TERM OF REFERENCE (ToR)

TERM OF REFERENCE (ToR) Digitization of Cadastral Sheets and creation of spatial database for Micro watershed level Planning & Monitoring of OTELP Ph...
Author: Leon Douglas
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TERM OF REFERENCE (ToR) Digitization of Cadastral Sheets and creation of spatial database for Micro watershed level Planning & Monitoring of OTELP Phase-I and OTELP Plus villages.

1.Introduction Odisha Tribal Empowerment & Livelihoods Programme (OTELP) focuses on empowering the Tribals and enabling them to enhance their food security, increase their incomes and improve their overall quality of life through more efficient natural resource management based on the principles of improved watershed management backed by more productive environmentally sound agricultural practices and through off-farm/non-farm enterprise development. The purpose of the Programme is to ensure that the livelihoods and food security of poor tribal households are sustainably improved through promoting a more efficient, equitable, self-managed and sustainable exploitation of the natural resources at their disposal and through off-farm/non-farm enterprise development. This external aided programme now covers 30 most backward tribal blocks in seven districts, namely Gajapati, Kalahandi, Kandhamal, Koraput, Malkangiri, Nawarangpur, and Rayagada in South-West Odisha. Programme has started its Phase I operation in 10 blocks of Koraput, Kalahandi, Kandhamal & Gajapati districts since 2004-05. The Phase II operation started from 2007-08 in additional 09 blocks of the above districts and 11 blocks of Malkangiri, Nawarangpur & Rayagada from 2008-09. The programme is being extended to new area through state government funding as OTELP Plus. The development interventions to be supported through the Programme are being identified by the communities through a participatory planning exercise. The Programme adopts a 'watershed plus' approach using the watershed as the basic vehicle for natural resource management; with the scope to address broader issues of sustainable livelihoods. For formulation of Village Development and Livelihoods Plan (VDLP), preparation of different thematic maps like present land use map, treatment plan map, proposed land use map, resource map etc. are few requisites. To prepare such maps at field level, various topographic features like contour line, drainage line are to be superimposed on village sheets which will be helpful to develop thematic maps during plot wise planning process. For superimposing topographic sheets on cadastral maps, digitization of village wise cadastral sheet is required to be developed to create spatial database for micro watershed level villages. The hardcopy of the superimposed maps will be beneficial for field level planning and monitoring while soft formats compatible with GIS software will be helpful for monitoring and tracking of progress at higher level. In this connection, OTELP is now poised for planning and monitoring micro watersheds through generating geo-referenced cadastral based spatial database of individual villages in OTELP Plus and extended period of OTELP Phase-I areas in phased manner as per requirement for which OTELP is seeking proposals from competent and experienced organization/agencies/ firms through this RFP. 2.Important dates: I. II.

03.01.2013: Date of publication of RFP in official website of OTELP 17.01.2013 (5PM): Last date of receipt of proposal

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3. Scope of work for a unit village: I.

Procure/ obtain hard copy of cadastral sheets (village wise)

II.

Digitization of cadastral village sheets with creation of following feature classes in ESRI shape file format. a. Plot Boundary b. Village boundary c. Watershed boundary

(Digitization will include scanning of the village sheets, noise removal, plot wise digitization, topology building and attribute linking) III. Village wise mosaicing, edge matching and geo-referencing of cadastral sheets (Georeferencing has to be done with the available Google images or any other high resolution images supplied for the purpose) IV. Village wise drainage lines to be digitized from SOI topographic sheets and saved as poly lines in ESRI shape file format. V. Digital elevation model (DEM) for the village area to be created from the available SRTM data and saved as raster layer. VI. Contours to be generated at 5m/10m interval from the DEM and saved as poly lines in ESRI shape file format. VII. Village wise maps to be composed with plot boundary, village boundary, watershed boundary, drainage lines and contours. VIII. Village wise spatial database with all the above shape files and raster images are to be provided in CDs. IX. One number hard copy colour print and 5 nos. of black and white photocopy of the village wise maps in 1:8000 scale to be prepared and provided. 4. Who can apply? Any organization/ agency/ firms of repute with relevant experience can submit their proposal clearly reflecting on the TOR with plan & strategy, credential and technical capacity to handle the assignment with acceptable standard of quality. Following are the key criteria for eligibility of organization/ firm/ agency: • • • • •

Continuous 3 years of existence since inception. Past experience in GIS in general and working in similar types of watershed based database generation projects in GO/ NGO sector. Minimum turnover of Rs.5.00 lakhs (Rupees Five lakhs) per annum. Should have base in Odisha and with required manpower, expertise, infrastructure and other facilities at Bhubaneswar to conduct entire exercise on its own. Should have enough experience of conducting similar exercises during the last three years.

Supporting documents to verify the above eligibility criteria should accompany the proposal. Proposal without any of the above supporting documents will be rejected. Other Conditions: • •

The firms/agencies will be required to deposit the audited balance sheet of last three years. The firm/agency must submit its valid registration certificate and PAN/VAT and TIN numbers as required. Page 2 of 8

5. How to Apply? The organization/ firm/ agency with relevant experience has to submit their technical and financial proposal in a single sealed cover containing two separate sealed covers, one for technical proposal and the other for financial proposal to the Programme Director, OTELP, 2nd Floor, TDCC Building, Bhoi Nagar, Bhubaneswar-751022 so as to reach the above office by 5.00 pm of 17th January, 2013 through registered post/ speed post/ courier service. Only short listed organization/ firm/ agency based on evaluation criteria will be selected for technical presentation and final selection will be done by the committee constituted by the competent authority. 6. Contact Persons The Organization/ Firm/ agency shall nominate a senior officer for coordinating the assignment with the Programme Support Unit (PSU) of OTELP. Prior approval from PSU shall be taken by the organization/ firm/ agency before engaging the Experts/ Consultants/ Technical personnel to carry out the assignment. The Assistant Agricultural Engineer/ MIS Manager shall coordinate from the PSU for the assignment. 7. Information and Instructions for Submitting Proposal Format of Proposal The organization/ firm/ agency with relevant experience expected to examine all instructions, forms, proforma, terms, technical specifications, schedule of requirements, etc. in this document. Failure to furnish all necessary information as required by this document or submission of a proposal not substantially responsive to all the aspects of this document shall be at the own risk of the organization and may be liable for rejection. The proposal should be submitted in English and be set out in two main parts Part A - Executive Summary, General and Technical Part B – Financial Part A and B of the proposal are to be kept in two separate sealed cover and to be sent jointly in a single sealed cover. No price information is to be included in Part A. No publicity material is also required to be submitted. Proforma for various sections of Part A and Part B are provided below: Part A – Executive Summary, General and Technical Proposal Part A should be structured in 6 sections Section 1 Executive summary on how to achieve the deliverables as per scope of 2-3 pages work Section 2. Qualification and comments on TOR 1 page Section 3 Technical Response including approach & methodology 5-7 pages Section 4 Details of the Organization/ firms and Composition of Team, CVs of As required personnel to be engaged Section 5 Previous experience and credential of the organization (s) 2-3 pages Section 6 Weekly delivery capacity as per scope of work (number of village maps) 1 page Page 3 of 8

All the supporting documents related to the Organization/firm/ agency, its experience in similar jobs (excluding price bid) are to be included in this part. Part B – Financial Proposal All prices should be for unit village as per the scope of work. The financial proposal shall be submitted indicating the final bid price in Indian Rupees. The final price should include all statutory dues including taxes and duties. No change will be allowed in bid price after submission of bids, unless until requested by OTELP during negotiation process. The structure of the financial bid will be as follows. For a unit village Item Cost in Rupees Taxes etc. in Rupees as Total cost (Excluding applicable (mention type of taxes (in Rupees) Service Tax) applicable and amount) Total charge as per all the items mentioned in the scope for a unit village. Nominated Personnel: The organization/ firm/ agency must: - confirm that all the nominated personnel will be available to provide the required services for the duration of the contract - give the name of their employer or state, if self-employed, if any of the personnel is not a member of the organization/ firm/ agency staff - any change should be with prior consent of the employer. Alterations to Proposal Any manuscript or other alteration to the proposal must be countersigned and dated by the person submitting the proposal. Letters and Declaration to accompany Proposals: The proposal must be accompanied by a letter on official letter head of the organization/ firm/ agency, showing the full registered and trading name(s), trading and registered office address of the organization/ firm/ agency and the place of incorporation. It should be signed by a person of suitable authority to commit the organization/ firm/ agency with relevant experience to a binding contract. The organization must quote the Contract Title and include the following declarations: - We have examined the information provided in your terms of reference and offer to undertake the work described in accordance with requirements as set out in the TOR. This proposal is valid for acceptance for 6 months and we confirm that this proposal will remain binding upon us and may be accepted by you at any time before this expiry date. - The proposal (Technical & Financial) has been arrived at independently and without consultation, communication, agreement or understanding (for the purpose of restricting competition) with any other organization/ firm/ agency invited to submit proposal for this contract. - We confirm that the enclosed electronic versions of the technical proposal are true and complete copies of these documents. - We confirm that all personnel named in the proposal will be available to undertake the services. - We confirm that there are no personal, financial and business activities that will, or might, give rise to a conflict of interest, if we were awarded this contract. This includes our subcontractors. OTELP reserves the right to reject any Proposal which, in it’s opinion, gives rise, or could Page 4 of 8

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potentially give rise to, a conflict of interest. We confirm that the organization/ firm/ agency and its sub-contractors ƒ Are not or have not been the subject of any proceedings or other arrangements relating to bankruptcy, insolvency or financial standing. ƒ Have not been convicted of any offence concerning professional misconduct. ƒ have not been convicted of corruption including the offence of bribery ƒ We agree to bear all costs incurred by us in connection with the preparation and submission of this proposal and to bear any further pre-contract costs.

I confirm that I have the authority of [name of organization/ firm/ agency] to submit proposal and to clarify any details on its behalf. 8. Packaging and Delivery of Proposals: Proposals must be delivered in a single sealed envelope containing two separate sealed envelopes for technical and financial proposal, clearly labeled with the following: · Contract Title . Technical Bid/ or Financial Bid · Proposal Due Date – · Name of the organization/ firm/ agency. The proposal should be addressed to the Programme Director, OTELP, 2nd Floor, TDCC Building, Bhoi Nagar, Bhubaneswar-751022. This should be submitted on two CD ROMs as single file in PDF format along with two signed hard copies – one for the technical and another for the financial proposal. Each CD should be included with the respective envelope for Part A and Part B. OTELP accepts no responsibility for the premature opening of any incorrectly marked or unsealed Proposals. Proposals must be received at OTELP at Bhubaneswar by 5.00PM on the due date (see how to apply). Proposal received after the due date and time will not be accepted under any circumstances and will be returned unopened. No special pleadings will be entertained. 9. Evaluation: The proposals will be evaluated on the following criteria by a committee constituted by competent authority: Part A: Executive Summary, General and Technical Proposal will have a weightage of 100%. This would be further divided as under: • Experience of the organization/ firm/ agency in developing and implementing similar assignment 25 % • Method and implementation strategy 25 % • Quality of the proposal with mile stones 10 % • Quality of the proposed team 20 % • Available infrastructure 20 % Firms/Agencies qualifying minimum of 80% of the above criteria will be shortlisted and intimated in due course of time for technical presentation. In Technical presentation, documents like PAN number of firm/agency, Registration, Service Tax number, etc. to be highlighted. OTELP reserves the right to apply other additional criteria, as would be required to fairly evaluate the

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proposal. Part B: Financial Proposal of only technically shortlisted organizations/ firm/ agency will be opened in presence of representatives of technically shortlisted organizations/ firm/ agency. 10. Competent Authority: Programme Director, OTELP will be the competent authority for this assignment and any contract thereof. The rights of the Competent Authority will be as under: - Amend proposal documents during the proposal evaluation process. Any amendments will be conveyed to the short-listed organizations/firm/ agency - Modify scope of work at the time of the award of the contract. Such modifications will be discussed and agreed with the preferred organization/firm/ agency. - At discretion during evaluation of proposals, request an organization/ firm/ agency for clarification on its proposal. This request will be in writing and the organization/ firm/ agency should respond in writing. No change in price or substance of the bid shall be sought, offered or permitted at this stage. - May request technically qualified bidders for further price negotiation during opening of financial proposal. The Programme Director, OTELP reserves the right to accept or reject any proposal without assigning any reason there to. 11. Earnest Money & Security Deposit: All the organization/ firm/ agency submitting proposals for this assignment have to submit a demand draft of Rs. 1000/- (Rupees one thousand only) in separate envelope along with the technical proposal drawn in favour of Programme Director, OTELP. The earnest money deposited will be refunded to the non-selected organizations/ firm/ agency within 15 working days from the date of opening of the financial proposals. Earnest money deposit of the finally selected organization/ firm/ agency will remain with the OTELP till the completion of the assignment and will be refunded within 15 working days after the contract is over. 12. Performance Guarantee: The preferred bidder/s will provide a bank guarantee as performance security on assignment of the job. The bank guarantee will be provided in a form approved by the Competent Authority. This will be equivalent to 10% of the contract value and will be valid up to 60 days after the end of the assignment 13. Place of work: All the work relating to the job shall be executed at suitable location in Odisha state as per the requirement of OTELP. The location inside Bhubaneswar will be given preference. 14. Time schedule: The job shall be completed within a stipulated period in accordance to the agreed time schedule as per the agreement to be signed between OTELP and the firm/agency.

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15. Responsibility of selected firm/agency: The selected consultancy firm/agency will identify and nominate the representative of its organization in carrying out the job successfully who will act as the project Leader from the firm/agency’s side. • •

The firm/agency shall not give or sale the Technical details of the project to any of the party. The firm/agency shall be required to do all such things as shall be necessary to supply all the technical data and information and technical assistance in respect of the project at the request of OTELP.

16. Proprietary rights: • •

The output document will be the proprietary document of OTELP. OTELP represents and warrants that it has sufficient power right and authority to enter into agreement and undertake the obligations set forth in the agreement.

17. Quality factor: The output delivered is liable for rejection if it doesn’t meet the specified requirement of the proposed project. In such a case no payment will be released unless the same is rectified within the specified period to be intimated by OTELP. 18. Penalty: In case of delay in submission of the output as against the stipulated time schedule a penalty will be charged @ 0.5% of order value per week of delay subject to a maximum of 5% of the order value. 19. Withdrawal from the job: On assignment of the job, the selected firm/agency cannot withdraw itself unless it is agreed by OTELP. In case the firm/agency withdraws, the firm/agency will forfeit the security deposit/ bank guarantee. 20. Settlement of dispute: Any dispute or difference what-so-ever arising before OTELP and the firm/agency out of or relating to the output development meaning scope, operation or effect of the agreement or the validity or breach thereof shall be settled by reference to the Programme Director, OTELP whose decision shall be final and binding upon both OTELP and the firm/agency. 21. Confidentiality: The firm/agency shall not disclose any confidential information to any third party pertaining to the output as generated under the job. 22. Intellectual Property Right: The firm/agency shall indemnify OTELP against loss and damage to be accrued in respect of intellectual Page 7 of 8

property right if required. 23. Force Majeure: If the violation in the agreement is involuntary due to circumstances beyond the control such as those caused by acts of Gods, civil disturbances, wars, change of Government , Government Policies ,etc then in such cases OTELP and firm/agency will try reliance on each other to do what is fair and equitable. 24. Jurisdiction: Suits, if any arising out of or in relation to the contract shall be filed by either party in court of Law exclusively to which the jurisdiction of the High Court of Odisha only extends.

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