum of 70 marks out of 100 should be scored in the Technical
Evaluation for the bid to be declared technically qualified. The Financial
Bids of only those bidders who have obtained a technical score of 70 or
more shall be opened.
11.3 The bids that do not meet the minimum technical score shall be rejected.
11.4 The technical evaluation shall be in terms of the following parameters and
marking scheme
12 Table 1: Technical Evaluation Marking Scheme
# Parameter Max. Marks Criteria for Technical Evaluation
1 Experience in
implementing similar
projects
20 Credit will be given to the bidders
which have performed data audit
activity and financial reconciliation for
Government/ PSU/ Banks with project
cost of at least 1cores. For
each eligible Project, bidder will be
awarded 5 marks subject to
maximum 20 marks.
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2 Understanding about the
Scope of Work
20 Marks will be awarded on the basis of
the understanding of the scope,
approach & methodology, work plan
etc.
3 Skill set and
Qualification of the team
to be deployed
20 Marks will be awarded for the CVs
furnished for Team Lead (TL) and
qualification & experience of Data
Audit, Validation and Financial
reconciliation Team.
Team Leader (10 Marks):
• >=5 <7 years’ experience – 5
Marks
>=7 < 10 years’ experience - 7
Marks
>=10 years’ experience - 10
Marks
Data Audit, Validation and
Financial reconciliation Team (10
Marks):
• 0- 2 years’ experience – 5 Marks
> 2<4years’ experience - 7 Marks
>=4 years’ experience - 10 Marks
4 Presentation 40 Presentation on approach and
methodology. Marks will be awarded
after evaluating the presentation.
Total 100
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13 Table 2: Key requirements for team.
13.1 The following table provides the key requirements for resource, which
shall be appointed as the TL for this assignment by the selected bidder and
shall be the point of contact for project related activities / tasks for HSVP.
S. No. Resource Category Educational Qualification
1 Team Leader Should be CA, with experience of >=
5 years.
2 Data Audit, Validation and
Financial reconciliation Team
Should be a qualified CA.
Note:
1. Project team should have Technical and Financial personnel who have
experience in project appraisals.
2. Replacement of Team Leader shall not be allowed in general. In case of
unavoidable circumstances, which require a change in core team members, the
bidder will take prior written approval of HSVP.
14 Financial evaluation
14.1 Financial evaluation will be carried out for only those bids, which score 70
marks or more in Technical Evaluation.
14.2 The lowest financial proposal (FM) will be given a financial score (SF) of
100 points. The financial scores of other proposals will be computed as
follows:
SF = 100 x FM/F (F = amount of Financial Proposal of the applicant)
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Table 3: Financial Bid template
# Item Description Rate per file (Excluding
applicable taxes)
1 Cost of data validation, Policy
Interpretation and reconciliation
of bank accounts per file
The financial bids be submitted only in online Mode
15 Final Evaluation
Bids will finally be ranked according to their combined technical (ST) and
financial (SF) scores as follows: S = ST x 0.80 + SF x 0.20 Where S is the
combined score. The Selected Bidder shall be the First Ranked Bidder
(having the highest combined score). The Next Ranked Bidder shall be kept
in reserve and maybe invited for negotiations in case the selected Bidder
withdraws, or fails to comply with the requirements specified in this
document.
Note:
i. The fee finalized as per above shall be all inclusive including of any
stationery, telephone expenses, infrastructure requirements such as laptops,
data cards, etc. as may be required by any of the resources deployed for the
purpose but exclusive of taxes. However, office premises along with furniture
& fixture and power backup at respective Estate Offices will be provided by
HSVP.
ii. The cost indicated in the Financial Proposal shall be deemed as final and
reflecting the total cost of services. Omissions, if any, in costing any item
shall not entitle the agency to be compensated and the liability to fulfill its
obligations as per the Scope of Work within the total quoted price shall be
that of the bidder.
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iii. Any conditionality included in the financial bid shall lead to summary
disqualification of the entire bid and forfeiture of the Earnest Money Deposit
(EMD).
16 Instructions to Bidders
16.1 Completeness of response:
16.1.1 Bidders are advised to study all instructions, forms, terms,
requirements and other information in the RFP documents
carefully. Submission of bid will be deemed to have been done after
careful study and examination of the RFP document with full
understanding of its implications
16.1.2 The response to this RFP should be full and complete in all
respects. Failure to furnish all information required by the RFP
documents or submission of a proposal not substantially responsive
to the RFP documents in every respect will be at the Bidder's risk
and may result in rejection of its proposal and forfeiture of the bid
EMD
16.2 Proposal preparation costs:
16.2.1 The bidder is responsible for all costs incurred in connection with
participation in this process, including, but not limited to, costs
incurred in conduct of informative and other diligence activities,
participation in meetings/discussions/presentations, preparation of
reports and providing any additional information required by HSVP
to facilitate the verification process, and in negotiating a definitive
contract or all such activities related to the bid process. HSVP will
in no case be responsible or liable for those costs, regardless of the
conduct or outcome of the bidding process. This RFP does not
commit HSVP to award a contract or to engage in negotiations.
Further, no reimbursable cost may be incurred in anticipation of
award or for preparing this bid.
16.2.2 All materials submitted by the bidder become the property of
HSVP.
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16.3 Bidder enquiries & clarifications:
16.3.1 All enquiries / clarifications from the bidders, related to this RFP,
must be directed in writing exclusively to the contact person
notified in this RFP document. The bidder may also inspect the site
on any working day with prior intimation.
16.3.2 The preferred mode of delivering written questions to the
aforementioned contact person would be through email. Telephone
calls will not be accepted. In no event will the HSVP be responsible
for ensuring that bidders' inquiries have been received by HSVP.
The queries by the bidders will be provided in the following format:
S. No. Page Section Sub - Section RFP clause on
which clarification
is required
Clarification
Required
16.3.3 It will be our endeavor to provide a full, complete, accurate, and
timely response to all questions. However, HSVP makes no
representation or warranty as to the completeness or accuracy of
any; neither response nor does HSVP undertake to answer all the
queries that have been posed by the bidders. The responses to the
queries from all bidders will be distributed to all.
16.3.4 No request for clarification from any bidder will be entertained
after the due date.
16.4 Amendment to RFP:
16.4.1 HSVP reserves the right to (a) relax or waive any of the conditions
stipulated in this RFP document as deemed necessary in the best
interest of the HSVP and the objective of the project without
assigning any reasons thereof and (b) include/exclude any other
item in the Scope of work at any time.
16.4.2 The amendment will be notified in writing or by email to all
prospective bidders who have been issued this RFP document and
will be binding on them.
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16.4.3 In order to afford prospective bidders reasonable time in which to
take the amendment into account in preparing their bids, HSVP
may, at its discretion, extend the last date for the receipt of bids.
16.5 HSVP’’s right to modify submission deadline
HSVP may, in exceptional circumstances and at its discretion, can extend
the deadline for submission of proposals by issuing an corrigendum or by
intimating all bidders who have been provided the proposal documents, in
writing or by facsimile, in which case all rights and obligations of the
project and the bidders previously subject to the original deadline will
thereafter be subject to the deadline as extended.
16.6 HSVP’'s right to terminate the process
16.6.1 HSVP may terminate the RFP process at any time and without
assigning any reason. HSVP makes no commitments, explicit or
implied that this process will result in a business transaction with
anyone.
16.6.2 This RFP does not constitute an offer by HSVP. The bidder's
participation in this process may result in HSVP selecting the
bidder to engage in further discussions and negotiations toward
execution of a contract. The commencement of such negotiations
does not, however, signify a commitment by HSVP to execute a
contract or to continue negotiations. The HSVP may terminate
negotiations at any time without assigning any reason.
16.7 HSVP's right to accept / reject all / any proposals
16.7.1 HSVP reserves the right to accept or reject any proposal, and to
annul the bidding process and reject all Bids at any time prior to
award of Contract, without thereby incurring any liability to the
affected Bidder or Bidders or any obligation to inform the affected
bidder or bidders of the grounds for HSVP s action.
16.8 Earnest money deposit (EMD)
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16.8.1 Bidders shall submit, along with their bids, EMD of INR 10 Lacs
(Ten Lacs only) in the form of a Bank Guarantee only in favorof
Chief Administrator HUDA, valid for 3 months more than the
closure of the project. EMD in any other form shall not be
entertained.
16.8.2 The EMD shall be denominated in Indian Rupees only. No interest
will be payable to the bidder on the amount of the EMD.
16.8.3 Unsuccessful bidder’s EMD will be discharged / returned
16.8.4 The EMD may be forfeited:
If a bidder withdraws his / her bid or increases his / her quoted
prices during the period of bid validity or its extended period, if
any;
OR
In the case of a successful bidder, if the bidder fails to sign the
contract or to furnish Performance Bank Guarantee within specified
time in accordance with the format given in the RFP.
16.8.5 The EMD shall be submitted with the technical bid in a separately
sealed envelope as mentioned in this section. Bids submitted
without adequate EMD will be liable for rejection.
16.9 Submission of bids
16.9.1 The bidders should submit their offers in two parts namely,
Technical bid and financial bid and in the format given in this
document.
I. Technical Bid Original Hardcopy and Online
II. Financial Bid Only Online Mode
16.9.2 The hardcopies of the technical proposal should be in a single
sealed envelope, clearly marked as Technical Proposal Selection of
Verification of PPM Data for HSVP
16.9.3 The outer envelope shall indicate the name and address of the
bidder to enable the proposal to be returned unopened in case it is
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declared late. Both inner and outer envelopes shall be addressed to
HSVP at the address specified in this section.
16.9.4 All the envelopes including Technical bid and Cost of RFP & EMD
drafts shall be sealed in an outer envelope marked "RFP for
Selection of agency for Verification of PPM Data for HSVP. Both
technical bid and Cost of RFP & EMD draftshave to be sealed
properly in separate envelopes. If any of the technical bids is found
open, bids will be liable to be rejected.
16.9.5 The outer envelope shall indicate the name and address of the
bidder to enable the proposal to be returned unopened in case it is
declared late. Both inner and outer envelopes shall be addressed to
HSVP at the address specified in this section.
16.9.6 The proposal shall be prepared in indelible ink. It shall contain no
inter-lineation or overwriting, except as necessary to correct errors
made by the bidder itself.
16.9.7 The person (or persons) who sign the proposals must initiate any
such corrections.
16.9.8 All pages of the proposal must be sequentially numbered and shall
be initiated by the authorized representative of the bidder.
16.10 Venue and deadline for submission:
16.10.1 Proposals must be received at the address specified below,
on or before the scheduled time on last date of submission:
SPOC Name & Address of HSVP
Any proposal received by HSVP after the deadline shall be rejected
and returned unopened to the Bidder.
16.10.2 The bids submitted by telex / telegram / fax / e-mail etc.
shall not be considered and no correspondence will be entertained
on this matter.
16.10.3 HSVP shall not be responsible for any postal delay or non-
receipt / non-delivery of the documents. No further correspondence
on the subject will be entertained.
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16.10.4 Any default by the bidder in respect of tender terms and
conditions will lead to rejection of the bid and forfeiture of EMD
16.10.5 HSVP reserves the right to modify and amend any of the
above-stipulated condition / criterion depending upon project
priorities vis-à-vis urgent commitments.
17 Documents comprising the bid
17.1 Proposal Covering letter
17.2 A power of attorney by the CEO or competent authority authorizing the
Bidder to sign / execute the proposal as a binding document and also
execute all relevant agreements forming part of RFP
17.3 Earnest Money Deposit (EMD) amount in the form of a Bank Guarantee
17.4 Technical proposal
Understanding of scope
Approach & Methodology
Work plan
Staffing schedule
Team Composition
Curriculum Vitae (CV s) as required
Forms &Annexure
Others
17.5 Financial proposal (Only Online Mode)
18 Signing of contract
i. From the time, HSVP notifies the successful bidder that its bid has
been accepted, a formal contract shall be signed between the selected
bidder and HSVP incorporating all agreements as provided in Annexure
I.
19 Performance bank guarantee (PBG)
i. Within 15 days of the selected firms being intimated about their
selection they are to submit a Performance Bank Guarantee of Rs 10
Lacs only in the form of unconditional, unequivocal and irrevocable
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Bank Guarantee (BG) from any Commercial Indian Bank and valid for
contract duration plus six months and any applicable extension periods
as may be mutually accepted. The EMD submitted, as security will be
discharged after the receipt of the Performance Bank Guarantee from
the selected bidder.
20 Failure to abide by the terms & conditions of RFP / contract
i. Failure of the Successful bidder to agree with the Terms & Conditions
of the RFP / Contract shall constitute sufficient grounds for the
annulment of the award of contract, in which event the contract may
be awarded to the next most responsive bidder.
21 General Terms & Conditions
21.1 Applicability
21.1.1 These general conditions shall apply to the extent that provisions in
any other part of the contract do not supersede them.
21.2 Standards of Performance
The Selected bidder shall perform the services and carry out its
obligations under the contract with due diligence, efficiency and economy,
in accordance with generally accepted techniques and practices used in
the industry, with professional standards recognized by international
professional bodies, and shall observe sound management practices. The
Selected bidder shall always act, in respect of any matter relating to the
contract, as faithful advisors to HSVP and shall, at all times, support and
safeguard HSVP’s legitimate interests in any dealings with third parties.
21.3 Use of contract document and information
The Selected bidder shall not, without HSVP’s prior written consent,
disclose the contract or any provision thereof, or any specification, design,
drawing, pattern, sample or information furnished by or on behalf of HSVP
in connection therewith, to any person other than a person employed by
the selected bidder in the performance of the contract. Disclosure to any
such employed person shall be made in confidence and shall extend only
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as far as may be necessary for purposes of such performance. The
Selected bidder shall not without HSVP’s prior written consent, make use
of any document or information forming a part of this tender and/ or
otherwise acquired regarding HSVP including its business except for
purpose of performing the contract. Any document forming a part of this
tender, other than the contract shall solely remain the property of HSVP.
21.4 Currency of Payments
Payment shall be made in Indian Rupees (INR) only.
22 Confidentiality
22.1 The selected agency must understand and agree that all materials and
information marked and identified by HSVP as Confidential are valuable
assets of HSVP and are to be considered HSVP's proprietary information
and property. The selected bidder will treat all confidential materials and
information provided by HSVP with the highest degree of care necessary
to ensure that unauthorized disclosure does not occur. The selected bidder
will not use or disclose any materials or information provided by HSVP
without HSVP's prior written approval.
22.2 The selected bidder may disclose confidential information in the following
circumstances:
22.2.1 With the prior written consent of HSVP;
22.2.2 To a member of selected bidder s team (Authorized person) if the
authorized person needs the confidential information for
performance of obligations under the contract; and the authorized
person is aware of the confidentiality of such information; and
22.2.3 To Government or statutory body for audit or any other purpose as
directed by HSVP
22.3 In the event the selected bidder is required by judicial or administrative
process, to disclose any information or material which is deemed to be
confidential under the contract, the selected bidder shall promptly notify
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HSVP, and if HSVP deems fit co-operate with HSVP to challenge such
process before making disclosure.
22.4 The selected bidder shall be liable to fully recompense HSVP for any loss
of revenue arising from breach of confidentiality. HSVP reserves the right
to adopt legal proceedings, civil or criminal, against the selected bidder in
relation to a dispute arising out of breach of obligation by selected bidder
under this Clause.
22.5 The requirements of use and confidentiality set forth herein shall survive
the expiration, termination or cancellation of this tender.
22.6 Nothing contained in the contract shall limit the selected bidder from
providing similar services to any third parties or reusing the skills, know-
how, and experience gained by the employees in providing the services
contemplated under the contract.
22.7 The obligations of the selected bidder with regard to Confidentiality under
this engagement shall cease to the extent that the recipient can prove that
the disclosed Confidential Information was:
22.7.1 Rightfully communicated to the recipient free of any obligation of
confidence subsequent to the time it was communicated to the
recipient by HSVP
22.7.2 As of the time of its disclosure, lawfully part of the public domain;
22.7.3 Subsequently learned from a third party; or it was developed by the
recipient independently of and without reference to any
information communicated to the recipient by HSVP;
22.7.4 Communicated in response to a valid order by a Court of competent
jurisdiction or other governmental body, but only to the extent of
and for the purposes of such order; provided however, that the
recipient shall first notify HSVP in writing and permit HSVP to seek
an appropriate protective order;
22.7.5 Previously known by the recipient without any obligation to hold
such information in confidence; and/ or
22.7.6 Approved for release by written authorization of the disclosure, but
only to the extent of such authorization.
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23 Documents prepared by the selected bidder
All documents, specifications, reports and other documents prepared by the
selected bidder in the execution of the Contract shall become and remain the
property of HSVP and before termination or expiration of the contract the
selected bidder shall deliver all such documents, prepared under the contract
along with a detailed inventory thereof, to HSVP. However, selected bidder will
be allowed retention of working papers as evidence of work done and fulfilling
legal requirements, which may arise at a future, point of time.
24 Non-Blacklisting Declaration
The Bidder shall furnish an undertaking that any Central / State Government
have not blacklisted the firm for any fraudulent activities or any PSU or agency
of Central/ State Government as on the date of bid submission. If at any stage
of bidding process or during the currency of the contract, any suppression/
falsification of such information is brought to the knowledge of HSVP, HSVP shall
have the right to reject the bid or terminate the contract, as the case may be,
without any compensation to the Bidder.
25 Cancellation of the contract
HSVP reserves the right to terminate the resultant contract for convenience at
any time during its term by giving the selected bidder 15 (fifteen) days’ notice of
the same. HSVP s only obligation towards the selected bidder in the event of
termination for convenience shall be to pay the selected bidder for services
performed prior to the effective date of termination to the satisfaction of HSVP.
26 Conciliation
In the event of any dispute between the selected bidder and HSVP, either Party
may require such dispute to be referred to the CITO, HSVP and the authorized
Chairman of the Board of Directors of the Bidder for amicable settlement, and
upon such reference, the said persons shall meet no later than 7 (seven) days
from the date of reference to discuss and attempt to amicably resolve the
Dispute. If such meeting does not take place within the 7 (seven) day period or
the Dispute is not amicably settled within 15 (fifteen) days of the meeting or the
Dispute is not resolved either Party may refer the Dispute to arbitration in
accordance with the provisions of the clause Arbitration.
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Cover Letter (Technical) Annexure-I
Date
To,
Subject: Selection of data verification agency for property files data digitized in PPM
application at HSVP.
Dear Sir,
With reference to your RFP Document dated …... I/we, having examined all relevant
documents and understood their contents, hereby submits our Proposal for
Selection of data verification agency for property files data digitized in PPM
application at HSVP
2. All information provided in the Proposal and in the Appendices is true and
correct and all documents accompanying such Proposal are true copies of their
respective originals.
3. I/We shall make available to the HSVP any additional information it maydeem
necessary or require for supplementing or authenticating the Proposal.
4. I/We acknowledge the right of the HSVP to reject our application
withoutassigning any reason or otherwise and hereby waive our right to
challenge the same on any account whatsoever.
5. I/We certify that in the last three years, we or any of our Associates have
neither failed to perform on any contract, as evidenced by imposition of a
penalty by an arbitral or judicial authority or a judicial pronouncement or
arbitration award against the Applicant, nor been expelled from any project or
contract by any public authority nor have had any contract terminated by any
public authority for breach on our part.
6. I/We declare that:
a) I/We have examined and have no reservations to the RFP Documents,
including any Addendum issued by the Authority;
b) I/We do not have any conflict of interest in accordance with Clause on
Conflict of Interest of the RFP Document;
36
7. I/We certify that in regard to matters other than security and integrity of the
country, we or any of our Associates have not been convicted by a Court of Law
or indicted or adverse orders passed by a regulatory authority which would cast
a doubt on our ability to undertake the Consultancy for the Project or which
relates to a grave offence that outrages the moral sense of the community.
8. I/We further certify that in regard to matters relating to security and integrity of
the country, we have not been charge-sheeted by any agency of the
Government or convicted by a Court of Law for any offence committed by us or
by any of our Associates.
9. I/We further certify that no investigation by a regulatory authority is pending
either against us or against our Associates or against our CEO or any of our
Directors/Managers/ employees.
10.I/We hereby irrevocably waive any right or remedy which we may have at any
stage at law or howsoever otherwise arising to challenge or question any
decision taken by the HSVP [and/ or the Government of India] in connection
with the selection of Consultant or in connection with the Selection Process itself
in respect of the above mentioned Project.
11.The Bid Security of INR ………………/- (Indian Rupees …………………………. only) in
the form of a Demand Draft is attached, in accordance with the RFP document.
12.I/We agree and understand that the proposal is subject to the provisions of the
RFP document. In no case, shall I/we have any claim or right of whatsoever
nature if the Consultancy for the Project is not awarded to me/us or our
proposal is not opened or rejected.
13.I/We agree to keep this offer valid for 180 days from the bid submission date
specified in the RFP.
14.A Power of Attorney in favor of the authorized signatory to sign and submit this
Proposal and documents is attached herewith.
15.In the event of my/our firm being selected, I/we agree to enter into an
Agreement in accordance with the form in the RFP. We agree not to seek any
changes in the aforesaid form and agree to abide by the same.
16.The Financial Proposal is being submitted in a separate cover. This Technical
Proposal read with the Financial Proposal shall constitute the
37
17.Application which shall be binding on us.
18.I/We agree and undertake to abide by all the terms and conditions of the
19.RFP Document.
20.In witness thereof, I/we submit this Proposal under and in accordance with the
terms of the RFP Document.
Yours faithfully,
Name:
Designation:
(Company Seal)