Download - Department of Land Resources

Revenue Department 

Govt. of Gujarat 

REQUEST FOR PROPOSAL (RFP) 

FOR RE-SURVEY OF 

ANAND & OTHER SEVEN 

DISTRICTS OF GUJARAT STATE 

Settlement Commissioner & Director of Land Records 

Dr. Jivraj Mehta Bhavan, 

Block No. 13, 3 rd Floor, Old Sachivalaya 

Gandhinagar-382 010

RFP for ANAND and Other Seven DISTRICTS Resurvey project 

PART-1 

Table of Contents 

A. RFP SCHEDULE ................................................................................................................ 7 

B. STRUCTURE OF THE RFP................................................................................................ 8 

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

1.1 BACKGROUND ................................................................................................................. 9 

2 VISION AND OBJECTIVES ............................................................................................ 10 

2.1 VISION............................................................................................................................ 10 

2.2 OBJECTIVES .................................................................................................................. 10 

3 LAND RECORDS INFORMATION IN GUJARAT.......................................................... 11 

3.1 PRESENT SYSTEM ........................................................................................................ 11 

3.2 DEPARTMENT STRUCTURE ......................................................................................... 12 

3.3 DRAWBACKS IN THE PRESENT SYSTEM & NEED FOR RE-SURVEY...................... 16 

4 SCOPE OF WORK AND CONTEXT OF PROJECT......................................................... 18 

4.1 SCOPE OF WORK............................................................................................................ 18 

4.2 DELIVERABLES ............................................................................................................. 19 

4.3 PROJECT AREA DETAILS............................................................................................. 22 

4.4 APPROCH TO SURVEY………………………………………………………………….23 

4.5 PILOT IMPLEMENTATION............................................................................................ 27 

5 ROLES AND RESPONSIBILITES: .................................................................................. 28 

5.1 RESPONSIBILITIES OF COMMISSIONER, SC&DLR ................................................... 28 

5.2 RESPONSIBILITES OF AGENCY................................................................................... 29 

6 SURVEY METHODOLOGY & DELIVERABLES........................................................... 30 

6.1 TECHNICAL SPECIFICATIONS FOR SURVEY & DIGITISATION OF LAN SURVEY30 

6.2 SURVEY PROCESS ......................................................................................................... 30 

6.3 SURVEY OF GOVERNMENT LANDS .......................................................................... 33 

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6.4 GENERATION OF DRAFT LPM AND DISTRIBUTION .............................................. 33 

6.5 OBJECTIONS HANDLING............................................................................................. 34 

6.6 PROMULGATION OF SURVEY RECORDS.................................................................. 34 

Output Guideline for agency..................................................................................................................... 35 

Annexure I Ground Control Network & Monumentation ........................................................... 37 

Annexure II Formats for Graphical Record ................................................................................ 42 

Annexure (III)Choice of Software and Standards……………………………………..................45 

Annexure IV Reports Sample Templates ................................................................................... 47 

Annexure V Data Collection Sample Templates ........................................................................ 58 

District Maps ..................................................................................................................60 

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Disclaimer 

The information contained in this Request for Proposal document (hereinafter referred to as “RFP”) or 

subsequently provided to Bidder(s), whether verbally or in documentary or any other form by or on 

behalf of the Settlement Commissioner & Director of Land Records (hereinafter referred to as 

“SC&DLR”), (the “Authority”) or any of their employees or advisors, is provided to Bidder(s) on the 

terms and conditions set out in this RFP and such other terms and conditions subject to which such 

information is provided. 

The purpose of this RFP is to provide interested parties with information that may be useful to them in 

making their financial offers pursuant to this RFP (the "Bid"). This RFP includes statements, which 

reflect various assumptions and assessments arrived at by the SC&DLR in relation to the Project. 

Such assumptions, assessments and statements do not purport to contain all the information that each 

Bidder may require. This RFP may not be appropriate for all persons, and it is not possible for the 

SC&DLR, its employees or advisors to consider the investment objectives, financial situation and 

particular needs of each party who reads or uses this RFP. The assumptions, assessments, statements 

and information contained in this RFP, may not be complete, accurate, adequate or correct. Each 

Bidder should, therefore, Conduct its own investigations and analysis and should check the accuracy, 

adequacy, correctness, reliability and completeness of the assumptions, assessments, statements and 

information contained in this RFP and obtain independent advice from appropriate sources. 

Information provided in this RFP to the Bidder(s) is on a wide range of matters, some of which 

depends upon interpretation of law. The information given is not an exhaustive account of statutory 

requirements and should not be regarded as a complete or authoritative statement of law. The 

SC&DLR accepts no responsibility for the accuracy or otherwise for any interpretation or opinion on 

law expressed herein. 

The SC&DLR, its employees and advisors make no representation or warranty and shall have no 

liability to any person, including any Applicant or Bidder under any law, statute, rules or regulations 

or tort, principles of restitution or unjust enrichment or otherwise for any loss, damages, cost or 

expense which may arise from or be incurred or suffered on account of anything contained in this RFP 

or otherwise, including the accuracy, adequacy, correctness, completeness or reliability of the RFP 

and any assessment, assumption, statement or information contained therein or deemed to form part of 

this RFP or arising in any way in this Bid Stage. 

The SC&DLR also accepts no liability of any nature whether resulting from negligence or otherwise 

howsoever caused arising from reliance of any Bidder upon the statements contained in this RFP. 

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The SC&DLR may in its absolute discretion, but without being under any obligation to do so, update, 

amend or supplement the information, assessment or assumptions contained in this RFP. 

The issue of this RFP does not imply that the SC&DLR is bound to select a Bidder or to appoint the 

Selected Bidder, as the case may be, for the Re-survey Project of Anand & other Seven Districts 

and the SC&DLR reserves the right to reject all or any of the Bidders or Bids without assigning any 

reason whatsoever. 

The Bidder shall bear all its costs associated with or relating to the preparation and submission of its 

Bid including but not limited to preparation, copying, postage, delivery fees, expenses associated with 

any demonstrations or presentations which may be required by the SC&DLR or any other costs 

incurred in connection with or relating to its Bid. All such costs and expenses will remain with the 

Bidder and the SC&DLR shall not be liable in any manner whatsoever for the same or for any other 

costs or other expenses incurred by a Bidder in preparation or submission of the Bid, regardless of the 

conduct or outcome of the Bidding Process. 

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IMPORTANT INSTRUCTIONS 

The Anand & other Seven Districts Re-survey project tender is being done using the Electronic 

Tender (E-tender) System provided by (n)Code Solutions. Bidders should note the following: 

1. Bid Security/EMD should be submitted in hard copy in Envelope 1 and details of this are to be 

provided in the format specified in E-tender system. 

2. Tender fee should be submitted in form of a Demand Draft in Envelope 2 and details of this are to 

be provided in the format specified in E-tender system. 

3. Technical bid is to be submitted in both hard copies as well as through E-tender system, using 

specified formats in the RFP. 

4. Commercial bid is to be submitted ONLY through the E-tendering system and NO HARD COPY 

of Commercial bid submitted will be accepted. 

5. Bidder should note that a training program on the E-tendering system will be held at the time of 

pre-bid meeting - to familiarize bidders with the system and help them in the electronic 

submission. Hence it is recommended that bidders should attend the pre-bid meeting. 

6. It is also very important that bidders familiarize themselves with the E-tender system well in time 

for the submission as to avoid any doubts which could come up in the last minute and prevent 

timely submission. 

7. It is also to be noted that bids should compulsorily be submitted as mentioned in pts. 1 to 4 (in 

hard copy and soft copies – as per the instructions and the submissions shall be as per the dates 

and time mentioned in the RFP schedule). Even if the hard copy is submitted on time, but the 

electronic submission was not done on time, such bids will be treated as late bids and will not be 

opened. 

8. In case bidder needs any clarification or if training required for participating in online tender, they 

can contact the following office:- 

(n) code Solutions-A division of GNFC Ltd., 

(n)Procure cell 

403, GNFC Info tower, S.G. Road, Bodakdev, 

Ahmedabad – 380054 (Gujarat) 

Toll Free: 1-800-233-1010 (Ext. 501,512,517) 

Phone No. 079-26854511, 26854512, 26854513,30181689 

Fax: 079-26857321 Email: nprocure@gnvfc.net 

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A. RFP SCHEDULE 

The deadlines for all the various activities are as follows: 

S.No. Key Activities Date 

1. Issue Request For Proposal (RFP) 23-02-2011 11.00 Hrs. 

2. 2. Last Date for Issue of Request For Proposal (RFP) 15-03-2011 14.00 Hrs. 

3. 

Last date for Submission of Written Questions by bidders 

for pre-bid conference 

26-02-2011 

4. Pre- Bid Conference 28-02-2011 

5. Response to bidder Questions 2-03-2011 

6. Last Date for Submission of Proposals 16-03-2011 14.00 Hrs 

7. Opening of Pre-Qualification Bid 16-03-2011 16.00 Hrs 

8. Date of opening the Technical Proposals 17-03-2011 

9. Bidder Presentations 

tentative date 

19-૦૩-2011 

10. 

Technical Marks announcement and opening of the 

Commercial Proposals 

22-૦૩- 2011 

Venue: 

Settlement Commissioner and Director of Land Records 

Dr. Jivraj Mehta Bhavan, Block No. 13,3rd Floor, 

Old Sachivalaya. Gandhinagar-382 010 

Email id: os-dils@gujarat.gov.in 

himanshu_dalwadi@rediffmail.com6Fax: +91-79-23257664 

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B. STRUCTURE OF THE RFP 

This Request for Proposal (RFP) document for ANAND & OTHER SEVEN DISTRICTS & other 

Seven Districts Land Re-Survey Project consists of two volumes comprising - 

PART- I: Introduction & Technical Specifications 

This volume consists of the following content: 

1. Introduction 

2. Vision and Objectives 

3. Land Records Information in Gujarat 

4. Scope of Work and Context of project 

5. Roles and Responsibilities 

6. Survey Methodology and Deliverables 

7. Annexures 

PART- II: Bid Process, Commercial and Legal specifications 

This volume consists of the following content: 

1. General Conditions of Contract 

2. Instruction to Bidders 

3. Detailed Submittal Requirements 

4. Annexures 

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1 INTRODUCTION 

Settlement Commissioner & Director of Land Records, Government of Gujarat is soliciting 

proposals from qualified Survey and Mapping firms to undertake land resurvey and create updated 

land records, for Anand & other Seven Districts , as detailed further in this RFP document. 

1.1 BACKGROUND 

The original land survey of various districts of the State of Gujarat was done more than 100 years 

back. The survey which was done in the late 19 th and early 20 th century (1880 – 1915) was done 

manually and with the survey techniques available at that time. Normally re-survey is to be done 

every 30 years, but for various reasons no re-survey in State of Gujarat has been carried out, with 

the result that the survey records are not only very old, fragile and inaccurate but also around 20 to 

25% of the records have been lost. Available records also, to some extent, have no commensuration 

with the ground realities. 

Accurate and updated land records are one of the prerequisite social and economic infrastructures 

required for rapid economic development. The importance of Land information cannot be over 

emphasized. Land records provide the basis for: 

 

 

 

 

Recognition of owner’s title, boundaries and usage 

Collection of all land and property based levies, like Property Tax, Vacant Land Tax, 

Water Tax, etc. 

Planning for Govt. developmental and welfare activities 

Providing a database for various government & non-government users 

The state government, on approval from Government of India has approved a project of Land Resurvey 

for Anand & other Seven Districts District . This land re-survey project is to be carried out 

completely by outsourcing the re-survey activities. The preparation of the land records based on the 

new survey is also to be done by outsourcing under the direct supervision of this department. The 

project is most likely to be extended for the whole of the state and the central government has 

indicated that re-survey for all the districts of the state should be completed by the end of the 

Twelfth Five- Year Plan. 

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2 VISION AND OBJECTIVES 

2.1 VISION 

To undertake detailed resurvey in ANAND & OTHER SEVEN DISTRICTS , and create updated land 

records including textual and spatial information, enabling establishment of a system which will help 

in the continued maintenance of updated land records and provide ready and smooth access to 

required information to all stakeholders – including Citizens and Government. 

2.2 OBJECTIVES 

 

 

 

Creation of an updated Cadastral and Title database through a re-survey & measurement and Title 

verification process. 

Creating an integrated view of textual and graphical information on land records. 

Replace manual records with digital records, update the records and ensure consistency of 

information across the departments. 

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3 LAND RECORDS INFORMATION IN GUJARAT 

3.1 PRESENT SYSTEM 

The Government, through its organization, performs mainly two functions: 

Maintenance and updation of land records (textual records, including village form no 6, 

Hakpatrak and Village Form no 7/ 12 (Satbara-detail of record of ) and Spatial records namely 

village maps and field measurement books commonly known as Tippans in rural areas. 

 

Maintenance and updation of the textual and the spatial records in urban areas. In urban areas, 

the textual record is commonly known as the Property Card. 

In rural areas, the textual record is maintained and updated by the Taluka Mamlatdars at Taluka 

level. Earlier this record was maintained at village level by village Talati. 

CREATION OF DIFFERENT LAND RECORDS 

The Land Record starts with the field survey of land in possession and cultivated by farmers. The 

original survey (the survey for the first time) for the areas under present state of Gujarat had been 

carried out from 1880 – 1915. The technology used for the survey was chain and cross staff. The 

measurements for each field were written (not drawn on the map) on a paper which is known as the 

Tippan for that particular parcel of land. This parcel of land was assigned a unique number and was 

known as the survey number of this land parcel. The area based on the measurements taken for the 

land parcel was calculated manually by using a ready reckoner. The calculations of the area of land 

parcels have been preserved in a land record known as Gunakar books. The survey number, its area, 

the occupant of this parcel and various other characteristics of this land parcel were tabulated in a 

land record known as the Aakar Bandh. The sum total of the areas of all survey numbers in a village 

not only gave the total area of the village, but also the land area under various categories such as the 

cultivated land, the cultivable land, the uncultivable waste land, land under roads and other public 

purposes. 

The spatial record was also prepared by drawing the map of the land parcel based on the 

measurements recorded in the tippan of the survey number. All these sketches/ maps of all the 

survey numbers of the village were mosaiced to generate the village map. The survey number, its 

area and the occupant recorded at the time of survey was used to generate the village form no 7/12. 

The mutations (i.e. The change in ownership due to sale, the death of the occupant, etc) and any 

encumbrances on this land like bank loan, mortgages, etc are also recorded in village form no 7/12 

and mutation register i.e. Village form no 6 of that village. 

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UPDATION OF LAND RECORDS 

Wherever any change in the ownership or other rights on a survey number takes place on the land 

parcel as a whole, i.e. without requiring any change in the area of the survey number, it is carried 

out in village form number 7/ 12 and village form no 6 only. However, there are large numbers of 

mutations which require change in area of a survey number. Examples are part sale of a survey 

number, part land acquisition for various public purposes, sub division of a land parcel among 

brothers, etc. 

Whenever any change is required in the spatial record due to the mutation activity, the usual process 

is to re-measure that survey number and the part of it which is undergoing the change. This 

measurement is then required to be effected in the spatial as well as the textual record. The spatial 

record is supposed to be corrected by the DILR whereas the textual record i.e. Village form no 7/12 

is modified through a document known as Kami-Jasti Patrak (KJP) which is prepared by the DILR 

based on the measurement and sent to the Taluka Mamlatdar. This document contains the original 

area of the survey number and the new area of the survey number after the acquired land area has 

been deducted from it. 

3.2 DEPARTMENT STRUCTURE 

The SC&DLR functions through its field offices at district level. For rural spatial records, the 

District Inspector of land records (DILR) is the custodian of all spatial records namely the village 

maps, tippans, Gunakar books, etc. The DILR has under him about 15 – 20 field surveyors who 

assist him in carrying out the updation work of spatial records. For urban records, there is a separate 

set up working under the City Survey Superintendent (CSS) for a particular city/ town. The DILR 

and all the City Survey Superintendents working in a district report to the Superintendent of Land 

Records (SLR) or the Deputy Director of the district. The Deputy Director/ SLR reports to the 

Settlement Commissioner and Director of Land Records at the state level. 

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Activity chart at District, Taluka and Village level 

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RFP for ANAND DISTRICT Resurvey project 

Actor Activity / Service Level of Transaction 

DILR Survey of land 

District 

 

Maintaining land records (Village Maps, 

Tippans, Measurement sheets, Akaar 

Bandh, Durusti Patrak/KJP, ) 

Mamlatdar Mutation of Land Records 

Taluk 

Maintaining revenue records (7/12, 8A, 

11A) 

Surveyor Surveying land as per DILR instructions 

Talati Recording details in ‘Form No.6’ - Sale, 

sub-division, Varsai (inheritance), etc. 

Village 

The process is depicted in the following diagram. 

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RFP for ANAND DISTRICT Resurvey project 

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RFP for ANAND & other Seven DISTRICTS Resurvey project 

3.3 DRAWBACKS IN THE PRESENT SYSTEM & NEED FOR RE-SURVEY 

The current system of land information management suffers from a number of shortcomings. 

The original survey which was done manually with the survey techniques available at that 

time inherently had its limitations. The error margins were large compared to what are 

acceptable as on today, the area calculations done manually also introduced human errors to 

some extent. The mosaicing done to generate the village maps was not perfect due to the 

margins of measurement errors. 

Subsequently, mutations running into crores in numbers have been/were required to be 

effected and very large numbers of these have had an effect on the spatial records due to the 

economic activities. However, the up-dation has not kept pace with the activities at the 

ground level. This has given rise to mis-match between the textual and the spatial record and 

between the record and ground situation itself. 

In addition to this, the survey records due to old age have become fragile, are inaccurate and 

about 20- 25% of the records have also been lost/ destroyed/ mutilated. Thus the drawbacks in 

the present system include – 

A large number of the field maps containing the measurement information of land 

boundaries are missing, while another large portion of the paper records containing 

the field maps are in poor condition rendering them unusable. 

The maintenance and regular updation of paper records is cumbersome and time 

consuming. The updated records are available with the Revenue department but the 

corresponding changes have not been updated with the Land records department. 

Hence this has lead to irregular updates, resulting in a situation where the records 

do not portray the correct picture on ground regarding the ownership and 

boundaries. 

The records maintained by the departments are in different forms and serve 

different purposes. A change in the records of one department does not lead to 

updates in the records of other departments, even though some of the information 

may be common. 

Both graphical and textual information existing with the survey and revenue 

departments (in the 7/12s) have not been fully updated for long and have thus 

become obsolete. 

As resurveys have not been conducted for very long periods of time this has also 

contributed to the obsolescence of the existing records. 

16 

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The survey agencies till be provided with digized revenue records (VF 7/12) and 

the teams will also be given digitized village maps, which will be the base records 

for resurvey activities. 

Hence Government of Gujarat has taken up the initiative to overcome the current bottlenecks 

within the system as discussed above. As a prelude to this exercise, it has been decided to 

carry out a re-survey and update the land records along with digitization of the tippans and 

measurement sheets. Thus the current re-survey is required to enable a seamless integration of 

the different departments and create accurate and updated land records - which are a 

prerequisite social and economic infrastructure component for rapid economic development. 

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4 SCOPE OF WORK AND CONTEXT OF PROJECT 

4.1 SCOPE OF WORK 

The following are the various components of the work envisaged under the current RFP 

process. It is proposed to select a Single Agency (which can be in the form of a Consortium of 

Companies), to carry out the end-to-end responsibilities in respect of the resurvey activities. 

Different Agencies have acquired expertise & experience in their respective adopted 

technologies and Government of Gujarat is desirous of selecting the Agency/Technology 

which can deliver the desired output in a cost effective manner without compromising on the 

quality/accuracy. 

The resurvey is to be conducted in the rural areas of the district and will not include resurvey 

of city areas and defense or forest areas. The resurvey activities need not be done for the 

abadi areas or the village sites. Only boundary marking will be done. 

The vendor has to opt ground truthing in which a detailed ground survey using DGPS, ETS, 

as long as they are able to achieve the project requirements in terms of time schedule, 

accuracy etc. 

Vendors may submit bid in which case they need to submit single bid and EMD can be 

common, for this project, the department is concerned about the accuracy and cost effective 

methodology which can be completed in the stipulated time frame. 

The selected agency uses purely ground survey methodology for the resurvey process, 

activities would include all the necessary tasks to conduct the resurvey process and create 

spatial data fabric and collate required and relevant textual information to generate the 

required outputs – using DGPS and ETS equipment. The Agency shall also assist the 

SC&DLR during title enquiry process. 

The activities to be carried out as part of the proposed project shall consist of the following 

components: 

• Establish Ground Control Points across the Project Site 

• Prepare the land parcels for the proposed exercise 

• Map the identified boundary vertices 

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• Reconcile the re-survey data with the available records and finalize the dimensions of 

each land parcel 

• Deliver the finalized land parcel dimensions and the land records in prescribed 

formats 

4.2 DELIVERABLES 

The output of the entire exercise shall be as follows: 

 

 

 

 

 

 

 

 

 

 

Accurate geo-referenced digital map using established control survey net work 

around existing Survey of India permanent reference points and choice of the 

software required should be as per the Annexure VII of the RFP PART –I as a 

deliverables 

Proper indexed map with proper sheet number 

Sheet wise as well as complete mosaic map of village /taluka/district 

Open file format (.shp) 

Spatial and non spatial data dictionary with feature codes, feature type(points 

,line and polygon) 

Feature description and symbols 

The use of Open standards is mandatory for data sharing and inter-operability 

among different systems(Use of Open Source Software is must as a 

deliverable) 

Geodetic network with co-ordinates and sketch of the control points showing 

their description and location 

District map, taluka maps, village maps and Land Parcel Maps with 

coordinates. 

The boundaries of surveyed parcels shall be downloaded from the TS and 

linked with the attributes data collected , in the GIS format so as to create the 

DTDB. The final plotting and soft copy DTDB of the land parcels and other 

topographic details shall be generated from the TS data and associated software 

by the survey agency. 

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Data base standards:SOL-92 (Rational Model)/ SQL-1999 (Object Model ) or 

compatible latest version to be adopted as a standard for Relational Database 

Management Systems (RDBMSs) 

UNICODE- character encoding for each and every alphabet of all the languages 

. The most commonly used encodings are UTF-8 (Unicode Transformation 

Format) and UTF-16 should be the character encoding. All deliverables should 

be in Gujarati language. 

• Seamlessly mosaiced district digital database with a provision to show various layers 

of various topographical details in customized web based GIS Software . Technical 

Manual and MIS 2008-09 issued by Ministry of Rural Development, Government of 

India. Interpreted Topographical layers should be considered. The standard list of 

topo details will be provided to the selected survey agencies. Required –NO. of User 

licenses should be provided. 

• Digitized copies of the Village maps showing features like Survey No, Name, Chalta 

No., etc Chalta No. can also be marked on the digitized copies of village maps as it 

will provide linkage/reference to the old survey Nos. 

• Superimposition of old digitized village map on the final resurveyed map. The color 

coding needs to be done as per following guidelines: 

Boundaries and survey no. of new map – black 

Boundaries and survey no. of old map – red 

Chalta No. - Green 

Background – White 

• Edge-matching with the adjacent districts, if digital database pertaining to the adjacent 

districts already exists. 

• Conversion of entire digital database into existing RDBMS data format. 

• Integration of spatial data with the non-spatial database. 

• Land registers in the prescribed pro-forma and maps – 

Village Map 3 

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Plot Books(Field sketch), comprising resurvey details of each survey number 

(LPM) and corresponding sketch 2 

Main Register ( Composite register of Form A/ B/ C) 1 

Aakarbandh with abstract 1 

Kayamkharda 1 

Khetarvar Patrak 1 

Vadhghat Patrak-2 copies ( differential statement for each survey number 

showing difference between old details and the resurvey details ) The V/F 

7/12 shows the latest details of the land parcels and is already divided in case 

of fragmentation. 

New 7/12 -1 

Forms 4(1), 4(2) and 4(3) 

Mangna Patrak (soft copy) or Demand statement – in case Govt. decides to 

collect survey charges from the land parcel holders. 

Note: All the records will be in vernacular language (Gujarati) 

• Correlation statement with correlation sketch showing correlation of every old survey 

number to the corresponding new LPM number. List of coordinates of all the points 

by which the land parcel would be determined including topo details. Every such 

point shall be given a unique number as prescribed. The correlation of the new LPM 

no. should be done with the V/F 7/12 and not the old survey no. as the VF 7/12 shows 

the sub-division if any. 

• Specification of equipment used for generating data 

• The boundaries of parcels surveyed shall be downloaded from the TS and linked 

with the attributes data collected , in the GIS format so as to create the DTDB(Digital 

Topographic Database). The final plotting and soft copy DTDB of the land parcels 

and other topographic details shall be generated from the TS data and associated 

software by the survey agency. 

Note: For specification of formats for graphical records, see – Annexure II. 

Formats of the above details are provided at Annexure VII. 

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4.3 PROJECT AREA DETAILS 

Geographical area of Anand District is approximately 2951 Sq.km..There are 365 Villages. 

The total number of land parcels are 413525 approximately. 

These figures are only indicative in nature and can be used by Agency to make estimates of 

the quantum of work. These cannot be used as the final figure for payment which shall be 

based on actual. 

Sensitive Areas: 

Anand District has flat surface and has forest in nature in some part. In forest occupied area 

the bidder would only mark the outer boundaries of the forest and should be marked and a 

single survey no. would be assigned. 

S. No. District Taluka Area in Sq. 

Km 

Other 

Information 

No. of 

Villages 

No. of Land 

Parcels 

6 

1 Anand 8 2951 - 365 413525 

2 Vadodara 12 7515.84 714.54 KM 

Urban area , 

1590 496422 

, Forest area 

718.79 

3 Surendranagar 10 10049.90 Urban Area- 664 328260 

386.35+ 

Forest area 

531.08 

4 Panchmahal 11 5138.19 Urban Area- 1245 357495 

514.48+ 

Forest area 

1144.48 

5 Suart 10 4271.99 Urban Area- 

504.58+ 

Forest area 

152.07 

6 Banaskantha 12 10389.82 Forest area 

1106.92 

7 Tapi 5 3434.65 Forest area 

800.33 

8 Narmada 4 2571.97 Forest area 

980.41 

828 266093 

1239 447218 

521 110964 

619 143986 

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Duration of project - District wise 

Sr. No Name of the District No. of Taluka Area in Sq. 

K.M. 

Proposed 

project time 

1 Anand 8 2951 52 Weeks 

2 Vadodara 12 7515.84 24 Months 

3 Surendranagar 10 10049.90 24 Months 

4 Panchmahal 11 5138.19 22 Months 

5 Suart 10 4271.99 24 Months 

6 Banaskantha 12 10389.82 24 Months 

7 Tapi 5 3434.65 52 Weeks 

8 Narmada 4 2571.97 42 Weeks 

4.4 APPROACH TO SURVEY 

The various steps in conducting the re-survey of a village and preparation of land records 

based on the re-survey are as under: 

PRE SURVEY ACTIVITIES: 

 

 

 

 

 

Fix adequate number of geo-referenced control points in the village under re-survey. This 

activity would be carried out with the help of departmental officials. 

Before fixation of the control points, The data of control points of SOI for a particular 

area to prepare a district network with reference to SOI net work. 

Taking these control points as reference points, fix the boundary points of the village 

using DGPS/ ETS. 

Obtain the village map and all the KJPs/ Durusti Patrak from district survey office (DILR 

office). 

Obtain village form no 7/12 record from taluka mamlatdar office in a predetermined 

format from e-dhara . (Form A- Annexure VII) .Right of access to such data will be 

given to agency during resurvey work. 

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23


 

 

 

Mark the corrections in village map reflecting the changes due to KJPs/ Durasti Patraks 

and village form no 7/ 12. 

Also give effect to KJP in VF No. 7/12 wherever it is not given. 

Generate Chalta No. (Temporary no.) and also mark them on the map. 

Note: The basic purpose of this activity is to update and prepare textual and spatial 

records (village maps only) for resurvey activity. This would give the expected ground 

situation during resurvey 

 

Generate Form A 

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24


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25


SURVEY ACTIVITIES 

 

 

 

Carry out the field re-survey in the village using DGPS/ ETS equipments and also collect 

the information for the concerned land parcel in a pre-determined format. (Form B- 

Annexure VII) 

Generate the land parcel sketch in pre-determined scale. Serve a notice to the occupant 

along with this sketch showing necessary details requiring any objections from the 

occupant. Government officials will be helping in this process but the activity primarily 

needs to be done by the survey agency. The signature seal of the govt. officials will be 

affixed to the notice. 

If any objections are received, a register shall be maintained by the survey agency to 

record and track the objections raised by the owners(s)/enjoyer(s). The objections should 

also be flagged in the DTDB(Digital Topographic Database). The official along with the 

concerned person and other related persons visit the concern land parcel. The decision on 

the objection would be taken by the government representative. Modify/ change the map 

& other record as per the decision. (Form C-Annexure VII) 

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POST SURVEY ACTIVITIES 

 

 

 

 

 

Generate various records based on the re-survey and information gathered from the field. 

In particular generate a discrepancy register which gives the details of land parcels 

showing the area difference between re-survey and old survey records/VF 7/12. 

In case where the area of resurveyed land parcel is more than 5% and such land parcel has 

non private land (govt. or semi-govt. land) on any of its side. 

Digitize the old tippan of the survey number and superimpose on the resurveyed parcel 

land showing the variation on the map as well as on the area. The encroached area (of 

adjoining Govt. or Panchayata land)is to be shown by dotted lines and given a different 

shading and encroachment land register, in prescribed format generated and submitted. 

The Survey agency needs to create the Encroachment Register. 

Handing over the record for promulgation to the specified government official who would 

take up the promulgation activity. This activity is to be done by the specified government 

official. 

Generate one register for new survey no. arising out of resurvey with no corresponding old 

survey no. (Encroachment Register), another register with old survey no. without any 

corresponding new nos. and another one where either the occupant or land use is different. 

4.5 PILOT IMPLEMENTATION 

Selected bidder will be required to implement a pilot project using network data in three 

identified villages , using pure ground truthing technology, within a period of six weeks 

from issue of Letter of Intent – which will cover all the activities of the resurvey and all 

required outputs/deliverables . Based on the pilot experience, changes, if any needed would 

be made to the project implementation approach and plan. 

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5 ROLES AND RESPONSIBILITES: 

5.1 RESPONSIBILITIES OF COMMISSIONER, SC&DLR 

As owner of the project, the role of SC&DLR in the successful implementation of the project 

includes discharging the following responsibilities. 

i. Ensuring that all the participating departments/agencies take active part in the project 

ii. Issuing of Government Orders, circulars, instructions, etc., to effect changes to 

existing policies, framing of new policies, and such other matters as may be necessary 

from time to time 

iii. Constituting a Project Management Team to monitor and manage the day to day 

activities of the Agency and issue necessary instructions if required. 

iv. Deploying the sufficient number of Government staff for assisting and monitoring the 

Agency during the Survey. 

v. Identifying and nominating personnel for accepting the deliverables 

vi. Popularize land resurvey project through a media plan for creating citizen awareness. 

vii. Approve the field survey plan. 

viii. Assist the Agency during the resurvey by providing the necessary Government 

support. 

ix. Conduct Title Enquiry 

x. Co-ordinate with the participating departments involved in the land re-survey project. 

xi. Monitoring and review of the survey work. 

xii. Finalization of the formats for the deliverables/outputs 

xiii. Help organize training and change management programs. 

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5.2 RESPONSIBILITES OF AGENCY 

The following are the roles and responsibilities of the Implementing agency include: 

i. Setting up of infrastructure for processing of data 

ii. Prepare the field re-survey plan 

iii. Conduct the field survey 

iv. Deploying the required infrastructure and skilled & experienced resources, including 

workstations, laptops, printers, connectivity, etc 

v. Prepare the final cadastral maps, land re-survey database and updated land records 

vi. Creation of non-spatial database, relating to the ownership particulars of each parcel 

of land, land use etc. 

vii. Assist the SC&DLR during the Title Enquiry exercise The village maps and VF 

7/12 will be given to the agencies, free of cost in the form of soft copies. The 

resurvey agency will reconcile the information as per the VF 7/12 and other records 

like KJP. The agency will not be doing any statutory activity relating to titling. 

viii. Quality check of the all the deliverables before submitting to the SC&DLR. 

ix. Provide user training at all levels and prepare and issue supporting documentation 

such as User Manuals, Maintenance Manuals, etc. 

x. Liaison with other departments/agencies like Survey of India, Forest department and 

other land owning departments to accomplish the commissioning the project as per 

the terms of the contract. 

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6 SURVEY METHODOLOGY & DELIVERABLES 

This part details the technical specifications of the re – survey project, including detailed 

ground survey. 

The re-survey is a very important component of the Land Re-survey project. Keeping this in 

view, SC&DLR expects the Agency to use the latest available technology to complete the resurvey 

as per the schedule of the project, while maintaining the required accuracy. 

6.1 TECHNICAL SPECIFICATIONS FOR SURVEY & DIGITISATION OF 

LAND SURVEY 

a. DGPS / ETS or conventional ground surveying methods using DGPS and ETS will be used 

in the SC&DLR project. 

b. Maps for the land parcels will be prepared on 1:2000 scale. 

c. Required levels of accuracy for DGPS should provide accuracy of 2 c,m. to the control 

points. Accuracy level and scaling of maps shall be as specified in the RFP. In case the field 

bund is on the boundary, the measurement should from the middle of the field bunds or as 

pointed out by the farmer/owner. 

6.2 SURVEY PROCESS 

This section describes the procedure followed for the survey: 

a. Publication of notification under relevant rules of Government of Gujarat shall be done. 

This will be the responsibility of SC&DLR. 

b. Publicity regarding awareness programs to farmers emphasizing the need to be present 

at time of visit of survey team and show the boundaries of their land parcels and 

participate in the entire data collection process. To conduct such publicity will be the 

responsibility of the District Collector. 

c. A detailed schedule of the visit of survey team to each village shall be prepared taluka 

wise and published at district and taluka level. The program should also be given wide 

publicity. The detailed schedule will be prepared by the Agency and approved by 

SC&DLR. 

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d. Detailed schedule of the visit of survey team to each village shall be handed over to all 

the heads of land owning departments - so that the officials from the departments help 

the agency in the identification of boundaries of the lands owned by the department. 

e. At the taluka level, revenue village should be taken as a unit. The village level plan 

showing details of day wise program of survey shall be published in the concerned 

taluka, village, at least 10 days before commencement of field survey. 

f. There should be adequate number of survey teams and adequate number of adjudicating 

personnel to complete the work as per the schedule. 

g. Every survey team should have at least one member familiar with the local language 

and the field workers and supervisory staff should be conversant with the local 

language. 

h. Survey adjudicator will be appointed by the government. However he/she shall be 

assisted by one surveyor along with ETS machine from Agency. 

i. From the agency side, each survey team shall have at least one machine operator and 2 

support staff . 

j. The Taluka/District level team along with the members from survey agency should 

conduct a gram sabha in the village before the commencement of survey work and the 

entire process should be explained. The day wise survey schedule should also be 

discussed and farmers concerned should be mobilized. 

k. Agency shall establish a village survey center in the appropriate place in the villages 

with adequate number of laptops, printers and consumables. Basic infrastructure 

including uninterrupted power supply for establishing a Survey Center is readily 

available in all the village. In case these facilities are not available in any particular 

village, the survey agency could have its base in the nearest village during the survey 

execution. 

l. Agency has to bear the expenses of establishing the village survey centers in case the 

government buildings are not available. The cost of electricity and other expenditure 

has to be borne by the Agency. In case these facilities are not available in any particular 

village, the survey agency could have its base in the nearest village during the survey 

execution. 

m. The field work shall commence as per the schedule published in the village. Note the 

boundary marking using ETS as shown by the concerned owners or enjoyers in the 

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presence of adjacent land parcel owners or enjoyers. The team should take care that 

ridges, which are not boundaries of parcels, are avoided. Similarly cases where 

collective cultivation is done or boundaries not formed for various reasons should be 

first got demarcated on ground by the concerned owners and such demarcated parcels 

alone should be recorded. The team should take care to ensure that each individual 

parcel is identified with the owner/enjoyer. Each parcel shall be given a unique ID. 

n. The survey agency shall generate the land parcel map based on their ETS reading. The 

agency shall take it to the owner/enjoyer and obtain acknowledgment. 

o. The Draft Land Parcel Map shall be distributed to the concerned enjoyer on the same 

day evening or the next day morning and receive the objections if any 

p. Wherever there is reserved forest or land transferred to forest dept. concerned forest 

officers should be involved in identifying boundaries. 

q. Wherever there is a government land, concerned government officers shall attend the 

survey activity and identify their land. 

r. The current land use particulars and irrigation particulars etc. shall also be collected by 

the survey team. 

s. Land owners who intend to plant stones in their field junctions may be shown points 

where stones are to be planted. 

t. Boundaries of individual land parcels shall be marked using ETS or tape whichever is 

relevant or applicable. 

u. Details of land parcels should be recorded in the prescribed formats. 

v. After the completion of demarcation by using ETS and collection of textual data, the 

demarcators have to transfer the demarcated boundaries from the the ETS/GPS machine 

in to computer to generate relevant spatial form. 

w. The demarcators shall generate the Draft Land Parcel Map (LPM) for each land parcel 

and print in the prescribed template in duplicate. 

x. The survey teams along with the government officials shall participate in the objection 

redressal and if required the survey teams has to resurvey the land parcel. 

y. A register shall be maintained by Agency to record and track the objections raised by 

the enjoyers. 

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z. After the completion of survey, the survey team has to submit the completion report to 

SC&DLR. 

6.3 SURVEY OF GOVERNMENT LANDS 

This section describes the procedure that must be followed for the survey of Government 

lands 

a. The village wise list of Government /community lands with area and the list of private 

lands adjoining the government lands shall be prepared by the agency. 

b. If the concerned government officials are able to identify the boundaries of the 

government land as per records, the government land has to be demarcated first before 

demarcating the private properties. If the concerned government officials are unable to 

identify the boundaries of the government land as per records or no record is available 

pertaining to those government land parcels/properties, the boundaries of the adjoining 

land parcels/properties should be fixed first and after fixing the boundaries of all the 

adjoining land parcels/properties, the government land parcels/properties should be 

worked out. 

c. Reconcile the area so worked out with the related records. 

d. The land parcel map pertaining to the government land parcels shall be handed over to 

concerned government officer or to the Mamlatdar who shall record the objections if 

any.\ 

6.4 GENERATION OF DRAFT LPM AND DISTRIBUTION 

a. After the completion of ground truthing/ ground survey, the demarcators have to generate 

the Draft LPM and print on the prescribed template with actual dimensions, details of 

adjoining survey numbers, etc. 

b. The scale of LPM sketch should fit an A4 size paper and it should be fit to the next scale of 

50. (For e.g. if the scale is coming to 1:446 then it should be fit to a scale of 1:450; in case the 

scale is coming as 1:421 then it should be fit to a scale of 1:450 and in case the scale required 

to fit in the paper is 1:496, then it should be fit to a scale of 1:500) 

c. The draft LPM shall be given to the concerned enjoyer or owner within two days. 

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6.5 OBJECTIONS HANDLING 

a. Individual notices in prescribed format shall be given to every registered holder/enjoyer 

with a copy of land parcel map and measurement details etc. marked on the same notice. 

Individual notices shall be either personally served or sent by the registered post with 

acknowledgement due if the land owners are out side village or town. On expiry of stipulated 

period, (10 days), if any objections raised by the enjoyer, shall be recorded in the objections 

register. 

b. Agency team shall assist the Government Officer in resolving the objections. If required 

the survey team has to resurvey the field of the enjoyer, incorporate the necessary changes 

and generate revised LPM. 

c. Survey team shall maintain the objections tracking register. The objections shall also be 

tracked in DTDB in GIS form , 

6.6 PROMULGATION OF SURVEY RECORDS 

a. Subsequently, draft record of land register, village map, and individual parcel maps of 

agricultural and non agricultural lands would be displayed for 30 days in the office of Gram 

Panchayata/ Taluka for the information of public. 

b. Complaints should be maintained during the above period to register complaints received 

and all complaints received should be acknowledged by a receipt. 

c. Complaints received shall be verified and necessary corrections if warranted shall be 

carried out in all concerned spatial and non spatial records. Agency/s shall help the 

government staff if resurvey of the parcel is required. 

d. The adjudication team will have one Surveyor who will be assisted by one ETS machine 

operator from the vendor. 

e. The adjudication team will take up objections village wise. They should draw up a day wise 

Program of objections taken on record and inform concerned farmers/owners well in advance. 

They shall dispose all objections as per rules laid down under relevant Act. 

f. As soon as disposal of objections is completed a final notification under relevant rules and 

regulations will be published completing the process of survey. 

g. The village land parcel register will be updated by the Agency/s as per objection disposal 

information received from the adjudication team. 

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h. The final information should be taken to data centre established at the state level to 

generate all deliverables. 

OUTPUT GUIDELINES FOR AGENCY 

a. The delivery will be in Three formats. (.DXF, .DWG and .SHP) 

b .DXF – will contain only polylines, points and text in their appropriate layer and color. 

c .DWG content should be the same as in case of DXF except the symbology assigned and 

hatch pattern. 

d. First submission shall be the .DXF, which will be checked digitally for the quality. On 

acceptance of the same, .DWG files should be submitted. 

e. All the deliverables pertaining to a taluka shall be submitted for approval by SC&DLR as a 

single submission. 

f. The finally submitted maps will be sample checked. More than 20 errors in a .DXF delivery 

may lead to complete rejection of the entire submission. 

g. Similarly, in case of .DWG files submitted sheet wise should have all layers properly 

named as specified. More than 5 errors in a sheet may lead to the rejection of the sheet. More 

than 10 sheet rejection of the entire project submission, may lead to the entire rejection of the 

submission. 

h. The QC forms duly filled in should be accompanied with every submission of digital data 

in CD media. 

i. The Agency has to enforce good quality control measures to meet the requirements of the 

SC&DLR in order to finally deliver a quality product, satisfying the content, accuracy and 

cartographic presentation of the maps as specified. 

j. One set of hard copy out puts on 1:8000 scale (village map) to be supplied by the Agency. 

k. The names of features from field verification report need to be incorporated in the digital 

data. The job is treated as completed only after it is examined and final corrections carried 

out. 

l. The map projection and coordinates of the control points are to be in UTM grid and WGS 

84 datum and MSL datum. 

m. Land parcels shall be oriented to north 

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n. All data products should be handled carefully to avoid any loss or damage. In case of any 

damage / loss, the Agency/s stands the responsibility of replacing fully. 

o. An understanding on security aspects such as safe custody of data / reports / material is to 

be signed by the Agency/s at the time of taking data from the govt. 

p. The specification / guidelines may be revised from time to time and the same will be given 

to the Agency/s. Agency shall therefore make sure that the revised specification / guidelines 

are followed thereon. 

q. Agency shall deploy a simple web site or a suitable tool to publish summarized view of the 

project progress and status. This shall be available on line and shall be accessible to all the 

stake holders. However this shall not be accessible to the public domain. 

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Annexure I Ground Control Network & Monumentation 

There shall be Ground control Network at 4 levels (incase of non availability of (SOI) data, 

GCN at 5 level 

All the control points should be based on datum given below: 

Horizontal Datum : WGS-84 (i.e. the latest version of the World Geodetic System standard 

for use in cartography) 

The Primary Control points of the Survey of India (SOI), provided by static GPS observations 

(72 hours) with dual frequency GPS receivers, should be used as reference points for 

preparing district net work to link the district with national survey net work. 

In case of non availability of SOI data of network control points ,same kind of data and 

control points should be established in consultation with SOI and prepared by the vendor 

with MSL datum as per below mentioned standards . 

Base Station: At centre of Area of Interest (AOI) With minimum 72 hour observation by 

GPS with accuracy of 1:100000 

Regional Station: Control point at a distance of 40 k.m. average with a minimum 24 hour 

observation with GPS at a accuracy of 1: 50000 

The primary control points of the SOI Should have been post processed with the precise 

ephemeris adjusted with the help of precise engineering soft ware (eg. Berenese s/w ) to the 

ITRF co-ordinate system or with a consultation of Survey of India . All the primary and 

secondary control points of districts should be connected to base and regional station of the 

SOI as created above, to ensure connection to the National Framework. 

Vertical Datum: MSL, i.e. mean Sea Level. The precision Bench Mark of the SOI should 

be used as primary vertical control 

1. Primary Control Points: 

Horizontal 

i. What kind of places: In protected areas like premises of permanent government 

offices etc. The selected site should be open and clear to sky with acute angle of 15 

degree. High tension power lines, transformers, electric substations ,microwave 

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towers ,high frequency dish antennas, radars, jammers, etc which interferes with 

GPS signals , should be strictly avoided . 

ii. Densification: 16 Km average 

iii. Instrument to be used :Primary Control points shall be identified with DGPS 

iv. Accuracy levels required: 1:50000. 

v. Monumentation of Primary Control Points: 

a. Rock Stone or Sand Stone 30*30*75 cm or RCC. 

b. The control point should be 15 cm above the ground and 60 cm inside the ground. 

c. The control points should be fixed to the ground using at least 15cm of cement 

block 

d. Monuments shall bear a Triangle on top with plummet hole in the middle. 

Monumentation can be done by engraving the control points by 1 “ dia circle. 

e. Provision to put GPS reading strip of granite. 

f. The control point number should be inscribed on the monument. 

Vertical 

All the primary control points should be connected by spirit level heights. The leveling 

lines for such connections should be terminate at a precision control points of the SOI and 

all errors adjusted within them. 

Permissible error for leveling line 0.025 ♪k ( in meters), where the length of leveling 

line in km. 

2. Secondary Control Points: 

i. What kind of places: In protected areas like premises of Government buildings and 

other protected structures, Village Tri-junction points, village Bi-junctions etc. 

ii. GCP Selection criteria : The selection criteria of points should be 

a)GCP should be easily identifiable on aerial imagery as well as on the 

ground. 

b) GCP should be a sharp points on image and ground. 

c) The selected GCP shall be open and clear to sky, without any obstruction 

to the sky. All secondary points should be post pointed on digitised 

village map preferably in soft copy. If the post pointing on hard copy is to be done , 

the control points should be post pointed at a given distances . In addition , a sketch of 

control points and their detailed description should be prepared on the ground. 

iii. Densification : 4 km average 

iv. Instrument to be used: DGPS. 

v. Accuracy levels required: 1:20000 

vi. Monumentation of Secondary Control Points: 

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a. Rock Stone or Sand Stone 23*23*75 cm or RCC 



block 

d. Monuments shall bear a Triangle on top with plummet hole in the middle . 




g. X, Y and Z co-ordinates are required. 

3. Tertiary Control Points: 

i. What kind of places: Preferred places area Village boundary tri-junction or bijunction, 

Government lands etc., Field tri-junction on village boundaries or inside the 

village. Existing Govt/ non-Govt buildings like GP office, school building, veterinary 

hospital, high tension lines etc. 

ii. Densification: 1 km average 

iii. Instrument: DGPS/ETS 

iv. Accuracy levels required : 1 in 10,000 

v. Monumentation of Tertiary Control Points 

a. Rock Stone or Sand Stone 15*15*45 cm or RCC 



block 

d. Monuments shall bear a Triangle on top with plummet hole in the middle . 




4. Auxiliary Control Point: 

What kind of places: Each control point (Primary, Secondary and Tertiary Control 

Points) shall be accompanied with one auxiliary control point. It should be located on 

permanent structure like bridges, culverts and other permanent building corners etc. 

The auxiliary control point should be within the line of sight from the control points 

i. Densification: There shall be one auxiliary point for each control point typically 

200m or more (Primary, Secondary and Tertiary control point) 

ii. Instrument: DGPS and ETS 

39 

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iii. Accuracy levels required: same as their respective control point 

The description of the location of the control point along with a sketch shall be submitted to 

SC&DLR. 

Note: In case any village tri-junction has not been marked and monumented by any of the 

primary or secondary control points or even if it is tertiary control points, then they should be 

explicitly monumented as per the parameters mentioned for secondary control points. 

(1) The coordinate lists and descriptions of the locations shall be submitted to 

SC&DLR .The locations and ID s of all the control points should be 

maintained in GIS Form. 

(2) The coordinate list should be supplied both for geodetic system (lat/long) 

and Projected system-Universal Traverse Mercator , i.e the UTM projection 

of the respective area 

(3) In case a village tri-junctions has not marked and monumented by primary, 

secondary, or tertiary control points, the same should be monumented as per 

the parameters. 

General Requirements 

1. Village boundaries are to be marked. 

2. The(X, Y, Z) coordinates for the control points should be given in spherical coordinates 

as well as in Cartesian coordinates separately. 

3. The (X, Y) coordinates should be in WGS 84.and Z in MSL( Mean Sea Level) 

4. The agency should specify the conditions and specification of the instruments/system 

used to acquire the required accuracy. 

5. Some base lines for calibration with monumentation should be formed at selected 

locations for maintenance. 

6. A sketch for each category of control points shall be submitted showing the location of 

control points along with description for easy identification. 

7. A district map showing all the Primary, secondary and tertiary control points with 

coordinates shall be submitted to the SC&DLR. 

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8. The agency shall submit a village map showing the primary, secondary and tertiary 

control points with description and coordinates in the prescribed format 

9. The grid supplied by the SC&DLR has to be superimposed on the geodetic network to 

derive the control point numbering. 

10. Control Points should be only on the boundaries of land parcel and should not be in 

between. When located in govt. premises, it should be located at the corner of the 

buildings or the premises. 

11. SOI (Survey Of India ) control points should be used or established a base reference for 

creating Primary and secondary control points of the Districts 

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Annexure II Formats for Graphical Record 

A. Land Parcel Maps: 

1. Data should be in 2D and 3D 

2. To be drawn on A4 size paper. 

3. The parcel map shall be in template prescribed by the Department. 

4. Area to be recorded in Hectares , Ares and square meter 

5. For each land parcel one sketch should be drawn showing outer boundaries and topo 

details. (List of the topo features to be captured will be provided before undertaking the 

resurvey). 

6. All measurements shall be written facing North or West directions or in any readable 

direction. 

7. Actual measurement of each demarcated boundary should be exhibited including topo 

details like roads, canals, wells, cart tracks etc., The complete list can be given to the 

short listed bidder. 

8. Village tri-junction should be denoted by alphabets in clock wise direction. Every point in 

the village like sub division point, cut point, field bend points, should be given a unique 

serial number in numerical. 

9. Adjacency particulars should be written in encircled Nos. or by village names as the case 

may be. 

10. The scale of LPM sketch should fit an A4 size paper and it should be fit to the next scale 

of 50. (For e.g. if the scale is coming to 1:446 then it should be fit to a scale of 1:450; in 

case the scale is coming as 1:421 then it should be fit to a scale of 1:450 and in case the 

scale required to fit in the paper is 1:496, then it should be fit to a scale of 1:500) 

11. List of coordinates of all the corner points should be written in open space of the sketch 

or on back side page. 

12. All nearest control points should be exhibited with in or out side frame work of Survey 

No. 

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B. Village Map 

1. Integrated village map shall be drawn in 1: 8000 scales on A ‘O’ size paper. 

2. The map shall show name of District, Taluka and Village in Gujarati / English language. 

3. Area in Hectares – Ares and/or Sq. Km. upto 4th decimal shall be recorded. 

4. It shall exhibit basic statutory particulars like dates of notification under the different 

rules in left hand lower corner. The year of survey and year of publishing of village map 

shall also be displayed in the bottom part. (The template shall be approved by the 

SC&DLR) 

5. It shall show the village tri-junction, all primary control and secondary control points, 

tertiary control points and topo details. 

6. The topo details shall be represented using the approved symbol library. Legend of topo 

details and boundaries recorded should be exhibited. 

7. Adjacency particulars to the village shall be displayed. 

8. List of all control points falling on the village boundary with coordinates and location 

details should be furnished. 

C. Ground Control Network 

1. District primary control network sketch, which shall show all primary control points and 

details of their locations village and Taluka wise. Unique identification no. will be given 

and the code of the identification would be provided. 

2. Secondary control network sketch for each taluka shall show primary control points and 

all secondary control points duly numbered. List showing the coordinates and locations of 

these points shall be furnished. 

3. Description of tertiary and auxiliary control points along with coordinates should be 

furnished for each village, along with primary control point and secondary control point 

for each village. 

4. For Post-Processed Vectors: All successful GPS observations, exported to RINEX format 

(soft copy) 

5. For all adequately closed triangles: Network Adjustment results, observed closing errors, 

error distribution value and estimated vector accuracy (hard copy) 

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6. GPS report (hard copy), consisting of 

 

 

Photograph, final Lat/Lon values and possible error of each monument 

Name of RINEX files associated with each observation Network Diagram 

7 1 c.m. as determined by residuals of the network adjustment with 95% confidence 

interval. 

(D) Creation of Digital Topographic Database: The boundaries of the parcels delineated 

in the presence of the owner(s) /enjoyers /officials should be digitized in GIS format and the 

attribute information collected in prescribed pro-forma should be linked as GIS to create the 

Digital Topographic Database (DTDB) 

Website for project progress & status. 

1. Agency shall deploy a simple web site or a suitable tool to publish summarized 

view of the project progress and status. This shall be available on line and shall be 

accessible to all the stake holders. However this shall not be accessible to the public 

domain. 

2. Non-spatial database, conforming to the database of E-Dhara (current land 

records application in Gujarat) 

3. To met the standard and specification of the NLRMP (National 

Land Record Modernisation Programme Guideline) agency will have to follow 

the standards as per the Annexure (VI)of the RFP volume –I . 

PROJECTION /COORDINATE SYSTEM 

All geodetic and AT control data, and all other collected coordinate data, should be 

collected 

in UTM with WGS84 datum, published to a precision to the nearest hundredth of a meter. 

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RFP for Resurvey project - ANAND & other SEVEN Districts of Gujarat State 

Annexure (VI) choice of software and standards 

The Agency should keep in mind the following points before designing the 

for survey activity. 

software 

Experience in indigenous developed core GIS/IP technology; 

Experience in indigenous developed core GIS/IP technology; Preference 

shall be given to firm having forged formal associate/tie-up with national 

institutions in the field of GIS and remote sensing. 

 

 

Open standards - technical specifications and policies governing information flow across 

the project. Agency cover Domain, Interconnectivity, data integration, e-services access 

and content management. The principle s and practice of operating the standards make 

them “open” GIS software should have following capability. 

Customized GIS software should be capable of integrating GIS & image 

functionality with real time information using GPS survey. Follow OGC standard ( open 

geo customization ) 

Should be customizable using VBA/ VXT technology. (Microsoft open standard ) 

 

 

 

 

 

 

 

Geo-processing capability 

Ov erlay analysis 

Projection support 

Layer management 

Database management 

Query builder 

Can accept any satellite data support 

With advanced module like Network analysis, DEM terrine analysis, 3D 

 

 

 

 

 

Modeling, mural network classification, 

Geometric correction 

Image enhancement, classification, processing. 

Advanced symbology 

Advanced creation and editing tool for vector data management. 

Can be interlinked with department existing data/ software like e-dhara, SRO office data, 

DILR data, City Survey office data etc. Unicode language support 

The Software should be OGC compliance ( latest version ) 

Note: The agency have to provide minimum 5 user license for software(per district ) . 

The software should be web enabled. 

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Annexure VII Reports Sample Templates 

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Annexure VII Data Collection Sample 

Templates 

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Anand District 

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Vadodara District 

Surendranagar District 

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Panchmahal District 

Surat District 

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Banaskantha District 

Tapi District 

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Narmada District 

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PART- II 

Bid Process & Commercial Specifications 

REQUEST FOR PROPOSAL (RFP) 

FOR RE-SURVEY OF 

ANAND & OTHER SEVEN DISTRICTS 

OF GUJARAT STATE 

Settlement Commissioner & Director of Land Records 

Dr. Jivraj Mehta Bhavan, Block No. 13, 3rd Floor, 

Old Sachivalaya. 

Gandhinagar-382 010, Gujarat (India) 

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Table of Contents 

1 GENERAL CONDITIONS OF CONTRACT 67 

2 INSTRUCTION TO BIDDERS 72 

3 DETAILED SUBMITTAL REQUIREMENTS 91 

DOCUMENTS COMPRISING THE BIDDERS' PROPOSAL 91 

Annexure I: Bid Formats 103 

Annexure II. Technical Evaluation Criteria 125 

Annexure III: Statement of Deviation 127 

Annexure IV: Request for Clarification 128 

Annexure V: Performance Guarantee - 129 - 

Annexure VI: Draft Contract - 133 - 

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1. GENERAL CONDITIONS OF CONTRACT 

GENERAL ELIGIBILITY TO BID 

a. Invitation for bids for the Anand & other seven other districts namely Vadodara, Surendranagar, 

Panchmahal, Suart,Banaskantha, Tapi & Narmada of Gujarat State is open to all Indian firms who 

will fulfill pre-qualification criteria as specified. 

b. Bidders declared by SC&DLR / Government of Gujarat to be ineligible to participate for 

unsatisfactory past performance, corrupt, fraudulent or any other unethical business practices shall 

not be eligible. 

c. Breach of general or specific instructions for bidding, general and special conditions of agreement 

with SC&DLR/ GOG or any of its others client organizations during the past 5 years may make a 

firm ineligible to participate in bidding process. 

d. SC&DLR reserves its right to subject the bidders to security clearances as it deems necessary and 

ALL the personnel of the selected bidder before they are appointed on the land re-survey project. 

COST OF RFP DOCUMENTS 

The bidders will have to purchase the RFP from the address given below by paying Rs 10,000/- (Rupees 

Ten Thousand only) in the form of a DD drawn on a nationalized bank in favor of “Settlement 

Commissioner and Director of Land Records” payable at Gandhinagar for each district. . The DD has to 

be the part of Pre-Qualification envelope. 

Address: 



Block No. 13, 3rd Floor, 


Gandhinagar-382 010 

Email id: dydir--scndlr@gujarat.gov.in 

Fax: +91-79-23257664 

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RFP for Resurvey project - ANAND & other SEVEN Districts of Gujarat 

State 

PRE-BID CONFERENCE 

The SC&DLR will host a Pre-Bid Conference, tentatively scheduled to occur on dated- 

28/02/2011. The date, time and place of the conference will be announced as soon as 

possible to all bidders through e-mail. The purpose of the conference is to provide bidders 

with information regarding the RFP and to provide each bidder with an opportunity to seek 

clarifications regarding any aspect of the RFP. The bidders are requested to submit any 

questions in writing to SC&DLR before dated 25/0/2011. SC&DLR reserves the right to hold 

multiple pre-bid conferences relating to the Bid Management. 

Bidder Inquiries and SC & DLR’s Responses 

The agencies should submit their enquiries relating to this RFP in writing exclusively to the 

contact person notified by SC&DLR as above. The mode of delivering written questions 

would be through fax or email. SC&DLR will not be responsible for ensuring that bidders’ 

inquiries have been received by SC&DLR. 

SC&DLR shall accept written inquiries from the bidders once the RFP is issued. SC&DLR 

will provide complete, accurate, and timely response to all questions to all the bidders. All 

responses given by SC&DLR will be distributed to all the bidders. 

However, SC&DLR makes no representation or warranty as to the completeness or accuracy 

of any response, nor does SC&DLR undertake to answer all the queries that have been posed 

by the bidders. 

SUPPLEMENTARY INFORMATION TO THE RFP 

If SC&DLR deems it appropriate to revise any part of this RFP or to issue additional data to 

clarify an interpretation of the provisions of this RFP, it may issue supplements to this RFP. 

Such supplemental information will be communicated to all the bidders who have 

participated in the pre-bid meeting by e-mail. Any such supplement shall be deemed to be 

incorporated by this reference into this RFP. 

PROPOSAL PREPARATION COSTS 

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 

proposal, in providing any additional information required by SC&DLR to facilitate the 

evaluation process, and in negotiating a definitive and all such activities related to the bid 

process. This RFP does not commit SC&DLR to award an agreement or to engage in 

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State 

negotiations. Further, no reimbursable cost may be incurred in anticipation of award of the 

agreement for implementation of the project. 

SC&DLR’S RIGHT TO TERMINATE THE PROCESS 

a. SC&DLR makes no commitments, explicit or implicit, that this process will result in a 

business transaction with anyone. 

b. This RFP does not constitute an offer by SC&DLR. The bidder’s participation in this 

process may result in SC&DLR selecting the bidder to engage in further discussions and 

negotiations towards execution of an agreement. The commencement of such 

negotiations does not, however, signify a commitment by SC&DLR to execute an 

agreement or to continue negotiations. 

CONSORTIUM 

Following must be noted with respect to consortium bids: 

a. The no. of consortium members can not exceed three, including the Prime Bidder. 

b. The partner having the maximum turnover will be considered as prime 

bidder. 

c. The sole responsibility for discharging of the project responsibilities under the agreement 

would be that of the Prime Bidder only. 

d. Only Prime Bidder will submit the bids and sign the agreement. 

e. The Prime Bidder shall be registered in India only. 

f. The technical bid shall contain the details of arrangements between the Prime Bidder and 

other members of the consortium, in the form of an inter-se agreement or Memorandum 

of Understanding – intending to enter into a firm agreement for the project execution, 

between them. 

g. The turnover of the Prime Bidder and also the turnover of all the partners of the 

consortium shall be considered for pre-qualifications. 

h. The technical qualifications of all the members of a consortium shall be considered for 

evaluation. For the purpose of qualifications of the company referred to in (g) above 

shall also be considered. 

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State 

i. Notwithstanding anything contained in this agreement, all the members of the 

Consortium of Companies, entrusted with the responsibilities of the Project, shall be 

jointly and severally responsible to SC&DLR in respect of meeting the financial 

liabilities of the Implementation Survey Agency arising out of the Project 

BID SECURITY 

a. The bidders shall submit, along with their Bids, a Bid Security of Rupees TEN Lakh 

only( Rs. 10,00,000/- ) for Anand District . for other seven districts see table***, in 

the form of a Demand Draft/ Bank Guarantee issued by a nationalized bank in favor of 

“Settlement Commissioner and Director of Land Records” payable at Gandhinagar. 

Bid security in any other form will not be entertained. Validity period of the Bank 

Guarantee should be 6 months from the date of bid closing. 

b. The bid security of all unsuccessful bidders would be refunded by SC&DLR within 30 

days of the bidder being notified by SC&DLR as being unsuccessful. The bid security, 

for the amount mentioned above, of successful bidder would be returned upon 

submission of Performance Guarantee. 

c. The bid submitted without bid security, mentioned above, will be liable for rejection 

without providing any opportunity to the bidder concerned. 

*** 

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State 

TENDER 

FEE 

Rs. 10,000 ( Rs. TEN THOUSAND ONLY ) Common for all Districts for downloading E- 

Tender . To be paid separately for each district . 

Commercial Information ( Rs ) 

District Anand Vadodara Surendran 

agar 

Panchma 

hal 

Surat 

Banaskan 

tha 

Tapi 

Narmada 

Earnest 

Money 

Deposit 

(EMD) 

RS. 

10,00,000 Rs. 

Ten Lakh Only ) 

34,00,000 (Rs. 

Thirty Four Lakh 

only) 

41,00,000 (Rs. 

Forty One Lakh 

Only Only ) 

16,00,000 ( Rs. 

Sixteen Lakh 

Only ) 

16,00,000 ( Rs. 

Sixteen Lakh 

Only ) 

42,00,000 ( Forty 

Two Lakh only ) 

12,00,000 ( Rs. 

Twelve Lakh 

Only ) 

7,15,000 ( Rs. 

Seven Lakh 

Fifteen 

Thousand Only ) 

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2. INSTRUCTION TO BIDDERS 

BID OPENING SESSIONS 

The bids will be opened, in three sessions, one each for Prequalification, Technical and Commercial, in the 

presence of bidders’ representatives (only one per bidder) who choose to attend the Bid opening sessions on 

the specified date, time and address. The bidders’ representatives who are present shall sign a register 

evidencing their attendance. In the event of the specified date of bid opening being declared a holiday for 

SC&DLR, the Bids shall be opened at the same time and location on the next working day. During the Bid 

opening, preliminary scrutiny of the bid documents will be made to determine whether they are complete, 

whether required bid security has been furnished, whether the documents have been properly signed, and 

whether the bids are generally in order. Bids not conforming to such preliminary requirements will be prima 

facie rejected. 

OPENING OF BID SECURITY ENVELOPE 

The envelopes containing the bid security will be opened, by a Committee of Officers (the “Committee”) 

appointed by SC&DLR for bid evaluation, in the presence of bidders’ representatives (only one) who 

choose to attend the session on the specified date, time and address. The Bid Security envelopes of the 

bidders will be opened on the same day and time, on which the Pre-qualification Bid is opened, and bids not 

accompanied with the requisite Bid Security or whose Bid Security is not in order shall be rejected. 

EVALUATION OF PRE-QUALIFICATION BIDS 

The Prequalification proposal envelopes of only those bidders, whose Bid Security is in order, shall be 

opened in the same session. The bids will then be passed on for evaluation. 

The bidders will be assessed on the following pre-qualification criteria: 

a. The partner having the maximum turnover will be considered as prime bidder. 

b. The Bidder (Prime Bidder and all other members in case of a consortium) should have been in operation 

for a period of at least 3 years as of 31-03-10, as evidenced by the Certificate of Incorporation and 

Certificate of commencement of business issued by the Registrar of Companies in India or the 

corresponding authority in respect of foreign entities; 

c. Ground Survey methodology: 

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The Bidder (Prime Bidder in case of a consortium) should have had a minimum total turnover of Rs. 15 

Crore during the last 3 financial years (2007-08, 2008-09, 2009-10).. The sum of the average annual 

turnovers of all the partners of the consortium should be a minimum of Rs. 10.00 Crore during the last 3 

financial years (2007-08, 2008-09, 2009-10), as evidenced by the relevant financial statements and audited 

accounts of the company. Note: If audited figure of year 2009-10 is available then in that case last three 

years will be year 2007-08,2008-09 and 2009-10. 

d. The bidder, including all the partners of the consortium should have sufficient experience across the three 

major requirements of the project in Ground Survey (preferably Cadastral Survey) evidenced by the 

certificates issued by the competent authority of the concerned client organizations. 

e. The bidder should have executed in the last 3 years either a minimum of 1 project of Rs. 1 crore 

Or 

One project of Rs. 75.00 lakh and one project of Rs. 50.00 lakh 

Or 

a minimum of 7 projects of Rs. 20.00 lakh each. 

( NB: 1 Only completed projects will be considered 2. Project below value of Rs. 20.00 Lakh will 

not be considered at all ) 

Reminder: 1 

Pre-Qualification BID COVER must contain EMD in original , proof of 

experience in business , proof of turnover & proof of survey turnover i.e 

project completion certificate . 

EVALUATION OF TECHNICAL PROPOSALS 

The evaluation of the Technical bids will be carried out in the following manner: 

a. The Technical Bids of only the pre-qualified bidders will be opened for evaluation. 

b. The bidders' technical solution proposed in the bid document would be evaluated as per the requirements 

specified in the RFP and adopting the evaluation criteria spelt out in this document. The Bidders are 

required to submit all required documentation in support of the evaluation criteria specified (e.g. detailed 

project citations and completion certificates, client contact information for verification, profiles of project 

resources, specifications of equipment proposed to be used) as required for technical evaluation. The 

Technical evaluation shall be done as per the criteria specified in Annexure II. 

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Reminder: 2 

Please complete indexing of your RFP. For easy technical evaluation pl. 

show on which page the required criteria is given or fulfilled. Pl. provide 

clear & exact information as asked . e.g. List of qualified surveyor . This 

info. should provide like Sr. No. Name of Surveyor, Qualification , 

Experience in years, Remarks ( if any ) Pl. note : If information is not 

provided as required, evaluation will not be carried out for that item. 

c. Proposal Presentations: Each pre-qualified bidder shall be invited to make a presentation to SC&DLR 

at a date, time and venue decided by SC&DLR. The purpose of such presentations would be to allow the 

bidders to present their proposed solutions and orchestrate their key strengths, approach, methodologies and 

work plans described in their proposals. 

d. The following points would be considered in evaluating the proposals 

i. Does the Bidder demonstrate an understanding of the project, particularly its expansive scope and tight 

timeframe 

ii. Does the bidder possess the ability, capacity, skill and financial resources to complete the project 

iii. Does the bidder have the reputation, experience, and efficiency required to complete the work This will 

be evaluated based on the past experience, successful completion of projects, adherence to the time lines, 

credentials from clients, technical skills associated with organization etc., 

v. Can the bidder take on the obligations and responsibilities set forth in the RFP and produce the required 

outcomes within the required timeframe 

vi. Is the equipment proposed by the bidder like DGPS, ETS and software suitable to meet the requirements 

of the project, technologically up-to-date and calibrated 

vii. Are the bidder’s proposed internal QA/QC procedures as per the international standards (FGDC / ISO 

etc.) 

viii. Does bidder’s proposed project management methodology adhere to time line and whether it covers the 

risk mitigation 

TECHNICAL PRESENTATION 

As a part of the RFP preparation process, the short listed vendors would be required to present their 

proposed solution to the Settlement Commissioner and Director of Land Records. To facilitate a 

better understanding of the proposed solution and other pertinent issues, a presentation 

including a structured walkthrough have been scheduled on the following lines. The presentation 

should be conducted as per the sequence outlined in this document. Handout material should be 

74 

2/22/2011


distributed to the audience (8 -10 no. copies) in addition to an electronic copy on a CD (2 no. copies). 

The presentations will be marked out of 100 marks. The weightage for the presentation will be 20% of 

the marks in the technical evaluation- remaining 80% will be for the technical bid documents submitted. 

Presentation 

The agenda of the presentation has been laid out below. 

Section A: General Information of the management (5 minutes) 

Name of the primary bidder and Single Point Interface for the Settlement Commissioner and 

Director of Land Records (1 slide) 

Scope of Work(1 slide) 

Roles & Responsibilities of all the consortium members (1 slide) 

Section B: Structured Walkthrough of Proposed Approach and Methodology (15 minutes) (80 

marks) 

The purpose of the structured walkthrough is to get an insight into the Consortium’s 

understanding of the user requirements and assess the capability of the consortium to work as a team to 

deliver the within the stipulated timeframe 

Understanding of Scope of Work of the Project & its requirements 

Proposed approach and methodology to comprehensively address all the requirements of the project 

laid out in the RFP 

Milestones 

Project Timelines and detailed project plan 

Quality Control methodology, standards and quality assurance plan 

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Capabilities 

o 

In terms of the human resources, and proposed manpower and experience -that will be 

deployed for this project, should be mentioned broadly under the following heads: 

Domain Experts 

Managerial Staff 

Qualified Surveyors 

The survey agencies should also furnish the software and hardware details, that will be 

employed for this project. 

Section C: Relevant past experience, case studies (10 minutes) (20 marks) 

Comparable Projects elsewhere, including current status, feedback, project start/end date 

Samples of earlier work 

Client References for case studies presented (contact names & Tel no) 

Section D: Miscellaneous (15 minutes) 

Clarifications if any 

Questions & answers 

NOTE: 

The presentations are expected to be concise and touch upon all the above sections & sub 

sections in the format and slide titles mentioned above. 

The presentation time should not exceed 45 min including Q&A. 

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e. The SC&DLR may seek oral clarifications from the bidders. The primary function of 

clarifications in the evaluation process is to clarify ambiguities and uncertainties arising out of the 

examination of the bid documents. Oral clarifications provide the opportunity to state its 

requirements clearly and for the bidder to more clearly state its proposal. The SC&DLR may seek inputs 

from their professional, technical experts in the evaluation process. 

f. Following will be the technical evaluation scheme: 

i. Each Technical Bid will be assessed for technical score on a scale of 1 (minimum) to 100 

(maximum) points 

ii. Only the bidders, who score a total Technical score of 70 (Seventy) or more, will qualify for the 

opening of their commercial bids. 

e. The SC&DLR may seek oral clarifications from the bidders. The primary function of clarifications in 

the evaluation process is to clarify ambiguities and uncertainties arising out of the examination of the bid 

documents. Oral clarifications provide the opportunity to state its requirements clearly and for the bidder 

to more clearly state its proposal. The SC&DLR may seek inputs from their professional, technical experts 

in the evaluation process. 

f. Following will be the technical evaluation scheme: 

i. Each Technical Bid will be assessed for technical score on a scale of 1 (minimum) to 100 (maximum) 

points 

ii. Only the bidders, who score a total Technical score of 70 (Seventy) or more, will qualify for the 

opening of their commercial bids. 

EVALUATION OF COMMERCIAL BIDS 

a. The Commercial Bids of only the technically qualified bidders will be opened for evaluation. 

b. The bidder with lowest Total Cost (TC) will be awarded 100% score (L1) 

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NEGOTIATIONS, AGREEMENT FINALIZATION AND AWARD 

SC&DLR reserves the right to negotiate with the bidder whose proposal has been ranked Best value bidder 

on the basis of Technical and Commercial Evaluation. A contract will be awarded to the responsible and 

responsive bidder whose proposal conforms to the RFP and in the opinion of SC&DLR represents the best 

value to the proposed "Land Re-survey of Anand and other seven Districts " 

AWARD OF CONTRACT 

AWARD CRITERIA 

The bidder with the Lowest Total Cost will be designated as Best Value Bidder 

SC&DLR’s RIGHT TO ACCEPT ANY PROPOSAL AND TO REJECT ANY OR ALL 

PROPOSALS 

SC&DLR reserves the right to accept or reject any proposal, and to annul the tendering process and reject all 

proposals at any time prior to award of agreement, without thereby incurring any liability to the affected 

bidder or bidders or any obligation to inform the affected bidder or bidders of the grounds. 

NOTIFICATION OF AWARD 

Prior to the expiration of the validity period, SC&DLR will notify the successful bidder in writing or by fax 

or email, to be confirmed in writing by letter, that his proposal has been accepted. The notification of award 

will constitute the formation of the agreement. Upon the successful bidder's furnishing of performance 

guarantee, SC&DLR will promptly notify each unsuccessful bidder and return their Bid Security. 

SIGNING OF AGREEMENT 

At the same time as SC&DLR notifies the successful bidder that its proposal has been accepted, SC&DLR 

shall enter into a separate agreement, incorporating all agreements (to be discussed and agreed upon 

separately) between SC&DLR and the successful bidder. The Model agreement (Draft Agreement) is 

provided in Annexure VI. 

SC&DLR shall have the right to annul the award in case there is a delay of more than 15 days in signing of 

agreement, for reasons attributable to the successful bidder. 

PERFORMANCE GUARANTEE 

a. The successful bidder shall at his own expense deposit with SC&DLR, within 15 days of the date of 

notice of award of the agreement or prior to signing of the agreement whichever is earlier, an unconditional 

and irrevocable Performance Guarantee (PG) by way of Demand Draft or Bank Guarantee from a 

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nationalized bank acceptable to SC&DLR, in the format prescribed in Annexure V, payable on demand, for 

the due performance and fulfillment of the agreement by the bidder. Amount of performance Guarantee 

would be at the rate of 5% of the Estimated Contract value = ----sq km *--- Rate per sq. km. 

b. The Performance Guarantee (PG) will be for an amount of 5% of the contract value, valid for the 

entire term of agreement, which shall be submitted by Survey Agency upon signing the Agreement. 

All incidental charges whatsoever such as premium, commission etc., with respect to the performance 

guarantee shall be borne by the bidder. The performance guarantee shall be valid till acceptance of the 

deliverables of the Project or 120 days after the expiry of the contract, whichever is earlier. The 

performance guarantee may be discharged/ returned by SC&DLR upon being satisfied that there has been 

due performance of the obligations of the bidder under the agreement. However, no interest shall be payable 

on the performance guarantee. 

c. In the event of the bidder being unable to service the agreement for reasons of poor quality of resources, 

business loss or going out of business, regulatory restrictions, concerns of national security, or any other 

reason which is not concerned with the terms of the contract, SC&DLR would invoke the Performance 

Guarantee. Notwithstanding and without prejudice to any rights whatsoever of SC&DLR under the 

agreement in the matter, the proceeds of the Performance Guarantee shall be payable to SC&DLR as 

compensation for any loss resulting from the bidder’s failure to perform/ comply with its obligations under 

the agreement. SC&DLR shall notify the bidder in writing of the exercise of its right to receive such 

compensation indicating the obligation(s) for which the bidder is in default and the bidder will have to pay it 

within 14 days of the notice date. SC&DLR’s decision in this respect will be final. 

d. SC&DLR shall also be entitled to make recoveries from the bidder’s bills, performance guarantee, or 

from any other amount due to him, an equivalent value of any payment made to him due to inadvertence, 

error, collusion, misconstruction or misstatement. 

e. In case the project is delayed beyond the project schedule as mentioned in this RFP, for reasons 

attributable to Survey Agency, the performance guarantee shall be accordingly extended by the Survey 

Agency for the duration equivalent to the delays caused in the project. 

f. It is the responsibility of the bidder to keep alive the performance guarantee and extend it if necessary till 

the completion of the agreement period. 

FAILURE TO AGREE WITH THE TERMS & CONDITIONS OF THE RFP 

Failure of the successful bidder to agree with the Terms & Conditions of the RFP shall constitute sufficient 

grounds for the annulment of the award, in which event , SC&DLR may award the agreement to the next 

best value bidder or call for new proposals. 

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IMPLEMENTATION SCHEDULE GUIDELINES 

Sr. 

No. 

Milestone 

Name of District 

Anand 

Vadodara 

Surendranagar 

Panchmahal 

Surat 

Banaskantha 

Tapi 

Narmada 

1 Micro pilot 

project ( 3 

identifies 

villages by 

field survey ) 

T0 + 6 

Weeks 

T0 + 6 

Weeks 

T0 + 6 

Weeks 

T0 + 6 

Weeks 

T0 + 6 

Weeks 

T0 + 6 

Weeks 

T0 + 6 

Weeks 

T0 + 6 

Weeks 

2 Establishment 

of Ground 

control 

Network (up 

to primary & 

Secondary ) 

T0 + 6 Weeks 

T0 + 8 Weeks 

T0 + 8 Weeks 

T0 + 8 Weeks 

T0 + 8 Weeks 

T0 + 8 Weeks 

T0 + 6 Weeks 

T0 + 6 Weeks 

3 Ground 

Survey/ 

Creation of 

Land Survey 

spatial 

database for 

all taluka & 

all 

deliverables 

T0 + 48 Weeks 

To + 22 Months 


To + 20.5 Months 



To + 48 Weeks 

To + 42 Weeks 

4.1 First Set of 

Taluka 

T0 + 14 

week 

T0 + 4 

month 

T0 + 4 

month 

T0 + 4 

month 

T0 + 4 

month 

T0 + 4 

month 

T0 + 14 

week 

T0 + 14 

week 

4.2 Second Set of 

1 Taluka 

T0 + 20 

week 

T0 + 6 

month 

T0 + 6 

month 

T0 + 6 

month 

T0 + 6 

month 

T0 + 6 

month 

T0 + 22 

week 

T0 + 22 

week 

4.3 Third Set of 1 

Taluka 

T0 + 26 

week 

T0 + 8 

month 

T0 + 8 

month 

T0 + 8 

month 

T0 + 8 

month 

T0 + 8 

month 

T0 + 30 

week 

T0 + 30 

week 

4.4 Fourth Set of 

1 Taluka 

T0 + 31 

week 

T0 + 10 

month 

T0 + 10 

month 

T0 + 10 

month 

T0 + 10 

month 

T0 + 10 

month 

T0 + 38 

week 

T0 + 38 

week 

4.5 Fifth Set of 1 

Taluka 

T0 + 36 

week 

T0 + 11.5 

month 

T0 + 12 

month 

T0 + 11.5 

month 

T0 + 12 

month 

T0 + 11.5 

month 

T0 + 46 

week 

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4.6 Sixth Set of 1 

Taluka 

T0 + 42 

week 

T0 + 

13.00 

month 

T0 + 14 

month 

T0 + 

13.00 

month 

T0 + 14 

month 

T0 + 

13.00 

month 

4.7 Seventh Set of 

1 Taluka 

T0 + 48 

week 

T0 + 

14.5mont 

h 

T0 + 16 

month 

T0 + 

14.5mont 

h 

T0 + 16 

month 

T0 + 

14.5mont 

h 

4.8 Eight set of 1 

Taluka 

T0 + 54 

week 

T0 + 16 

month 

T0 + 18 

month 

T0 + 16 

month 

T0 + 18 

month 

T0 + 16 

month 

4.9 Ninth Set of 1 

Taluka 

NA 

T0 + 17.5 

month 

T0 + 20 

month 

T0 + 17.5 

month 

T0 + 20 

month 

T0 + 17.5 

month 

4.1 

0 

Tenth Set of 1 

Taluka 

NA 

T0 + 

19.month 

T0 + 22 

month 

T0 + 

19.month 

T0 + 22 

month 

T0 + 

19.month 

4.1 

1 

Eleventh Set 

of 1 Taluka 

NA 

T0 + 20.5 

month 

T0 + 20.5 

month 

T0 + 20.5 

month 

4.1 

2 

Twelfth set of 

1 Taluka 

NA 

T0 + 22 

month 

T0 + 22 

month 

4.1 

3 

Thirteenth set 

of 1 Taluka 

NA 

4.1 

4 

Fourteenth 

Set of 1 

Taluka 

NA 

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5 Execution of 

the 

,downloading 

of the data, 

training, 

formal 

functioning of 

the project and 

final 

acceptance by 

the department 

T0+52 week 

TO + 24 Month 

T0+ 24 Month 

TO + 22 

Month 

T0+ 24 Month 

T0+ 24 Month 

T0+52 week 

T0+42 Week 

Vendor should submit his own detailed time schedule with measurable milestones and such schedules 

should be practicable, reasonable and balanced. 

PAYMENT TERMS 

"Land Re-survey of Gandhinagar district" will involve the payment for the contract based on the successful 

completion of milestone as mentioned below: 

a. 5% of the contract value can be considered as mobilization advance against a Bank Guarantee for the 

same amount. The bank guarantee will be valid for a period of 12 months. Bank guarantee if given will be 

discharged and the mobilization advance will be adjusted against the payment for first invoice. 

b. The subsequent payments shall be based on the following guidelines 

1. Anand District 

Sr. No. Milestone Payment % 

1 Mobilization Advance (Against Bank Guarantee of 

equal amount valid for 12 months). 

2 Setting up Ground Control Network (Till secondary 

points) 

5% of estimated contract 

value 


value 

3 First Set of Taluka Actual Bill – (1/3rd of Sum 

of (1) + (2) 

4 Second Set of Taluka Actual Bill – (1/3rd of Sum 

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5 Third Set of Taluka Actual Bill – (1/3rd of Sum 


6 Fourth Set of Taluka Actual Bill – 2.5% of 

estimated contract value 

7 Fifth Set of Taluka Actual Bill – 2.5% of 


8 Sixth Set of Taluka Actual Bill – 2.5% of 

Estimated contract value 

9 Seventh Set of Taluka Actual Bill 

10 Eighth Set of Taluka Actual Bill + 7.5 % of 

Estimated contract value – 

(10%* of total invoicing for 

all 8 taluks) 

*10% Amount will be given after acceptance of all the final deliverables. 

2. Vadodara District 





points) 


value 


value 

3 First Set of Taluka Actual Bill – (1/4th of Sum 


4 Second Set of Taluka Actual Bill – (1/4th of Sum 


5 Third Set of Taluka Actual Bill – (1/4 th of Sum 


6 Fourth Set of Taluka Actual Bill – (1/4 th of Sum 

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Estimated contract value l 



9 Seventh Set of Taluka Actual Bill – 2.5% of 


10 Eighth Set of Taluka Actual Bill 

11 Ninth Set of Taluka Actual Bill 

12 Tenth Set of Taluka Actual Bill + 7.5 % of 



all 10 taluka) 


3. Surendranagar District 





points) 


value 


value 






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4. Panchmahal District 





points) 


value 


value 




2/22/2011 

85















11 Tenth Set of Taluka Actual Bill 

12 Eleventh Set of Taluka Actual Bill + 7.5 % of 





5. Surat District 





value 

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86



points) 


value 






















6. Banaskantha District 


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87





points) 


value 


value 






















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7. Tapi District 





points) 


value 


value 









7 Fifth Set of Taluka Actual Bill – 10% of 



8. Narmada District 





points) 


value 


value 

3 First Set of Taluka Actual Bill – (1/3rd of Sum 


4 Second Set of Taluka Actual Bill – (1/3rd of Sum 


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5 Third Set of Taluka Actual Bill – (1/3rd of Sum 


6 Fourth Set of Taluka Actual Bill – 10% of 


Above payments shall be made after deduction of tax at source, whichever may be applicable, by the Acts 

prevailing at the time of making payment. Payment of all other tax and levies would be the responsibility of 

the Survey Agency. All payments to the agencies would be made in Indian Rupees only. 

The payment shall be made after the successful completion of the activity and successful submission of the 

deliverables & its acceptance by SC & DLR. 

c. The minimum gap between two successive invoices will be 1 month. 

PENALTY CLAUSE 

Vendor should submit his own detailed time schedule with measurable milestones and such schedules 

should be practicable, reasonable and balanced. At the time of presentation, SC&DLR and the vendor would 

come to a mutually agreeable time schedule, which will be the finalized schedule to form part of the 

agreement. 

Any delay in implementation at any milestone mentioned in the plan, will attract a penalty of 0.5% of the 

contract value for every 7 days, subject to a maximum of 4%. Maximum delay permitted will be 60 days 

beyond which the agreement is liable to be terminated and vendor performance guarantee will be forfeited. 

In such case, SC&DLR reserves the right to make necessary alternate arrangements to complete the project. 

Further any delays must be made up by the vendor by the time of the payment milestone for the completion 

of 75% i.e. project implementation needs to be as per schedule at this point. 

The purpose of this is to ensure all necessary formalities for project completion and closure are completed as 

planned and vendor will not deliver/ complete a large part of the work only at the end stage, as this would 

hinder smooth project completion and sign-off. Penalties if deducted earlier will be refunded at this stage. 

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3. DETAILED SUBMITTAL REQUIREMENTS 

Proposals must be direct, concise, and complete. All information not directly relevant to this RFP should be 

omitted. SC&DLR will evaluate bidder’s proposal based on its clarity and the directness of its response to 

the requirements of the project as outlined in this RFP. To assist in the preparation of proposal, SC&DLR is 

making available an electronic version of this RFP. 

DOCUMENTS COMPRISING THE BIDDERS' PROPOSAL 

a. Proposal submitted by the bidder shall comprise the following: 

i. Proposal covering letter (covering letter is set forth in Annexure I (1)) 

ii. Prequalification proposal in the format as specified in Annexure I (4) 

iii. Technical proposal in the format as specified below and in Annexure I (5) 

iv. Commercial proposal as specified in Annexure I (6 – From 1). The bidders also need to provide the 

component-wise cost details used for arriving at the quoted commercials as specified in the Annexure I (6 – 

Form 2). 

v. Any other information that is required to be submitted in the proposal process. 

The bidders must submit technical proposal both in hardcopy and softcopy format properly labeled. 

b. Bidder shall submit with its proposal, inter alia, the following attachments: 

i. A board resolution (in case of a consortium bid, the Prime Bidder's Board of Directors) authorizing the 

Bidder/ Prime Bidder to sign/ execute the proposal as a binding document and also to execute all relevant 

agreements forming part of RFP. 

ii. A certified true copy of the consortium agreement between the Prime Bidder and all the other members of 

the consortium, describing the respective roles and responsibilities of all the members, in meeting the 

overall scope and requirements of the proposed project. 

Bidders shall furnish the required information on their technical and commercial strengths in the enclosed 

formats only. Any deviations in format may make the bid liable for rejection. The bid shall be attached with 

the covering letter as specified in Annexure I and shall be enclosed in the main envelope, which has the Bid 

Security, Prequalification bid, Technical bid and Commercial bid Envelopes. Proposals not submitted with 

this covering letter shall be liable for rejection. 

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VENUE & DEADLINE FOR SUBMISSION OF PROPOSALS 

i. Proposals, in their complete form in all respects as specified in the RFP, must be submitted to SC&DLR at 

the address specified below: 

Venue: 

Settlement and Director of Land Records 

Dr.Jivraj Mehta Bhavan, 

Block No. 13,3rd Floor, 



ii. Last Date & Time of submission: Before -- Hrs on --/---/, 2010 

iii. SC&DLR may, in exceptional circumstances and at its discretion, extend the deadline for submission of 

proposals by issuing an addendum or by intimating all bidders who have been provided the RFP, in writing 

or through e-mail, in which case all rights and obligations of SC&DLR and the bidders previously subject to 

the original deadline will thereafter be subject to the deadline as extended. 

LATE BIDS 

Bids received after the due date and the specified time (including the extended period if any) for any reason 

whatsoever, shall not be entertained. 

NB: Submission of this RFP is online. So any delay including uploading any documents e.g. server down, 

non availability of site shall not be considered. 

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PREQUALIFICATION BID 

Prequalification bid will be used for assessing the bidders on the basis of prequalification criteria laid down 

in this RFP. Therefore the bidders are required to submit this bid in specified format furnishing all the 

required information and supporting documents. A bid may be rejected at prequalification stage itself and 

not considered for technical evaluation if it fails to satisfy the prequalification criteria specified in this RFP. 

TECHNICAL PROPOSAL 

a. The technical proposal should address all the areas/ sections as specified in the Technical Evaluation 

Criteria (given in Annexure II) and contain a detailed description of how the bidder will provide the 

required services outlined in this RFP. It should articulate in detail, as to how the bidder’s Technical 

Solution meets the requirements specified in the RFP. The technical proposal must not contain any pricing 

information. In submitting additional information, please mark it as “supplementary” to the required 

response. If the bidder wishes to propose additional services (or enhanced levels of services) beyond the 

scope of this RFP, the proposal must include a description of such services as a separate and distinct 

attachment to the proposal. 

b. The technical proposal should address the following: 

i. Overview of the proposed solution that meets the requirements specified in the RFP 

ii. Detailed Technical Description including the complete specifications of the equipment proposed to be 

used namely the DGPS, Electronic total station machine including its accuracy , leveling machine, Ground 

Control equipment, hardware and software used for processing and printing the imagery (if any ), quality 

control systems and storage. 

iii. How the proposed methodology addresses accuracy, quality control, availability, performance, security 

and manageability requirements of the project. 

iv. Approach & Methodology for project implementation including the project plan 

v. Detailed Project plan- milestones . 

vi. Project team structure, size, capability and deployment plan (Total Staffing plan including numbers) 

viii. Profiles of resources proposed for the project (to be provided in the format included in Annexure I) 

The bidder shall provide an undertaking, on a separate letter on company letter head signed by the 

authorized signatory, in the technical bid that all the profiles of the proposed resources are complete and 

accurate. In addition, each profile shall be signed by the resource (of whom the profile is submitted) and the 

authorized signatory. If the signature of the resource couldn’t be obtained, the authorized signatory, in each 

profile shall mention and certify that he has obtained the consent of the respective employee on the accuracy 

and completeness of qualifications and experience specified in the profile. 

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ix. Details of consortium partners. 

x. Project Management, reporting and review methodology 

xi. Risk Management approach and plan 

xii. Key Deliverables (along with sample deliverables, where possible) 

xiii. Bidder’s experience, to be provided in the format specified in Annexure I, in all the project related 

areas as highlighted in Bid evaluation criteria 

The technical proposal shall also contain bidder’s plan to address the key challenges anticipated during the 

execution of the project. Any deviations between technical and commercial proposals shall make the 

proposal as being unresponsive and may lead to disqualification of the proposal. SC&DLR reserves the right 

to take appropriate action in this regard. 

d. SC&DLR is also open to any suggestions that the bidder may want to render with respect to the approach 

adopted for the assignment in the light of their expertise or experience from similar assignments. However, 

this should not lead to the submission date being missed or extended. 

e. Manpower deployment plan and resources to be dedicated to the project 

Bidder must provide the following information: 

i. A specific description of the prior experience and expertise of the resources in the organization that enable 

the organization to provide high quality, industry-standards based Survey Services of Ground Survey 

ii. Resumes of manager(s) responsible for the management of this project, highlighting pertinent experience. 

iii. Resumes of bidder personnel who would be directly assigned to provide services pertaining to this 

agreement and the specific function each individual would perform; 

iv. All the resumes of the proposed team should be given in the format provided in Annexure I. 

f. Consortium Member Statement 

The Bidder shall provide the following information in respect of the consortium members that the bidder 

will engage to provide any of the services required under this RFP. For each proposed consortium member, 

bidder shall provide the following: 

i. Brief description of nature of products/services to be provided by consortium member. 

ii. Head and branch offices (if responsible for work under this agreement) (provide street and mailing 

addresses, phone, fax and email). 

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iii. Date, form and state of incorporation. 

iv. Agreement administrator (name, business address, fax, phone and email address of individual responsible 

for administering any agreement that might result from this RFP). 

v. Company principals (name, title and business address). 

vi. Current or prior successful partnerships with proposed consortium member including client reference 

(contact name, phone number, dates when services were performed). 

COMMERCIAL PROPOSAL 

a. Unless expressly indicated, bidder shall not include any technical information regarding the services in 

the commercial proposal. Additional information may be submitted to accompany the proposal. In 

submitting additional information, please mark it as supplemental to the required response. Prices shall be 

quoted entirely in Indian Rupees and must be arrived at after including all expenses, rates, and taxes. 

b. The commercial proposal must be detailed and summarized by completing the pricing requirements 

which are contained in Annexure I of this RFP. 

DEVIATIONS AND EXCLUSIONS 

The bidder shall provide the deviations and exclusions, if any, from the specifications and requirements as 

defined in this RFP in the format provided in Annexure III.SC&DLR reserves its right to treat the 

deviations and exclusions in any manner that SC&DLR deems suitable for the bidding process. 

MAPS, PHOTOGRAPHS AND INTELLECTUAL PROPERTY RIGHTS 

The maps, photographs, processed maps and intellectual property rights of all the artifacts developed under 

this project shall be the exclusive property of SC&DLR. Bidders should submit a declaration to this affect. 

TOTAL RESPONSIBILITY 

Bidder (Prime bidder in case of a consortium) should issue a statement undertaking total responsibility for 

the complete project, which shall not include any conditional statements. 

SIGNATURE 

The covering letter must be signed with the bidder’s name and by a representative of the bidder, who is 

authorized to commit the bidder to agreement obligations. All obligations committed by such signatories 

must be fulfilled. 

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BID SUBMISSION 

The pre-qualification and technical proposal is to be submitted digitally as well as a hard copy (2 

copies) + 1 CD of Technical proposal . 

The commercial proposal is to be submitted only digitally. 

a. Bid documents are to be submitted using the e-tender facility of Govt. of Gujarat 

SC&DLR will not accept delivery of proposal in any manner other than that specified in this RFP. Proposal 

delivered in any other manner shall be treated as defective, invalid and rejected. 

EMD and the tender fee should be submitted as part of the Bid Security and the Pre-Qualification Envelope 

respectively. They details of each should also be furnished in the E-tender system in the prescribed format. 

b. The bidders may submit proposals for both the methodologies in which case they will need to submit 

separate bids for each methodology. However EMD can be common in case the prime bidder is same in 

both the proposals. 

While submitting hard copies of the technical proposal and pre-qualification bid in this case, bidder should 

submit proposal documents of each option in two separate envelopes clearly marking the methodology on 

the envelope. 

Photocopies of the EMD and tender should be put in the respective envelopes in case of the second option. 

c. Submission of bids shall be in accordance with the instructions given in the Table below: 

Envelope 1 : 

Bid Security 

Envelope 2 : 

Prequalification 

Proposal 

The envelope containing the Bid Security shall be sealed and super scribed 

“Bid Security – "Land Re-survey of Anand & other Seven districts" 

The Prequalification Proposal shall be prepared in accordance with the 

requirements specified in this volume and in the format prescribed in 

Annexure I of this RFP. 

This Bid should be submitted on non-rewritable CD format only. The words 

“Pre-qualification Proposal – "Land Re-survey of Anand & other Seven 

districts” shall be written in indelible ink on the CD. The CD shall be put in 

the envelope along with the hard copy of the proposal which shall be sealed 

and super scribed 

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“Pre-qualification Proposal – "Land Re-survey of Anand & other Seven 

districts” on the top right hand corner and addressed to SC&DLR at the 

address specified in this RFP 

The agencies shall submit the tender fee in this envelope. The agencies also 

need to submit the pre-qualification digitally at www.scndlr.nprocure.com 

Envelope 3 : 

Technical 

Proposal 

The Technical Proposal shall be prepared in accordance with the 

requirements specified in this RFP and in the format prescribed in Annexure I 

of this RFP. The Technical Bid should be submitted on a non-rewritable CD 

format Only. The words “Technical Proposal – "Land Re-survey of Anand 

& other Seven districts” shall be written in indelible ink on the CD. The 

Hard Copy shall be signed by the authorized signatory on all the pages before 

being put along with the CD in the envelope and sealed. The envelope shall 

be sealed and super scribed 

“Technical Proposal – "Land Re-survey of Anand & other Seven 

districts ” on the top right hand corner and addressed to SC&DLR at the 

address specified in this volume. This envelope should not contain the 

Commercial Proposal, in either explicit or implicit form, in which case the 

bid will be rejected. 

Commercial 

Proposal 

Envelope 4 

Note: 

The Survey Agency shall submit the commercial proposal only on the 

website www.scndlr.nprocure.com in the pre determined format as per the 

E-tendering process. 

All the above 3 envelopes along with the proposal letter should be put in 

envelope 4 which shall be properly sealed. The outside of the envelope must 

clearly indicate the name of the project (“Proposal for "Land Re-survey of 

Anand & other Seven districts ”) 

1. The outer and inner envelopes mentioned above shall indicate the name 

and address of the bidder (prime bidder, in case of consortium). 

2. Failure to mention the address on the outside of the envelope could cause a 

proposal to be misdirected or to be received at the required destination after 

the deadline. 

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PERIOD OF VALIDITY OF PROPOSALS 

a. The proposals shall be valid for a period of 180 (One hundred and eighty) days from the date of opening 

of the proposals. A proposal valid for a shorter period may be rejected as non-responsive. On completion of 

the validity period, unless the bidder withdraws his proposal in writing, it will be deemed to be valid until 

such time that the bidder formally (in writing) withdraws his proposal. 

b. In exceptional circumstances, at its discretion, SC&DLR may solicit the bidder's consent for an extension 

of the validity period. The request and the responses thereto shall be made in writing (or by fax or email). 

AMENDMENT OF RFP 

At any time prior to the deadline for submission of proposals, SC&DLR, for any reason, may modify the 

RFP by amendment notified in writing or by fax or email to all bidders who have received this RFP and 

such amendment shall be binding on them. SC&DLR, at its discretion, may extend the deadline for the 

submission of proposals. 

LANGUAGE OF PROPOSALS 

The proposal and all correspondence and documents shall be written in English. All proposals and 

accompanying documentation will become the property of SC&DLR and will not be returned. 

PRICES 

a. The bidder shall quote the price as per specified format fixed for the entire project on a single 

responsibility basis. In case of a consortium, the prime bidder of the successful consortium shall be solely 

held responsible for the discharging all the responsibilities during the period of agreement. SC&DLR 

reserves the right to procure the components/services listed in this RFP in whole or in part. No 

adjustment of the agreement price shall be made on account of any variations in costs of labor and materials 

or any other cost component affecting the total cost in fulfilling the obligations under the Agreement. The 

Agreement price shall be the only payment, payable by SC&DLR to the successful bidder for completion of 

the obligations by the successful bidder under the Agreement, subject to the terms of payment specified in 

the agreement. The price would be inclusive of all applicable taxes, duties, charges and levies, unless 

specified otherwise. 

b. The prices, once offered, must remain fixed and must not be subject to escalation for any reason 

whatsoever within the period of agreement. A proposal submitted with an adjustable price quotation or 

conditional proposal may be rejected as non-responsive. 

c. Any increase in rates of taxes will be to the account of bidder. 

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d. In cases where the geographical area, varies in quantum from what is specified in the RFP, then a debit or 

credit payment variation to the contract value shall be effected to the tune of the product of the difference in 

geographic area and the derived per Sq.Km. unit price. 

CORRECTION OF ERRORS 

a. Bidders are advised to exercise adequate care in quoting the prices. No excuse for corrections in the 

quoted price will be entertained after the proposals are opened. All corrections, if any, should be initialed by 

the person signing the proposal form before submission, failing which the figures for such items may not be 

considered. 

b. Arithmetic errors in proposals will be corrected as follows: 

In case of discrepancy between the amounts mentioned in figures and in words, the amount in words shall 

govern. The amount stated in the proposal form, adjusted in accordance with the above procedure, shall be 

considered as binding, unless it causes the overall proposal price to rise, in which case the proposal price 

shall govern. If there is a discrepancy between the unit price and the total price that is obtained by 

multiplying the unit price and quantity, the unit price shall prevail and the total price shall be corrected. 

NON-CONFORMING PROPOSALS 

A proposal may be construed as a non-conforming proposal and ineligible for consideration: 

a. If it does not comply with the requirements of this RFP. Failure to comply with the technical 

requirements, and acknowledgment of receipt of amendments, are common causes for holding proposals 

non-conforming. 

b. If a proposal appears to be “canned” presentations of promotional materials that do not follow the format 

requested in this RFP or do not appear to address the particular requirements of the proposed e.g. "Land Resurvey 

of Anand & other Seven districts ", and any such bidders may also be disqualified. 

DISQUALIFICATION 

The proposal is liable to be disqualified in the following cases or in case bidder fails to meet the bidding 

requirements as indicated in this RFP: 

i. Proposal not submitted in accordance with the procedure and formats prescribed in this document or 

treated as non-conforming proposal. 

ii. During validity of the proposal, or its extended period, if any, the bidder increases his quoted prices. 

iii. The bidder qualifies the proposal with his own conditions. 

iv. Proposal is received in incomplete form. 

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v. Proposal is received after due date and time. 

vi. Proposal is not accompanied by all the requisite documents. 

vii. If Bidder provides quotation only for a part of the project. 

viii. Information submitted in technical proposal is found to be misrepresented, incorrect or false, 

accidentally, unwittingly or otherwise, at any time during the processing of the agreement (no matter at what 

stage) or during the tenure of the agreement including the extension period if any. 

ix. Commercial proposal is enclosed with the same envelope as technical proposal 

x. Bidder tries to influence the proposal evaluation process by unlawful / corrupt / fraudulent means at any 

point of time during the bid process 

xi. In case any one party submits multiple proposals under one methodology or if common interests are 

found in two or more bidders, the bidders are likely to be disqualified, unless additional proposals/bidders 

are withdrawn upon notice immediately. 

xii. Bidder fails to deposit the Performance Guarantee (PG) or fails to enter into an Agreement within 15 

working days of the date of notice of award of agreement or within such extended period, as may be 

specified by SC&DLR. 

xiii. Bidders may specifically note that while evaluating the proposals, if it comes to, SC&DLR’s 

knowledge expressly or implied, that some bidders may have colluded in any manner whatsoever or 

otherwise joined to form an alliance resulting in delaying the processing of proposal then the bidders so 

involved are liable to be disqualified for this agreement as well as for a further period of three years from 

participation in any of the tenders floated by SC&DLR. 

MODIFICATION AND WITHDRAWAL OF PROPOSALS 

No proposal may be withdrawn in the interval between the deadline for submission of proposals and the 

expiration of the validity period specified by the bidder on the proposal form. 

CONFLICT OF INTEREST 

1. Bidder shall furnish an affirmative statement as to the existence of, absence of, or potential for conflict 

of interest on the part of the bidder or any prospective consortium member due to prior, current, or proposed 

agreements, engagements, or affiliations with SC&DLR. Additionally, such disclosure shall address any and 

all potential elements (time frame for service delivery, resource, financial or other) that would adversely 

impact the ability of the bidder to complete the requirements as given in the RFP. 

2. If there is a project management consultants for this project, the main job of the project management 

consultant would be to help tendering , evaluate the response and supervise the work of the selected agency 

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to see that it meets the pre-determined criteria. Therefore subsidiary companies or sister organizations and 

any consortium partner of management consultant companies in any other similar projects being currently 

carried out (as on date -- /-- 2009), shall be disqualified to participate in this bid. 

ACKNOWLEDGEMENT OF UNDERSTANDING OF TERMS 

By submitting a proposal, each bidder shall be deemed to acknowledge that it has carefully read all sections 

of this RFP, including all forms, schedules and annexure hereto, and has fully informed itself as to all 

existing conditions and limitations. 

CONDITIONS 

The following terms are applicable to this RFP and the bidder’s proposal: 

i. Any work product, whether acceptable or unacceptable, developed under an agreement awarded as a result 

of this RFP shall be the sole property of SC&DLR unless stated otherwise in the definitive Agreement. 

ii. Timing and sequence of events resulting from this RFP shall ultimately be determined by SC&DLR. 

iii. No oral conversations or agreements with any official, agent, or employee of SC&DLR shall affect or 

modify any terms of this RFP, and any alleged oral agreement or arrangement made by a bidder with any 

department, Survey Agency, official or employee of SC&DLR shall be superseded by the definitive 

Agreement that results from this RFP process. Oral communications by SC&DLR to bidders shall not be 

considered binding on SC&DLR, nor shall any written materials provided by any person other than 

SC&DLR. 

iv. Proposals are subject to rejection if they limit or modify any of the terms and conditions or specifications 

of this RFP. 

v. By responding, the bidder shall be deemed to have represented and warranted: that its proposal is not 

made in connection with any competing bidder submitting a separate response to this RFP, and is in all 

respects fair and without collusion or fraud; and that no employee or official of SC&DLR participated 

directly or indirectly in the bidder’s proposal preparation. 

vi. Neither the bidder nor any of bidder’s representatives shall have any claims whatsoever against 

SC&DLR or any of its respective officials, agents, or employees arising out of or relating to this RFP or 

these procedures (other than those arising under a definitive Agreement with the bidder in accordance with 

the terms thereof). 

vii. Until the agreement is awarded and during the currency of the agreement, bidders shall not, directly or 

indirectly, solicit any employee of SC&DLR to leave SC&DLR or any other officials involved in this RFP 

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process in order to accept employment with the bidder, its affiliates, actual or prospective consortium 

members, or any person acting in concert with the bidder, without prior written approval of SC&DLR. 

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Note: In all formats name of district given is for information only. 

The bidder have to quote that name of district in which they are 

bidding . 

Annexure I: Bid Formats 

1. Bid Cover Letter 

[Date] 

To, 






Dear Sir, 

Ref: Request for Proposal – “Land re-survey of Anand & other Seven districts project” 

Having examined the RFP, the receipt of which is hereby duly acknowledged, we, the undersigned, offer to 

provide the professional services as required and outlined in the RFP for the “Land Re-survey of e.g. 

Anand district project”, Government of Gujarat, and to meet such requirements and provide such services 

as set out in the RFP. 

We attach hereto the technical response as required by the RFP, which constitutes our proposal. 

We undertake, if our proposal is accepted, to adhere to the implementation plan of Ground Survey put 

forward in RFP or such adjusted plan as may subsequently be mutually agreed between us and SC&DLR or 

its appointed representatives. 

If our proposal is accepted, we will obtain a Performance Guarantee in the format given in the RFP 

document issued by a nationalized bank in India, acceptable to SC&DLR, for a sum of 5% of the contract 

value for the due performance of the agreement. 

We agree for unconditional acceptance of all the terms and conditions set out in the RFP document and also 

agree to abide by this tender response for a period of 180 days from the date fixed for bid opening and it 

shall remain binding upon us with full force and virtue, until within this period a formal Agreement is 

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prepared and executed, this tender response, together with your written acceptance thereof in your 

notification of award, shall constitute a binding agreement between us and SC&DLR. 

We confirm that the information contained in this proposal or any part thereof, including its exhibits, 

schedules, and other documents and instruments delivered or to be delivered to SC&DLR is true, accurate, 

and complete. This proposal includes all information necessary to ensure that the statements therein do not 

in whole or in part mislead SC&DLR as to any material fact. 

We agree that you are not bound to accept any tender response you may receive. We also agree that you 

reserve the right in absolute sense to reject all or any of the products/ services specified in the tender 

response. 

It is hereby confirmed that I/We are entitled to act on behalf of our company/ corporation/ firm/ organization 

and empowered to sign this document as well as such other documents, which may be required in this 

connection. 

Details of Consortium Members 

1. Name of lead Consortium member 

2. Names of other members of consortium. 

3. Tasks to be performed by each member. 

Name of Consortium 

Member 

Task to be Performed by 

the member 

Total Person-Months 

allotted to the member 

Dated this Day of 200_ 

(Signature) 

(In the capacity of) 

(Name) 

Duly authorized to sign the Tender Response for and on behalf of: 

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(Name and Address of Company) 

Seal/Stamp of bidder 

Witness Signature: 

Witness Name: 

Witness Address: 

CERTIFICATE AS TO AUTHORISED SIGNATORIES 

I,,……………………………, the Company Secretary of …….…………………, certify that 

……………………………………………………………… who signed the above Bid is authorized to do so 

and bind the company by authority of its board/ governing body. 

Date: 

Signature: 

(Company Seal) 

(Name) 

2/22/2011 

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2. Format For Power Of Attorney For Signing Of Proposal 

(On Rs. 100 Stamp paper duly attested by Notary Public) 

POWER OF ATTORNEY 

Know all men by these presents, We ________________________ (name and address of the registered 

office) do hereby constitute, appoint and authorize Mr./ Ms. _______________ (name and residential 

address) who is presently employed with us and holding the position of _ as our attorney, to do in our name 

and on our behalf, all such acts, deeds and things necessary in connection with or incidental for “Land Resurvey 

of Anand & other Seven districts” of Settlement Commissioner & Director of Land Records 

(hereinafter referred to as “SC&DLR”) situated at, including signing and submission of all documents and 

providing information/responses to SC&DLR in all matters in connection with our Proposal. 

We hereby declare that all acts, deeds and things done by our said attorney pursuant to this Power of 

Attorney shall always be deemed to have been ratified by us and done by us. 

Dated this the Day of 2009 

For 

(Name, Designation and Address) 

Accepted 

___________________Signature) 

(Name, Title and Address of the Attorney) 

Date: __________ 

Note: 

1. To be executed by the Lead Member in case of a Consortium. 

2. The mode of execution of the Power of Attorney should be in accordance with the procedure, if any, laid 

down by the applicable law and the charter documents of the executant(s) and when it is so required the 

same should be under common seal affixed in accordance with the required procedure. 

3. Also, wherever required, the Bidder should submit for verification the extract of the charter documents 

and documents such as a resolution/power of attorney in favour of the Person executing this Power of 

Attorney for the delegation of power hereunder on behalf of the Bidder. 

2/22/2011 

106


4. A certified copy of the appropriate resolution/ document conveying authority to the person signing this 

Power of Attorney shall be enclosed in lieu of the Power of Attorney. 

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3. Format for Power Of Attorney For Lead Member of the Consortium 

(On Rs. 100 Stamp paper duly attested by Notary Public) 

POWER OF ATTORNEY 

Whereas, the Settlement Commissioner & Director of Land Records (“SC&DLR”) has invited proposals 

from qualified Applicants for taking “Land Re-survey of Anand & other Seven districts”. Whereas, 

____________, ____________ and ____________ (collectively the “Consortium”) being Members of the 

Consortium are interested in bidding for the Project in accordance with the terms and conditions of the 

Request for Proposal and other connected documents in respect of the Project, and Whereas, it is necessary 

for the Members of the Consortium to designate one of them as the Lead Member with all necessary power 

and authority to do for and on behalf of the Consortium, all acts, deeds and things as may be necessary in 

connection with the Consortium’s bid for the Project and its execution. 

NOW THEREFORE KNOW ALL MEN BY THESE PRESENTS 

We, ____________ having our registered office at ____________, M/s. ____________, having our 

registered office at ____________, and M/s. ____________, having our registered office at ____________, 

[the respective names and addresses of the registered office] (hereinafter collectively referred to as the 

“Principals”) do hereby irrevocably designate, nominate, constitute, appoint and authorise M/s 

____________, having its registered office at _____________, being one of the Members of the 

Consortium, as the Lead Member and true and lawful attorney of the Consortium (hereinafter referred to as 

the “Attorney”) and hereby irrevocably authorise the Attorney (with power to subdelegate) to conduct all 

business for and on behalf of the Consortium and any one of us during the bidding process and, in the event 

the Consortium is awarded the Contract, during the execution of the Project, and in this regard, to do on our 

behalf and on behalf of the Consortium, all or any of such acts, deeds or things as are necessary or required 

or incidental to the submission of its bid for the Project, including but not limited to signing and submission 

of all applications, bids and other documents and writings, participate in bidders’ and other conferences, 

respond to queries, submit information/ documents, sign and execute contracts and undertakings consequent 

to acceptance of the bid of the Consortium and generally to represent the Consortium in all its dealings with 

the Authority, and/ or any other Government Survey Agency or any person, in all matters in connection with 

or relating to or arising out of the Consortium’s bid for the Project and/ or upon award thereof till the 

Contract Agreement is entered into with the Authority. 

AND hereby agree to ratify and confirm and do hereby ratify and confirm all acts, deeds and things lawfully 

done or caused to be done by our said Attorney pursuant to and in exercise of the powers conferred by this 

Power of Attorney and that all acts, deeds and things done by our said Attorney in exercise of the powers 

hereby conferred shall and shall always be deemed to have been done by us/ Consortium. 

2/22/2011 

108


IN WITNESS WHEREOF WE THE PRINCIPALS ABOVE NAMED HAVE EXECUTED THIS 

POWER OF ATTORNEY ON THIS ________ DAY OF ________ 2009. 

For ____________ 

(Name & Title) 

For ____________ 


For ____________ 


Witnesses: 

1. 

2. 

(Executants) 

(To be executed by all the Members of the Consortium) 

Notes: 

• The mode of execution of the Power of Attorney should be in accordance with the procedure, if any, laid 

down by the applicable law and the charter documents of the executant(s) and when it is so required, the 

same should be under common seal affixed in accordance with the required procedure. 

• Also, wherever required, the Applicant should submit for verification the extract of the charter documents 

and documents such as a resolution/ power of attorney in favour of the person executing this Power of 

Attorney for the delegation of power hereunder on behalf of the Applicant. 

• For a Power of Attorney executed and issued overseas, the document will also have to be legalised by the 

Indian Embassy and notarised in the jurisdiction where the Power of Attorney is being issued. 

2/22/2011 

109


4. Prequalification Bid Formats 

I. General Information 

S. 

No. 

Particulars 

Details to be Furnished 

I 

Details of the Bidder (Prime Bidder in case of Consortium) 

Name 

Address 

Telephone 

E-mail 

Fax 

Website 

Details of Authorized person 

Name 

Address 

Telephone 

Email 

II 

In case of Consortium: Details of the first member of the Consortium 

Name 

Address 

Telephone 

E-mail 

Fax 

Website 


Name 

Address 

Telephone 

Email 

III 

In case of Consortium: Details of the second member of the Consortium 

Name 

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110


Address 

Telephone 

E-mail 

Fax 

Website 


Name 

Address 

Telephone 

Email 

2/22/2011 

111


II. Information about the Bidder (s) 

S. 

Name of Bidder 

Status of the 

Whether 

Details of Incorporation 

Details 

of 

No. 

(Prime Bidder or 

member 

Company in case 

of consortium) 

company 

(Public Ltd. 

/Private Ltd.) 

Prime 

bidder 

or 

member 

(in 

of 

case 

of Company 

Commencemen 

t of Business 

Date ROC Ref. # Date ROC 

Ref. 

# 

consortiu 

m) 

1. 

2. 

3. 

III. Financial Details of Bidder (Prime Bidder in case of consortium) 

S. 

No. 

Name of Bidder 

(Prime Bidder in 

case of 

consortium) 

Turnover of the Company 

Net Worth of 

Company as on 

31st March 

2010 

FY 2007-08 FY 2008-09 FY 2009-10 

1. 

IV. Financial Details of Bidder (member in case of consortium) 

S.No. Name of Bidder Turnover of the Company 

FY 2007-08 FY 2008-09 FY 2009-10 

1. 

2. 

V. Details of Specific Responsibilities (applicable in case of Consortium only) 

S. Name of Prime Bidder 

or member Company 

Specific responsibilities of each member (including Prime 

Bidder) in the scope of implementation of– Land re-survey of 

2/22/2011 

112


No. 

Anand & other Seven districts - Ground Survey 

1. 

2. 

Sr. No. Item Details to be furnished 

General Information 

1 Name of the company which executed 

the project 

2 Company/ Department for which the 

project was executed 

3 Name of the contact person and 

contact details 

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113


5. Technical Bid Formats 

I. Format for citing relevant past projects 

S.No Items Details/ Guidelines Attachment Ref. No. (if 

any) 

General Information 

1. Customer Name/Government 

Department 

2. Name of the Contact Person and 

Contact details for the project 

Brief description of scope of project 

Size of the project 

3. Agreement Value of the project (in 

Lakh) 

Provide particulars on 

agreement value 

assigned to each major 

phase and milestone. 

4. Capital Expenditure involved (by the 

govt./ client) 

5. Total Geographical area ( Sq. Km) 

6. Total cost of the services provided (by 

the Bidder) 

7. Total Cost of services (provided by 

the Partners, if any) 

8. Please provide copies of Work Order 

or Certificate of Completion for 

completed projects from Authorized 

officials in the Government 

Departments/ Client 

Project Details 

1. Name of the project 

2/22/2011 114


2. Start Date/End Date 

3. Current Status (work in progress, 

completed) 

4. Agreement Tenure 

5. No. of locations 

6. Man-month effort involved 

7. Type of project Provide scope of the 

project, highlight Key 

Result Areas expected 

and achieved 

8. Methodology adopted & core 

Components 

9. Tools deployed. modeling, design, 

project management, 

10. List of Risks identified & how they 

were addressed 

Describe 

the 

methodology in detail 

covering overall project. 

Integration of various 

kinds of hardware, 

software / solution 

components covered by 

project scope 

Give names of the tools 

employed and provide 

highlights regarding 

the efficacy of the tools 

Provide Top five risks 

identified, the impact 

of the risks, proactive 

plans put in place, how 

the risks were 

contained if they had 

occurred 

2/22/2011 115


II. Format for Client References 

S.No. Detail Project 1 Project 2 Project 3 

1. Name of Customer Organization 

2. Country 

3. Government/Non Government 

4. Contract Particulars 

4.1. Name 

4.2. Designation 

4.3 E-mail 

4.4 Phone 

4.5 Fax 

4.6 Mailing Address 

III. Approach Paper On Methodology And Work Plan For Performing The Assignment 

1. Write up on Methodology to carry out this assignment. The Write up should cover, in detail, how the 

Survey Agency would carry out the assignment. The methodology for each head of the proposed Terms of 

Reference must be described 

2. Define various milestones for the project and specify time frame to complete each milestone. Also specify 

contents of reports at each stage of the project. 

2/22/2011 116


IV. Composition of The Team Personnel, And Task(S) Of Each Team Member 

Technical / Managerial Staff 

Sr. 

No. 

Name of the 

Member 

Proposed 

Position 


Firm 

Employment 

Status 

(regular / part 

Education 

Qualification 

No. of Years 

relevant 

experience 

time / others) 

Support Staff 

Sr. 

No. 


Member 

Proposed 

Position 


Firm 

Employment 

Status 

(regular / part 

Education 

Qualification 

No. of Years 

relevant 

experience 

time / others) 

Note: The proposed position should have the area of their work like ground survey, software personnel 

clearly mentioned. 

2/22/2011 117


V. Time Schedule for Professional Personnel 

Please provide PERT chart of the work schedule. Provide Completion dates of various milestones. 

Also provide staffing schedule, which should mention, detail schedule of each member of the proposed team, 

assignment which would be carried out by them, timeframe during which they will work etc. 

Months (in the form of a Bar Chart) 

Sr. 


Position Reports Due / 

1 2 3 4 5 6 7 Number of 

No. 

Member 

Activities 

Person - Month 

1. Subtotal of (1) 



Grand Total of Person - Months 

Full-time: 

Reports Due: 

Activities Duration: 

Part-time: 

Signature: (Authorized Representative) 

Full Name: 

Title: 

VI. Activity / Work Schedule 

Month wise Program (in form of Bar Chart) 

[1st, 2nd, etc. are weeks from the start of assignment] 

Sr. 

No. 

Item of 

Activity 

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 Number of 

Month 




Grand Total of Months 

Note: The number of weeks is just a tentative list and can be extrapolated as required. 

2/22/2011 118


VII. Format for Project Team members’ resume 

S.No. Item Details 

1. Name 

2. Specify role to be played in the project & 

whether ‘prime’ or ‘alternate’ 

3. Current job title 

4. Experience in yrs. (Provide details regarding name of organizations worked for, Designation, 

responsibilities, tenure etc.) 

5. Name of 

Organization 

From To Designation/ 

Responsibilities 

6. 

7. 

8. Number of years with the Current 

Organization 

9. Current job responsibilities 

10. Summary of professional / domain 

Experience 

11. Skill sets 

12. Highlights of assignments handled 

13. Educational Background, Training / 

Certification including institutions, % of 

marks, specialization areas etc. 

14. Degree 

(including 

subjects) 

Year of Award of 

Degree 

University 

% of marks 

15. 

2/22/2011 

119


I, the undersigned, certify that to the best of my knowledge and belief, this CV correctly describes 

qualifications and experience mentioned above and proposed staff member is a permanent employee 

of our organization. I understand that any willful misstatement described herein may lead to my 

disqualification or dismissal, if engaged. 

Signature of Staff Member 

Date: 

Signature of Authorized Signatory 

Date: 

Company Seal: 

2/22/2011 

120


6. Commercial Bid Format 

(AS AN ATTACHMENT TO THE COMMERCIAL BID SUBMITTED THROUGH 

THE E-TENDER SYSTEM) 

Form 1: The Commercial bid covering letter 

To 

[Date] 






Dear Sir, 

Ref: RFP: Land re-survey of Anand & other Seven districts project 

Having examined the Tender Document, the receipt of which is hereby duly acknowledged, we, the 

undersigned, offer to implement the “Land Re-survey of Anand & other Seven districts ”, Government 

of Gujarat. To meet such requirements and to provide services as set out in the tender document following is 

our quotation summarizing our commercial proposal. 

Complete Ground Survey – using DGPS and ETS 

INR (Amount 

in words) 

( per Sq .KM ) 

The price quoted is inclusive of all applicable taxes. 

The price quoted is inclusive of all applicable taxes. 

Note: 1. Similarly for other districts the bidders have to quote separate rate for each district. 

We understand that the payment will be on the basis of actual area surveyed. Attached hereto is the 

commercial proposal as required by the Tender document, which constitutes our proposal. 

We undertake, if our proposal is accepted, to adhere to the implementation plan for Total Ground Survey 

using DGPS and ETS such adjusted plan as may subsequently be mutually agreed between us and 

SC&DLR or its appointed representatives. 

2/22/2011 

121


If our proposal is accepted, we will obtain a performance guarantee in the format given in the tender 

document issued by a PSU bank in India, acceptable to SC&DLR for a sum equivalent to 5% of the total 

price as quoted in our commercial proposal of the tender document for the due performance of the contract. 

We agree for unconditional acceptance of all the terms and conditions in the tender document and also agree 

to abide by this tender response for a period of SIX MONTHS from the date fixed for tender opening and it 

shall remain binding upon us, until within this period a formal contract is prepared and executed, this tender 

response, together with your written acceptance thereof in your notification of award, shall constitute a 

binding contract between us. 

We confirm that the information contained in this proposal or any part thereof, including its exhibits, 

schedules, and other documents and instruments delivered or to be delivered to the SC&DLR is true, 

accurate, and complete. This proposal includes all information necessary to ensure that the statements 

therein do not in whole or in part mislead the SC&DLR as to any material fact.” 

We agree that all or any if the products/ service specified in the tender response without assigning any you 

are not bound to accept the lowest or any tender response you may receive. We also agree that you reserve 

the right in absolute sense to reject reason whatsoever. 

It is hereby confirmed that I/We are entitled to act on behalf of our corporation/company/ firm/organization 

and empowered to sign this document as well as such other documents, which may be required in this 

connection. 

Dated this Day of 2011_ 

(Signature) 

(In the capacity of) 

Duly authorized to sign the Tender Response for and on behalf of: 

(Name and Address of Company) 

Seal/Stamp of bidder 

Witness Signature: 

Witness Name: 

Witness Address: 

2/22/2011 

122


CERTIFICATE AS TO AUTHORISED SIGNATORIES 

I, certify that I am ………………. of the ……………………………., and that 

……………………………………………………………… who signed the above proposal is authorized to 

bind the corporation by authority of its governing body. 

(Seal Here) 

NOTE: BIDDERS SHOULD TAKE PRINTOUT OF THIS LETTER, DULY SIGN IT AND SCAN 

IT AND ATTACH THE IT ALONG WITH THE COMMERCIAL BID IN THE E-TENDER 

SYSTEM. 

2/22/2011 

123


Form 2: Formats for Commercial Specifications/Quotations 

Break Up of Total Cost of “Land Re-survey of Anand & other Seven districts project” 

1. 

S. No. Activity Cost (INR) 

2. 

3. 

Note: This needs to be filled in the E-tender system. 

2/22/2011 

124

RFP for Resurvey project - Gandhinagar & other Five Districts of Gujarat State 

Annexure II. Technical Evaluation Criteria 

Following outlines the broad parameters based on which evaluation of technical proposals of the bidders 

shall be carried out by SC&DLR. 

100% PURE GROUND SURVEY 

GROUND SURVEY 100 

Organizational Back Ground 20 

Years in ETS/GPS Survey 10 

Turnover from ETS/GPS Survey 10 

Organizational Past Experience 15 

Similar projects executed in the past 9 

Similar projects executed in Gujarat 3 

Work samples from past experience ( must be 

attached with this bid ) 

3 

Personnel 20 

No. of Qualified Surveyor and Total no. of 

Permanent employees 

Level and qualification of personnel proposed 

for the project 

No. of Project Team members who are 

conversant/ well versed with Gujarati language 

10 

8 

2 

Technical Approach & Methodology 25 

Proposed Methodology 8 

Proposed Project Plan 8 

Proposed QC/QA processes 6 

Proposed standards 3 

125


Equipment Used 20 

DGPS/ETS ( Specifications and Quantity) 9 

Software 8 

Hardware 3 

Total Scores 100 

( Please provide accurate with no. wherever required e..g no. of ETS held should shown like Sr. No. 

Name of Instrument, Brand and make, Accuracy, Qty (No. ) information with indexing clearly for all 

partner (incase of consortium ) in a tabular manner ) 

TECHNICAL SCORING AND QUALIFICATION 

The technical scoring will be done for each member of the Consortium, in the following manner 

Case I: When there are 2 partners 

The technical score will be in the ratio of 70:30, where 70 being assigned to the Prime Bidder and 30 will be 

assigned to the partner. 

Case II: When there are 3 partners 

The technical score will be in the ratio of 50:25:25, where 50 being assigned to the Prime bidder and 25 

each to the other partners. 

The prime bidder needs to score 60% whereas the partners in case of a Consortium need to score 40% marks 

each. The overall qualifying technical mark is 70% - for opening of commercial bid. 

126


Annexure III: Statement of Deviation 

Format for Statement of Deviation from RFP 

S. No. Reference of RFP Clause No. & Page 

No. 

Deviation in the Proposal 

Brief Reasons 

` 

127


Annexure IV: Request for Clarification 

Bidders requiring specific points of clarification may communicate with SC&DLR during the specified 

period using the following format: 

Settlement Commissioner & Director of Land Records, Government of Gujarat 

BIDDER’S REQUEST FOR CLARIFICATION 

Name of Organization 

submitting request 

Name & position of person 

submitting request 

Full formal address of the 

organization including 

phone, fax and email 

Tel: 

Fax: 

Email: 

S. 

No. 

Bidding Document 

Reference(s) (section 

Content of RFP requiring 

Clarification 

Points of clarification 

Required 

number/ page) 

1. 

2. 

128


Annexure V: Performance Guarantee 

[Date] 

To, 






Dear Sir, 

Ref: Request for Proposal (RFP): 

Sub: PERFORMANCE GUARANTEE for “Land re-survey of Anand & other Seven 

project” 

districts 

WHEREAS 

M/s. (name of bidder), a company registered under the Companies Act, 1956, having its registered office at 

(address of the bidder), (hereinafter referred to as “our constituent”, which expression, unless excluded or 

repugnant to the context or meaning thereof, includes its successors and assignees), agreed to enter into an 

agreement dated …….. (Herein after, referred to as “Agreement”) with you Settlement Commissioner and 

Director of Land Records, Government of Gujarat for the design and execution “Land Re-survey of Anand 

& other Seven districts ” of the Government of Gujarat. 

We are aware of the fact that as per the terms of the agreement, M/s. (name of bidder) is required to furnish 

an unconditional and irrevocable bank guarantee in your favor for an amount INR ……………………….., 

and guarantee the due performance by our constituent as per the agreement and do hereby agree and 

undertake to pay the amount due and payable under this bank guarantee, as security against breach / default 

of the said agreement by our constituent. 

In consideration of the fact that our constituent is our valued customer and the fact that he has entered into 

the said agreement with you, we, (name and address of the bank), have agreed to issue this Performance 

Guarantee. 

Therefore, we (name and address of the bank) hereby unconditionally and irrevocably guarantee you as 

under: 

- 129 -


In the event of our constituent committing any breach/default of the said agreement, and which has not been 

rectified by him, we hereby agree to pay you forthwith on demand such sum/s not exceeding the sum of INR 

……………………..(…………………………………)without any demur. 

Notwithstanding anything to the contrary, as contained in the said agreement, we agree that your decision as 

to whether our constituent has made any such default(s) / breach(es), as aforesaid and the amount or 

amounts to which you are entitled by reasons thereof, subject to the terms and conditions of the said 

agreement, will be binding on us and we shall not be entitled to ask you to establish your claim or claims 

under this Performance Guarantee, but will pay the same forthwith on your demand without any protest or 

demur. 

This Performance Guarantee shall continue and hold good till the completion of the period of the project, 

subject to the terms and conditions in the said Agreement. 

We bind ourselves to pay the above said amount at any point of time commencing from the date of the said 

Agreement until the completion of the Project for the total solution as per said Agreement. 

We further agree that the termination of the said agreement, for reasons solely attributable to our constituent, 

virtually empowers you to demand for the payment of the above said amount under this guarantee and we 

would honor the same without demur. 

We hereby expressly waive all our rights to pursue legal remedies against SC&DLR. 

We the guarantor, as primary obligor and not merely surety or guarantor of collection, do hereby irrevocably 

and unconditionally give our guarantee and undertake to pay any amount you may claim (by one or more 

claims) up to but not exceeding the amount mentioned aforesaid during the period from and including the 

date of issue of this guarantee through the period. 

We specifically confirm that no proof of any amount due to you under the agreement is required to be 

provided to us in connection with any demand by you for payment under this guarantee other than your 

written demand. 

Any notice by way of demand or otherwise hereunder may be sent by special courier, telex, fax, registered 

post or other electronic media to our address, as aforesaid and if sent by post, it shall be deemed to have 

been provided to us after the expiry of 48 hours from the time it is posted. If it is necessary to extend this 

guarantee on account of any reason whatsoever, we undertake to extend the period of this guarantee on the 

request of our constituent upon intimation to you. 

This Performance Guarantee shall not be affected by any change in the constitution of our constituent nor 

shall it be affected by any change in our constitution or by any amalgamation or absorption thereof or 

therewith or reconstruction or winding up, but will ensure to your benefit and be available to and be 

enforceable by you during the period from and including the date of issue of this guarantee through the 

period. 

- 130 -


Notwithstanding anything contained hereinabove, our liability under this Performance Guarantee is 

restricted to INR…………………(Rupees……………………………) and shall continue to exist, subject to 

the terms and conditions contained herein, unless a written claim is lodged on us on or before the aforesaid 

date of expiry of this guarantee. 

We hereby confirm that we have the power/s to issue this Guarantee in your favor under the Memorandum 

and Articles of Association/ Constitution of our bank and the undersigned is/are the recipient of authority by 

express delegation of power/s and has/have full power/s to execute this guarantee under the Power of 

Attorney issued by the bank in your favor. 

We further agree that the exercise of any of your rights against our constituent to enforce or forbear to 

enforce or any other indulgence or facility, extended to our constituent to carry out the contractual 

obligations as per the said Agreement, would not release our liability under this guarantee and that your 

right against us shall remain in full force and effect, notwithstanding any arrangement that may be entered 

into between you and our constituent, during the entire currency of this guarantee. 

Notwithstanding anything contained herein: 

Our liability under this Performance Guarantee shall not exceed INR………………… 

(Rupees……………………………); 

This Performance Guarantee shall be valid only up to the completion of the period of project for the Total 

Solution as per agreement; and 

We are liable to pay the guaranteed amount or part thereof under this Performance Guarantee only and only 

if we receive a written claim or demand on or before …. (Date) (or as extended by SC&DLR) i.e. 

completion of project for the design and execution of aerial photography for the “Land re-survey of Anand 

& other Seven districts project” of the Government of Gujarat. 

Any payment made hereunder shall be free and clear of and without deduction for or on account of taxes, 

levies, imports, charges, duties, fees, deductions or withholding of any nature imposts. 

This Performance Guarantee must be returned to the bank upon its expiry. If the bank does not receive the 

Performance Guarantee within the above-mentioned period, subject to the terms and conditions contained 

herein, it shall be deemed to be automatically cancelled. 

This guarantee shall be governed by and construed in accordance with the Indian Laws and we hereby 

submit to the exclusive jurisdiction of courts of Justice in India for the purpose of any suit or action or other 

proceedings arising out of this guarantee or the subject matter hereof brought by you may not be enforced in 

or by such count. 

Dated ……………………. this ……….. Day …………. Year. 

- 131 -


Yours faithfully, 

For and on behalf of the …………… Bank, 

(Signature) 

Designation 

(Address of the Bank) 

Note: 

This guarantee will attract stamp duty as a security bond. 

A duly certified copy of the requisite authority conferred on the official/s to execute the guarantee on behalf 

of the bank should be annexed to this guarantee for verification and retention thereof as documentary 

evidence. 

- 132 -


Annexure VI: Draft Agreement 

This AGREEMENT is made on the --Day of --- 2011, between Settlement Commissioner & Director of 

Land Records (SC&DLR), a statutory body of the Government of Gujarat and having its office at Dr.Jivraj 

Mehta Bhavan, Block No.13, 3 rd Floor, Old Sachivalaya.Gandhinagar-382 010, on the one part (hereinafter 

called the Client, which expression shall unless repugnant to the context, include its successors and 

assignees) 

And 

M/s. ------------., a company incorporated under the Indian Companies Act, 1956 with its corporate office at 

---------------------, India (hereinafter called the Survey Agency, which expression shall unless repugnant to 

the context, include its successors and assignees). 

This Agreement consists of this signature page and the following attachments that are incorporated into and 

form part of this Agreement by this reference: 

RFP Issued by the Client – Annexure I 

Proceedings of the Pre-bid Meeting held on --------- – Annexure II 

Technical bid during bidding process and Inception Report submitted by the Survey Agency ------- 

– Annexure III 

WHEREAS, 

A. The Client has requested the Survey Agency to undertake land resurvey and create updated land 

records (hereinafter called the Services) necessary for “Land Re-survey of Anand & other Seven 

districts project” for District Anand & other Seven districts of Gujarat. 

B. The Survey Agency has agreed to provide the Services on the terms and conditions set forth in this 

Agreement. 

NOW THEREFORE the parties hereto hereby agree as follows: 

1. Services 

The Survey Agency shall perform the Services under this Agreement in accordance with the Scope of Work 

mentioned in the RFP as attached in Annexure I hereto and as agreed in the Technical bid and Inception 

Report as attached in Annexure III. The Survey Agency shall consider all the suggestions made by 

SC&DLR / its representatives during each stage of the project. The Survey Agency will be required to 

address all such suggestions / queries as long as there is no major deviation from the detailed Scope of Work 

mentioned in the RFP as per Annexure - I. 

- 133 -


The Survey Agency would follow a methodology to carry out the proposed project. The methodology 

should be such as prescribed in the Technical bid and as finalized in the Inception Report as per Annexure - 

III. 

If any modifications in the report or in plans and sections are required, due to attributable reasons to the 

Survey Agency or if any additional work relevant to the project (which is within the Scope of Work) is 

required to be carried out for preparation of reports of high professional quality (as agreed in the Scope of 

Work - Annexure – I and in the Inception Report – Annexure III submitted by the Survey Agency) 

acceptable to the approving authorities shall be carried out without any additional compensation. 

1.1. Commencement Date 

The Survey Agency shall commence the Services as soon as possible but not later than 15 days after the 

Client has given notice to proceed with the Services (Letter of Intent). 

1.2. Additional Work 

If, in the opinion of the Client, it is necessary to carry out any work outside to the Scope of Work for the 

purposes of the Project in addition to the Services, the Survey Agency shall carry out such additional work 

with the prior authorization of the Client. The charges for the personnel required for such additional work 

would be as per the area of the surveyed area quoted by the bidder and mentioned in Section 4.1. 

In case there is any dispute about determining whether any work proposed is within or out side the Scope of 

Work mentioned in the RFP – (Annexure I), the decision of Client shall be final and binding on the Survey 

Agency. 

1.3. Additional Scope – NLRMP Guideline 

New NLRMP guidelines have been issued by the Ministry of Rural Development, Government of India. The 

Client conceives for the Survey Agency to implement these new guidelines for the resurvey of Gandhinagar 

District. The Survey Agency has identified work elements that are outside the scope of the original Scope of 

Work mentioned in the RFP (Annexure I). The Client authorizes the Survey Agency to incorporate these 

new work elements into the Project. The Survey Agency undertakes to execute these work elements. The 

cost for such additional work may be considered by the Client in due course and the decision of the Client 

shall be final and binding on the Survey Agency 

1.4. Other Documents 

RFP document including any amendments made to it at the bidding stage, Survey Agency’s bid offer 

documents, Scope of Work, Inception Report shall form part of the Agreement. 

2. Personnel 

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2.1. Personnel 

a. The Services shall be carried out by the personnel specified in Inception Report Annexure III hereof 

(hereinafter called the “Personnel”) for the respective periods of time indicated therein. The Survey 

Agency may, with the prior approval of the Client, make minor adjustments in such periods as may 

be appropriate to ensure the efficient performance of the Services, provided that such adjustments 

will not cause payments made under the Agreement to exceed the cost estimates referred to in 

Section 4.1. 

b. Except as the Client may otherwise agree, no changes shall be made in the Personnel. If for any 

reason beyond the reasonable control of the Survey Agency it becomes necessary to replace any of 

the Person/Personnel. The Survey Agency shall forthwith provide a replacement, such person of 

replacement shall be equivalent or better qualified and experienced and who is found eligible and 

acceptable by the Client. The Survey Agency should take prior approval from Client in case of such 

replacement. 

c. If, any time during the project, it is found that the Person or Personnel, as mentioned in Annexure - 

III, are not performing the task, which they were to perform, instead some other person/s are 

performing or if the Survey Agency replaces any person without knowledge of the Client, in such 

case the Client may accept such a person, if such a person is found of equal or more caliber. 

However, such a replacement would not be binding on the Client and the Client reserves the right to 

cancel the Agreement with a prior notice and after providing an opportunity of being heard to the 

Survey Agency. 

d. In the event that any person specified in Annexure-III is found by the Client to be incompetent in 

discharging his assigned duties, the Client may request the Survey Agency to forthwith provide a 

replacement by a person with qualifications and experience acceptable to the Client. The decision 

of the Client in this regard shall be final and binding on the Survey Agency. The replacement must 

be done within 7 days from the date of intimation by the Client. 

2.2. Project Manager 

The Survey Agency shall appoint a resident Project Manager, acceptable to the Client, who shall be 

responsible for day to day operations and liaison between the Survey Agency and the Client. 

3. Undertakings of The Survey Agency 

3.1. General Standard of Performance by the Survey Agency 

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The Survey Agency shall carry out the Services with due diligence and efficiency, and shall exercise such 

skill and care in the performance of the services as is consistent with recognized professional standards. The 

Survey Agency shall act at all times so as to protect the interests of the Client. 

3.2. Records 

During the subsistence of this Agreement and two years from the date of completion of the project, the 

Survey Agency shall permit the duly authorized representative of the Client, (after reasonable advance 

notice is served on the Survey Agency), from time to time to inspect its records relating to the Services and 

to make copies thereof and shall permit the Client or any person authorized by the Client, from time to time, 

to audit such records during and after the services. 

3.3. Information 

The Survey Agency shall furnish the Client such information relating to the Services and the Project as the 

Client may from time to time reasonably request. 

3.4. Assignments 

The rights and liabilities of the Survey Agency shall not be assigned or transferred by the Survey Agency, 

without the consent in writing of the Client to any other persons, firm or organization. The Client may allow 

such assignment at his discretion. However, such assignment shall not relieve the Survey Agency from any 

obligation, duty or responsibility under the Agreement. Any assignment as above without prior written 

approval of the Client shall render the agreement void. The Client may transfer its rights and obligations to 

any other person, firm or organization only with the consent of the Survey Agency. If it is found that the 

Survey Agency has assigned particular work to some other Agency, without approval and notice of the 

Client, the Client reserves the right to reject any such work carried out. If the Client accepts any such work, 

the estimate made by the Client in such case attributable to the amount of work done shall be final and 

binding on the Survey Agency. 

In the event that any such Third Party Agency is found by the Client to be incompetent to discharge his 

assigned duties; the Client may request the Survey Agency forthwith 

Either to provide a replacement with qualifications and experience acceptable to the Client or 

To resume the performance of the Services itself. 

The decision of the Client in this regard shall be final and binding on the Survey Agency. 

3.5. Confidentiality 

a. Except with the prior written consent of the Client, the Survey Agency or the Personnel shall not at 

any time communicate to any person or entity any confidential information disclosed to them for 

the purposes of the Services, nor shall the Survey Agency or the Personnel make public or inform 

any one, directly or indirectly, any such information received by them or any recommendations 

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formulated in the course of or as a result of the Services. Confidential Information for the purposes 

of this clause means all the information that has been marked as “Confidential” at the time of 

disclosure. 

b. The Client agrees with the Survey Agency that all information including the information relating to 

the Survey Agency’s trade secrets, know-how/technical data, research, products, strategies, internal 

procedures, employees and business opportunities and other proprietary information of the Survey 

Agency as described specifically as “Confidential Information” belongs to the Survey Agency and 

shall not disclose or divulge such confidential information to any third parties or make use or allow 

others to make use thereof. These clauses, (a) and (b), shall survive the termination of this 

Agreement. However, the reports submitted by the Survey Agency to the Client shall become 

property of the Client and the Client is free to use any / all information mentioned in the report, 

procedures specified in the report, suggestions / conclusions made in the report and any such other 

information based on the report. 

3.6. Prohibition on Conflicting Activities 

The Survey Agency shall ensure that no member of the Personnel assigned to the Agreement shall engage, 

directly or indirectly, during the subsistence of this Agreement either in his name or in the name of his close 

relative or through the Survey Agency, in any other business or professional activities which is likely to be 

in conflict or impact with the performance of his duties or assignment. 

3.7. Independent Contractor 

Nothing contained herein shall be construed as establishing or creating between the Client and the Survey 

Agency the relationship of Client and Contractor, it being understood that the position of the Survey Agency 

and of anyone else performing the Services is that of an Independent Contractor. 

3.8. Insurance 

The Survey Agency shall at its cost take out and maintain adequate professional liability insurance as well 

as adequate insurance against third party liability and loss of or damage to equipment/person/property 

acquired in whole or in part with funds provided by the Client. The Client undertakes no responsibility in 

respect of any damage to person/property/equipment during the course of implementation of project. 

3.9. Notice of Delay 

The Survey Agency shall execute the work as per the time schedule prescribed in the Inception Report. In 

the event of any expected delay the Survey Agency shall inform the Client well in advance along with 

reasons for the delay. The Survey Agency may request for an appropriate extension of time for completion 

of the Services. However, the Client reserves the right to grant any such extension and the decision of the 

Client in this regard shall be final and binding on the Survey Agency 

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4. Cost and Payment terms 

4.1. Cost 

The cost to carry out the project is: ------- (Rupees ---------- only) per square kilometer inclusive of Service 

Tax. 

The total cost to carry out ----------- as per the RFP of the project is coming to Rs. --------- (Rupees - 

-----------only) inclusive of Service Tax. 

The above total cost will be considered to assess the performance guarantee, cost for setting up 

control network and mobilization advance if any. 

The cost quoted are per square kilometer basis and inclusive of all taxes and duties for the Scope of Work as 

agreed and mentioned in Annexure I including all other expenses for personnel services, visits, transport 

charges, cost of collecting required data, etc. and all the necessary services, materials, stationary, computer 

services, typing, printing, photocopying etc. to fulfill the requirement of the scope. No changes to the cost 

shall be allowed on any account except for changes in any taxes/duties. 

SPECIMAN & Draft 

( For Information Only- Actual Milestone for each district is shown in RFP part-II) ) 





points) 


value 


value 

3 First Set of 40 villages Actual Bill – (1/3rd of Sum 


4 Second Set of 40 Villages Actual Bill – (1/3rd of Sum 


5 Third Set of 40 Villages Actual Bill – (1/3rd of Sum 


6 Fourth Set of 40 Villages Actual Bill – 2.5% of 


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7 Fifth Set of 40 Villages Actual Bill – 2.5% of 


8 Sixth Set of 40 Villages Actual Bill – 2.5% of 


9 Seventh Set of 52 Villages Actual Bill + 7.5 % of 



all 7 taluks) 

Note: T 0 date will be considered as the date of agreement . 

For Anand & other Seven districts: 10% of the total invoicing for all 7 Taluka) will be given to the 

Survey Agency on final Acceptance of all deliverables and issue of project completion certificate by 

SC&DLR.) For all other district the amount will be same i.e 10% of total invoicing of that particular 

district. 

5% of the contract value can be considered as mobilization advance against a Bank Guarantee for the same 

amount. The bank guarantee will be valid for a period of 18 months or after completion of fourth set of 40 

villages whichever is later. Bank guarantee if given will be discharged and the mobilization advance will be 

adjusted against the payment as per the payment terms mentioned above. 

“Acceptance” means after submission of report and after the Survey Agency has made presentation to 

SC&DLR / committee, SC&DLR will issue Letter of Acceptance along with comments/suggestions of 

SC&DLR on the report. 

Above payments shall be made after deduction of Income Tax at source, whichever may be applicable, by 

the Acts prevailing at the time of making payment. In case of any delay in executing the work, the penalty 

amount calculated as per clause 7 against each milestone of payment will be deducted. Payment of all other 

Taxes and levies would be the responsibility of the Survey Agency. All payments to the Survey Agency 

would be made in Indian Rupees only. 

4.2. In case, the Client is not able to communicate the acceptance of report within 30 days of submission of 

the report, the Client will release 50 % of the payment due at particular stage of project. The balance 

50% of the payment will be released upon acceptance of the report by the Client. 

4.3. If the report submitted by the Survey Agency is not acceptable to the Client, reasons for such nonacceptance 

should be recorded in writing; the Client shall not release the payment due to the Survey 

Agency. In such case, the payment will be released to the Survey Agency only after it re-submits the 

report and the report is accepted by the Client. 

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5. Reports 

The Survey Agency has to submit the reports as mentioned in the RFP. 

6. Time schedule for submission of reports 

The total time frame for carrying out the assignment would be 24 months from start i.e. 15 days from the 

date of issue of Letter of Intent. The details of work plan, timeframe for each stage of project is put up at 

Annexure III – Inception Report. During the course of action for providing feedback and comments, the 

timelines consumed by the Client will not be taken into account for calculating the scheduled timelines by 

the Survey Agency. 

7. Liquidated Damages for late submission 

The Survey Agency should submit his own detailed time schedule with measurable milestones and such 

schedules should be practicable, reasonable and balanced. 

 

 

 

 

Any delay in implementation will attract a penalty of 0.5% of the Agreement value for every 7 days, 

subject to a maximum of 4%. 

Maximum delay permitted will be 60 days, beyond which the agreement is liable to be terminated 

and the Survey Agency performance guarantee will be forfeited. 

In such case, SC&DLR reserves the right to make necessary alternate arrangements to complete the 

project. 

Further any delays must be made up by the Survey Agency by the time of the payment milestone 

for the completion of 75% i.e. project implementation needs to be as per schedule at this point. 

The purpose of this is to ensure all necessary formalities for project completion and closure are completed as 

planned and vendor will not deliver/ complete a large part of the work only at the end stage, as this would 

hinder smooth project completion and sign-off. Penalties if deducted earlier will be refunded at this stage. 

8. Termination of the Agreement 

8.1. The Client reserves the right to cancel the Agreement at any time if it is not satisfied with the services 

of the Survey Agency or there is breach of any of the condition of this Agreement by the Survey 

Agency, provided a period of 30 days has lapsed from the date of serving notice on the Survey 

Agency requiring it to remedy the breach and if the breach has continued up to the date of the action. 

In this event, the work done till then by the Survey Agency shall be taken over by the Client. The 

Client reserves the right to appoint a new Survey Agency and hand over to him all the documents to 

complete the assignment. The Survey Agency in such case, upon termination, the Client may also 

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impose liquidated damages, up to maximum of 5% of the Agreement value. The Survey Agency shall 

be required to pay any such liquidated damages to Client within 30 days of termination date. 

8.2. The Client reserves the right to cancel the Agreement by giving 30 days notice, subject to payment of 

the fees for the actual work done by the Survey Agency for the project up to the date of the notice 

cancellation of the Agreement as per Section 8.5. 

8.3. The Survey Agency reserves the right to terminate the Agreement immediately upon situations arising 

due to non-compliance of the stipulations of this Agreement by the Client. The termination notice 

shall be held valid only if it is preceded by a corresponding non-compliance notice issued at least 30 

days prior to the date of the termination notice and if the non-compliance has continued up to the date 

of the termination notice. The Client shall be liable to pay the Survey Agency fees for the actual work 

done by the Survey Agency for the project up to the date of cancellation of the Agreement as per 

Section 8.5. 

8.4. The parties also reserve a right to terminate this Agreement in the event any voluntary insolvency 

petition/ IP petition is filed by either party, or if any proceedings are instituted against either party, 

property or assets under any bankruptcy, insolvency, receivership, debtors relief, winding up 

rehabilitation, or similar statue or any effective resolution is passed for the winding up of that party or 

for any remedy under any such statute. 

8.5. The payment of the fees will be determined based on the actual work carried out and accepted by the 

Client, in terms of area of land surveyed as specified in Section 4.1. In case of failure to decide 

compensation, Arbitrator as per the terms of the Agreement shall be appointed to decide the 

compensation. 

9. Performance obligations 

The Survey Agency shall have to be responsible for the soundness of services rendered. In the event of any 

deficiency in these services, the Survey Agency shall promptly redo/ remedy without any additional cost to 

the Client and carry out such modifications and /or rectification as may be required. 

10. Compliance with labor laws, statutes, rules and regulations of Government / local authority 

The Survey Agency shall comply with all the labor laws and other laws, statutes and rules & regulations of 

Central and State Governments or Local authorities that may be applicable from time to time in respect of 

any personnel deployed or engaged by the Survey Agency or their sub contractor either directly or 

indirectly. With respect to their employees or assignees, the Survey Agency shall be solely responsible for 

strictly following all labor laws, industrial laws, factories act, minimum wages act and other such laws 

which are applicable from time to time, including but not limited to the modification, amendments or 

additions which are made to these laws during the period of Agreement. The Survey Agency will also be 

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responsible for the various levies of State/Central Governments and/or any Statutory Body. The Survey 

Agency shall have to, at their expense, comply with labor laws and keep the Client indemnified in respect 

thereof. 

Agency shall be fully responsible for all matters arising out of the performance of the Agreement and shall 

comply, at their own expenses, with all laws / acts / enactment / orders / regulations / statutory obligations, 

whatsoever of the Government of India / State Government, Local Self Government or any Statutory 

Authority. 

11. Period of Agreement 

The agreement to be entered into between the Client and the Survey Agency shall be valid from the date of 

signing the Agreement or 15 days from issuance from LOI, whichever is earlier till final approval of 

Settlement Commissioner & Director of Land Records is received. 

12. Liability 

In no event shall either party be liable for any direct, indirect, incidental, spatial, consequential, reliance or 

cover damages, including, but not limited to, loss of profits, revenue, data or use, incurred by the other 

party. In no event, however, shall the total liability of the Survey Agency under this Agreement exceed the 

amount of fee received by the Survey Agency from the Client. However this clause will not prevent the 

Client from levying the liquidated damages as per Clause 7 and 8.1. 

13. Notices 

Any notice or request required or permitted to be given or made under this Agreement to either party shall 

be in writing. Such notice or request shall be deemed to have been duly given or made when it shall be 

delivered by hand, mail or fax to the party to which it is required or permitted to be given or made at such 

party’s Head Office or Registered Office or Corporate Office or branch office addresses. 

14. Arbitration 

In the event of any dispute or difference at any time arising between the parties relating to the construction, 

meaning or effect of this agreement or any other clause or any content of the rights and liabilities of the 

parties or other matters specified herein or with reference to anything arising out of or incidental to this 

agreement or otherwise in relation to the terms, whether during the continuance of this agreement or 

thereafter, such disputes or differences shall be endeavored to be solved by mutual negotiations. If, however, 

such negotiations are anfractuous, these shall be decided by arbitration of two Arbitrators, one to be 

appointed by each party to the dispute or difference and to an Umpire to be appointed by Arbitrators in 

writing before taking upon them the burden of arbitration. Such a reference shall be deemed to be a 

submission to arbitration under the provisions of the Arbitration and Conciliation Act, 1996 and of any 

modification or re-enactment thereof. The venue of arbitration shall be Ahmedabad only, the expense of the 

arbitration shall be paid as may be determined by the Arbitrators. 

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15. Jurisdiction 

All questions, disputes or differences arising under out of or in connection with the Agreement shall be 

subject to the exclusive jurisdiction of the court under whose jurisdiction the place from which the 

agreement has executed i.e. Ahmedabad. 

16. Force Majeure 

16.1. Force Majeure means such of the following factors which substantially affect the performance of the 

Agreement, such as: natural phenomena, including but not limited to floods, droughts, earthquakes 

and epidemics; acts of any Government, domestic or foreign, including but not limited to war, 

declared or undeclared, quarantines, embargoes; Illegal strikes and legal lockouts in respect of the 

Client’s / the Survey Agency’s scope of work provided, either party shall within fifteen (15) days 

from the occurrence of such a cause notify the other in writing of such causes. 

16.2. The Survey Agency or the Client shall not be liable for delays in performing their obligations 

resulting from any Force Majeure cause as referred to and/or defined above. 

16.3. However, if such an event lasts for a period of 180 days or more then either party shall have an option 

to terminate this Agreement forthwith without any liability after intimating the other party of the 

same. The Survey Agency shall however be entitled to receive payments for all the services rendered 

by it under this Agreement prior to termination of Agreement. The payment shall be determined as 

per Section 8.5. 

17. Custody of Drawing/ reports/data etc 

Original Drawings/Maps/Atlas/Data/Charts/Photocopies of classified documents such as topo sheets etc., 

and all other documents received from the Client, shall remain in the custody of the Survey Agency during 

the period of assignment only and shall be used exclusively for this job and shall not be made use of for any 

other purpose. These shall be carefully preserved by the Survey Agency till the completion of the job and 

shall be handed over to the Client on preparation of final report or on termination of the Agreement. 

18. Indemnity 

The Survey Agency shall indemnify the Client and every members, officers and employees of the Client, 

against all actions, proceedings, claims, demands, costs and expenses whatsoever arising out of or, in 

connection with various matters and against all actions, proceedings, claims, demands, costs and expenses 

whatsoever arising out of any negligent act or omission or failure by the Survey Agency in the performance 

of the Survey Agency obligation under this Agreement. 

19. General clauses 

19.1. Entire Agreement & Amendments 

This Agreement constitutes the entire agreement between the parties with respect to the subject matter 

hereof and supersedes all prior written, oral or implied understandings between them on that subject matter. 

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This Agreement may be amended, modified or supplemented only by the Authorized representatives of the 

parties in writing executed on behalf of both parties hereto. 

19.2. Exclusive Agreement 

The Client at any time is free to engage other competent survey agency in the interest of the project for any 

inconclusive arbitration. 

The Survey Agency can take up such similar business in any other state or location without in any way 

affecting the services agreed to be offered by it under this Agreement and subject to clause3.7. However, the 

Survey Agency shall express written information from the Client under such circumstances. 

19.3. Severability 

In the event that any provision or any portion of any provision of this Agreement shall be held invalid, 

illegal or unenforceable under applicable law, the remainder of this Agreement shall remain valid and 

enforceable in accordance with its terms. 

19.4. Survival 

The clauses of this Agreement, which by their very nature ought to survive termination of this Agreement, 

shall so survive. 

IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be duly executed. Each party 

warrants and represents that its respective signatories whose signatures appear below have been and are on 

the date of signature duly authorized to execute this Agreement. 

Authorised Signatory 

On behalf of the Client 

Authorised Signatory 

On behalf of the Survey Agency 

In witness of 

In witness of 

1. _________________________ 1. ________________________ 

2. _________________________ 2. ________________________ 

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3. _________________________ 3. ________________________ 

Reminder: 1 

Pre-Qualification BID COVER must contain EMD in original , proof of 

experience in business , proof of turnover & proof of survey turnover i.e 

project completion certificate . If it not found bid will be rejected . 

Reminder: 2 

Please complete indexing of your RFP. For easy technical evaluation pl. 

show on which page the required criteria is given or fulfilled. Pl. provide 

clear & exact information as asked . e.g. List of qualified surveyor . This 

info. should provide like Sr. No. Name of Surveyor, Qualification , 

Experience in years, Remarks ( if any ) Pl. note : If information is not 

provided in a required manner no evaluation will be carried out for that 

item. 

Reminder: 3 

1 The pre-qualification and technical proposal is to be submitted in hard copy (2 

copies) as well as digitally i.e 1 CD of Technical proposal . 

2 The commercial proposal is to be submitted only digitally and online only. 

Reminder: 4 

Mark allotment ratio for: 

1. Only Prime Bidder : 100%. 

2 Prime Bidder + 1 Consortium Partner : 70:30 

3 Prime Bidder +2 Consortium Partner 50:25:25 

The prime bidder needs to score 60% whereas the partners in case of a Consortium need to score 40% marks 

each. The overall qualifying technical mark is 70% - for opening of 

commercial bid. 

Only the bidders, who score a total Technical score of 70 (Seventy) or more, will qualify for the opening 

of their commercial bids. 

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for Technical BID Technical BID Marks : 

Particulars 

Years in ETS/GPS Survey 

Turnover from ETS/GPS Survey 

Similar projects executed in the past 

Provides details for 

Years of experience in ETS/GPS Survey 

In terms of rupees. 

Land Survey Projects carried out using ETS 

& DGPS should be shown here in terms of 

Rs. and Area in Hectare 

Similar projects executed in Gujarat --do but in Gujarat State - 

Work samples from past experience ( must be 

attached with this bid ) 

No. of Qualified Surveyor and Total no. of 

Permanent employees 

Level and qualification of personnel proposed 

for the project 

No. of Project Team members who are 

conversant/ well versed with Gujarati language 

Must be attached for projects which are 

shown as completed against 'Similar projects 

executed in the past' as shown above 

Name , Educational Qualification, permanent 

or temporary, Experience in years , 

operational capability ETS/DGPS 

Level of key personnel like Liaison, Project 

Management, Field Operation, QC etc. 

Show actual figure with name 

Proposed Methodology 

Understanding of project , methodology, 

why this methodology , expected 

deliverables. expected challenges to face , 

capability of agency to face such challenge, 

any past experience etc. 

Proposed Project Plan Milestones for each deliverables . 

Proposed QC/QA processes 

Proposed standards 

DGPS/ETS ( Specifications and Quantity) 

Software 

Hardware 

Processes too ensure highest quality of work, 

any format designed. 

standard to be adopted with % of accuracy 

standard 

No., make, year of purchase ( ONLY DGPS & 

ETS HAVING ACCURACY OF MORE THAN 

3 SECONDS SHOULD BE SHOWN HERE ) 

Proposed for the project including GIS software. 

** 

Computers, A ZERO Size Plotter, printers, 

scanners & any other project related hardware. 

** Cost of software must be included in the project cost. If any data is to processed on a software 

in which backhand software is different , then cost of such backhand software must be included in 

such cost. 

146

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