1

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

queryhsvp@gmail.com (Only for

registered users)

29.11.2019 till 4:00 PM

3

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.

35

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)