Request for Proposal Commissioner of Geology & Mining

Request for Proposal (RFP)

for
“Survey, Base Map creation and Implementation,
post Implementation of Enterprise GIS
Application”
for
The Office of the Commissioner of Geology and
Mining, Government of Gujarat
(Tender no: SW03082018167)

Bid Processing fees: 15,000/-

EMD: Rs. 75,00,000/-

Gujarat Informatics Ltd

Block no. 1, 8th floor, Udhyog Bhavan,
Sector-11, Gandhinagar-382017, Gujarat
Ph No. 23259237 Fax: 23238925.
www.gil.gujarat.gov.in

Last date of submission of queries: 07.08.2018 upto 1500 hrs.

Date of Pre-Bid Meeting: 13.08.2018 at 1600 hrs
Last date for submission of Online Bids: 27.08.2018 upto 1500 hrs.
Date of opening of Technical bids: 27.08.2018 at 1600 hrs

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Request for Proposal Commissioner of Geology & Mining

Proprietary & Confidential

No part of this document can be reproduced in any form or by any means, disclosed or
distributed to any person without the prior consent of the Office of the Commissioner of
Geology & Mining (CGM), except to the extent required for submitting bid and no more.

The information contained in this document is only disclosed for the purpose of enabling you
to submit a proposal to the CGM in accordance with the requirements of this document. This
document should not therefore be used for any other purpose under any circumstances.

This document contains proprietary information furnished for evaluation purposes only; except
with the written permission of the department, such information may not be published,
disclosed, or used for any other purpose. You acknowledge and agree that this document and
all portions thereof, including, but not limited to, any copyright, trade secret and other
intellectual property rights relating thereto, are and at all times shall remain the sole property
of the department and that title and full ownership rights in the information contained herein
and all portions thereof are reserved to and at all times shall remain with the department. You
agree to take utmost care in protecting the proprietary and confidential nature of the
information contained herewith.

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Request for Proposal Commissioner of Geology & Mining

Abbreviations

 CGM: Office of the Commissioner of Geology Mines

 GIL: Gujarat Informatics Limited
 SI: System Integrator - A System Integrator (bidder in case of lone bidder or lead
bidder in case of consortium) is an organization that implements enterprise-wide IT
applications within an organization.
 EMD: Earnest Money Deposit
 QCBS: Quality& Cost Based Selection
 CGM: Commissioner of Geology & Mining
 GIS: Geographic Information System
 GoG: Government of Gujarat
 VTMS: Vehicle Tracking & Monitoring System
 IPR: Intellectual Property Rights
 MIS: Management Information System
 OEM: Original Equipment Manufacturer
 SDC: State Data Center
 SLA: Service Level Agreement
 DSS: Decision Support System
 PQ: Pre-Qualification
 SLA: Service Level Agreement
 VTMS: Vehicle Tracking and Management System
 ILMS: Integrated Lease & Management System
 SDC: State Data Centre
 ICT stands for Information, Communications Technology projects and include IT
systems integration project.
 ITES - ITES is defined as outsourcing or offshoring of processes that can be enabled
with information technology. Such outsourcing or offshoring which is technology
enabled entails enterprise functions which are operations focused or customer centric
or management of operations through technology enabled solutions.

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Table of Contents
1.  SECTION 1: INTRODUCTION TO PROJECT .............................................................................................. 8 
1.1.  RFP Notice ..................................................................................................................................... 8 
1.2.  Important Information ................................................................................................................... 9 
2.  SECTION 2: INSTRUCTIONS TO BIDDERS ............................................................................................. 10 
2.1.  Definitions ................................................................................................................................... 10 
2.2.  Sources of funds .......................................................................................................................... 10 
2.3.  Eligibility Criteria .......................................................................................................................... 11 
2.4.  Consortium conditions ................................................................................................................. 12 
2.5.  Sub‐Contracting conditions .......................................................................................................... 13 
2.6.  Eligible Goods and Services .......................................................................................................... 14 
2.7.  Cost of Bidding ............................................................................................................................. 14 
2.8.  Content of Bidding Document ..................................................................................................... 14 
2.9.  Pre‐Bid Conference ...................................................................................................................... 14 
2.10.  Conflict of Interest ....................................................................................................................... 15 
2.11.  Amendment to RFP ...................................................................................................................... 15 
2.12.  Language of Bid ........................................................................................................................... 15 
2.13.  Documents Comprising the Bid .................................................................................................... 15 
2.14.  Bid Form ...................................................................................................................................... 16 
2.15.  Bid Prices ..................................................................................................................................... 16 
2.16.  Bid Currency ................................................................................................................................ 17 
2.17.  Bid Security ‐ Earnest Money Deposit (EMD) ............................................................................... 17 
2.18.  Validity of proposal ...................................................................................................................... 17 
2.19.  Preparation of Proposal ............................................................................................................... 17 
2.20.  Contents of Envelopes ................................................................................................................. 18 
2.21.  Submission, Receipt & Opening of proposal ................................................................................ 18 
2.22.  Opening of Bids by CGM/GIL........................................................................................................ 18 
2.23.  Clarification of Bids ...................................................................................................................... 19 
2.24.  OEM/ Implementation partner participation criteria ................................................................... 19 
2.25.  Preliminary Examination .............................................................................................................. 19 
2.26.  Methodology & Criteria for Technical, Commercial and final evaluation ..................................... 20 
2.27.  Financial Bid Opening .................................................................................................................. 24 
2.28.  Disqualification ............................................................................................................................ 25 
2.29.  Award of Contract ....................................................................................................................... 25 
2.30.  CGM/GIL’s Right to Accept Any Bid and to reject any or All Bids .................................................. 26 
2.31.  Office of the CGM/GIL’s right to terminate the selection process ................................................ 26 
2.32.  Notification of Awards ................................................................................................................. 26 
2.33.  Signing of Contract ...................................................................................................................... 26 
2.34.  Confidentiality ............................................................................................................................. 26 
2.35.  Cost of Bidding ............................................................................................................................. 26 
2.36.  Performance Bank Guarantee ...................................................................................................... 27 
2.37.  Binding Clause ............................................................................................................................. 27 
3.  SECTION 3: ABOUT CGM .................................................................................................................... 28 

3.1.  About Organization ...................................................................................................................... 28 
3.2.  Background .................................................................................................................................. 29 
3.3.  Stakeholders and Users of the Proposed Solution: ...................................................................... 29 

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4.  SECTION 4: SCOPE OF WORK .............................................................................................................. 30 
4.1.  Objectives .................................................................................................................................... 30 
4.2.  Scope of Work for Design, Develop & Maintain Enterprise GIS .................................................... 30 
4.2.1.  Design of Enterprise GIS architecture to meet the requirements of CGM .................................... 30 
4.2.2.  Supply & installation of Infrastructure & GIS Platform for creation, storage and maintenance of 
geospatial data ............................................................................................................................................. 31 
4.2.3.  Procurement of Satellite Imagery ................................................................................................ 31 
4.2.4.  Design and create GIS data model for enterprise wise GIS for CGM ............................................ 32 
4.2.5.  Survey of existing leases (major and minor) using DGPS .............................................................. 32 
4.2.6.  Mapping of exploration and mineral bearing areas ..................................................................... 33 
4.2.7.  Mapping / Digitisation of cadastral maps, land‐use land‐cover using cadastral maps & 
Topographic sheets ....................................................................................................................................... 33 
4.2.8.  Existing Database Preparation ..................................................................................................... 33 
4.2.9.  GIS Database Preparation ............................................................................................................ 34 
4.2.10.  Digitization and Map Preparation ................................................................................................ 37 
4.2.11.  Design & Development of Enterprise GIS application for CGM .................................................... 37 
4.2.12.  Integration with existing CGM systems and application ............................................................... 40 
4.2.13.  Testing, Training and Go‐Live of the System ................................................................................ 41 
4.2.13.1.  User Acceptance Testing (UAT) .................................................................................................... 41 
4.2.13.2.  Training........................................................................................................................................ 42 
4.2.13.3.  System Documents, User Documents .......................................................................................... 43 
4.2.13.4.  Application Software Certification ............................................................................................... 44 
4.2.13.5.  Test & Live Implementation ......................................................................................................... 44 
4.2.14.  Standards to be adhered ............................................................................................................. 44 
4.2.15.  Data and Facilitation scope of Bidder .......................................................................................... 45 
4.2.16.  Post implementation services ...................................................................................................... 47 
4.2.16.1.  Data Management ....................................................................................................................... 47 
4.2.16.2.  Roles and Responsibility of the System Integrator (Successful Bidder) ........................................ 47 
4.2.17.  Minimum Qualifications & Experience for key Resources ............................................................ 49 
5.  SECTION V – WORK COMPLETION & PAYMENT TERMS ....................................................................... 51 

6.  SECTION VI: SERVICE LEVEL AGREEMENT & PENALTY CLAUSE ............................................................. 53 
6.1.  Definitions ................................................................................................................................... 53 
6.2.  Interpretations ............................................................................................................................ 53 
6.3.  Penalty for delay in project execution ......................................................................................... 54 
6.4.  Penalty calculation ....................................................................................................................... 54 
6.5.  SLA for Survey and Map Creation ................................................................................................ 55 
6.6.  SLA for Software Support ............................................................................................................. 55 
6.7.  Response Time Performance Criteria ........................................................................................... 56 
7.  SECTION VII: ROLES & RESPONSIBILITIES OF STAKEHOLDERS .............................................................. 58 
7.1.  Office of the commissioner of Geology & Mining (CGM) ............................................................. 58 
7.2.  SI/Bidder: ..................................................................................................................................... 58 

8.  SECTION VIII: GENERAL TERMS & CONDITIONS ................................................................................... 60 
8.1.  Application .................................................................................................................................. 60 
8.2.  Relationship between parties ...................................................................................................... 60 
8.3.  Standards of Performance ........................................................................................................... 60 
8.4.  Delivery and Documents .............................................................................................................. 60 

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8.5.  SI Personnel ................................................................................................................................. 60 
8.6.  Applicable Law ............................................................................................................................. 61 
8.7.  Use of Contract Documents and Information .............................................................................. 61 
8.8.  Governing Language .................................................................................................................... 61 
8.9.  Intellectual Property Rights ......................................................................................................... 61 
8.10.  Exit Management Plan ................................................................................................................. 62 
8.11.  Inspection/Testing ....................................................................................................................... 62 
8.12.  Suspension .................................................................................................................................. 63 
8.13.  Termination ................................................................................................................................. 63 
8.14.  Termination for Default ............................................................................................................... 64 
8.15.  Fraud & Corruption ...................................................................................................................... 64 
8.16.  Force Majeure ............................................................................................................................. 64 
8.17.  Payments in case of Force Majeure ............................................................................................. 65 
8.18.  Termination for Insolvency .......................................................................................................... 65 
8.19.  Resolution of Disputes ................................................................................................................. 65 
8.20.  Arbitration ................................................................................................................................... 66 
8.21.  Contract Period ............................................................................................................................ 66 
8.22.  Agreement Amendments ............................................................................................................. 66 
8.23.  Limitation of Liability ................................................................................................................... 66 
8.24.  Severability .................................................................................................................................. 67 
8.25.  Maintenance service including Warranty Support: ...................................................................... 67 
8.26.  Taxes and Duties .......................................................................................................................... 67 
8.27.  Legal Jurisdiction ......................................................................................................................... 67 
8.28.  Notice .......................................................................................................................................... 67 
9.  SECTION: IX ANNEXURES .................................................................................................................... 68 

9.1.  Pre‐Qualification Documents Checklist ........................................................................................ 68 
9.2.  FORM: Bid Cover Letter ............................................................................................................... 70 
9.3.  PQ_1 Format of Earnest Money Deposit in the form of Bank Guarantee ..................................... 71 
9.4.  PQ_2 Bidder Information Format ................................................................................................. 73 
9.5.  PQ_3: Power of Attorney for Lead Member of Consortium (In case of Consortium) .................... 75 
9.6.  PQ_4: Auditor’s Certificate for Net worth of Bidder and Consortium Members .......................... 77 
9.7.  PQ_5: Bidder’s and Consortium Members’ Overall Annual Turnover ........................................... 78 
9.8.  PQ_6 Undertaking for Technically Qualified Full‐time Professionals on Company's Payroll ......... 80 
9.9.  PQ_7: Auditor’s Certificate for Turnover of Bidder/Consortium Members from GIS based projects
  81 
9.10.  PQ_8A: Experience of Implementing GIS based Projects ............................................................. 82 
9.11.  PQ_8B FORM: Performance Statement ....................................................................................... 85 
9.12.  PQ_9: Undertaking for Details of Deployment Plan ..................................................................... 86 
9.13.  PQ_10 FORM : Self‐Declaration ................................................................................................... 88 
9.14.  Documents Checklist for Technical Bid ........................................................................................ 90 
9.15.  TQ_1 Bidder’s and Consortium Members’ Annual Turnover ........................................................ 92 
9.16.  TQ_2: Auditor’s Certificate for Net worth of Bidder and Consortium Members ........................... 94 
9.17.  TQ_3: Details of Experience of Executing Projects ....................................................................... 95 
9.18.  TQ_4 Project Team ‐ Undertaking for Technically Qualified Full‐time Professionals on Company's 
Payroll  98 
9.19.  TQ_5: Undertaking for Manpower Deployed on Project .............................................................. 99 
9.20.  TQ_6: CVs of the Manpower Proposed ...................................................................................... 103 
9.21.  TQ_7:  GIS Platform Compliance Matrix ..................................................................................... 105 

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9.22.  TQ_8: Format for Authorization Letters from OEMs .................................................................. 109 
9.23.  TQ_9: BOM for provided components ....................................................................................... 110 
9.24.  FORM: Project Team .................................................................................................................. 111 
9.25.  Performance Bank Guarantee Form .......................................................................................... 113 
9.26.  FORM: Financial Bid ................................................................................................................... 115 
9.27.  List of Products/Solutions Which Requires MAF from OEMs ..................................................... 117 

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 Request for Proposal Commissioner of Geology & Mining

1. SECTION 1: INTRODUCTION TO PROJECT

1.1. RFP Notice

This document is for “Survey, Base Map creation and Implementation, post
Implementation of Enterprise GIS Application” for the office of the Commissioner of Geology
and Mining (CGM), Government of Gujarat.

CGM intends to implement Enterprise GIS for the various mining activities across the state. The
solution is envisaged to have an integrated approach of the existing applications and to create GIS maps
and references including integrated MIS and DSS to increase the efficiency of administration.

The bidder shall be responsible for maintaining the complete integrated solution for a period of 8 years
post go-live. The bidder shall be responsible for providing all types of services as mentioned in this bid
document & Scope of Work, as a part of this project.

GIL on behalf of CGM invites sealed bids from eligible bidders for Survey, Base Map creation and
Implementation; post Implementation of Enterprise GIS Application. The bidder, who intends to
participate in this bid, is required to follow the below mentioned stages:

 Pre-Bid Conference
 Technical & Financial Bid Submission
 Opening of Eligibility Documents
 Evaluation of Eligibility Documents
 Opening of Technical Bid
 Evaluation of Technical bid
 Presentation by all the eligible bidders
 Opening of Financial bids of all qualified bidders
 The bidder achieving the highest combined technical and financial score will be invited for
negotiations and awarded contract.

Interested companies may download the RFP document from the website www.gil.gujarat.gov.in &
https://gil.nprocure.com.

The bids must be submitted online through https://gil.nprocure.com. However the eligibility
documents and technical bids must be submitted physically at GIL also.

Interested companies may download the RFP document from the websites www.gil.gujarat.gov.in &
https://gil.nprocure.com.

The bids must be submitted online through https://gil.nprocure.com. However, the eligibility
documents and technical bids must be submitted physically at GIL also.

General terms and conditions

 CGM/GIL reserves the right to reject any or all the Proposals in whole or part without
assigning any reasons.
 This RFP document is not transferable.
 Minimum absolute technical score to qualify for Commercial Evaluation is 70.
 Financial bids of only those bidders who qualify on the basis of evaluation of technical bids
will be opened.

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The bidder shall submit the DD of Rs. <>/- towards bid processing charges and Bank Guarantee of Rs.
<> towards bid security amount in sealed cover.

EMD shall be submitted in the form of Demand Draft OR in the form of an unconditional Bank
Guarantee (which should be valid for 9 months from the last date of bid submission) of All Nationalized
Bank including the public sector bank or Private Sector Banks or banks (operating in India having
branch at Ahmedabad/ Gandhinagar) as per the G.R. no. EMD/10/2016/328/DMO dated 01.05.2017
issued by Finance Department or further instruction issued by Finance department time to time in the
name of “Gujarat Informatics Ltd.” payable at Gandhinagar (as per prescribed format given at as per
prescribed format given at Annexure A) and must be submitted along with the covering letter.

Note: Failing to submit physical covers of EMD and bid processing fees at GIL on or before given time
limit may lead to the rejection of the bid.

1.2. Important Information

Sr. Information Details

1. Last date for submission of written 07.08.2018 upto 1500 hrs.
queries for clarifications by email on
[email protected]
2. Date and time for Pre-bid 13.08.2018 at 1600 hrs
conference
3. Last date and time for submission of 27.08.2018 upto 1500 hrs.
EMD & Bid Processing fees in GIL
(physically) along with affidavit in
original as format given as Section
9.28: Affidavit
4. Last date and time for submission of 27.08.2018 upto 1500 hrs.
eligibility & technical bids (online)
and Financial bid online
5. Date and time for opening of Bids 27.08.2018 at 1600 hrs.
6. Place for submission of EMD & bid Conference Room,
processing fee, EMD, pre-bid Gujarat Informatics Ltd.
meeting and opening of Bids Block No. 1, 8th Floor,
Udyog Bhavan, Gandhinagar
7. Place, date and time for technical The place, date and time for technical
Presentation presentation will be given to the eligible
bidders later on.
8. Address for communication DGM(Tech),
Gujarat Informatics Ltd.
Block No. 1, 8th Floor,
Udyog Bhavan, Gandhinagar
E-mail: [email protected] ;
[email protected]
Phone: 91-79-23256022, 59237
Fax: 91-79-23238925
9. Place, date and time for opening of The place, date and time for opening of
financial/commercial bids financial/commercial proposal will be given
to the technically qualified bidders later on.
10. Bid validity 180 days

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2. SECTION 2: INSTRUCTIONS TO BIDDERS

2.1. Definitions

1. “Applicable Law” means the laws and any other instruments having force of law in India from
time to time.
2. “Proposal/bid” means proposal submitted by bidders in response to the RFP issued by
CGM/GIL for selection of Total Solution Provider.
3. “Competent Authority” means the Revenue Department.
4. “Committee” means committee formed by the CGM for the purposes of processing and
evaluation of this bid.
5. “Contract Value” means the price payable to the selected firm/company under the Contract for
the complete and proper performance of its contractual obligations.
6. “SI” means System Integrator - any private or public entity, which will provide the services to
CGM under the contract.
7. “Contract” means the Contract signed by the parties along with the entire documentation as
specified in the RFP
8. “Day” means Working day
9. “Effective date” means the date from which the contract comes into force and effect.
10. “Government” means State Government of Gujarat.
11. “CGM” means Office of the Commissioner of Geology & Mining, Gujarat.
12. “Rules” means the applicable rules under different statutes, Acts, Rules, Government
Resolutions, and Circulars in relation to personal management of employees in Gujarat
Government.
13. “GIL” means Gujarat Informatics Limited, Block No.1, 8th Floor, Udhyog Bhavan, Gandhinagar
– 382 017, Gujarat.
14. “Personnel” means professional and support staff provided by the SI and assigned to perform
services to execute an assignment and any part thereof.
15. “Services” means the work to be performed by the SI pursuant to the selection by CGM and to
the contract to be signed by the parties in pursuance of any specific assignment awarded to
them by CGM.
16. “Go live” means completion of work as per the RFP/Work order issued to selected bidder and
successful completion of UAT/FAT and deployment of the solution on user platform.

2.2. Sources of funds

CGM is calling the SI for “Survey, Base Map creation and Implementation, post Implementation of
Enterprise GIS Application”.
The Work Order will be placed on the selected SI by CGM directly and the payment for the services
mentioned in the said work order will be made directly by CGM from their own sources of funds as per
the financial terms and conditions mentioned in this document.

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2.3. Eligibility Criteria

The bidders meeting the following eligibility criteria will be short listed and considered for technical
evaluation.

Sr. Eligibility Criteria Attachments

The Bidder (both lead bidder and consortium member)
must be a company in India Registered under The
The applicant must have a valid
Company's Act 1956 / 2013 & further amendments.
Registration certificate. Any name
OR Partnership firms registered under Limited Liability
1. change of the company must also
Partnerships (registered under LLP Act, 2008)
have a valid name change registration
OR Partnership firms registered under Indian Partnership
certificate
Act, 1932. The firm should be operational at least for last 5
years as on date of publishing of RFP.
The Bidder can be a company or corporation or a
Consortium agreement signed
consortium of companies / corporation. In case of a
between partner companies/
consortium, the same shall not consist of more than two
corporation. The consortium
companies / corporations and shall be formed under a duly
2. agreement should define clear roles
stamped consortium agreement. The original stamped
and responsibilities of each of
consortium agreement shall be attached along with the Bid
consortium parter.
Document. In the event of a consortium, one of the partners
shall be designated as a "Lead Partner".
The Lead Partner must have a Positive Net Worth for each
Copy of the audited Profit & Loss
3. of the last three consecutive financial years (2015-16, 2016-
Statements for the concerned years
17, 2017-18)
The Lead Partner / bidder must have average annual
turnover of INR 40 Crores for each of the last three financial
years as on 31st March, 2017 years (2015-16, 2016-17, 2017-
18) from the business of IT/ITES System Integration out of
Certificate from a registered CA
which minimum INR 15 Cr annually from GIS projects
4.
including Base Map Creation/ Updation, GIS Application
Software Development, and Implementation. If lead bidder
doesn’t have the turnover of INR 15 cr from GIS projects,
the same shall be considered of consortium partners also.

Certificate from the Auditor /

The Lead Partner / Consortium partner should have at least
Company Secretary/ Head HR; CVs
5. 50 permanent resources working for GIS based services
of at least 100 resources as per the
including GIS based development.
format given in this RFP.
The Lead Partner / bidder should have undertaken at least The bidder must submit details of
2 (1 crore each – single order) large scale successful GIS such projects undertaken along with
project implementation (out of which at least one such clients’ completion certification/
6.
project is completed) for the proposed GIS platform during letter. The bidder have to provide
last 3 years as on bid submission date . letter from the client for completion
of work of at least 1 Crore.
The bidder (lead bidder/ consortium member, in case of The bidder must submit details of
consortium) should have experience in executing at least 1 such projects undertaken along with
7.
GIS project in Mining and/ or Geology domain during the clients’ completion certification/
last 5 years as on bid submission date. letter along with work order copy
The bidder/lead bidder/ consortium partner should have
The bidder must submit details of
8. executed at least 2 projects in conducting survey using
such projects undertaken along with
DGPS during the last 3 years as on bid submission date.

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Sr. Eligibility Criteria Attachments

clients’ completion certification/
letter along with work order copy
The Lead Partner should have a valid CMMI Level 3 or
higher Certification or ISO 9001:2008 or Latest and ISO
9. Valid Copy of the Certificate
27001:2005 certification for IT based infrastructure
services (Information Security Management System)
The Lead Bidder and consortium members (if applicable)
10. Valid copy of GSTIN Registration
should be registered with GST in India
Declaration letter by bidder and OEM
Bidder and OEM should not be blacklisted by any Ministry as per format given in the RFP
11. of Government of India or by any State Government of document
India or any of the Government PSUs at the time of bidding.

Note:
1. The Lead Bidder must give undertaking duly signed & sealed by Authorized Signatory that if
this contract is awarded to him, he will employ all the resources with the necessary capabilities
catering to different phases of project implementation, as defined in the scope of work.
Resources need to be Deployed at the CGM office/ places specified by CGM Office in
Gandhinagar and anywhere else in Gujarat.
2. The Lead bidder should have valid registration with the GST or any other tax complying
authority as and when required by the various LAWS of the land.

2.4. Consortium conditions

• The details of the Consortium agreements (if any) between both the parties would be required
to be submitted to the office of the CGM/GIL. Consortium would be allowed for any work as
mentioned in the scope of the work, provided the lead bidder should accept the sole
responsibility of the delay/ error/ non-compliance, work done by the consortium partners. The
consortium shall be governed by following terms;
o Maximum number of consortium members allowed is 2, including consortium lead bidder.
o A bidder applying individually or as consortium member shall not be entitled to submit
another RFP application for this RFP either individually or as a member of any other
consortium, as the case may be.
o Consortium members must provide a Memorandum of Agreement (MoA) covering above
points and showing their intention to enter into such an Agreement at the time of bidding
along with Pre-qualification Bid.
o A bidding consortium is required to nominate a lead bidder. The formation of the
consortium including identification of lead bidder and role and responsibilities of each
bidder shall be supported by Memorandum of Agreement and Power of Attorney signed by
all the members on a stamp paper of INR 100/-.
o The successful bidder i.e. System Integrator (SI) shall require to enter into an agreement,
with all the members of the consortium, specifying following points. These points shall also
be captured in MoA.
 Identification of lead bidder and power of attorney in favour of Lead bidder in case of
consortium should be given along with the bid.
 Roles and responsibilities of each consortium partner, the identification of the lead
bidder, and providing for joint and several liability for each partner.
 All consortium members would be engaged and available for work with CGM/GIL
throughout the Contract Period.

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 Request for Proposal Commissioner of Geology & Mining

 Each member of the consortium shall be jointly and severally liable for the due
implementation, operation and maintenance of the Project as per the terms and
conditions of the RFP and contract agreement.
 The role and responsibility of any member must be commensurate with the technical/
financial capabilities that such member is contributing towards meeting the
qualification criteria. Each consortium member is liable to contribute resources in
terms of knowledge, skills and trained manpower commensurate with its role and
responsibilities during the Contract Period.
 The Consortium Agreement must also state that the period of the Agreement would
coincide with the Contract period plus performance bank guarantee period.
Consortium must continue to be in existence during the period of the contract and that
any change will be subject to approval of the Authority (office of the CGM/GIL) only.
 The final contract between the consortium members (The Consortium Contract) would
be available for legal vetting and need to be corrected and improved as per suggestion
made by the office of the CGM/GIL. The office of the CGM/GIL will suggest binding
corrections if it finds that such contract does not meet its requirements and interests as
per the Tender in letter and spirit.
 The Agreement should be on stamp paper and notarized. The signatories must be duly
authorized.
 Any modification in roles and responsibilities between consortium members during
Contract Period shall be allowed only after approval from office of the CGM/GIL. Any
changes and deviation of roles and responsibilities of consortium members during the
execution, operation and maintenance of this project shall be viewed seriously by the
office of the CGM/GIL as it can affect an important work area. Such unilateral action
by the SI shall entitle office of the CGM/GIL to take appropriate action including
considering it an Event of Default under this Contract leading to consequences
including termination with appropriate notice.
 Any dispute arising during Contract Period between the consortium members shall be
resolved amicably without adversely impacting project implementation and operation.
If in CGM’s /GIL’s opinion, dispute between consortium members adversely impacting
implementation and operation of the project then Authority may its sole discretion in
the interest of the project (a) Terminate the Contract after due process and/or (2)
Provide a binding solution.
 In case office of the CGM/GIL intends to proceed for Termination on account of SI
Event of Default and/ or unresolved disputes between the consortium members, all the
consortium members shall be jointly and severally liable for implementation, operation
and maintenance of project at agreed prices and payment terms specified in this Tender
till Authority or any new agency appointed by it takes over the project.
 Office of the CGM/ GIL reserves the right to reject the bid in case of change in the
constitution of the consortium after the submission of bid and before the execution of
the Agreement.

2.5. Sub-Contracting conditions

The bidder would not be allowed to sub-contract work, except for the following:
1. Field Survey Work
2. Base Map work
Sub-contracting shall be allowed only with prior written approval of CGM. However, even if the
work is sub-contracted, the sole responsibility of the work shall lie with the lead bidder. The
lead bidder shall be held responsible for any delay/error/non-compliance etc. of its sub-
contracted vendor. The details of the sub-contracting agreements (if any) between both the
parties would be required to be submitted to Authority.

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 Request for Proposal Commissioner of Geology & Mining

2.6. Eligible Goods and Services

a. All goods and services to be provided under the Contract shall have their origin in eligible
source countries, and all expenditures made under the contract will be limited to such goods
and services.
b. For purpose of this clause, "origin" means the place where the goods are from or from which
the ancillary services are supplied. Goods are produced when, through manufacturing,
processing, code writing and compiling, or substantial or major assembling of components, a
commercially recognized product results that is substantially different in basic characteristics
or in purpose or in purpose or utility from its components.
c. The origin of goods and services is distinct from the nationality of the Bidder.

2.7. Cost of Bidding

a. The Bidder shall bear all the costs associated with the preparation and submission of its bid,
and CGM/GIL will in no case be responsible or liable for these costs, regardless of conduct or
outcome of bidding process.
b. 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 the office of the CGM to facilitate the
evaluation process, and in negotiating a definitive Contract or all such activities related to the
bid process. The office of the CGM /GIL will in no case be responsible or liable for those costs,
regardless of the conduct or outcome of the bidding process.
c. This Bid document does not commit the office of the CGM/GIL to award a contract or to engage
in negotiations. Further, no reimbursable cost may be incurred in anticipation of award. All
materials submitted by the bidder shall become the property of the office of the CGM and may
be returned at its sole discretion.

2.8.Content of Bidding Document

The Bidder is expected to examine all instructions, forms, terms and specifications in the bidding
documents. Failure to furnish all information required by the bidding documents in format or
submission of a bid not substantially responsive to the biding documents in every respect will be at the
Bidder's risk and may result in rejection of its bid.

2.9. Pre-Bid Conference

A prospective Bidder requiring any clarification of the bidding documents may seek clarifications of
his/her queries submitted on the date indicated under section 1.2 of this document. CGM/GIL will
discuss the queries received from the interested bidders in the pre-bid meeting and respond the
clarifications by uploading on the website. The interested bidder should send the queries as per the
following format:
Bidder’s Request For Clarification
Name of Organization submitting Name & position of Address of organization
request person submitting including phone, fax,
request: email points of contact
Sr. Bidding Document Content of RFP requiring Points of Clarification
Reference (Clause /page) clarification required
1
2
3
4

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 Request for Proposal Commissioner of Geology & Mining

Queries submitted post the above mentioned deadline or which do not adhere to the above mentioned
format may not be responded to. All the responses to the queries (clarifications / corrigendum) shall be
made available on the (n)Procure website (https://gil.nprocure.com/).

2.10. Conflict of Interest

 A “Conflict of Interest” is any situation that might cause an impartial observer to reasonably
question whether System Integrator actions are influenced by considerations of your firm’s
interest at the cost of Government. The System Integrator agrees that it shall hold the office of
the CGM’s interest paramount, without any consideration for future work, and strictly avoid
any Conflict of Interest with other assignments of a similar nature. In the event the System
Integrator foresees a Conflict of Interest, the System Integrator shall notify the office of the
CGM’s forthwith and seek its approval prior to entering into any arrangement with a third party
which is likely to create a Conflict of Interest.
 Bidders shall not have a conflict of interest that may affect the Selection Process or the scope
(the “Conflict of Interest”). Any bidder found to have a Conflict of Interest shall be disqualified.
 The office of the CGM requires that the bidder provides professional, objective, and impartial
advice and at all times hold the office of the CGM’s interests paramount, avoid conflicts with
other assignments or its own interests, and act without any consideration for future work.
 The System Integrator shall disclose to office of the CGM in writing, all actual and potential
Conflicts of Interest that exist, arise or may arise (either for the System Integrator or its team)
during the term of the Agreement as soon as it becomes aware of such a conflict.

2.11. Amendment to RFP

2.11.1. At any time prior to the deadline for submission of bids, CGM/GIL may, for any reason, whether
on its own initiative or in response to a clarification request by a prospective bidder, modify the
bidding documents.
2.11.2. All prospective bidders who have received the bidding documents will be notified of the
amendment through website and such amendments will be binding on them.
2.11.3. In order to allow prospective bidders reasonable time to consider the amendments while
preparing their bids, CGM/GIL at its discretion, may extend the deadline for the submission of
bids.

2.12. Language of Bid

The bid prepared by the Bidder, as well as all correspondence and documents relating to the bid
exchanged by the Bidder and CGM/GIL shall be in English language.

2.13. Documents Comprising the Bid

1. The bid prepared by the Bidder shall comprise of the following documents:
1.1. A Technical Bid and a Financial Bid
1.2. Bid security
2. The technical Bid & Financial Bid must be submitted online through the e-tendering website of
http://gil.nprocure.com using digital signature.
2.1. The bid documents and addendums (if any) together shall be considered as final and self-
contained bid documents not withstanding any previous correspondence or document
issued by GIL/CGM.
2.2. The bid security of Rs. 15000/- (Rupees Fifteen Thousand Only) in the form of Bank
Guarantee and bid processing fee of Rs. 75,00,000/-(Rupees Seventy five lacs
Only) in the form of Demand Draft are to be submitted physical favoring of Gujarat
Informatics Ltd, Gandhinagar in sealed cover clearly mentioning that “EMD & Bid

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 Request for Proposal Commissioner of Geology & Mining

Processing Fee of the Design, Develop & Maintain Enterprise Geographic Information
System (GIS) for CGM” at GIL on the address mentioned in Section-1.

2.14. Bid Form

2.14.1. The Bidder shall complete the Technical Bid and Financial Bid furnished with this document
giving details as per the format mentioned in the e-Tendering website
https://gil.nprocure.com. The bidder shall also complete the bid form as per section 9 and
10, and submit it with the financial Bid on https://gil.nprocure.com.

2.15. Bid Prices

1. The Bidder shall indicate the prices in the format mentioned in the e-Tendering website
https://gil.nprocure.com.
2. Following points need to be considered while indicating prices:
2.1. The prices quoted should also include, inland transportation, insurance and other local
costs incidental to delivery of the goods and services to their final destination within the
state of Gujarat as indicated by GIL/CGM.
2.2. The rates of any applicable GST which will be payable by the Client on the goods/ services
(if any) if this contract is awarded, should be quoted separately,
3. The Bidder's separation of the price components will be solely for the purpose of facilitating the
comparison of bids by CGM/GIL and will not in any way limit the Client's right to contract on
any of the terms offered.
4. Sharing of responsibility (between CGM and the bidder) of procurement of various types of
software shall be as under:
4.1. The prices quoted shall be inclusive of license software required for actual running of
applications developed (i.e. User level Operating System and database other software
required). The prices shall be inclusive of licensing cost during the maintenance period
also.
4.2. The price quoted shall be inclusive of Designing, Developing & Maintaining Enterprise
Geographic Information System (GIS) and Decision Support System (DSS), Training and
operation & maintenance support for the period of contract. This shall also include the cost
of integration with existing ILMS (Integrated Lease Management System) and any other
CGM application modules as required.
4.3. Bidder is expected to fill the rates/amount for all items in Financial Bid format. However,
in case, the bidder chooses to quote zero, nil amount or blank, it will be his risk and the
same shall in no way restrict the scope of the work. Any rate quote field kept blank would
imply that bidder is quoting zero prices for that item.
4.4. Deliverables created by Bidder specifically for CGM, Govt. of Gujarat and identified as such
in the relevant Scope of Work, the IPR of the same shall be the Exclusive property of CGM,
the ownership of the Application solution and the source code will solely lie with CGM,
Government of Gujarat.
4.5. While passing on the rights (license) of using any software/software tool, the Bidder shall
ensure that such rights are inclusive of the use of that software for development in addition
to deployment.
4.6. The software licenses supplied by Bidder shall be genuine, perpetual, full use and should
provide patches, fixes, security updates directly from the OEM at no additional cost to
CGM for the entire period of contract, in case of product. All the licenses and support
should be in the name of CGM from the date of procurement.
4.7. In the event of any claim asserted by a third party of infringement of copyright, patent,
trademark or industrial design rights arising from the use of the Goods or any part thereof
Request for Proposal (RFP), the Bidder shall act expeditiously to extinguish such claim. If
the Bidder fails to comply and CGM is required to pay compensation to a third party

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 Request for Proposal Commissioner of Geology & Mining

resulting from such infringement, the Bidder shall be responsible for the compensation
including all expenses, court costs and lawyer fees. CGM will give notice to the Bidder of
such claim, if it is made, without delay where upon Bidder shall reimburse

2.16. Bid Currency

Prices shall be quoted in Indian rupees only.

2.17. Bid Security - Earnest Money Deposit (EMD)

1. Earnest Money Deposit Rs. < >/- (Rupees <> only) in the form of Bank Guarantee in favor
of “Gujarat Informatics Limited” payable at Gandhinagar.
2. Proposals not accompanied by EMD shall be rejected as non-responsive.
3. The successful bidder’s bid security will be discharged from GIL only after the signing of the
contract and submission of performance security.
4. Unsuccessful bidder’s EMD will be discharged / refunded as promptly as possible, but not later
than 30 days of the validity period of the bid.
5. The EARNEST MONEY DEPOSIT shall be forfeited:
5.1. if a Bidder withdraws its bid during the period of bid validity
5.2. in case of a successful Bidder, if the Bidder fails:
5.2.1. to sign the Contract as mentioned above or
5.2.2. to furnish performance bank guarantee as mentioned above or
5.2.3. If the bidder is found to be involved in fraudulent practices.

2.18. Validity of proposal

1. Proposals shall remain valid for a period of 180 days (one hundred eighty days) after the date
of financial bid opening prescribed in the RFP. A proposal valid for shorter period may be
rejected as non-responsive. CGM/GIL may solicit the bidders’ consent to an extension of
proposal validity (but without the modification in proposals).
2. In exceptional circumstances, GIL may solicit the Bidder's consent to an extension of the period
of validity. The request and the responses thereto shall be made in writing. The Bid security
period provided shall also be suitably extended. A Bidder may refuse the request without
forfeiting its bid security. A Bidder granting the request will not be permitted to modify its bid.
3. Bid evaluation will be based on the bid prices and technical bid without taking into
consideration the above corrections

2.19. Preparation of Proposal

2.19.1. The proposal and all associated correspondence shall be written in English and shall
conform to prescribed formats. Any interlineations, erasures or over writings shall not be
valid.
2.19.2. The proposal shall be typed or written in indelible ink (if required) and shall be initialed on
all pages by authorized representative of the bidder to bind the bidder to the contract. The
authorization shall be indicated by Board Resolution/ Power of Attorney and shall accompany
the proposal
2.19.3. In addition to the identification, the covering letter shall indicate the name and address of
the bidder to enable the proposal to be returned in the case it is declared late pursuant, and
for matching purposes.
2.19.4. The information submitted must be definitive and specific. Vague terms, incomplete
information, counter offers, and 'uncalled for' correspondence shall not be entertained.

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2.19.5. Alteration / Rewording / Deletion / Correction of any part in the Tender Document are not
permitted. If found in any bid proposal, bid may be liable to be rejected without prior
intimation to the bidder.
2.19.6. Bidder is required to submit the complete proposal along with required forms etc. on
https://gil.nprocure.com. The proposal shall be exactly according to the presented formats
given on the https://gil.nprocure.com. The technical response should be concise. Any
response not as per the specified format may be liable to be rejected. No marketing literature
pertaining to the bidder should be enclosed along with the proposal. If enclosed, it may be
treated as disqualification.
2.19.7. Committee would ask Bidder(s) for detailed presentations. All such presentations shall be
at the cost of bidder.
2.19.8. The envelope of the EMD & Bid processing fee should be addressed to:
The Director (e-Governance)
Gujarat Informatics Ltd.
Block No. 1, 8th Floor,
Udyog Bhavan, Gandhinagar
Gujarat – 382010
2.19.9. The bidder is expected to examine carefully all instructions, forms, terms and specifications
in the Tender document. Failure to furnish all information required in the Tender Document
or submission of a proposal not substantially responsive to the Tender Document in every
respect will be at the bidder’s risk and shall result in rejection of the proposal.

2.20. Contents of Envelopes

Envelop 1: DDs of EMD & Bid processing Fees

2.21. Submission, Receipt & Opening of proposal

1. Submission of Bids:
1.1. The Bidder shall submit the Eligibility Bid, Technical Bid and a Financial Bid as per the
format mentioned in the e-Tendering website https://gil.nprocure.com. The bidder shall
also complete the bid form as per Form I and submit it with the financial bid on
https://gil.nprocure.com.
1.2. Telex, cable, e-mailed or facsimile bids will be rejected.
2. The Bidder’s representative who is present shall sign an attendance register evidencing their
attendance. In the event of the specified date of bid opening being declared holiday for the
tendering authority, the bid shall be opened at the appointed time and location on the next
working day.
3. The bidder’s names, bid modifications or withdrawals, bid prices and the presence or the
absence of requisite bid security and such other details as GIL, at his discretion, may consider
appropriate, will be announced at the time of opening.
4. Bids that are not opened and read out at bid opening shall not be considered for further
evaluation, irrespective of the circumstances.
5. Prices shall be quoted in Indian Rupees Only.

2.22. Opening of Bids by CGM/GIL

1. CGM/GIL will open all bids (only eligibility stage at the first instance), in the presence of all
Bidders or their representatives who choose to attend, and at the following address:
Gujarat Informatics Ltd,
Block no. 1/8, Sector-11,
Udyog Bhavan,
Gandhinagar- 382010

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2. The bidder's representative who is present shall sign an attendance register evidencing their
attendance. In the event of the specified date of Bid opening being declared holiday for
CGM/GIL office, the Bid shall be opened at the appointed time and location on the next working
day.
3. The bidder's names, bid modifications or withdrawal, bid prices, discounts, and the presence
or the absence of requisite bid security and such other details, as GIL, at its discretion, may
consider appropriate, will be announced at the time of opening. No Bid shall be rejected at the
opening, except for late bids, which shall be returned unopened to the bidders.
4. Bids and modification sent that are not opened and read out at bid opening shall not be
considered for further evaluation, irrespective of the circumstances.
5. The technical bid of only those bidders who are matching the eligibility criteria will be opened
and subsequently, the Financial Bids of only those bidders who qualify on the basis of
evaluation of technical bid will be opened in the presence of the qualified bidders of their
representatives at pre-specified time and date which will be communicated to the qualified
bidders well in advance.

2.23. Clarification of Bids

During evaluation of bids, GIL may, at its discretion, ask the Bidder for a clarification of its bid.
GIL may also ask for rate analysis of any or all items and if rates are found to be unreasonably
low or high, the bid shall be treated as non-responsive and hence liable to be rejected. The
request for a clarification and the response shall be in writing and no change in prices or
substance of the bid shall be sought, offered or permitted.

2.24. OEM/ Implementation partner participation criteria

2.24.1. The bidder will be required to submit a manufacturer’s authorization form from all the OEMs
stating that the bidder in concern would be bidding for their products/solutions.
2.24.2. Bidders are required to specify only one make and model of each item and provide the details
in the Technical bid.
2.24.3. Firms with common Proprietor/partner or connected with one another either financially or as
principal and agent or as master and servant or with proprietor/partners closely related to each
other such as husband, wife, father/mother and minor son/daughter and brother/sister and
minor brother/sister, shall not bid separately under different names for the same contract. An
independence form in the same regard must be submitted by the bidder.
2.24.4. If it is found that the same firm has submitted multiple bids under different names for the
proposed contract, all such tender(s) shall stand rejected and bid deposit of each such
firm/establishment shall be forfeited. In addition, such firms/establishments shall be liable, at
the discretion of the Commissioner of geology and mining, for further penal action including
blacklisting.
2.24.5. If it is found that close relatives (as described above) have uploaded separate tenders/
quotations under different names of firms/establishments but with common address for such
establishments/ firms and/or if such establishments/ firms, though they have different
addresses, are managed or governed by the same person/persons jointly or severally, such
tenders shall be liable for further penal action including blacklisting.
2.24.6. If after awarding the contract it is found that the accepted bid violated any of the directions
pertaining to participation as stated above, the contract shall be liable for cancellation at any
time during its validity in addition to penal action against the contractors as well as related
firm/establishment.

2.25. Preliminary Examination

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 Request for Proposal Commissioner of Geology & Mining

1. CGM/GIL will examine the bids to determine whether they are complete, whether any
computational errors have been made, whether sureties have been furnished, whether the
documents have been properly signed, and whether the bids are generally in order.
2. Prior to the detailed evaluation, GIL will determine the substantial responsiveness of each bid
to the bidding documents. For purposes of these clauses, a substantially responsive bid is one,
which confirms to all the terms and conditions of the bidding documents without material
deviation. Deviations from or objections or reservations to critical provisions such as those
concerning performance security, Warranty, Applicable law and Taxes and duties will deemed
to be material deviations. CGM/GIL determination of a bid's responsiveness is to be based on
the contents of the bid itself without recourse to extrinsic evidence.
3. If a Bid is not substantially responsive, it will be rejected by CGM/GIL and may not
subsequently be made responsive by the Bidder by correction of the non-conformity.
4. Conditional bids are liable to be rejected.

2.26. Methodology & Criteria for Technical, Commercial and final evaluation

1. CGM will form a Committee which will evaluate the proposals submitted by the bidders for a
detailed scrutiny. During evaluation of proposals, CGM/GIL, may, at its discretion, ask the
bidders for clarification of their Technical Proposals.
2. The bidders are expected to provide all the required supporting documents& compliances as
mentioned in this RFP. The bidder shall propose the solution having full compliance with all
the guiding principles and minimum specifications/ scope of work as mentioned in this RFP.
Any deviation from the same will lead to the disqualification.
3. The bids will be evaluated for the eligibility criteria first.
4. The technical bids of the bidder(s) who comply with the eligibility criteria will be opened.
During the technical evaluation, CGM/GIL may seek the clarification in writing from the
bidder, if required. If bidder fails to submit the required clarifications in due time, the technical
evaluation will be done based on the information submitted in the technical bid.
5. The evaluation parameters for the Enterprise GIS Project for CGM will be on a combination of
the Technical Score that will carry a weight of 60% and Financial Score at 40%.
6. The evaluation score will be a combination of Technical and financial score (QCBS).
7. At any point of time, if CGM/GIL feels that the bidder is hiding any information which will
affect the project cost in short or long run, CGM/GIL may reject his bid without assigning any
reason or explanation.
8. Price shall be loaded appropriately for the missing component/quantity/tax etc. Price quoted
in the financial bid will be final. Bidder is required to fulfill all obligations as required in the bid
as per the prices quoted in the financial bid, for the proposed scope of work and bill of material,
applicable taxes or missing component(s), if any for which the description is there in technical
response but price is not provided in the financial sheet. Price will be appropriately loaded for
the missing tax components/missing components that in the understanding of the evaluators
is found to be missing from the proposed bill of material except in case where there is a written
justification provided in the technical bid response. Basis of loading shall be the highest cost
quoted by the bidders.
9. The following criteria shall be used to evaluate the technical bids.

The bidder's technical solution proposed in the Technical Evaluation bid shall be evaluated as per the
evaluation criteria in the following table:
Section Evaluation Criteria Marks
A Proposed Solution 10
B Quality of Proposed Methodology 25
C Proposed Resources for the project 15
D Bidder’s Competence 30
E Presentation of the proposal 20

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 Request for Proposal Commissioner of Geology & Mining

A. Proposed Solution

GIS Platform

CGM would evaluate the excellence of the proposed GIS Software Platform on various parameters
using the compliance matrix given in TQ-7. Various functionalities to be provided through GIS
Software Platform are given in TQ-7. The extent of compliance to the requirements specified in the
Annexure and additional features not specified that can help in adding value to the solution will
derive the following scores for the bidder.

Sr. Criteria Marks Self- Supporting Name to

Assessment Document be given
Marks (To be Type to the
filled by the PDF file
Bidder) uploaded
by the
bidder

1 Meeting 100% specifications 10

2 Meeting more than or equal to 70 % 07

of specifications

3 Meeting more than or equal to 50% 05

of specifications
4 Meeting less than 50% of the 0
specifications

B. Quality of Proposed Project Methodology

CGM would also evaluate the quality of the proposed methodology to implement the solution.
Various parameters to be considered under this section are:

 Project Management Methodology

o Pre-Implementation
o Implementation
o Post-Implementation
 Approach and Methodology for Data Modeling Exercise
 Approach and methodology for post processing of satellite images and Base Map Creation
 Indicative Hardware and network sizing
 Approach for Setting up enterprise GIS for CGM and developing a GIS applications
 Risk Management Methodology
Proposed Weightage matrix for this criterion of evaluation will be:

Sr Criteria Mar Self- Supporti Name to

. ks Assessme ng be given
nt Marks Documen to the
(To be t Type PDF file
filled by uploade
the d by the
Bidder) bidder

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 Request for Proposal Commissioner of Geology & Mining

1 Bidders understanding level of proposed 2

scope of work
2 Project Management Methodology for 3
Pre-Implementation, Implementation
and post implementation phase
3 Proposed methodology for DGPS survey 3
for pillars as well as other GCPs
4 Approach and methodology for Base Map 3
Creation/Updation
5 Hardware and network Sizing 3
6 Approach for setting up enterprise GIS 2
for CGM and developing web based
applications for CGM
7 Training and Capacity Building 2
Methodology
8 Risk Management Methodology 2
Proposed
9 Approach for Post Implementation 5
support and GIS department modules
development as post implementation
TOTAL 25

C. People
 CGM will evaluate the information submitted by the Bidder with regard to Bidder’s proposed
team, especially, the Team Leader (GIS), Business Analyst, Programmers, GIS Application
Development Team, etc. and the team size. The Bidder must put forth the best team that has
relevant GIS Software Development & Implementation experience.
 The Bidder cannot subcontract the work at any stage without prior expression of approval from
CGM.
 Any change in the actual team will be allowed only after expressed written approval from the
Project Manager, CGM.
 People (Proposed Team) details need to be submitted in formats given in Annexure - II.
 Weightage matrix for this criteria of evaluation will be :
Sr. Criteria Marks Self- Supporting Name to
Assessment Document be given
Marks (To be Type to the
filled by the PDF file
Bidder) uploaded
by the
bidder

1 Quality of Proposed Project Manager 5

2 Quality of GIS application 3

development experts proposed for
the project Implementation

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 Request for Proposal Commissioner of Geology & Mining

3 Quality of the GIS Manpower 2

Proposed for Maintenance & Support
for 8 years after Go Live
4 Quality of Surveyors and Geologists 3
5 Quality of GIS testers 2
TOTAL 15

D. Bidders’ Competence
Qualifying criteria for bidders is given in Section 2.3. Over and above these criteria bidders shall
be rated on following parameters:

Sr Criteria Mark Self- Supporting Name to

. s Assessme Document be given
nt Marks Type to the
(To be PDF file
filled by uploaded
the by the
Bidder) bidder
1 The Bidder/Lead Partner average 15
annual turnover of Min. Rs. 15 Crores Clients’
from the GIS / Geology related completion
business including Base Map certification/
Creation/ Up-dation, GIS Application letter
Software Development, and
Implementation etc…
a) 15 Crore = 5 Marks
b) Between 15 to 20 Crore =10
Marks
c) More than 20 Crore = 15 Marks
2 The bidder/lead bidder should have 5 Clients’
undertaken at least 2 (min 1 crore) completion
large scale successful GIS project certification/
implementation for the proposed letter
GIS platform in last 3 years as on bid
issuance date

No of project =2 --- 1 Marks

No of project >2 <=4 --- 3 Marks
No of project >4 ---5 Marks

3 The bidder/lead bidder should have 5 Clients’

undertaken at least 1 successful GIS completion
project (min. value of Rs. 1 Crore) certification/
implementation in Mining or letter
Geology domains in last 3 years as
on bid issuance date

No of project =1 --- 1 Marks

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 Request for Proposal Commissioner of Geology & Mining

No of projects >=2 – <=4 -- 3 marks

No of Project >=5 – 5 Marks

4 The bidder (lead bidder and any one 5 Clients’
other consortium member, in case of completion
consortium) should have experience certification/
in conducting survey using DGPS letter
No of project =1 --- 2 Marks
No of projects greater than 2 and less
than 5 – 4 marks
No of projects greater than or equal
to 5 – 5 marks
TOTAL 30

E. Presentation:
Sr Criteria Marks
.
1 Understanding of the scope of project from Geology & Mining Prospective 2
2 Proposed GIS solution for the project along with approach and methodology to be 2
followed for the project
3 Capability of the Proposed Team 2
4 Strategy to manage Implementation & Post Implementation SLA’s and Proposed 2
Management Methodology
5 Proposed Approach & Methodology for imparting effective user training and training 2
plan
6 Demonstration of the GIS application module using dummy data based on the 10
functional requirements.
Total 20
A combined team from Bidder shall be asked to give presentation (Approx. duration of 60 minutes)
with respect to technical evaluation criteria during the Technical Bid Evaluation Process. CGM
reserves right to take detail demonstrations of the proven GIS solution proposed and visit Bidder’s
customer where such a similar project execution has taken place.

Evaluation shall be done based on the information provided in the technical proposal (& subsequent
clarification, if any) and Clarifications / Answers given to the TEC during the Presentation by the
bidders (if the presentations are held).

2.27. Financial Bid Opening

The Commercial bids shall not be opened by the office of the CGM until the evaluation of the Technical
Proposals has been completed. After the technical evaluation is completed and the office of the CGM
has issued its no objection (if applicable), CGM shall inform the Bidders who have submitted proposals
and cleared the technical evaluation, and shall notify those Bidders whose Proposals did not pass
technical evaluation or were considered non responsive to the Bid Document and scope of work, that
their Financial Proposals will not be opened.
The office of the CGM shall simultaneously notify in writing Bidders that have cleared the technical
evaluation, the date, time and location for opening the Financial Proposals. The opening date should
allow Bidders sufficient time to make arrangements for attending the opening. Bidders’ attendance at
the opening of Financial Proposals is optional.

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 Request for Proposal Commissioner of Geology & Mining

The Financial Bids will be opened, in the presence of Bidders’ representatives who choose to attend the
Financial Bid opening on date and time to be communicated to all the technically qualified Bidders. The
Bidder’s representatives who are present shall sign a register evidencing their attendance. The name of
bidder & bid prices will be announced at the meeting.
The office of the CGM shall prepare a record of the bid opening that shall include, at a minimum: the
name of the Bidder and whether there is a withdrawal, substitution, or modification; the Bid Price, and
the presence or absence of a bid security. The Bidders’ representatives who are present shall be
requested to sign the attendance sheet.
The Commercial Bids will be evaluated by the office of the CGM for completeness and accuracy.
Arithmetical errors will be rectified on the following basis. 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. If there is a discrepancy between words and figures, the
amount in words will prevail.
The amount stated in the proposal form, adjusted in accordance with the above mentioned procedure,
shall be considered as binding, unless it causes the overall proposal price to rise, in which case the
proposal price shall govern.
If the bidder does not accept the correction of errors, its bid will be rejected and the bid security may be
forfeited.
Activities and items described in the Technical Proposal but not priced, shall be assumed to be included
in the prices of other activities or items. In case an activity or line item is quantified in the Financial
Proposal differently from the Technical Proposal, the Evaluation Committee shall correct the
quantification indicated in the Financial Proposal so as to make it consistent with that indicated in the
Technical Proposal, apply the relevant unit price included in the Financial Proposal to the corrected
quantity and correct the total Proposal cost.

The bidder with lowest cost submitted (L1 rate) will get 100 % score for commercial bid evaluation.
For all other bidders, the commercial score will be calculated using the following formula:

1
Commercial Score of Bidder 100
2

The bidder scoring highest in the final score will be selected. The Final Score formula is as below:

Final Score Technical Score of Bidder × 60%) Commercial Score of Bidder ×40%)

2.28. Disqualification

CGM may at its sole discretion and at any time during the evaluation process, disqualify any bidder, if
the bidder has:
1. Submitted the Proposal documents after the response deadline.
2. Made misleading or false representations in the forms, statements and attachments submitted
in proof of the eligibility requirements.
3. Submitted a proposal that is not accompanied by required documentation or is non-responsive.
4. Failed to provide clarifications related thereto, when sought.
5. Declared ineligible by the Government of Gujarat, or any of the departments in the Gujarat
State Government, for corrupt and fraudulent practices or has been blacklisted at the time of
submitting the bid.
6. Submitted a proposal with price adjustment / variation provision.

2.29. Award of Contract

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 Request for Proposal Commissioner of Geology & Mining

On acceptance of Proposal for awarding the contract, CGM/GIL will notify the successful bidders in
writing that their proposal has been accepted and Contract Agreement will be signed. After signing of
the Contract Agreement, no variations in or modifications of the terms of the Contract shall be made
except by written amendment signed by all the parties.

2.30. CGM/GIL’s Right to Accept Any Bid and to reject any or All Bids

CGM/GIL reserves the right to accept or reject any bid, and to cancel the bidding process and reject all
bids at any time prior to award of Contract, without thereby incurring any liability to the affected bidder
or bidders or any obligation to inform the affected Bidder or bidders of the grounds for CGM/GIL action.

2.31. Office of the CGM/GIL’s right to terminate the selection process

 The bidder's participation in this process may result in office of the CGM/GIL selecting the
bidder to engage in further discussions and negotiations toward execution of a contract. The
commencement of such negotiations does not, however, signify a commitment by the office of
the CGM/GIL to execute a contract or to continue negotiations. Office of the CGM/GIL may
terminate negotiations at any time without assigning any reason.
 Office of the CGM/GIL may terminate the RFP process at any time and without assigning any
reason. Office of the CGM/GIL makes no commitments, express or implied, that this process
will result in a business transaction with anyone.

2.32. Notification of Awards

2.32.1. Prior to the expiration of the period of the bid validity, CGM/GIL will notify the successful
bidders in writing, to be confirmed in writing by registered letter, that his bid has been accepted.
2.32.2. The notification of award will constitute the formation of the Contact.
2.32.3. Upon the successful Bidder's furnishing of performance security CGM/GIL will promptly notify
each unsuccessful Bidder.

2.33. Signing of Contract

2.33.1. At the same time as concerned CGM/GIL notifies the successful Bidder that its bid has been
accepted, CGM will send the bidder the Contract Form, incorporating all the agreements
between two parties.
2.33.2. Within 15 days of receipt of the Contract Form, the successful bidder shall sign and date the
contract and return it to CGM and send copy to GIL.

2.34. Confidentiality

Information relating to the examination, clarification and comparison of the proposals shall not be
disclosed to any bidder or any other persons not officially concerned with such process until the
selection process is over. The undue use by any bidder of confidential information related to the process
may result in rejection of its proposal. Except with the prior written consent of CGM, no party, shall, at
any time communicate to any person or entity any confidential information acquired in the course of
the Contract.

2.35. Cost of Bidding

All costs related to bidding shall be borne entirely by the bidder. Under no circumstances shall any
queries / request for compensation in cases of rejection / disqualification etc. be entertained by
CGM/GIL.

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 Request for Proposal Commissioner of Geology & Mining

2.36. Performance Bank Guarantee

2.36.1. The successful Bidder has to furnish a security deposit so as to guarantee his/her (Bidder)
performance of the contract.
2.36.2. The Successful bidder has to submit Performance Bank Guarantee @ 10% of total order value
within 15 days from the date of issue of Purchase order (for warranty period + extra 3 months)
from All Nationalized Bank including the public sector bank or Private Sector Banks or banks
(operating in India having branch at Ahmedabad/ Gandhinagar) as per the G.R. no.
EMD/10/2016/328/DMO dated 01.05.2017 issued by Finance Department or further
instruction issued by Finance department time to time. (The draft of Performance Bank
Guarantee is attached herewith).
2.36.3. The proceeds of the Performance Bank Guarantee shall be payable to the Department as
compensation for any loss arising from the bidder(s)’s failure to complete its obligations under
the contract.
2.36.4. The Performance Bank Guarantee will be discharged by the Department and returned to the
bidder(s) on completion of the bidder’s performance obligations under the contract.
2.36.5. In the event of any contract amendment, the bidder shall, within 21 days of receipt of such
amendment, furnish the amendment to the Performance Bank Guarantee, rendering the same
valid for the duration of the contract, as amended for further period.
2.36.6. No interest shall be payable on the PBG amount. CGM may invoke the above bank guarantee
for any kind of recoveries, in case; the recoveries from the bidder exceed the amount payable to
the bidder.

2.37. Binding Clause

All decisions taken by CGM regarding the processing of this tender and award of contract shall be final
and binding on all parties concerned.

As per the provision in Electronics & IT/ITeS Start-up Policy Resolution No. ITS/10/2015/5284/IT
dated 6th June, 2016 issued by Department of Science & Technology, in e-Governance project
undertaken by Government Departments or its Boards, Corporations or parastatal bodies getting grants
from the Government, the chosen solution provider or system integrator will pass on job work or will
outsource part of the work of a value ranging between 5 to 10 per cent of the contract value to eligible
startups and to students of shortlisted Technical Colleges in Gujarat. In such arrangements, the
responsibility of meeting SLAs (Service Level Agreements) will continue to belong to the solution
provider or the system integrator.

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 Request for Proposal Commissioner of Geology & Mining

3. SECTION 3: About CGM

3.1. About Organization

The Commissioner of Geology and Mining is working under the Industries and Mines Department
Government of Gujarat. The main functions of Commissioner of Geology and Mining are:

a. Search and Exploration of Mineral wealth of the State by adopting state-of-the-art exploration
techniques
b. Mineral Administration with conservation and preservation.
c. Increase State’s mineral revenue through higher production of minerals & their sustainable
development framework
d. Encourage value addition of minerals usage through promotion of mineral based industries in the
State
e. Prevention of illegal mining

The organization is headed by the Commissioner of Geology and Mining under administrative control
of Industries and Mines Department, Government of Gujarat. The organization is having strength of
technical Geologist, surveyors, Mining engineers, draft man and other administrative post
sanctioned by Government.

f. The total strength of the Department personnel is around: 700+ employees

g. The District level offices are: 32 Offices
h. The Regional Circles are: 3 Circle Office (Rajkot, Ahmedabad, and Kutch-Bhuj).

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 Request for Proposal Commissioner of Geology & Mining

3.2. Background

The Commissioner of Geology and Mining is working under the Industries and Mines Department,
Government of Gujarat. Directly or indirectly, minerals act as basic raw materials for strategic
industries, and they are important ingredients of a State's economy. These resources, being finite and
non-renewable, need to be managed wisely. Gujarat State first Mining Policy, 2003 also provides
guidelines for optimum utilization of minerals with minimum wastage and maximum mineral
revenue generation through value addition. Exploration and consumption of minerals are
barometers of industrial & economic development of a region.

The office of CGM handles Mineral Administration for the state of Gujarat which includes
identification, exploration, auction, mining, and transportation etc. activities for Major and Minor
minerals. There are more than 7500 leases spanned across the state at present.

To execute the core functions of the organization, CMG has also developed & implemented web-based
Integrated Lease Management System (ILMS) application which has modules such as e-payment, e-
Royalty pass, e-return, e-Demand Register, e-Delivery Challan, Online Lease Application and other
related modules covering in one single portal for Stake Holders of Geology & Mining in Gujarat State.

The success of existing ILMS applications has encouraged the CGM to enhance the IT system with an
envisaged Enterprise GIS for the existing lease holder, new applicant, mineral based industries can
view the status of lease, cumulative info of royalty paid / mineral production / mineral dispatch etc.
/ adjacent lease / boundary of lease, explored / unexplored area, ground control points etc. with
relevant features in a GUI mode.

3.3. Stakeholders and Users of the Proposed Solution:

A. CGM – The Commissioner of Geology and Mining, Gujarat

B. Department Officials and field officers
C. District Geologists
D. CGM Administrator
E. Lessee / Lease Holder
F. Stockiest / Buyer / End-Consumers
G. ILMS Application Provider
H. Other Government Departments

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 Request for Proposal Commissioner of Geology & Mining

4. SECTION 4: SCOPE OF WORK

4.1. Objectives

As part of the Lease hold area/ mineral bearing / exploration area falling under the jurisdiction of
CGM Gujarat, the envisaged Enterprise GIS Solution shall enable and provide:

 Map for one-stop view encompassing integrated solution.

 Ease of visualization for enforcement team under CGM and other law-enforcement departments.
 Ease of visualization of lease-hold and mineral bearing areas.
 Ease of visualization & collation of exploration data and to support exploration activities,
including mapping of exploration level wise areas, and Integrating Revenue, Forest and other
maps.
 Locate, Track & Evaluate Assets with GIS combined with GPS technologies.
 Spatial-analysis of lease data vs royalty with other parameters. Location tracking of lease owned
areas while generating the royalty.
 Geotagged grievances from the field.
 Superimposition of different layers for Geospatial and Proximity analysis for identification of
areas that can be put of auctioning and improved turnaround time.

4.2. Scope of Work for Design, Develop & Maintain Enterprise GIS

In order to achieve the above mentioned objectives, CGM, Gujarat, intends to engage a system
integrator to implement enterprise wide GIS for the core business function of CGM. The key scope
items include:

1. Design Enterprise GIS architecture to meet the requirements of CGM

2. Supply & installation of GIS Platform for creation, storage and maintenance of geospatial data
3. Sizing of servers, storage and network for hosting the Enterprise GIS solution for CGM.
4. Procurement of Satellite Imagery for based on guidelines of IBM circular no N-
11013/3/MP/90-CCOM dated 06/04/2010
5. Design and create GIS data model for enterprise wise GIS for CGM
6. Survey of existing leases (major and minor) using Differential Global Positioning System.
7. Mapping of exploration and mineral bearing areas.
8. Mapping / Digitisation of cadastral maps, land-use land-cover using cadastral maps &
toposheets provided by CGM
9. Preparation of base map along with CGM specified layers as mentioned in RFP.
10. Design of Enterprise GIS application for CGM having modules catering to Exploration,
Enforcement and Administration Departments.
11. Integration with existing CGM systems and applications
12. Testing, training and Go-Live of the system.
13. Annual tech support for 8 years for the customized Enterprise GIS system.
14. Post-implementation software enhancement, customization & maintenance of GIS platform
and software for 8 years.

4.2.1. Design of Enterprise GIS architecture to meet the requirements of

CGM

CGM needs a GIS platform to support enterprise wide GIS, development of web-based GIS
applications and desktop based GIS for smooth editing of GIS data. Following are the details of the
approximate usage of the proposed GIS application:

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 Request for Proposal Commissioner of Geology & Mining

Following are the estimates of the approximate usage of the proposed GIS application:

 Minimum No. of users on Intranet simultaneously viewing GIS data - 100

 Minimum No. of users on Intranet simultaneously editing GIS data - 5
 Minimum No. of users on Internet simultaneously viewing GIS data through CGM web GIS
portal – 200

Above indicative numbers of users is given to get a fair idea to the prospective bidders on overall
usage of the Enterprise GIS System. Bidders are required to propose the system which can be scaled
up to higher usage in future.

As a part of implementation services the selected bidder will have to setup an enterprise GIS
environment for office of Commissioner of Geology & Mining using the proposed GIS platform. This
setup will have a centralized GIS database having all departmental GIS datasets within one enterprise
GIS database of CGM. All the departments will be accessing this centralized GIS database for editing
and managing their own departmental layers using web based, desktop based and mobile based
interface. The SI / Selected Bidder will have to provide support to all the department officials in using
the enterprise setup. The SI/ selected bidder will also have to manage and support the centralized
GIS setup. The GIS System and Database Administrators from the SI / selected bidder’s side will have
to manage and support the system.

4.2.2. Supply & installation of Infrastructure & GIS Platform for creation,
storage and maintenance of geospatial data

SI shall deliver the Enterprise GIS Software licenses to CGM and carry out its installation for CGM.
However, bidder shall ensure that these licenses are as per the latest version and functionalities of
the platform are in synch with the requirements of CMG. Bidders are also free to propose any other
GIS solution that complies with the requirements and specifications mentioned in various features
required in the Enterprise GIS platform and Application Software is given in TQ_7 of this document.

CGM will host the enterprise GIS solution in the cloud environment and the selected SI will have to
support CGM and cloud service provider to carry out the same. However, the bidder will be
responsible for bringing the required OS and database licenses for the servers that will be provided
by CGM. Also, it will be SI’s responsibility to install and configure the licenses brought by them.

The selected bidder will have to carry out a detailed sizing of servers, hardware and network that will
be required for CGM enterprise GIS implementation. The same shall also be provided as part of
proposal submitted to this RFP and will also be considered in the evaluation of the proposal.

The sizing can be done based on the functionalities and users details provided. The details provided
in the RFP are indicative and may change as per CGM‘s requirement. The solution will be hosted on
a cloud environment and hence the bidder shall ensure that proposed GIS platform has compatibility
with a cloud environment which will provide access to CGM user on web, desktop and mobile. The
solution shall have access/capability to download copies of data sets and/or backup images through
the Web interface for local storage/possession.

4.2.3. Procurement of Satellite Imagery

The bidder shall procure a satellite imagery as per guidelines mentioned in the IBM Circular No.
N/110913-3-MP-90-CCOM-V-VII dated 6/4/2010. The high resolution Satellite data (cloud free)
should be derived from merging of Cartosat – 2 (1m resolution if not available then go for Cartosat –

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 Request for Proposal Commissioner of Geology & Mining

1 (2.5 Meter resolution)) and LISS-IV (5.6m resolution, IRS P6) for the state of Gujarat. Procurement
of satellite imagery should be done on behalf of Office of commissioner of Geology & Mining, Gujarat
and the delivered product from NRSC should be in the name of CGM. Gujarat.
Post the processing of the satellite imagery by removing the geometric anomalies (if any), the
Bidder/SI shall prepare a Grid of 1Km x 1Km for positioning CGM assets with respect to its
Geographic Location. These grids then further shall be divided into 250m x 250m scenes for future
usage like Map Book creations, Smart Asset ID creation etc. and future analysis. All the grids and
scenes shall have unique IDs.
The Bidder/SI shall then take sufficient number of Ground Control Points (GCPs) collected through
Differential Global Positioning System (DGPS) survey. The Bidder/SI shall prepare an up-to-date
large-scale base map (Scale 1:2000 – 1:4000) using satellite imageries. The Bidder/SI shall then
prepare a new GIS Database as unified Geo-spatial Data with infrastructure details.
Using the heads on digitization technique, the satellite image is to be digitized to prepare a base map
by digitizing all the features available in the satellite map like Roads, Bridges, Railway Tracks, Parks,
Water Bodies (River, Lake, Pond, Drainage, Canal etc). While doing the digitization, a special care of
data correctness to be taken like no overshoots / undershoots, proper layering, proper symbology etc.
Bidder has to undertake the Base Map Creation/Updation activity at CGM premises only (Room of
10 X15 Sq Feet), bidder has to bring all the required IT and Non- IT infrastructure for undertaking
this activity. CGM will only provide raw power and empty room.
The digital map data should be GIS compatible. Each map object should be defined uniquely by its
feature code and symbology (point, line, and polygon) and should be approved by CGM.
Demonstration on digital map production line, producing digital base map using any of the digital
mapping system should be made to the CGM.

4.2.4. Design and create GIS data model for enterprise wise GIS for CGM

The Data Model for storing the spatial & Non-Spatial shall be created by the SI/Bidder with the help
of detailed round of discussion with each concerned CGM department officials. The bidder shall user
proper tools to create the data model. The final data model shall be approved by the CGM and before
proceeding further the data model needs to be finalized. Once the data model is finalized, the
Bidder/SI shall give the details of the data model diagram (ER Diagram) to CGM for future references
or for any modifications in future. The data model shall be created in such a way that all the layers
that are already available with CGM are considered while finalizing the data model. The data model
may include the few layers that may not have any data. However, provision of the same shall be kept
in the enterprise GIS database.

The bidder shall take care of the changes in the Data Model as per the requirements from the CGM
users and shall maintain the changes history for the entire period, the selected bidder is working with
CGM under the contract.

4.2.5. Survey of existing leases (major and minor) using DGPS

Bidder has to carry out the DGPS survey and other related work for different lease area controlled by
CGM in different parts of the state. DGPS survey should be carried out as per the IBM Circular No.
N/110913-3-MP-90-CCOM-V-VII dated 6/4/2010

The proposed scope of work will be as under:

i. Survey of all the lease boundary pillars by using DGPS and fix up its ground position and
preparation of Geo – reference plan
j. The numbers of lease boundary pillars are tentative and depend on the type of lease and its area.

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 Request for Proposal Commissioner of Geology & Mining

k. The boundary pillar shall be fixed on ground with reference to at least three permanent ground
features in and around mining lease.
l. Preparation of soft copy of all above map in standard format and digitizes map in shape file which
can be imported by any GIS database

Deliverables:

m. Demarcated boundary as per lease

n. Precise meridian values (latitude / longitude values and UTM co-ordinates) of boundary points
as per standard geo referencing frame work
o. Generation of GIS compatible file of the lease map and superimpose on the base map in UTM
projection and WGS 84 datum

All circular / amendments / notification or any new circular / amendments issued or notified at any
time by concerned competent authority / GOI shall be complied compulsory during the
implementation of project without any extra cost.

4.2.6. Mapping of exploration and mineral bearing areas

The exploration department within the Office of the CGM has the function to conduct Search and
Exploration of Mineral wealth of the State by adopting state-of-the-art exploration techniques. The
department has more than 4900 scanned maps for around 700 exploration related reports.

The selected bidder needs to study the existing resources including maps and data etc. available with
CGM and convert it into geospatial format and superimpose the same on the proposed base map.
These maps include the exploration maps as well as exploration related reports. The exploration
maps are in digital / scanned format. The bidder is required to geo reference and digitize all the maps.
The exploration maps either on Cadastral maps or on Toposheets. The recent exploration data is
available in the raw / converted location data from the DGPS survey carried out during exploration.
Bidder has to ensure that all the exploration related information for each mineral bearing area and
its related bore hole data / maps / report is attached / hyperlinked with the location information. The
CGM exploration team and relevant stakeholder should be able to locate the exploration history data
over a seamless map.

4.2.7. Mapping / Digitisation of cadastral maps, land-use land-cover using

cadastral maps & Topographic sheets

The selected bidder will have to digitize the topographic sheets and cadastral maps for the entire
Gujarat state. The hard copy of the cadastral maps and the topographic sheets will be provided to the
selected bidder by CGM. Apart from that, if there are maps / data that are made available by GSI will
have to be digitized by the selected bidder. All the digitised data will become a part of the enterprise
GIS database of CGM and will be super imposed on the satellite imagery. The accuracy of the
exploration maps and other geological data will be validated and approved by the concerned
department of the CGM office.

4.2.8. Existing Database Preparation

(A) Current Database Operations:

a. Collection in AS-IS Format (From CGM)

i. CGM, Govt of Gujarat shall provide all available information/data to successful bidder
pertaining to Mines and minerals of Gujarat state and respective Lessees.
b. Data Conversion to GIS Platform

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 Request for Proposal Commissioner of Geology & Mining

c. Data Authentication
d. Data Validation from CGM

(B) Database Preparation:

a. Data Collection (New)

ii. Recognition and Survey of required lease boundary pillars using Dual Frequency DGPS and
preparation of Geo – referenced plan
iii. The Geo-referenced lease map prepared and shall be super imposed on vectorised cadastral
map.
iv. The boundary pillar shall be fixed on ground with reference to at least three permanent
ground features in and around mining lease.
b. Data Compilation
v. Accumulating database through Physical Survey, Satellite Image Interpretation,
Digitization and compiled in a systematic hierarchy.
c. Data Authentication and Validation
vi. CGM Officials authenticating and validating the submitted database.
d. Geo-Database Preparation comprising of Legacy Database and New Database

(C) Output of GIS Maps Preparation at in 1:1,000/1:2,000/1:5,000/1:10,000 Scale depending on the

area of the lease and also in GIS compatible open standard format to import in any of the GIS
database

(D) Development of Layer Wise information of existing leases as well as Mineral bearing area of
Gujarat state.

a. Scope involves Creation of GIS database using duly Digitized & geo-referenced Leases &
Geological Maps of the state.
b. GIS Plotting of leases of all types. Also, all other mineral leases granted, area under any litigation.
c. Checking & Verification of overlap for new /old/ under appeal / applied / revision/ pending /
surrender / court case etc. type of lease application with existing working leases.
d. Adjoin layer of Forest, Roads, Reserved area (for PSU), and settlements with help of digital
toposheets and satellite image.
e. Cartographical map with appropriate legend & attributes displayed with important attributes.
f. Scope involves Creation of GIS database using duly Digitized & geo-referenced Leases &
Geological Maps of the state. CGM, Gujarat would provide the geological maps to bidder.
g. Digital Toposheets would be procured by bidder, (CGM, Gujarat will only provide authorization)
along with Marking of T1 points and other Fixed reference points if any used by department in
granting mineral lease.

4.2.9. GIS Database Preparation

The developed system is expected to display outline of every lease appropriately geographically
placed on the globe along with its attributes and spatial data, i.e. name of the lessee/applicant, extent
of the area, village, survey no, taluka / sub division, district date of lease grant/expiry, date of
application, current state of excavation, adherence to authorized mining boundary etc. drawn from
the both the registry and GIS databases.

Stage wise key activities involved during project execution shall be as follows; The main objective of
the project is Generating GIS data sets on relevant scale for entire mineral bearing areas and lease
hold areas of Gujarat State by digitizing existing cadastral records, lease hold area map and satellite
images. All the numeric information in the source file should be available in the digital outputs as
attributes.

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Application depicting all the lease details in cadastral maps shall be created by digitizing and
incorporating various layers in GIS environment. The software should be capable of showing various
levels of information viz., Base map of Gujarat on a scale of 1: 50000, 1:25000, 1:10000, 1:5000,
satellite image, District map, taluka map followed by village level maps showing all the survey
numbers along with the details of mining leases & mineral bearing areas.

The village boundaries are matched (mosaic) by appropriate tools and technologies in to a taluka
map which will be a part of district map. In the village map, the following layers are to be created.
Details of the layers as listed below:

Indicative Proposed GIS Layers & its attributes

Vector
Sr. Layer Name Data Source Attribute Data
Representation
1 Admin Boundaries
A State Name,
B District Area,
Population,
Polygon Cadastral map Type of mineral
Taluka and Revenue
C available,
Village
Administrative
Division
Survey number
2 Polygon Cadastral map Area, Survey Numbers
Boundary
Settlements / Cadastral map/ Name of the
3 Polygon
industrial area Satellite Imagery settlements, Area
All type of Forest & Polygon along To be provided Name of the forest and
4
Sanctuary with buffer by the CGM Area
5 Water Bodies
Cadastral map/ Name and type of
Rivers, Streams, Line (Double
A Satellite water
gullies, Canals, Dams lines)
Imagery bodies, Length
Cadastral map/
Name and type of
B Ponds/Tanks/Lakes Polygon Satellite
water bodies, Area
Imagery
Cadastral map/
Name of adjoining
C Coastal belt Line Satellite
layer
Imagery
To be provided
D CRZ area Polyline Description
by CGM
Cadastral map
Roads( Metaled, Name and type of each
/ Satellite
6 Un metaled), cart track Linear road, length,
Imagery /
connecting leases Connecting from to
Toposheet
Cadastral map
Railway lines ( Name and type of each
/ Satellite
7 Broad gauge, meter Line line, length,
Imagery/
gauge) Connecting from to
Toposheet
Cadastral map
/ Type of each line,
8 Power lines (High/low) Line
Satellite Length
imagery / Topo

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Vector
Sr. Layer Name Data Source Attribute Data
Representation
sheets
Cadastral map
/ Satellite
9 Telephone line Line Type of line
Imagery / Topo
sheets
Survey stones such as
Cadastral map
10 Bi-Junction, Tri- Point Type of stones
/ Toposheet
Junction
Points ID, Latitude,
Longitude, Height,
11 DGPS Point Field Survey
UTM Easting,
Northing, Zone
Name of Lease & type
of Lease, Mineral
name Area granted
Address of Lease
Holder District /
Taluka / Village
CGM, Survey no
12 Lease hold area Polygon
Govt. of Gujarat classification of the
area , Lease Grant
Date, lease period
Lease Renewal /
Expiry Date
Royalty paid /
Production / Dispatch
Name, Type (Places of
Cadastral Map
Permanent worship,
13 Polygon / Satellite Imagery
Structures Graveyard,
/ Toposheets
Archaeological sites)
No. of boundary
pillars
14 Lease boundary pillars Point Field survey Name of pillars /
identification mark
Latitude / longitude
Photo point Photo image & Id
15 Geo tech photographs Field survey
image Description of image
Lease
16 Statutory Boundaries Polygon boundaries (7.5 Boundary & Periphery
meter)
Name, area, district,
no. of weighbridge,
17 Check post location Polygon CGM
officer incharge,
capacity, unique ID
Name, ID, district,
18 Stockiest location Polygon CGM mineral, capacity,
owner

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4.2.10. Digitization and Map Preparation

The digitization process shall include Vectorization, attribute information, symbolization, layering,
edge matching, topographical connectivity, and data base linking. While digitization the following to
be ensured:

a. The Digitization and geo-referencing of cadastral maps to be carried out by adhering to open
standards and protocol like World Geodetic System 84(WGS 84) with UTM projection.
b. The digitized line shall be followed in the center of the raster data.
c. For the double line features / polygons, center lines need not be digitized.
d. Selection of comfortable zoom level for getting smooth appearance.
e. Logical connectivity of the features is to be followed. i.e. a river would not join a road.
f. A boundary of area feature coincides with the linear features forming the boundary of the areas.
g. The digitized maps should be compatible for Open Source Software for further editing and
modification by the Department of Geology and Mining
h. Edge fixing shall be carried out without loss of any data.
i. All the attributes shall be linked with corresponding map features.
j. The method to be adopted for digitization shall confirm as per the standards discussed below:
o Minimum map-able unit on maps-1 -5 mm on scale
o Location accuracy in GIS – 1 -5 mm on scale
o Minimum spatial unit in GIS- 2-5 mm on scale
o Registration Error threshold in GIS-0.25 - 5 mm on scale
o Coordinate movement/weed tolerance-0.25 -5 mm on scale

All features like Roads, Railway tracks, settlements, and recent developed features etc., should be
extracted from the satellite imagery as per requirement of CGM.

4.2.11. Design & Development of Enterprise GIS application for CGM

The selected bidder should develop a web base GIS applications suite for CGM. This will cater to the
viewing, analyzing, & utilizing the Geographic Information needs of the different departments of
CGM. This should also play a role of decision support system for CGM departments for which the
field information and geographic data plays a vital role.

Once the base map is digitized and enterprise GIS setup is done by the selected bidder, the GIS
applications suite is to be developed for core GIS web based platform as departmental GIS for CGM.
The selected bidder is expected to follow the complete SDLC for the development of the GIS
application suite. Proposed/Developed GIS Application Suite should follow National Spatial Data
Infrastructure (NSDI) Meta standards.

Web based application software is to be developed by integrating the entire cadastral database,
existing Lease hold area and mineral bearing database. This application should provide access data
/ carry out various functions online. The application should be compatible to integrate Lease
Management System module at a later stage in the proposed module.

The vendor should do system study with CGM, Govt. of Gujarat for the actual requirement of software
and submit SRS for approval to the core team of CGM, Govt. of Gujarat. After approval of SRS the
software shall be designed, developed and tested by Successful bidder for development &
implementation.

The indicative modules of the web GIS application to be developed for CGM are as explained below:

Generic Modules

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Following are the indicative list of functionalities that will be a part of the generic
module

1. User Management:

User Management Consist of Rights allocation to various user or stakeholder of the system like
internal departmental user, external users mine owners, general public or potential user who are
interested for accessing data.

User management consists of categorization of viewing and analysis of data according to the user
group requirement. It also consist the control of data viewing, analysis, querying, editing and GIS
based different decision making system for different user.

2. GIS Viewer (also for public):

 Dashboard:
The basic dashboard will have GIS module links which will be added as a part of post
implementations phase. Also there will be a common GIS module on the dashboard where
below mentioned generic GIS functionalities will be available.

 Layer Management:
The solution available enterprise wide will be based and shall have capacity to manage layers
by switching on or off layers. Also transparency and visibility scale shall be fixed for each
layer.

 Attribute Viewer:
The Attribute Viewer allows you to view the attribute fields of selected features

 Query Panel:
Select features in a layer using a SQL-based expression against their attributes and their
locations (for public and internal usage the queries will be defined by CGM.

 Predefined queries:
Predefined query to make it easier for users to view particular subsets of a map's data from
an end-user perspective, executing the query is simple and is performed with a single button
click. It is designed to work on a single layer / multiple layers.

 Map Contents:
Map contents list all the layers on the map and shows what the features in each layer
represent. The check box next to each layer indicates whether its display is currently turned
on or off.

 Navigation:
Navigating the map

 Buffer :
It creates a zone around a map feature (Point & Line) measured in units of distance or time.
This buffer is useful for proximity analysis.

 Proximity:
Selecting the features based on their location relative to features in another layer. For
instance, if you want to know how many homes were falling in certain Zone for tax
implementation, you can select all the homes that fall within the Zone boundary.

3. Workflow Designer:

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Workflow Designer needs to be given to CGM, so GIS System Administrator can develop prebuild
analysis in GIS system as and when required. These workflows should be integrated with GIS viewer
as a tool to perform task and analysis. It should have below mentioned components.

 Workflow Designer

Designer allows user to create a visual representation of workflow. User should sequence a
series of activities that represent the business process. A visual simulator allows user to
simulate a workflow as user designing it, providing inputs and inspecting outputs. User can
standardize and easily redesign steps in GIS-related processes to specific needs. Design and
deliver reusable, cross-system workflows that combine spatial and non-spatial data
processing.

 Activity Library

Administrator can create custom activities as well as extend pre-built workflows for most
common tasks. The Activity Library contains processes like email, printing, buffering,
geocoding, interactive map functions as well as GIS platform activities.

 Workflow Engine

Controller manages the client, server and the human interactions in Workflow. It can be
exposed through the REST API as part of the framework.

 Workflow Simulator

Administrators can create Workflows using the Workflow Designer, and then immediately
test the Workflows using the built-in Workflow Simulator. The Simulator provides a
debugging interface where administrators can supply values to forms, perform user
interactions and step through the Workflow one activity at a time while inspecting inputs
and outputs.

4. Report Designer

Template-based report designer allows GIS System Administrator to develop custom built templates
created and can include a main map, legend, overview map, north arrow, corporate logos or images,
titles, copyright messages, mark-up and graphics, scale and projection information. These templates
should be integrated with GIS viewer to run reports for single or multiple features and export the
results to a PDF or CSV file.

5. Mobile viewer GIS based application.

Mobile viewer or mobile application should be developed for various user group by giving them
mobile based GIS solution for querying and retrieving relevant data like mining lease boundary, GPS
data collection, Photographic capture for proof, Mobile and tablet based dashboard for GIS analysis
etc. Some of the information but not limited to like base map fetching, data fetching, data editing
should be available with pre- downloading or cashing of data for offline (when not connected with
sever) for executing of some of the field job. When user comes with server connectivity then it should
sync back to the relevant server.

Departmental Modules

1. Exploration & e-Auctioning module

Following are the indicative functionalities that are expected to be developed through the exploration
and e-Auctioning module:
 Map based search for :

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o Mineral wise exploration areas

o Exploration level wise areas
o Area wise (district / taluka /zone etc ) exploration spots
o Mineral bearing areas wise searches
o Other attribute / location wise map searches over the exploration map layers

 Identification of proximity information before e-Auctioning of the leases

o Nearby existing leases
o Revenue Maps and cadastral maps
o Reserved forest and environment areas
o Settlements / landuse and land cover details
o Others

 Extraction of exploration reports through:

o Map location
o Exploration type
o Exploration level
o Mineral type
o Mineral bearing area
o Predefined area etc.

2. Enforcement Module
 Map based searches for:
o Existing lease areas
o Lease boundaries
o Lease areas
o Mineral wise leases
o Area wise leases
o Surveyed boundary areas
 Spatial analysis using actual lease area / boundary Vs surveyed boundary / lease area
 Proximity analysis using current and old lease boundary areas
 Identification of check post, stockiest location and monitoring of vehicles over map.
The above mentioned functionalities are just an indicative list additional functionalities will get
added based on department requirements.

MIS-GIS Integrated Web Application

4.2.12. Integration with existing CGM systems and application

CGM already has and is in process of developing new IT systems like

 Command & Control Centre for monitoring of Check posts, weighbridges and mineral
carrying vehicles
 Integration vehicle tracking and monitoring system
 Integrated Lease Management System (both current and upcoming upgraded ILMS)
 Mining Surveillance system
 Geo-Mine
 ERP

The successful bidder will have to integrate GIS with all of the above application based on the
requirements of the department.

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 Request for Proposal Commissioner of Geology & Mining

 The Successful Bidder(s) shall develop and implement an integrated MIS-GIS Web application
for monitoring, managing and analysis of field surveyed data, fetching data from existing ILMS
system.
 It shall be a single window application to visualize MIS and GIS data on the same platform.
 The application shall have a workflow based module for scrutinizing the lease hold / mineral
bearing data as per guidelines of IBM circular no specified in this RFP.
 It shall be have User Management component for defining user roles to control the access of tools
and database as per CGM’s requirement.
 It shall have a provision to perform Quality Control activity on the data collected from the field
before storing on the parent database server.
 It shall have provision to generate custom reports. The total of number reports and types shall
be finalized during System Requirement study phase.
 It shall have Dashboard with custom charts for CGM Senior Officials for monitoring and analysis
of the data.
 It shall have a provision to store audit trail of user activities performed on the application.
 It shall be integrated with existing ILMS database which is running presently successfully and
having revenue received, dispatch and other relevant details.
 It shall have a provision to manage hearing process of applicants and recording/storing the
minutes of minutes / other relevant documents and any other supporting documents against
each application processing for the same.
 The Successful Bidder(s) shall ensure that few functionalities of this application shall also be
available in the mobile app for CGM official to perform field verification of the surveyed data or
during the inspection of mines. Detailed requirement shall be finalized during System
Requirement study phase by the successful bidder only.
 The Successful Bidder(s) shall develop a citizen centric mobile app to view his/her information.
Detailed requirement shall be finalized during System Requirement study phase by the
successful bidder only.
 The Successful Bidder(s) should adhere to the Advisory that has been provided by Department
of Science & Technology, Government of Gujarat (GoG), regarding compliance audits, adoption
of Technical Standards for Interoperability Framework and other standards published by GoG /
GoI for various eGovernance Projects.
 It shall have Bi-lingual (i.e. English & Gujarati) interface.
 Web GIS Requirements
 The Web GIS application shall be accessed by official of CGM / registered stakeholders through
ILMS application. Approx. 200 Intranet & Internet users of which 50 will be concurrent users).
 Layer and data security – it shall have a provision to configure user level access to data and layers.
 Shall be compatible for accessibility from any device (i.e. Mobile, Tablet and Laptop), Standard
Operating Systems and Internet Browsers.
 Should support One-Web functionality
 Shall have provision to integrate with existing ILMS Application running for all lease holder /
mineral stockist / weigh bridge user / other registered users
o Shall support security system with a full-fledged Role Based Access Control (RBAC)
model

4.2.13. Testing, Training and Go-Live of the System

4.2.13.1. User Acceptance Testing (UAT)

The primary goal of Acceptance Testing is to ensure that the proposed GIS System meets
requirements, standards, and specifications as set out in this RFP and as needed to achieve

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the desired outcomes. The Bidder/SI will prepare the UAT criteria document and sample data
for UAT, and take approval from CGM, well in advance before start of the UAT process.

For UAT the test cases should be discussed and the test data will have to be formally requested
from each of the departmental users to ensure that each of the module user get real time feel
of the application. This approach would also help in availing faster acceptance from respective
user departments of CGM and their key stakeholders.

CGM reserves its right to undertake this exercise of Testing, Acceptance and Certification
through a third party.

The basic approach for UAT should ensure that the following are associated with clear and
quantifiable metrics for accountability:
 Functional requirements
 Performance
 Security
 Manageability
 SLA Reporting System
 Project Documentation
 Data Quality Review

4.2.13.2. Training

 Prepare and organize training programs to facilitate the departmental users in the efficient
usage of the whole system.
 The Bidder/SI shall provide training to departmental users to efficiently use the system. The
staff thus trained would subsequently train the other staff as and when required.
 The Bidder/SI shall provide training as per the proposed training plan schedule to be shared
as part of Approach and Methodology section in technical bid.
 Bidder has to conduct a proper Training Needs Analysis of all the concerned staff and draw
up a systematic training plan in line with the overall project plan. For all these training
programs the bidder has to provide necessary course material and reference manuals (user/
maintenance/ administration)
 Based on the roles and responsibilities of the CGM officials at various levels, the training plan
should be proposed; it should address level wise functional and general training
requirements in accordance with the existing skillset and capacity of the CGM officials.
 The Bidder/SI shall provide training to the selected officials of CGM as decided by the
authorized official. The training batch size should not be more than 25 officials.
 Bidder has to train key department users for hands on training regarding the GIS application
usage.
 A detailed training schedule, including the dates, areas to be covered, time and the training
literature (to be supplied to CGM) at various stages of the training cycle and feedback for
effectiveness will be agreed to by both parties (CGM and the Bidder/SI) during the
performance of the Contract.
 Training shall also be provided for teaching the basic trouble shooting activities in case of
problems.
 For imparting training; SI will have to provide training material, trainer, along with training
infrastructure such as Training Rooms, Sitting arrangement, overhead projector, computing
infrastructure for the trainees, etc.
 Trainings shall be provided as per the training schedule provided by SI/Bidder.

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 Training shall be imparted in Gujarati and English language as per the requirement of the
trainees. The printed manuals and training manuals should also be available in Gujarati and
English Language.
 The trainers imparting the training should be well versed in Gujarati and English language.
 Training is an important aspect of every project, and CGM expects the successful bidder to
undertake it in a very professional manner. All the module users will have to be trained with
respect to the functionality of the corresponding modules.
 Trainings have to be imparted at a location mutually agreed by bidder and CGM and within
the limits of CGM.
 Training to be imparted to users:

Functional Training: This training would focus on the usage of application software
so that the users are aware of all the operations of the application systems, ensuring a
smooth run of Departmental Operations. It would be covered for each of the functional
module.

Administrative Training: This training would focus on the administration of

Application Software and Server Infrastructure and would be imparted to the relevant
department of CGM.

4.2.13.3. System Documents, User Documents

The Successful Bidder will provide documentation, which should follow the ITIL (Information
Technology Infrastructure Library) standards. This documentation should be submitted as the
project undergoes various stages of implementation. Indicative list of documents include:

 Project Commencement Documentation: Project Plan in giving out micro level activities with
milestones & deadlines.
 Training Material: Training Material will include the presentations used for trainings and
also the required relevant documents for the topics being covered.
 User Manuals: For all the Application Software Modules, required for operationalization of
the system.
 System Manual: For all the Application Software Modules, covering detail information
required for its administration.
 Installation Manual
 Test Plans and Test cases (including Unit Test Plan, System/Integration Test Plan, User
Acceptance Test Plan, Security Test Plan, Load Test Plan, Regression Test Plan)
 Software Testing Documentation (including details of defects/bugs/errors and their
resolution)
 Source Code versioning document
 Inspection and testing procedures manual including QA Policy as per STQC framework and
Procedures for the software/hardware equipment
 Any other document(s) deemed necessary for implementation, operation and maintenance
of the overall system.
 Software Design Document
o High Level Software Design document including Software Architecture design, Logical
and Physical Database Design etc.
o Low Level Software Design document including Programming Logic, Workflows etc.
o Complete Source Code with documentation

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 Request for Proposal Commissioner of Geology & Mining

 The bidder shall prepare a process document in accordance with the ISO 9001 standard;
containing all the process being carried out during the entire tenure of the project and share
the same with CGM.
 Periodic reviews (at least once every quarter) shall be carried out for measurement of
effectiveness for each of the process implemented and the same shall be shared by the System
Integrator with CGM
 Escalation Mechanism
 Exit Management Plan

Note: The successful bidder will ensure Upkeep & Updating of all documentation and manuals.

4.2.13.4. Application Software Certification

Upon successful UAT and prior to the Go Live, the bidder shall undertake testing and certification
of the Software by the Standardization Testing and Quality Certification (STQC) Directorate or
any other CERT-In empanelled IT Security Auditing Company from functional and security
perspective.

4.2.13.5. Test & Live Implementation

Upon completion of above activities, Successful Bidder will have to submit detailed plan for live
implementation of the system. Successful Bidder has to ensure that the Application Software is
completely operational as per the requirements in this RFP and all the acceptance tests are
successfully concluded as per the satisfaction of CGM or CGM Consultant.
CGM reserves the right to undertake Test Implementation of the system before making it Live

4.2.14. Standards to be adhered

The following technology and standard should be used while developing and implementing the
overall solution for CGM

Application Standard
Workflow Design WFMC/BPEL or Equivalent Standard
Web Portal W3C / WCAG Standard
Information access / Transfer Protocols SOAP, HTTP/HTTPS, UDDI, WSDL
Interoperability Web Services, Open Standard
Photograph JPEG, JPG, TIFF, PDF, etc (minimum
resolution 640 x 480 Pixels)
Scanned Documents TIFF (Resolution of 600 x 600 dpi) / PDF, etc
Information Security ISO 27001 Certified System
Operational Integrity & Security Management ISO 17799 Certified System
Operation ISO 9001 Certified
IT Infrastructure Management ITIL / EITM specification
Service Management ISO 20000 specification or latest
Project Documentation IEEE/ISO specifications for documentation

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Data Standards All important data entities would be in line with

standards published by DIT
(http://egovstandards.gov.in)
Localization Standards All applications would comply with standards
published on http://egovstandards.gov.in
Government standards GIGW compliant solution

4.2.15. Data and Facilitation scope of Bidder

At present, CGM has approximately 7500+ active leases across the state of Gujarat.

Sr. District Name Present Lease

1 Ahmedabad 57
2 Amreli 182
3 Kachchh 898
4 Kheda 199
5 Anand 40
6 Gandhinagar 82
7 Jamnagar 352
8 Junagadh 290
9 Porbandar 509
10 Panchmahal 248
11 Dahod 82
12 Banaskantha 461
13 Bharuch 201
14 Narmada 32
15 Bhavnagar 198
16 Mahesana 141
17 Patan 62
18 Rajkot 276
19 Vadodara 213
20 Valsad 66
21 Navsari 340
22 Sabarkantha 304
23 Surat 254
24 Tapi 154
25 Surendranagar 411
26 Mahisagar 111
27 Devbhumi Dwarka 247
28 Gir-Somnath 293
29 Botad 94
30 Morbi 286
31 Chhota-Udepur 391
32 Arravalli 245
Total Leases 7719

The areas of leases are measured in Hectors and mineral wise summed up as per below:

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 Request for Proposal Commissioner of Geology & Mining

Sr. Mineral Lease in Gujarat Total Area in Total Leases

Ha.(approx)
1 Agate 186.15.68 2
2 Ball Clay 210.87.06 6
3 Bauxite 7796.75.96 210
4 Bentonite 563.76.58 281
5 Black Trap 6440.41.13 3329
6 Brick earth 1.25.00 1
7 Building Limestone 487.64.70 330
8 Calcite 10.33.47 4
9 Carbonaceous Shale 25.16.59 11
10 Chalk 611.39.55 147
11 China Clay 636.63.21 90
12 Dolerite 01.77.00 1
13 Dolomite 1202.36.84 94
14 Felspar 1.00.00 1
15 Fire clay 199.33.93 49
16 Flourspar 63.20.00 2
17 Gabbro 7.00.00 1
18 Gravel 428.50.86 126
19 Gypsum 84.94.64 6
20 Hard Murrum 50.83.40 20
21 Laterite 637.10.04 10
22 Limestone 891.87.80 1031
23 Limestone Major 13446.10.57 348
24 Manganese Ore 454.84.88 2
25 Marble 144.51.04 33
26 Marl 2197.68.32 16
27 Molding Sand 2.80.00 1
28 Murrum 71.50.87 35
29 Natural Clay 250.75.46 8
30 Ochre 22.00.00 3
31 Ordinary Clay 633.40.91 181
32 Ordinary Sand 8985.38.66 3472
33 Pozzolanic clay 49.18.00 1
34 Quartz 352.45.41 86
35 Quartzite 186.49.89 128
36 Red Clay 94.02.48 31
37 Sandstone 192.18.93 134
38 Silica Sand 1278.07.87 68
39 Soap Stone 6.23.76 3
40 White Clay 753.62.91 97
41 Granite 137.29.12 65
42 Lignite 12348.18.83 13
Total Lease in Gujarat 10477

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4.2.16. Post implementation services

As a part of Post-Implementation services, the successful bidder shall undertake the following
services for the period of 8 Years from the date of Implementation Completion Certificate issued
by CGM. Successful Bidder would be completely responsible for the defect free functioning of
the application software and would undertake following as part of Post implementation services:
o Resolve any issues including bug fixing, improvements in presentation and/or
functionality and others within a duration mentioned in Service Level Agreement.
o Provide the latest updates, patches / fixes, version upgrades relevant for the software
components.
o Software version management and software documentation management reflecting
features and functionality of the solution.
o Provide the latest updates, patches / fixes, version upgrades, etc.
o Bidder has to ensure that annual technical support is available for software
application, operating systems, and database for the entire O&M phase.
o Software version management and software documentation management reflecting
features and functionality of the solution.
o Database / Application Software tuning to enhance the performance of the overall
system
o Undertake regular, proactive Database Management activities.

4.2.16.1. Data Management

Successful Bidder would be responsible for extending all possible support to different
departmental or contract staff for Data Management (like Data entry Screens, Report
Generation, Data Analysis, Data Cleansing, etc). Data could be in English as well as in Gujarati.
Data should be Unicode compliant. For the data entered during the Base Map
Creation/Updation, Bidder will be responsible for data management of the collected data and
its digitization. Also CGM intends to carry out GIS based field surveys for collection of spatial
and non-spatial attributes from the field as well regular procurement of satellite imageries.
During the post implementation phase the successful bidder will have to map the selected areas
from new satellite imageries based on the requirement of CGM and help departments to identify
changes on the selected areas. The successful bidder will also have to train and support the
department officials in using the enterprise GIS setup by importing the surveyed GIS data for
each department into the enterprise GIS database and maintaining it for department specific
edits and application development.

4.2.16.2. Roles and Responsibility of the System Integrator (Successful

Bidder)

o Approval & Sign Off from each department.

o Provide support and Maintenance with its own man-power for the period of 8 years
from the Go-Live stage.
o Preparation of necessary user manuals for all the modules and review of the same
o Carry out Training programs / workshops for the department personnel
o Should ensure the compliance with all the required standards mentioned in this
document and to obtain the quality and security certification from STQC or any
other CERT-IN certified agency at their own expense.

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o Bidder/SI should prepare and provide to CGM documents including User Manuals,
Configuration Manuals, Operational Manual, Maintenance Manuals, etc. as per
acceptable standards.
o During the Project Term, Bidder/SI would be completely responsible for defect free
functionality of the application software and would resolve any solution related
issues including bug fixing etc. within Project Term agreed between CGM and the
Bidder/SI.
o Bidder/SI should provide the latest updates, patches/ fixes, version upgrades
relevant for the GIS solution components.

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4.2.17. Minimum Qualifications & Experience for key Resources

The following are minimum qualifications and experience for key onsite dedicated resources required
to implement the Enterprise GIS. The following personnel would be required during the Design,
Configuration, Installation and Setup.

Implementation team

Sr. Role Min. Qualification & Experience

 B.E. / B.Tech Computer Science / IT. + M.B.A.

1. Project Manager  Min 8+ Years of total Experience; Min 2+ years of relevant
Experience as Project Manager in GIS Projects
 B.E. / B.Tech. Computers Science / M.C.A.
2. Business Analyst
 4+ Years of Experience as a Business Analyst / System Analyst
 B.E. / B.Tech. Computers Science / M.C.A.
Web based
3.  2+ Years of Experience as a programming for GIS based web
Programmers
Applications
Geologist /  Masters or Bachelors in Geography / Geological Sciences/
Mining Engineer Environmental Sciences/ Mining and Metallurgy from a
4.
/ Environmental reputed institute
Engineer  4+ Years of Experience Geology and GIS based Projects
 B.E. / B.Tech. Computers Science / M.C.A.
5. Testers
 2+ Years of Experience as a tester for GIS based Applications
 Minimum Bachelor’s degree from a reputed institute.
6. Surveyor  3+ years of experience in GIS based survey with knowledge of
DGPS surveys, data extraction and mapping.
 Graduate with Industry certification in system administration
System
7.  5+ Years of Experience System Administrator for software
Administrator
solutions.
 Graduate / Diploma with 3+ years of experience for Digitizing
GIS based Digitizing
8. and Base Map Creation/Updation
Operator

 Graduate with Industry certification in Database

Database administration
9.
Administrator  5+ Years of Experience Database administrator for GIS based
projects

Post Implementation Team (full time 0nsite-dedicated resource)

Sr. Role Min. Qualification & Experience

 B.E. / B.Tech Computer Science / IT. + M.B.A.

1. Project Manager  8+ Years of total Experience; Min. 2+ years of relevant
Experience as Project Manager in GIS Projects
 B.E. / B.Tech. Computers Science / M.C.A.
2. Business Analyst
 4+ Years of Experience as a Business Analyst / System Analyst

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 Request for Proposal Commissioner of Geology & Mining

Sr. Role Min. Qualification & Experience

 B.E. / B.Tech. Computers Science / M.C.A.

Web based
3.  2+ Years of Experience as a programming for GIS based web
Programmers
Applications
Geologist /  Masters or Bachelors in Geography / Geological Sciences/
Mining Engineer Environmental Sciences/ Mining and Metallurgy from a
4.
/ Environmental reputed institute
Engineer  4+ Years of Experience Geology and GIS based Projects
 B.E. / B.Tech. Computers Science / M.C.A.
5. Testers
 2+ Years of Experience as a tester for GIS based Applications
 Graduate / Diploma with 3+ years of experience for Digitizing
GIS based Digitizing
6. and Base Map Creation/Updation
Operator

 Graduate with Industry certification in Database

Database administration
7.
Administrator  5+ Years of Experience Database administrator for GIS based
projects

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5. SECTION V – WORK COMPLETION & PAYMENT TERMS

The timelines for completion of the project is as mentioned below along with payment terms

Sr. Milestone Deliverables Timelines Payment

Terms *
1. WO / LOA / PO Acceptance on the Work Order / Date of issuance NIL
LOA / Purchase Order of Work Order /
LOA / Purchase
Order (T)*
2. Project Kick-Off Project Inception Report covering T + 2 Weeks
detailed project approach and NIL
plan with initial assessment data
and requirements from CGM (if
any)
3. Delivery & Installation Licenses delivery challan as well T + 6 Weeks 10% of the
of GIS platform as installation notes along with capital cost
licenses (only for other delivery data like media / as per
desktop based editing CD / DVD. section 11.3
and data creation) of this
document.
4. Mapping of Georeferenced lease, stockiest, T+ 24 weeks 10% of the
Exploration Maps, cadastral along maps capital cost
Leases both Major and superimposed with base map in as per
Minor, Stockiest enterprise GIS database with all section 11.3
Maps, Cadastral maps, required layers for 3 initial of this
Satellite base map for districts (decided by CGM) document.
3 initial Districts
5. System Requirement Submission and acceptance of a T+ 12 Weeks 10% of the
Specification for detailed System Requirement capital cost
customized GIS Specification document as per
application for CGM section 11.3
of this
document.
6. System Configuration, Conference room pilot demo of T +32 Weeks 10% of the
Development & the entire application. Sign off on capital cost
Integrations of the UAT of the developed solution as per
customized GIS by department designated section 11.3
application with UAT committee. of this
with Pilot data of 3 document.
Districts
7. Complete Mapping of Georeferenced lease, stockiest, T+42 Weeks 20% of the
Exploration Maps, cadastral along maps capital cost
Leases both Major and superimposed with base map in as per
Minor, Stockiest enterprise GIS database with all section 11.3
Maps, Cadastral maps, required layers entire region of this
Satellite base map as within the scope of work document.
per scope and finalized
volume by CGM.
8. Delivery & Installation Licenses delivery challan as well T+43 Weeks 10% of the
of GIS platform as installation notes along with capital cost

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 Request for Proposal Commissioner of Geology & Mining

Sr. Milestone Deliverables Timelines Payment

Terms *
licenses (for server other delivery data like media / as per
based / web based CD / DVD. section 11.3
GIS) of this
document.
9. Final UAT with Conference room pilot demo of T + 50 Weeks 10% of the
complete geospatial the entire application. Sign off on Capital
and non-spatial data the UAT of the developed solution cost as per
for the entire region as by department designated the section
per the scope of work committee. 11.3 Point 1
of this
document.
10. End User Training Session wise hand on training for T + 52 Weeks NIL
the department users. Training
Report to be delivered
11. System Go – Live Final delivery of GIS solution T + 54 Weeks 20% of the
with all login details, user Capital
manuals, and working GIS cost as per
application and enterprise GIS the section
setup. 11.3 Point 1
of this
document.
12. Maintenance & Regular maintenance, upgrades & Quarterly Equal % of
Support of the GIS changes requested as per the payments for 8 Operationa
Solution & other requirements of CGM. years (To be l cost as per
infrastructure calculated from section 11.3
CGM acceptance of this
Support & document
Maintenance of for 20
proposed GIS quarters
Solution) post go live
date.

1. The CGM shall certify actual implementation. The SI has to ensure proper hand-holding &
support of the system.
2. Vendor / Service Provider shall raise the component wise invoice as per the milestones
achieved as mentioned above in the payment schedule & submit the invoice to CGM.
3. CGM shall verify the Invoices raised against the milestone achieved & shall release the
payment.
4. CGM reserves the right to legally keep the payment on hold (indefinitely till quality restores)
subject to dissatisfaction of the quality been delivered against the agreed upon deliverables
of each milestone.
5. The SI’s request(s) for payment shall be made to CGM along with the 2 original copies of
invoice and necessary supporting documents / reports. The invoice should be in English.
6. Payment shall be made in Indian Rupees. The Payment will be subject to deductions like TDS
etc. as applicable.

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6. SECTION VI: SERVICE LEVEL AGREEMENT & PENALTY

CLAUSE

The purpose of this Service Level Agreement (hereinafter referred to as SLA) is to clearly define
the levels of service to be provided by the successful bidder to CGM for the duration of this
contract.

6.1. Definitions

 “Scheduled Maintenance Time” shall mean the time that the System is not in service
due to a scheduled activity as defined in this SLA. The scheduled maintenance time would
not be during “Business hours”. Further, scheduled maintenance time is planned
downtime with the prior permission of CGM.

 “Scheduled Operation Time” means the scheduled operating hours of the System for
the month. All scheduled maintenance time on the system would be deducted from the
total operation time for the month to give the scheduled operation time. The total
operation time for the systems and applications will be 24X7X365.

 “System or Application Downtime” means accumulated time during which the

System is totally inoperable within the Scheduled Operation Time but outside the
scheduled maintenance time and measured from the time CGM employees log a call with
the SI team of the failure or the failure is known to the SI from the availability
measurement tools to the time when the System is returned to proper operation.

 “Availability” means the time for which the services and facilities are available for
conducting operations on the CGM system including application and associated
infrastructure. Availability is defined as:

{(Scheduled Operation Time – System Downtime) / (Scheduled Operation

Time)} * 100%

 “Incident” refers to any event / abnormalities in the functioning of the Application

Services that may lead to disruption in normal operations of the System or Application
services.

6.2. Interpretations

 The business hours are 9:00 AM to 9:00 PM on all working days (Mon-Sat) excluding
Public Holidays or any other Holidays observed by CGM. The SI however recognizes the
fact that the CGM offices will require to work beyond the business hours on need basis.

 "Non-Business Hours" shall mean hours excluding “Business Hours”.

 16X7 shall mean hours between 08:00AM – 12:00 AM on all days of the week.

 The SLA parameters shall be monitored on a monthly basis as per the individual SLA
parameter requirements. However, if the performance of the system/services is degraded
significantly at any given point in time during the contract and if the immediate measures
are not implemented and issues are not rectified to the complete satisfaction of CGM or an

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agency designated by them, then the CGM will have the right to take appropriate
disciplinary actions including termination of the contract

 A Service Level violation will occur if the SI fails to meet Minimum Service Levels, to be
measured on a monthly basis, for a particular Service Level. Overall Availability and
Performance Measurements will be on a monthly basis for the purpose of Service Level
reporting. An “Availability and Performance Report” shall be provided by the SI / Selected
Bidder on monthly basis in the format finalized in consultation with CGM or any other
nominated agency by CGM.

 The monthly Availability and Performance Report will be deemed to be accepted by the
CGM upon review and signoff by the Nominated official from CGM, some of the Service
Levels will be assessed through audits or reports; as appropriate to be provided by the SI
on a monthly basis, in the formats accepted by CGM. The tools to perform the audit will
have to be provided by the SI. Audits will normally be done on regular basis or as required
by the CGM.

 The Post Implementation SLAs will start of the Operations and Maintenance Phase.
However, SLAs will be subject to being redefined, to the extent necessitated by field
experience at the CGM offices and the developments of technology practices globally. The
SLAs may be reviewed on an annual/bi-annual basis as the CGM decides after taking the
advice of the SI and other agencies. All the changes would be made by the CGM in
consultation with the SI.

 The SI is expected to provide the following service levels. In case these service levels cannot
be achieved as per the required standards, it shall result in a breach of contract and invoke
the penalty clause. Payments to the SI are linked to the compliance with the SLA metrics
laid down in the sections below. The penalties will be computed and calculated as per the
computation explained in the following sections

 Minimum uptime for the entire IT infrastructure along with the software application and
solutions is 99.9%. The uptime will be calculated based on the reports generated from SLA
monitoring tools that will be provided by the selected bidder on quarterly basis. And any
deduction in terms of penalties will be deducted from the quarterly invoice submitted by
the bidder.

6.3. Penalty for delay in project execution

 For any delay in the timelines mentioned in the RFP, CGM will charge penalty @ 0.5% of
the corresponding milestone value for first two weeks and 1.0% for all the subsequent
weeks or part thereof, subject to a maximum penalty cap of 10% of the respective
component cost

6.4.Penalty calculation

 The Penalty shall be calculated as and when the invoice is raised for a milestone by the SI
/ selected bidder.

 All penalties defined for O&M phase will be exclusive to each other and total penalty for
any of the quarter will not exceed more than 10% of quarterly payment. For

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 Request for Proposal Commissioner of Geology & Mining

Implementation phase penalties, the total penalties should not exceed 10% of the total
Capex cost payable to SI.

 Three consecutive quarterly deductions totaling to more than 25 % of the applicable

payment for the corresponding quarter will be deemed to be a sufficient condition for
termination.

 In the event of any of the above (two points) happening, CGM may at its discretion will
have right to terminate the contract as per the terms and Conditions of this RFP and Draft
contract Agreement.

 Planned Down-time (during non-working hours) is not considered for penalty calculation.
Bidder/ SI will have to take at least 3 days prior permission from CGM for the planned
down-time. Planned Down-time won’t be allowed for more than two times in a month.

6.5. SLA for Survey and Map Creation

Sr. Parameter Condition Penalty

1. DGPS ground Should be <0.3m. INR 5000/-for every

control point inaccurate point and a
accuracy resurvey. The penalty will be
charged to a maximum of
10% of the DGPS survey
milestone.
2. Map Digitization 100 % features to be digitized INR 5000/- for every missed
as per the approved data feature in the output map.
model. The penalty will be charged
to a maximum of 10% of the
map creation milestone.

6.6.SLA for Software Support

 Any patch released by the OEM needs to be applied to the corresponding product within 7
working days. Any delay in applying the patch will attract penalty of Rs. 2000/- per day.
 Any Software bug identified by CGM / Bidder/ SI’s service engineer, will be classified in types :
i. Critical: Having bearing on the day-to-day functioning of the respective system /
availability of application (full functionality or part functionality) for the CGM users
ii. Non-critical: Not-having bearing on the day-to-day functioning of the respective system
 In case of dispute between CGM and the successful Bidder with respect to classification of bugs
as Critical or Non-Critical, decision of the Commissioner, CGM, shall be final and binding on the
Successful Bidder.
 Resolution time & the penalty component for the bug fixing is given below (applicable on 24 * 7
basis):
Type of Bug bug / problem resolution time Penalty Amount

Critical 2 hours Rs. 2000/- (per hour)

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 Request for Proposal Commissioner of Geology & Mining

Rs. 2000/- per hour beyond 8 hours

1 hour if the bug / problem has re-
occurred within 7 days of the earlier
resolution Rs. 4000/- per hour beyond 24 hours

Rs. 500/- (per day)

3 working days
Rs. 2000/- per day beyond 7 days
Non-critical 1 working day if the bug / problem has
re-occurred within 15 days of the
earlier resolution Rs. 2000/- per day beyond 10 days

6.7. Response Time Performance Criteria

Response time: Response time is the time interval between the instant at which the LAN user at a
terminal enters a request for a response from the Database server and the instant at which the
response is received completely at the terminal.

LAN Users

User Activity (App Server to DB)

90% of cases All

Menu Navigation – To display the menu as per the defined

< 4 sec < 6 sec
user role and profile

Screen Opening – To display the selected data entry screen

< 4 sec < 6 sec
from the menu chosen

Field Navigation – To navigate between the data entry fields in

< 7 sec < 10 sec
the Screen

Look up response time – To display items from List of Values < 10 sec < 12 sec

Look up response time – To display the required GIS & map

< 10 sec < 15 sec
data

Screen Navigation – Time taken to navigate from one screen

(tab page) to another which does not involve processing in < 5 sec < 7 sec
earlier screen

Map Navigation- Time taken in map rendering with all visible

< 6 sec < 10 sec
layers (with scale dependency) on using navigation tools.

Transaction Commit – Response time taken to commit a

< 10 sec < 15 sec
simple transaction

Query Retrieval Response Time

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 Request for Proposal Commissioner of Geology & Mining

LAN Users

User Activity (App Server to DB)

90% of cases All

Simple query < 8 sec < 15 sec

Medium complexity query < 15 sec < < 20 sec

High Complexity query <20 sec < 30 sec

Reports Generation Response Time

Simple Report < 10 sec < 20 sec

Medium Complexity report < 45 sec < 90 sec

High Complexity report < 90 sec < 3 min

Non-adherence to the above-mentioned response time would be considered as a bug and

the penalty would be levied as per the table in section 6.7 for the non-resolution. Support
service shall be available 24 * 7

The successful bidder will have to maintain strict Privacy and confidentiality of all the data
it/its staff gets access to. Adequate provisions to be made to not to allow unrestricted access
to the data to people in the organization who have not got the necessary permissions.
Successful Bidder cannot sell or part with any data in any form. Penalty of Rs. 1,000/- to Rs.
100,000/- would be charged on default of this service condition. The exact amount of the
penalty will be decided by CGM based upon severity of the default.

The overall penalty cap will be 10% of the overall contract value.

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7. SECTION VII: ROLES & RESPONSIBILITIES OF

STAKEHOLDERS

It is suggested that this project would require a 2 tier structure to be followed with CGM at the top
tier being assisted by various committees. The SI would be the 2nd tier providing a complete support
system for successful execution of this project. However the final decision in this regard rests with
the CGM on level of engagements for SI.

7.1. Office of the commissioner of Geology & Mining (CGM)

 Receive and appraise proposals / suggestions from the SI for project implementation
 To form Project Management Group (PMG) for monitoring the implementation program
across the State.
 Ensure that the SI conducts a detailed BPR exercise while developing and implementing
the automated system.
 Assist in Organizational capacity building.
 Monitoring implementation, consolidation and approvals of AS-IS, BPR, Products, Case
studies etc.
 Identify the pilot departments/districts/offices and approve the project report for taking
up the Phase I for project implementation.
 Define the services/modules for Pilot project implementation as prescribed in the
selection criteria
 To enter into necessary agreements with SI for defining service levels for identified
services, ensuring service level adherence, implementation and sustainability of the pilot
project and subsequent state wide rollout.
 Work as driver for policy, regulatory and other relevant changes.
 Providing Financial Support as per the project requirements.
 Assist in providing Infrastructure and other support to the SI
 To organize for data entry of service records of all the employees

7.2. SI/Bidder:

 Provide close tie-ups with all the stakeholders in the Project at all levels, including field
level.
 Provide commitment and support to bring-in the process changes.
 Work closely with the different department officials, field agents, support agencies etc.
to undertake the field work, comprehend the requirements, document the observations
and redesign the processes by doing BPR of government administrative processes.
 Help build capacity for the staff and executive resources at all levels, by providing
necessary training and undertaking awareness campaigns. CGM and GIL would also
work closely with the Total Solution Provider for developing and customizing the
software and implementing the technical solutions.
 To provide services, IT resources, and capacity building for creation of ecosystem for
high adaptability of backend computerization and e-Governance initiatives as per
departments vision.
 Coordinate and facilitate interactions between the various stakeholders like CGM,
Administration officials, other instrument bidders and GIL, through its project
coordinators and mobile teams.

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 Request for Proposal Commissioner of Geology & Mining

 Preparation of Project Framework, including aspects like scalability, security,

manageability and integration features.
 Submit suggestions on Business Process Reengineering (BPR).
 Carrying out the field study in order to understand the requirements of the citizens,
existing delivery mechanism, levels of interfaces with the Governments, the
impediments and difficulties in accessing the services and information.
 Designing an efficient and effective end to end service delivery process.
 Understanding the capacity building requirements and help create a facility for
development of capacity.

For additional Details on the Roles and Responsibility of the SI please refer to Scope of work
section 4.

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8. SECTION VIII: GENERAL TERMS & CONDITIONS

8.1. Application

These general conditions shall apply to the extent that provisions in other parts of the
Contract do not supersede them. For interpretation of any clause in the RFP or Contract
Agreement, the interpretation of the CGM shall be final and binding on the SI.

8.2.Relationship between parties

Nothing mentioned herein shall be constructed as relationship of master and servant or of

principal and agent as between the ‘CGM’ and ‘the SI. The SI subject to this contract for
selection has complete charge of personnel, if any, performing the services under the Project
executed by CGM from time to time. The SI shall be fully responsible for the services
performed by them or on their behalf hereunder. CGM will allocate work/assignment to the
SI.

8.3.Standards of Performance

The SI shall give the services and carry out their obligations under the Contract with due
diligence, efficiency and economy in accordance with generally accepted professional
standards and practices. The SI shall always act in respect of any matter relating to this
contract as faithful advisor to CGM. The SI shall abide by all the provisions/Acts/Rules etc.
of Information Technology prevalent in the country as on the date of the requirements and
design submissions. The SI shall conform to the standards laid down in RFP in totality.

8.4. Delivery and Documents

As per the time schedule agreed between parties for specific projects given to the SI from
time to time, the SI shall submit all the deliverables on due date as per the delivery schedule.
No party shall, without the other party’s prior written consent, disclose contract, drawings,
specifications, plan, pattern, samples or other documents to any person other than an entity
employed by the affected party for the performance of the contract. In case of the
termination of the contact, all the documents prepared by the SI under this contract shall
become the exclusive property of CGM. The SI may retain a copy of such documents, but
shall not use anywhere, without taking permission, in writing, from CGM. CGM reserves
right to grant or deny any such request.

8.5. SI Personnel

The SI shall employ and provide such qualified and experienced personnel as may be
required to perform the services under the specified project as assigned by CGM. This is a
specialized domain of ‘e Governance’ and it is desirable from the SI to deploy the personnel,
who have adequate knowledge and experience in the domain related with this project. It is
mandatory that the SI shall hire the services of domain Specialists, to work on the Project
effectively.

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8.6. Applicable Law

Applicable Law means the laws and any other instruments having the force of law in India
as they may be issued and in force from time to time. The contracts shall be interpreted in
accordance with the laws of the Union of India and that of the State of Gujarat

8.7. Use of Contract Documents and Information

1. The SI shall not, without CGM’s prior written consent, disclose the Contract, or any provision
thereof, or any specification, plan, drawing, pattern, sample or information furnished by or
on behalf of the in connection therewith, to any person other than a person employed by the
SI in performance of the Contract. Disclosure to any such employed person shall be made in
confidence and shall extend to only as far as may be necessary for purposes of such
performance.
2. The SI shall not, without CGM’s prior written consent, make use of any document or
information except for purposes of performing the Contract.
3. Any document, other than the Contract itself, shall remain the property of CGM and shall be
returned (in all copies) to CGM on completion of the SI’s performance under the Contract if
so required by the CGM.

8.8. Governing Language

The Contract shall be written in English Language. English version of the Contract shall
govern its interpretation. All correspondence and other documents pertaining to the
contract, which are exchanged between the parties, shall be written in the English Language.
All submissions/documentations/manuals/codes shall be in English only except the user
manual.

8.9. Intellectual Property Rights

1. Deliverables created by Bidder specifically for CGM, Govt. of Gujarat and identified as such
in the relevant Scope of Work, the IPR of the same shall be the Exclusive property of CGM,
the ownership of the Application solution and the source code will solely lie with CGM,
Government of Gujarat.
2. While passing on the rights (license) of using any software/software tool, the Bidder shall
ensure that such rights are inclusive of the use of that software for development in addition
to deployment.
3. The software licenses supplied by Bidder shall be genuine, perpetual, full use and should
provide patches, fixes, security updates directly from the OEM at no additional cost to CGM
for the entire period of contract, in case of product. All the licenses and support should be in
the name of CGM from the date of procurement.
4. In the event of any claim asserted by a third party of infringement of copyright, patent,
trademark or industrial design rights arising from the use of the Goods or any part thereof
Request for Proposal (RFP), the Bidder shall act expeditiously to extinguish such claim. If
the Bidder fails to comply and CGM is required to pay compensation to a third party resulting
from such infringement, the Bidder shall be responsible for the compensation including all
expenses, court costs and lawyer fees. CGM will give notice to the Bidder of such claim, if it
is made, without delay where upon Bidder shall reimburse

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8.10. Exit Management Plan

 After completion of 5th year of Maintenance, CGM shall identify and propose its Information
Technology operations team to take over the Application maintenance activities from the
Service Provider (SP).

 The SP shall create a detailed plan for Capacity Building required at CGM to manage the
application and a Transition Plan (implemented over a minimum period of 1 year) to affect
the handover to CGM; and implement the same in collaboration with the CGM before the
completion of their engagement.

 The SP shall handover all the documents, source codes to CGM IT Team during the end of
the 3rd year of operations. This will include training and transfer of Intellectual Property,
Knowledge Transfer related to maintenance as per CGM’s requirement

 In case if CGM fails to identify and provide adequate IT Team members for taking the
handover of Application Maintenance, then based on mutual agreement, the Application
Maintenance contract may further be extended.

8.11. Inspection/Testing

Application

a) CGM or its representative shall have the right to inspect and/or to test the software or
work of the SI to confirm their conformity to the Contract specifications at no extra cost
to the CGM.
b) As per Govt. Of Gujarat circular dated 10th March 2006, the CGM applications must be
tested at EQDC, GIDC, Gandhinagar or at the location specified by CGM at the cost of
SI. The SI must factor in testing cost of such testing in their financial quote. The
different types of tests that has to be performed through EQDC are as mentioned below:

Functional Testing
Stress/Load testing
Performance testing

Application Security Audit

In addition to inspection & testing, the SI shall also be responsible to get application security
audited by CERT-In Empaneled application security Auditors at the cost of the SI and submit
the Security Audit Clearance Certificate issued by CERT-In Empaneled Security Auditors.
a) The SI must submit the test results to CGM.
b) Should any inspected or tested software fail to conform to the specifications, the CGM
may reject the software and the SI shall either replace/redevelop the rejected software
or make alterations necessary to meet specification requirements free of cost to CGM
Without any quality compromise on quality of technical, performance and security
aspects.
c) CGM’s right to inspect, test and, where necessary, reject the software / deliverable after
the software deployment at Project Site shall in no way be limited or waived by reason

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of the software previously been inspected, tested and passed by CGM for its
representative prior to the software deployment.
d) No clause in the RFP document releases the SI from any warranty or other obligations
under this Contract.
e) The inspection of the working of the developed software shall be carried out to check
whether the software is in conformity with the requirements described in the contract.
The tests will be performed after completion of installation and commissioning of all
the software at the site of installation. During the test run of software, no malfunction,
partial or complete failure of any module of software or bugs in the software is expected
to occur. All the software should be complete With requisite integration and no missing
modules/sections will be allowed. The SI shall maintain necessary logs in respect of
the result of the test to establish to the entire satisfaction of CGM, the successful
completion of the test specified. An average uptime efficiency of 99% for the duration
of test period shall be considered as satisfactory. On successful completion of
acceptability test and after CGM is satisfied with the working of the software on the,
the acceptance certificate of CGM will be issued. The date on which such certificate is
signed shall be deemed to be the date of successful commissioning of the software.
f) Before the Application modules are taken over by CGM, the SI shall supply operation
manuals and SI Testing Report. These shall be in such details as will enable CGM to
use the software as stated in the specifications. The documentation shall be in the
English/Gujarati language and in such form and numbers as stated in the contract
document. Unless and otherwise agreed, the software shall not be considered to be
complete for the purpose of taking over until such documentation has supplied to CGM.

8.12. Suspension

CGM may, by written notice to SI, suspend all payments to the SI hereunder if the SI fails to perform
any of its obligations under this contract including the carrying out of the services, provided that such
notice of suspension.
1. Shall specify the nature of failure.
2. Shall request the SI for remedy of such failure within a period not exceeding thirty (30)
days after receipt by the SI of such notice of failure.

8.13. Termination

Under the Contract, CGM may, by written notice terminate the SI in the following ways:
1. Termination by Default for failing to perform obligations under the Contract of if the quality
is not up to the specification or in the event of non-adherence to time schedule.
2. Termination for Convenience: CGM by written notice sent to the SI, may terminate the
Contract, in whole or in part, at any time for its convenience. The notice of termination shall
specify that the termination is for CGM’s convenience, the extent to which performance of
the SI under the Contract is terminated, and the date upon which such termination becomes
effective.
3. The software that is complete and ready for rendering / deployment within 30 days after the
SI’s receipt of notice of termination shall be accepted by CGM at the Contract terms and
prices. For the remaining services, CGM /GIL may elect:
4. To have any portion completed and delivered at the Contract terms and prices; and/or
5. To cancel the remainder and pay to the SI an agreed amount for partially completed software
and for software previously procured by the SI.
6. Termination for Insolvency: CGM /GIL may at any time terminate the Contract by giving
written notice to the SI, if the SI becomes bankrupt or otherwise insolvent. In this event,
termination will be without compensation to the SI, provided that such termination will not

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prejudice or affect any right of action or remedy which has accrued or will accrue thereafter
to CGM/GIL.
7. In all the three cases termination shall be executed by giving written notice to the SI. Upon
termination of the contract, payment shall be made to the SI for:
a. Services satisfactorily performed and reimbursable expenditures prior to the
effective date of termination
b. Any expenditure actually and reasonably incurred prior to the effective date of
termination
8. No consequential damages shall be payable to the SI in the event of such termination.

8.14. Termination for Default

1. The Purchaser may, without prejudice to any other remedy for breach of contract, by written
notice of default sent to the Bidder, terminate the Contract in whole or part:
2. if the bidder fails to deliver any or all of the product as per the delivery schedule including
installation, Final acceptance test & commissioning mentioned in the bid, or within any
extension thereof granted by the Purchaser or
3. if the Bidder fails to perform any other obligation(s) under the Contract/Purchase order.
4. If the Bidder, in the judgment of the Purchaser has engaged in corrupt or fraudulent practices
in competing for or in executing the Contract.

8.15. Fraud & Corruption

CGM requires that SI selected through this RFP must observe the highest standards of ethics
during the performance and execution of such contract. In pursuance of this policy, CGM:
1. Defines, for the purposes of this provision, the terms set forth as follows:
a. “Corrupt practice” means the offering, giving, receiving or soliciting of anything
of value to influence the action of CGM or any personnel of Department in
contract executions.
b. "Fraudulent practice" means a mis-presentation of facts, in order to influence a
procurement process or the execution of a contract, to CGM, and includes
collusive practice among bidders (prior to or after Proposal submission)
designed to establish Proposal prices at artificially high or non-competitive
levels and to deprive CGM of the benefits of free and open competition.
c. “Unfair trade practices” means supply of services different from what is ordered
on, or change in the Scope of Work which was given by the CGM in Section 3.
d. “Coercive Practices” means harming or threatening to harm, directly or
indirectly, persons or their property to influence their participation in the
execution of contract.
2. Will reject a proposal for award, if it determines that the bidder recommended for award
by CGM to having been engaged in corrupt, fraudulent or, unfair trade practices and
coercive practices.
3. Will declare a SI ineligible, either indefinitely or for a stated period of time, for awarding
the contract, if it at any time determines that the SI has engaged in corrupt, fraudulent
and unfair trade practice in competing for, or in executing the contract.

8.16. Force Majeure

1. Notwithstanding anything contained in the RFP, the SI shall not be liable for liquidated
damages or termination for default, if and to the extent that, it’s delay in performance or
other failures to perform its obligations under the agreement is the result of an event of Force
Majeure.

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2. For purposes of this clause “Force Majeure” means an event beyond the control of the SI and
not involving the SI’s fault or negligence and which was not foreseeable. Such events may
include wars or revolutions, fires, floods, epidemics, quarantine restrictions and freight
embargos. The decision of the CGM regarding Force Majeure shall be final and binding on
the SI.
3. If a Force Majeure situation arises, the SI shall promptly notify to the CGM in writing, of
such conditions and the cause thereof. Unless otherwise directed by the CGM in writing, the
SI shall continue to perform its obligations under the agreement as far as reasonably
practical, and shall seek all reasonable alternative means for performance not prevented by
the Force Majeure event.

8.17. Payments in case of Force Majeure

1. During the period of their inability of services as a result of an event of Force Majeure, the
SI shall be reimbursed for additional costs reasonably and necessarily incurred by them
during such period purposes for the purpose of the services and in reactivating the service
after the end of such period. During this services restoration period, SI shall not be eligible
for agreed upon contract payment terms. The contract payment terms shall be brought
into effect once SI restores delivery of contractual based services to CGM.

8.18. Termination for Insolvency

1. The Department may at any time terminate the contract by giving written notice to the
bidder(s), if the bidder(s) becomes bankrupt or otherwise insolvent. In this event,
termination will be without compensation to the bidder(s), provided that such
termination will not prejudice or affect any right of action or remedy which has accrued
or will accrue thereafter to the Department. Bidder agrees to handover all requisite data
in terms of code, documents, etc. along with requisite to CGM identified team in this case.

8.19. Resolution of Disputes

If any dispute arises between parties, then there would be two ways for resolution of the
dispute under the Contract.
Amicable Settlement
Performance of the contract is governed by the terms the conditions of the contract, however
at times dispute may arise about any interpretation of any term or condition of contract
including the Schedule of Requirement, the clauses of payments etc. In such a situation
disputes arising between parties are out of contract, either party of the contract may send a
written notice of dispute to the other party. The party receiving the notice of dispute will
consider the notice and respond to it in writing within 30 days after receipt. If that party fails
to respond within 30 days, or the dispute cannot be amicably settled within 60 days following
the response of that party, then clause8.18 shall become applicable. Amicable settlement
clause shall be only applicable in case of dispute is arising out of contract. The said clause
shall not be applicable in the case of cyber-crimes and any other type of security breach
relating to PHI carried out by either bidder organization itself or its employees.

Resolution of Disputes
In the case dispute arising between the parties in the contract, which has not been settled
amicably, any party can refer the dispute for Arbitration under (Indian) Arbitration and
Conciliation Act, 1996. Such disputes shall be referred to Arbitral Tribunal as prescribed by
Ministry of Law, Government of India. The Indian Arbitration and Conciliation Act, 1996

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and any statutory modification or reenactment thereof, shall apply to these arbitration
proceedings.

Arbitration proceedings will be held in India at Gandhinagar and the language of the
arbitration proceeding and that of all documents and communications between the parties
shall be in English. The decision of the majority of arbitrators shall be final and binding upon
both the parties. All arbitration awards shall be in writing and shall state the reasons for the
award. The expenses of the arbitration as determined by the arbitrators shall be shared
equally between the two parties. However, the expenses incurred by each party in connection
with the preparation, presentation shall be borne by the party itself. Arbitration clause shall
be only applicable in case of dispute is arising out of contract. The said clause shall not be
applicable in the case of cyber-crimes and any other type of confidentiality/security breach
relating to PHI carried out by either bidder organization itself or its employees. Both the
parties agree the jurisdiction of Adjudicating Authority, Gujarat state and Cyber Appellate
Tribunal, New Delhi under Information Technology Act, 2000 (including any amendments
therein) in case of any contraventions, security and confidentiality breaches.

8.20. Arbitration

1. Arbitration proceedings will be held in India at Gandhinagar and the language of the
arbitration proceeding and that of all documents and communications between the parties
shall be in English.
2. The decision of the majority of arbitrators shall be final and binding upon both the parties.
3. All arbitration awards shall be in writing and shall state the reasons for the award.
4. The expenses of the arbitration as determined by the arbitrators shall be shared equally
between the two parties. However, the expenses incurred by each party in connection with
the preparation, presentation shall be borne by the party itself.

8.21. Contract Period

The contract period is of 9 years. However the Department will take the review on all the
activities carried out, performance reports submitted by bidder after the completion of 8
Years. The SI agrees that in any case SI shall not terminate the contract. However, the
department reserves a right to terminate the contract by sending a notice to the bidder in the
events of non-performance, security violations and non-compliance and other professionally
undesirable circumstances.

8.22. Agreement Amendments

No variation in or modification of the terms of the agreement shall be made except by written
amendment signed by both the parties. However, Department shall, as the situation
warrants, in consultation and agreement with bidder shall make major additions to the scope
and agree for suitable payments. SI needs to agree upon the time frame set by CGM for
implementation of amendments.

8.23. Limitation of Liability

In no event shall either party be liable for any indirect, incidental, consequential, special or
punitive loss or damage including but not limited to loss of profits or revenue, loss of data,
even if the party shall have been advised of the possibility thereof. In any case, the aggregate
liability of the bidder, whatsoever and howsoever arising, whether under the contract, tort or
other legal theory, shall not exceed the total charges received as per the Contract, as of the

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date such liability arose, from the Purchaser, with respect to the goods or services supplied
under this Agreement, which gives rise to the liability.

8.24. Severability

If any term, clause or provision of the agreement shall be judged to be invalid for any reason
whatsoever such invalidity shall not affect the validity or operation of any other term, clause
or provision of the agreement and such invalid term clause or provision shall be deemed to
have been deleted from the agreement and if the invalid portion is such that the remainder
cannot be sustained without it, both parties shall enter into discussions to find a suitable
replacement to the clause that shall be legally valid.

8.25. Maintenance service including Warranty Support:

Free maintenance services including Warranty support shall be provided by the Bidder
during the contract period without altering the terms.

8.26. Taxes and Duties

The SI shall fully familiarize themselves about the applicable GST and other applicable taxes
on amount payable by CGM under the contract. The SI shall pay such domestic tax, duties,
fees and other impositions (wherever applicable) levied under the applicable law.
The billing should be done in Gujarat only.

8.27. Legal Jurisdiction

All legal disputes between the parties shall be subject to the jurisdiction of the courts situated
in Gandhinagar/Ahmedabad of Gujarat only.

8.28. Notice

Any notice, request or consent required or permitted to be given or made pursuant to this
contract shall be in writing. Any such notice request or consent shall be deemed to have been
given or made when delivered in person to an authorized representative of the party to whom
the communication is addressed, or when sent to such party at the address mentioned in the
project specific Contract Agreement.

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9. SECTION: IX ANNEXURES

9.1. Pre-Qualification Documents Checklist

Sr. Documents to be submitted Submitted Documentary

(Y / N) Proof (Page
No.)
1. DD of tender fee (in separate envelop)
2. EMD
3. Bid Cover Letter
4. Power of Attorney/board resolution to the authorized
signatory of the RFP
5. Copy of certificate of incorporation (in case of a
consortium all the members have to submit) (Form
PQ_2)
6. Power of Attorney for lead bidder of consortium (Form
PQ_3) (applicable in case of a consortium)
7. Consortium Agreement with clearly defined roles and
responsibilities of each consortium partner (applicable in
case of a consortium)
8. Certificate from the statutory auditor/CA clearly
specifying the net worth of the company for last three
financial years 2016-17, 2015-16, 2014-15 (Form PQ_4, in
case of a consortium all the members have to submit)
9. Certificate from the statutory auditor/ CA specifying the
overall annual turnover for last three financial years
2015-16, 2016-17, 2017-18 (Form PQ_4, PQ_5, in case of
a consortium all the members have to submit)
10. Technically qualified full-time professionals (Form PQ_6)
(in case of a consortium all the members have to submit)
11. Certificate from the statutory auditor/ CA clearly
specifying the annual turnover from GIS based services
and GIS based Projects 2015-16, 2016-17, 2017-18
(Form PQ_7, in case of a consortium all the members
have to submit)
12. Details of the projects executed (Form PQ_8A and
PQ_8B) along with work orders and completion
certificate from client
13. Undertaking for the manpower to be deployed on the
project (Form PQ_9)
14. Declaration that the firm is not blacklisted by Central
Government or any State Government organization/
department in India at the time of submission of the bid

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 Request for Proposal Commissioner of Geology & Mining

Sr. Documents to be submitted Submitted Documentary

(Y / N) Proof (Page
No.)
(Form PQ_10, in case of a consortium all the members
have to submit)
15. Copy of the audited profit & loss statements for last three
financial years 2015-16, 2016-17, 2017-18 (in case of a
consortium all the members have to submit)
16. Copy of valid GST registration
17. Copy of PAN card along with documentary proof of
Income Tax returns for the last three financial years i.e.
2015-16, 2016-17, 2017-18 (in case of a consortium all the
members have to submit).
18. Performance Security form

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9.2. FORM: Bid Cover Letter

<<To be printed on Lead Bidder Company’s Letterhead and signed by Authorized Signatory>>

Date: DD/MM/YYYY
To,
DGM-Tech, GIL

Subject: “Survey, Base Map creation and Implementation, post Implementation of Enterprise GIS
Application for the office of the Commissioner of Geology and Mining”.

Reference: Tender No: <No> dated <DD/MM/YYYY>

Dear Sir,

Having examined the Bid document (and the clarification / corrigendum issued thereafter, if any),
the receipt of which is hereby duly acknowledged, we, the undersigned, offer to provide the
professional services as required and outlined in the Bid document for the Survey, Base Map creation
and Implementation, post Implementation of Enterprise GIS Application for the office of the
Commissioner of Geology and Mining. We attach hereto our responses to pre-qualification
requirements and technical and commercial proposals as required by the Bid document. We confirm
that the information contained in these responses or any part thereof, including the exhibits, and
other documents and instruments delivered or to be delivered to the office of the CGM, is true,
accurate, verifiable and complete. This response includes all information necessary to ensure that the
statements therein do not in whole or in part mislead office of the CGM in its shortlisting process.

We fully understand and agree to comply that on verification, if any of the information provided here
is found to be misleading the selection process, we are liable to be dismissed from the selection
process or termination of the contract during the project, if selected to do so.

We agree for unconditional acceptance of all the terms and conditions set out in the Bid document
(and subsequent clarification/corrigendum, if any) document and also agree to abide by this tender
response for a period of 180 days from the Bid Opening Date. We hereby declare that in case the
contract is awarded to us, we shall submit the contract performance guarantee bond in the form
prescribed the Bid document.

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.

Yours sincerely,
_________________________________________
Signature of Authorized Signatory (with official seal)
Name :
Designation :
Address :
Telephone & Fax :
E-mail Address :

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9.3. PQ_1 Format of Earnest Money Deposit in the form of Bank Guarantee

Ref: Bank Guarantee No.

Date:

To,
DGM (Technical)
Gujarat Informatics Limited
8th Floor, Block -1, Udyog Bhavan,
Sector - 11, Gandhinagar - 382017
Gujarat, India

Whereas ------------------------------------------------------------ (here in after called "the Bidder") has

submitted its bid dated ---------------- in response to the Tender no: <> for Survey, Base Map
creation and Implementation, post Implementation of Enterprise GIS Application, for the Office of
the Commissioner of Geology and Mining, Gandhinagar KNOW ALL MEN by these presents that WE
--------------------------------------------------------------- --------------------------------------------------
having our registered office at ------------ ----------------------- ---------------------------- (hereinafter
called "the Bank") are bound unto the ______________( hereinafter called” date of validity of
BG”), to Gujarat Informatics Limited in the sum of ---------------------- for which payment well and
truly to be made to Gujarat Informatics Limited , the Bank binds itself, its successors and assigns by
these presents. Sealed with the Common Seal of the said Bank this --------------day of -----------------
------ ----2015.

THE CONDITIONS of this obligation are:

1. The E.M.D. may be forfeited:

a. if a Bidder withdraws its bid during the period of bid validity
b. Does not accept the correction of errors made in the tender document;
c. In case of a successful Bidder, if the Bidder fails:
(i) To sign the Contract as mentioned above within the time limit stipulated by purchaser
or
(ii) To furnish performance bank guarantee as mentioned above or
(iii) If the bidder is found to be involved in fraudulent practices.
(iv)If the bidder fails to submit the copy of purchase order & acceptance thereof.

We undertake to pay to the GIL/Purchaser up to the above amount upon receipt of its first written
demand, without GIL/ Purchaser having to substantiate its demand, provided that in its demand
GIL/ Purchaser will specify that the amount claimed by it is due to it owing to the occurrence of any
of the abovementioned conditions, specifying the occurred condition or conditions.

This guarantee will remain valid up to 9 months from the last date of bid submission. The Bank
undertakes not to revoke this guarantee during its currency without previous consent of the
OWNER/PURCHASER and further agrees that if this guarantee is extended for a period as mutually
agreed between bidder & owner/purchaser, the guarantee shall be valid for a period so extended
provided that a written request for such extension is received before the expiry of validity of
guarantee.

The Bank shall not be released of its obligations under these presents by any exercise by the
OWNER/PURCHAER of its liability with reference to the matters aforesaid or any of them or by

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 Request for Proposal Commissioner of Geology & Mining

reason or any other acts of omission or commission on the part of the OWNER/PURCHASER or
any other indulgence shown by the OWNER/PURCHASER or by any other matter or things.

The Bank also agree that the OWNER/PUCHASER at its option shall be entitled to enforce this
Guarantee against the Bank as a Principal Debtor, in the first instance without proceeding against
the SELLER and not withstanding any security or other guarantee that the OWNER/PURCHASER
may have in relation to the SELLER’s liabilities.

Dated at _______________ on this _________ day of ___________201.

____________________

Signed and delivered by

_____________________

For & on Behalf of

Name of the Bank & Branch &

Its official Address

Approved Bank: All Nationalized Bank including the public sector bank or Private
Sector Banks or Commercial Banks or Co-Operative & Rural Banks (operating in India
having branch at Ahmedabad/ Gandhinagar) as per the G.R. no.
EMD/10/2016/328/DMO dated 01.05.2017 issued by Finance Department or further
instruction issued by Finance department time to time.

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 Request for Proposal Commissioner of Geology & Mining

9.4.PQ_2 Bidder Information Format

<To be printed on Lead Bidder Company’s Letterhead and signed by Authorized Signatory>

To,
DGM-Tech, GIL

Subject: “Survey, Base Map creation and Implementation, post Implementation of Enterprise GIS
Application, for the Office of the Commissioner of Geology and Mining, Gandhinagar”.

Dear Sir,
Please find below details of lead bidder and other consortium members for participation in “Survey,
Base Map creation and Implementation, post Implementation of Enterprise GIS
Application, for the Office of the Commissioner of Geology and Mining, Gandhinagar” tender.

NOTE: To be filled for the lead bidder and each consortium member.
Bidder Information Sheet

Sr. Particulars Lead Consortium

Bidder Member 1/2 /3
(Separate
columns)
1. Name of the Organization
2. Type of Organization (Pvt. Ltd./Public
Limited/LLP)
3. Country of Registered Office
4. Address of Registered Office
5. Company Registration Details
6. Date of Registration
7. Details of any Global Certifications (ISO/ ITIL/
CMMi etc.) (please attach relevant certificates)
8. PAN/ Equivalent
9. VAT/ Equivalent
10. Address of Registered Office in India
11. No. of Years of Operation in India
12. Stake in Consortium (%)
13. Authorized Signatory Name
14. Authorized Signatory Designation
15. Authorized Signatory Contact Details

Yours sincerely,

__________________________
Signature of Authorized Signatory (with official seal)

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Name :
Designation :
Address :
Telephone & Fax :
E-mail Address :

Note: To be submitted with any other supporting details specified as document proof in Section 5.1.

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 Request for Proposal Commissioner of Geology & Mining

9.5. PQ_3: Power of Attorney for Lead Member of Consortium (In case of
Consortium)

Whereas the office of the CGM has invited applications from interested parties for the “Survey,
Base Map creation and Implementation, post Implementation of Enterprise GIS
Application, for the Office of the Commissioner of Geology and Mining, Gandhinagar”.

Whereas ________________________________ and

____________________________ (Collectively “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 (RFP document) 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 ______________________,
M/s ______________________ having our registered office at ______________________,
(hereinafter collectively referred to as the “Principals”) do hereby irrevocably designate, nominate,
constitute, appoint and authorize 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”). We hereby irrevocably authorize the Attorney (with power to sub-delegate) 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 concession/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 pre-qualification of the Consortium and
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 office of the CGM, and/ or any other Government 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 Concession Agreement is entered into with the office of the CGM.

AND hereby agree to ratify and confirm and do hereby ratify and confirm all acts, deeds and things
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.

IN WITNESS WHEREOF WE THE PRINCIPALS ABOVE NAMED HAVE EXECUTED THIS POWER
OF ATTORNEY ON THIS ___________ DAY OF ___________, 20___

For _____________________
(Signature)
_____________________
(Name & Title)

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 Request for Proposal Commissioner of Geology & Mining

For _____________________
(Signature)
_____________________
(Name & Title)

For _____________________
(Signature)
_____________________
(Name & Title)

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 Bidder should submit for verification the extract of the charter
documents and documents such as a board or shareholders’ 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.
 For a Power of Attorney executed and issued overseas, the document will also have to be
legalized by the Indian Embassy and notarized in the jurisdiction where the Power of
Attorney is being issued. However, the Power of Attorney provided by Bidders from
countries that have signed The Hague Legislation Convention, 1961 are not required to be
legalized by the Indian Embassy if it carries a conforming Apostille certificate.

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 Request for Proposal Commissioner of Geology & Mining

9.6.PQ_4: Auditor’s Certificate for Net worth of Bidder and Consortium

Members

Date: DD/MM/YYYY

To,
DGM-Tech, GIL

Dear Sir,

This is to certify that the Net Worth as per books and records of
___________________________ for the following financial years are as under.

NOTE: To be filled for the lead bidder and each consortium member.

Sr. Financial Year Ending Net Worth (in INR Crores)

1. 31 March 2015
2. 31 March 2016
3. 31 March 2017
Average Turnover

I further certify that I am competent officer in my company to make this declaration.

Yours sincerely,

__________________________________________
Signature of Authorized Signatory (with official seal)
Name :
Designation :
Address :
Telephone & Fax :
E-mail Address :

Note: To be submitted with any other supporting details specified as document proof in Section
5.1.

Government of Gujarat Confidential 77 of 119

 Request for Proposal Commissioner of Geology & Mining

9.7. PQ_5: Bidder’s and Consortium Members’ Overall Annual Turnover

<To be printed on Lead Bidder Company’s Letterhead and signed by Authorized Signatory>

Date: DD/MM/YYYY

To,
DGM-Tech, GIL

Subject: “Survey, Base Map creation and Implementation, post Implementation of Enterprise GIS
Application for the office of the Commissioner of Geology and Mining”.

Dear Sir,

I have carefully gone through the Terms & Conditions contained in the RFP document for “Survey,
Base Map creation and Implementation, post Implementation of Enterprise GIS
Application for the office of the Commissioner of Geology and Mining”. I hereby declare
that below are the details regarding Overall Turnover for our organization as well as the Turnover of
consortium members for last 3 financial years.

Sr. Details FY 2015-16 FY 2016-17 FY 2017-18 Average Turnover

(in INR
(in INR (in INR [(i)+(ii)+(iii)/3]
Crores)
Crores) (i) Crores) (ii)
(iii)
1. Overall Annual
Turnover -
Lead Bidder
2. Overall Annual
Turnover -
Consortium
Member 2

Contact details of officials for future correspondence regarding the bid process:

Details Authorized Signatory Secondary

Contact
Name
Title
Company Address
Mobile
Fax

I further certify that I am competent officer in my company to make this declaration.

Yours sincerely,

__________________________________________

Government of Gujarat Confidential 78 of 119

 Request for Proposal Commissioner of Geology & Mining

Signature of Authorized Signatory (with official seal)

Name :
Designation :
Address :
Telephone & Fax :
E-mail Address :

Note: To be submitted with any other supporting details specified as document proof in Section
5.1.

Government of Gujarat Confidential 79 of 119

 Request for Proposal Commissioner of Geology & Mining

9.8. PQ_6 Undertaking for Technically Qualified Full-time Professionals

on Company's Payroll

<<To be printed on Company’s Letterhead and signed by Authorized Signatory>>

Date: DD/MM/YYYY

To,
DGM-Tech, GIL

Dear Sir,
I have carefully gone through the Terms & Conditions contained in the RFP document for “Survey,
Base Map creation and Implementation, post Implementation of Enterprise GIS
Application”. I hereby declare that my company <company’s name> has <number > technically
qualified professionals as on 31 August 2017.

NOTE: To be filled for the lead bidder and each consortium member.

Using the format below, please provide the summary information on the profiles you propose to
include for evaluation and the roles they are expected to play in the project:
Sr. Name of the Current Role Qualifications Total Certifications
Resource Experience (in (e.g., PMP or ITIL
years) or TOGAF or
CCNP etc.)
1.
2.
3.

I further certify that I am competent officer in my company to make this declaration.

Yours sincerely,

__________________________________________
Signature of Authorized Signatory (with official seal)
Name :
Designation :
Address :
Telephone & Fax :
E-mail Address :

Government of Gujarat Confidential 80 of 119

 Request for Proposal Commissioner of Geology & Mining

9.9.PQ_7: Auditor’s Certificate for Turnover of Bidder/Consortium

Members from GIS based projects

Date: DD/MM/YYYY

To,
DGM-Tech, GIL

Dear Sir,

This is to certify that the Annual Turnover, from GIS based projects (# as defined in PQ), as per books
and records of _________________________ for the following financial years are as under.

NOTE: To be filled for the lead bidder and each consortium member.

Sr. Financial Year Ending Annual Turnover (in INR

Crores)
1. 31 March 2016
2. 31 March 2017
3. 31 March 2018
Average Turnover

I further certify that I am competent officer in my company to make this declaration.

Yours sincerely,

__________________________________________
Signature of Authorized Signatory (with official seal)
Name :
Designation :
Address :
Telephone & Fax :
E-mail Address :

Note: To be submitted with any other supporting details specified as document proof in Section 5.1

Government of Gujarat Confidential 81 of 119

 Request for Proposal Commissioner of Geology & Mining

9.10. PQ_8A: Experience of Implementing GIS based Projects

<<To be printed on Company’s Letterhead and signed by Authorized

Signatory>>
Date: DD/MM/YYYY

To,
DGM-Tech, GIL

Dear Sir,

I have carefully gone through the Terms & Conditions contained in the RFP document for “Survey,
Base Map creation and Implementation, post Implementation of Enterprise GIS
Application for the office of the Commissioner of Geology and Mining”. I hereby declare
that below are the details regarding relevant work that has been taken up by our company and all the
consortium members. Every project should have a separate form with its respective details filled.

NOTE: To be filled separately for each project undertaken by the lead bidder and consortium
members.

Name of the Project Lead Bidder

Project Project Project - Project n
1 2 3
General Information

Client for which the project was executed

Name of the client contact person(s)
Designation of client contact person(s)
Contact details of the client contact
person(s)
Project Details
Description of the project
Scope of work of the bidder
Deliverables of the bidder
Technologies used
Outcomes of the project
Other Details
Total cost of the project
Total cost of the services provided by the
bidder
Duration of the project (number of
months, start date, completion date,
current status)

Government of Gujarat Confidential 82 of 119

 Request for Proposal Commissioner of Geology & Mining

Name of the Project Lead Bidder

Project Project Project - Project n
1 2 3
Other relevant information <for each
type of project>
Mandatory Supporting Documents
Work Order/Contract for the project
Completion certificate/Client certificate
giving present status of the project and
view of the quality of services by the
bidder

Name of the Project Consortium Member

Project 1 Project n
General Information
Client for which the project was executed
Name of the client contact person(s)
Designation of client contact person(s)
Contact details of the client contact person(s)
Project Details
Description of the project
Scope of work of the bidder
Deliverables of the bidder
Technologies used
Outcomes of the project
GIS Elements
GIS specific scope within the project
GIS deliverables of the bidder
GIS platforms, technologies used
Other Details
Total cost of the project
Total cost of the services provided by the bidder
Duration of the project (number of months,
start date, completion date, current status)
Other relevant information <for each type of
project>

Government of Gujarat Confidential 83 of 119

 Request for Proposal Commissioner of Geology & Mining

Mandatory Supporting Documents

Work Order/Contract for the project
Client certificate giving present status of the
project and view of the quality of services by the
bidder

I further certify that I am competent officer in my company to make this declaration.

Yours sincerely,

__________________________________________
Signature of Authorized Signatory (with official seal)
Name :
Designation :
Address :
Telephone & Fax :
E-mail Address :

Note: To be submitted with any other supporting details specified as document proof in Section
5.1.

Government of Gujarat Confidential 84 of 119

 Request for Proposal Commissioner of Geology & Mining

9.11. PQ_8B FORM: Performance Statement

For each project, please provide a profile, based on the following template. The profile for single
project must not exceed one page.

Sr. Information Sought Details

Customer Information
1 Customer Name
Name of the contact person from the client
organization who can act as a reference with
contact coordinates
Name
2 Designation
Address
Phone Number
Mobile Number
Email ID
Project Details
3 Project Title
4 Start Date / End Date
5 Current Status (In Progress / Completed)
Number of responding firm’s staff deployed
6
on this project (peak time)
Value of the Project
7 Order value of the project (in rupees lakhs)
Narrative description of project: (Highlight
the components / services involved in the
8
project that are of similar nature to the
project for which this Tender is floated
Description of actual services provided by
the responding firm within the project and
9 their relevance to the envisaged
components / services involved in the
project for which this RFP is floated
Description of the key areas where
10 significant contributions are made for the
success of the project
Order Copies & Performance Certificate
11 received from Client is attached with this
statement

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 Request for Proposal Commissioner of Geology & Mining

9.12. PQ_9: Undertaking for Details of Deployment Plan

<<To be printed on Company’s Letterhead and signed by Authorized Signatory>>

Date: DD/MM/YYYY

To,
DGM-Tech, GIL

Subject: “Survey, Base Map creation and Implementation, post Implementation of Enterprise GIS
Application for the office of the Commissioner of Geology and Mining”.

Dear Sir,

I have carefully gone through the Terms & Conditions contained in the RFP document for “Survey,
Base Map creation and Implementation, post Implementation of Enterprise GIS
Application for the office of the Commissioner of Geology and Mining”. I hereby declare
that the following development plan based deputation of resources will be done during the project.

NOTE: To be filled separately by the lead bidder and each consortium member.
Deployment Plan
Name of Proposed Proposed Man month
Phase resource Role Duration Cost
1)
Requirement 2)
Gathering 3)
4)
1)
2)
Development
3)
4)
1)
2)
Testing
3)
4)
1)
2)
Implementation
3)
4)
1)
2)
Maintenance
3)
4)

I further certify that I am competent officer in my company to make this declaration.

Yours sincerely,

__________________________________________
Signature of Authorized Signatory (with official seal)
Name :

Government of Gujarat Confidential 86 of 119

 Request for Proposal Commissioner of Geology & Mining

Designation :
Address :
Telephone & Fax :
E-mail Address :

Note: To be submitted with any other supporting details specified as document proof in Section 7.22.

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 Request for Proposal Commissioner of Geology & Mining

9.13. PQ_10 FORM : Self-Declaration

(TO BE SUBMITTED PHYSICALLY)

AFFIDAVIT

(To be submitted IN ORIGINAL on Non-Judicial Stamp Paper of Rs 100/- duly attested by First
Class Magistrate/ Notary public)

I/We, ___________________________, age______ years residing at ______________________

in capacity of _______________________M/s. ___________________________________
hereby solemnly affirm that

All General Instructions, General Terms and Conditions, as well as Special Terms & Conditions laid down on
all the pages of the Tender Form, have been read carefully and understood properly by me which are completely
acceptable to me and I agree to abide by the same.

I/We have submitted following Certificates I Documents for T.E. as required as per General Terms &
Conditions as well as Special Terms & Conditions of the tender

Sr. Name of the Document

1
2

All the Certificates I Permissions I Documents I Permits I Affidavits are valid and current as on date and have
not been withdrawn I cancelled by the issuing authority.

It is clearly and distinctly understood by me that the tender is liable to be rejected if on scrutiny at any time,
any of the required Certificates I Permissions I Documents I Permits I Affidavits is I are found to be invalid I
wrong I incorrect I misleading I fabricated I expired or having any defect.

I/We further undertake to produce on demand the original Certificate I Permission I Documents I Permits for
verification at any stage during the processing of the tender as well as at any time asked to produce.

I/We also understand that failure to produce the documents in "Prescribed Proforma" (wherever applicable)
as well as failure to give requisite information in the prescribed Proforma may result in to rejection of the
tender.

My I/ Our firm has not been banned I debarred I black listed at least for three years (excluding the current
financial year) by any Government Department I State Government I Government of India I Board I
Corporation I Government Financial Institution in context to purchase procedure through tender.

We confirm that I/We have meticulously filled in, checked and verified the enclosed documents I certificates
I permissions I permits I affidavits I information etc. from every aspect and the same are enclosed in order (i.e.
in chronology) in which they are supposed to be enclosed. Page numbers are given on each submitted
document. Important information in each document is "highlighted" with the help of "marker pen" as required.

The above certificates/ documents are enclosed separately and not on the Proforma printed from tender
document.

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 Request for Proposal Commissioner of Geology & Mining

I We say and submit that the Permanent Account Number (PAN) given by the Income Tax Department
is ____________________, which is issued on the name of ___________________________
[Kindly mention here either name of the Proprietor (in case of Proprietor Firm) or name of the tendering firn;1,
whichever is applicable].

I/We understand that giving wrong information on oath amounts to forgery and perjury, and I/We am/are
aware of the consequences thereof, In case any information provided by us are found to be false or incorrect,
you have right to reject our bid at any stage including forfeiture of our EMD/PBG/cancel the award of contract.
In this event, this office reserves the right to take legal action on me/us.

I / We have physically signed &stamped all the above documents along with copy of tender documents (page
no. ---- to --).

We hereby confirm that all our quoted items meet or exceed the requirement and are absolutely compliment
with specification mentioned in the bid document.

My I/ Our Company has not filed any Writ Petition, Court matter and there is no court matter filed by State
Government and its Board Corporation, is pending against our company .

I / We hereby commit that we have paid all outstanding amounts of dues/taxes/cess/charges/fees with interest
and penalty.

In case of breach of any tender terms and conditions or deviation from bid specification other than already
specified as mentioned above, the decision of Tender Committee for disqualification will be accepted by us.

Whatever stated above is true and correct to the best of my knowledge and belief.

Date: Stamp & Sign of the Tenderer

Place: (Signature and seal of the Notary)

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Request for Proposal: Enterprise GIS Commissioner of Geology & Mining
 

9.14. Documents Checklist for Technical Bid

Sr. Documents to be submitted Submitted (Page

(Y / N) No.)
1. Bidder competence (Turnover) related docs (Form TQ_1 &
TQ_2)
2. Details of meeting functional specifications as mentioned in
section 4.4 for customized GIS application
3. Details of projects executed (Form TQ_3) of the following
projects (under separate headers)
 Executing large scale GIS projects in the past 3 years
 Experience in executing projects in Mining and
Geology domains
 building and integrating bespoke application or
COTS products and integrate it with applications as
mentioned in Scope of Work in the past 3 years
 Experience in executing government projects at
central/ state level
4. Understanding of the project
5. Description of the design, detailed technical solution
architecture and various components including
(infrastructure architecture, application architecture, data
architecture and layer architecture)
6. Details of the application software proposed
7. Integration approach with existing applications and
infrastructure
8. Reasoning for selection of the proposed technology over
other options
9. Strength of the bidder to provide services including examples
or case-studies of similar solutions deployed for other clients
10. Approach and methodology for design, installation,
configuration and maintenance of hosted components, data
recovery, hosting infrastructure of the project
11. Approach and methodology for management of SLA
requirements specified in the bid. Bidder is required to
clearly articulate how the SLA requirements would be
adhered.
12. Detailed project plan with timelines, resource allocation,
milestones etc. for supply, installation and commissioning of
the various project components
13. Risk mitigation plan

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Request for Proposal: Enterprise GIS Commissioner of Geology & Mining
 

Sr. Documents to be submitted Submitted (Page

(Y / N) No.)
14. Project Management Methodology for Pre-Implementation,
Implementation phase and support for Post-Implementation
15. Technically qualified full-time professionals (Form TQ_4)
16. Manpower deployed on the project (Form TQ_5)
17. CVs of the manpower proposed (Form TQ_6)
18. Make and model of all IT as well as Non-IT components
19. Compliance to Technical & Functional specifications as
mentioned in the Scope of Work
20. Detailed Bill of Materials without prices
21. Authorization letter from OEMs (Form TQ_7) for all the
items mentioned in Section 4.2

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Request for Proposal: Enterprise GIS Commissioner of Geology & Mining
 

9.15. TQ_1 Bidder’s and Consortium Members’ Annual Turnover

<To be printed on Lead Bidder Company’s Letterhead and signed by Authorized Signatory>

Date: DD/MM/YYYY

To,
DGM- Tech, GIL

Dear Sir,

Subject: “Survey, Base Map creation and Implementation, post Implementation of Enterprise GIS
Application for the office of the Commissioner of Geology and Mining”.

I have carefully gone through the Terms & Conditions contained in the RFP document for “Survey,
Base Map creation and Implementation, post Implementation of Enterprise GIS
Application for the office of the Commissioner of Geology and Mining”. I hereby declare that
below are the details regarding Overall Turnover from GIS related businesses for our organization as
well as the Turnover of consortium members for last 3 financial years.

Sr. Details FY 2015- 2016-17 FY 2017-18 Average Turnover

16
(in INR (in INR [(i)+(ii)+(iii)/3]
(in INR Crores) Crores)
Crores) (ii)
(iii)
(i)
1. Overall Annual
Turnover - Lead
Bidder
2. Overall Annual
Turnover -
Consortium Member
2

Contact details of officials for future correspondence regarding the bid process:

Details Authorized Signatory Secondary Contact

Name
Title
Company Address
Mobile
Fax

I further certify that I am competent officer in my company to make this declaration.

Yours sincerely,

Government of Gujarat Confidential 92 of 119

 
Request for Proposal: Enterprise GIS Commissioner of Geology & Mining
 

__________________________________________
Signature of Authorized Signatory (with official seal)
Name :
Designation :
Address :
Telephone & Fax :
E-mail Address :

Note: To be submitted with any other supporting details specified as document proof in Section 5.3
(Technical evaluation criteria).

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Request for Proposal: Enterprise GIS Commissioner of Geology & Mining
 

9.16. TQ_2: Auditor’s Certificate for Net worth of Bidder and Consortium
Members

Date: DD/MM/YYYY

To,
DGM-Tech, GIL

Dear Sir,

This is to certify that the Net Worth as per books and records of
___________________________ for the following financial years are as under.

NOTE: To be filled for the lead bidder and each consortium member.

Sr. Financial Year Ending Net Worth (in INR Crores)

1. 31 March 2016
2. 31 March 2017
3. 31 March 2018
Average Turnover

I further certify that I am competent officer in my company to make this declaration.

Yours sincerely,

__________________________________________
Signature of Authorized Signatory (with official seal)
Name :
Designation :
Address :
Telephone & Fax :
E-mail Address :

Note: To be submitted with any other supporting details specified as document proof in Section
5.3 (Technical Evaluation Criteria).

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Request for Proposal: Enterprise GIS Commissioner of Geology & Mining
 

9.17. TQ_3: Details of Experience of Executing Projects

<<To be printed on Company’s Letterhead and signed by Authorized Signatory>>

Date: DD/MM/YYYY

To,
DGM-Tech, GIL

Dear Sir,

I have carefully gone through the Terms & Conditions contained in the RFP document for “Survey,
Base Map creation and Implementation, post Implementation of Enterprise GIS
Application for the office of the Commissioner of Geology and Mining”. I hereby declare that
below are the details regarding relevant work that has been taken up by our company and all the
consortium members.

NOTE: To be filled separately for each project undertaken by the lead bidder and consortium members.

Name of the Lead Bidder

Project
Project Project Project - Project
1 2 3 n
General
Information
Client for which the project
was executed
Name of the client contact
person(s)
Designation of client
contact person(s)
Contact details of the client
contact person(s)
Project Details
Description of the project
Scope of work of the bidder
Deliverables of the bidder
Technologies used
Other Details
Total cost of the project
Total cost of the services
provided by the bidder
Duration of the project
(number of months, start

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Request for Proposal: Enterprise GIS Commissioner of Geology & Mining
 

Name of the Lead Bidder

Project
Project Project Project - Project
1 2 3 n
date, completion date,
current status)
Other relevant information
<for each type of the project
type>
Mandatory Supporting
Documents
Work Order/Contract for
the project
Client certificate giving
present status of the project
and view of the quality of
services by the bidder

Name of the Project Consortium Member

Project 1 Project n
General Information
Client for which the project was executed
Name of the client contact person(s)
Designation of client contact person(s)
Contact details of the client contact person(s)
Project Details
Description of the project
Scope of work of the bidder
Deliverables of the bidder
Outcomes of the project
Other Details
Total cost of the project
Total cost of the services provided by the bidder
Duration of the project (number of months,
start date, completion date, current status)
Other relevant information <for each type of
the project type>
Mandatory Supporting Documents

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Request for Proposal: Enterprise GIS Commissioner of Geology & Mining
 

Name of the Project Consortium Member

Project 1 Project n
Work Order/Contract for the project
Client certificate giving present status of the
project and view of the quality of services by the
bidder

I further certify that I am competent officer in my company to make this declaration.

Yours sincerely,

__________________________________________
Signature of Authorized Signatory (with official seal)
Name :
Designation :
Address :
Telephone & Fax :
E-mail Address :

Note: To be submitted with any other supporting details specified in Technical Evaluation section
/section 5.3.

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Request for Proposal: Enterprise GIS Commissioner of Geology & Mining
 

9.18. TQ_4 Project Team - Undertaking for Technically Qualified Full-time

Professionals on Company's Payroll

<<To be printed on Company’s Letterhead and signed by Authorized Signatory>>

Date: DD/MM/YYYY

To,
DGM-Tech, GIL

Dear Sir,
I have carefully gone through the Terms & Conditions contained in the RFP document for
“Survey, Base Map creation and Implementation, post Implementation of
Enterprise GIS Application for the office of the Commissioner of Geology and
Mining”. I hereby declare that my company <company’s name> has <number > technically
qualified professionals as on 31 August 2017.

NOTE: To be filled for the lead bidder and each consortium member.

Using the format below, please provide the summary information on the profiles you propose
to include for evaluation and the roles they are expected to play in the project:

Sr. Name of Proposed Highest Total Total Relevant Certifications

the Role Qualification Experience Experience for the (e.g., PMP or
Resource (in years) Proposed Position ITIL or
(in Years) TOGAF or
CCNP etc.)
1.

2.

3.

I further certify that I am competent officer in my company to make this declaration.

Yours sincerely,

__________________________________________
Signature of Authorized Signatory (with official seal)
Name :
Designation :
Address :
Telephone & Fax :
E-mail Address :

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Request for Proposal: Enterprise GIS Commissioner of Geology & Mining
 

9.19. TQ_5: Undertaking for Manpower Deployed on Project

<<To be printed on Company’s Letterhead and signed by Authorized Signatory>>

Date: DD/MM/YYYY

To,
DGM-Tech, GIL

Dear Sir,

I have carefully gone through the Terms & Conditions contained in the RFP document for “Survey,
Base Map creation and Implementation, post Implementation of Enterprise GIS
Application for the office of the Commissioner of Geology and Mining”. I hereby declare that
following resources are being proposed for the project.

NOTE: To be filled separately by the lead bidder and each consortium member.

Proposed Resources/Manpower Till Go Live

Month wise time to be spent by

Sr. Role Total
each personnel (in days)
Month Month Month Go-
… ...
1 2 3 Live
1 Project Manager Onsite/Offsite
2 Onsite/Offsite
3 Onsite/Offsite
4 Onsite/Offsite

5 Onsite/Offsite

6 Onsite/Offsite

7 Onsite/Offsite

8 Onsite/Offsite
9 Onsite/Offsite
10 Onsite/Offsite
11 Onsite/Offsite

12 Onsite/Offsite

13 Onsite/Offsite
14 Onsite/Offsite
15 Onsite/Offsite
16 Onsite/Offsite
17 Onsite/Offsite
<Add more rows as
required>
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Request for Proposal: Enterprise GIS Commissioner of Geology & Mining
 

Total

Proposed resources for Go-Live (Operation & Maintenance)

Month wise time to be spent by

Sr. Role Total
each personnel (in days)
Month Month Month Go-
… ...
1 2 3 Live
1 Project Manager Onsite/Offsite
2 Onsite/Offsite
3 Onsite/Offsite
4 Onsite/Offsite

5 Onsite/Offsite

6 Onsite/Offsite

7 Onsite/Offsite

8 Onsite/Offsite
9 Onsite/Offsite
10 Onsite/Offsite
11 Onsite/Offsite

12 Onsite/Offsite

13 Onsite/Offsite
14 Onsite/Offsite
15 Onsite/Offsite
16 Onsite/Offsite
17 Onsite/Offsite
<Add more rows as
required>

Total

Proposed resources for Go-Live (Operation & Maintenance)

Manpower
Sr. Total
Detailed Breakup
Year 1 Year 2 Year 3

1 Project Manager Onsite/Offsite

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Request for Proposal: Enterprise GIS Commissioner of Geology & Mining
 

2 Onsite/Offsite

3 Onsite/Offsite

4 Onsite/Offsite

5 Onsite/Offsite

6 Onsite/Offsite

7 Onsite/Offsite

8 Onsite/Offsite

<Add more rows as

Onsite/Offsite
required>

Total

Summary of proposed resources

Sr. Name of Proposed Highest Total Total Relevant Certifications

the Role Qualification Experience Experience for the (e.g., PMP or
Resource (in years) Proposed Position ITIL or
(in Years) TOGAF or
CCNP etc.)
1.

2.

3.

4. <Add more
rows as
required>

I further certify that I am competent officer in my company to make this declaration.

Yours sincerely,

__________________________________________
Signature of Authorized Signatory (with official seal)
Name :
Designation :
Address :
Telephone & Fax :
E-mail Address :
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Request for Proposal: Enterprise GIS Commissioner of Geology & Mining
 

Note: To be submitted with any other supporting details specified as document proof in Section 5.3.

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Request for Proposal: Enterprise GIS Commissioner of Geology & Mining
 

9.20. TQ_6: CVs of the Manpower Proposed

<<CV of the proposed Manpower to be submitted in the following format>>

1. Name of the Staff
2. Current Designation in
the Organization
3. Proposed Role in the
Project
4. Proposed
Responsibilities in the
Project
5. Date of Birth
6. Education  <Degree>/<Diploma>, <College/University>, <Year
of Passing>
7. Key Training and
Certifications
8. Language Proficiency
Language Reading Writing Speaking

9. Employment Record
(For the Total Relevant From / To: Employer Position Held
Experience)

10. Total No. of Years of

Work Experience
11. Total No. of Years of
Experience for the Role
Proposed
12. Highlights of relevant Use following format for each project
assignments handled and Name of
significant Assignment/Project:
accomplishments Year:
Location:
Client:
Main Project Features:
Positions Held:
Activities Performed:

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Request for Proposal: Enterprise GIS Commissioner of Geology & Mining
 

Note: Each CV must be accompanied by the following undertaking from the staff member:

Certification
I, the undersigned, certify that to the best of my knowledge and belief, this CV correctly
describes me, my qualifications, and my experience. I understand that any willful misstatement
described herein may lead to my disqualification or dismissal, if engaged.

[Signature of staff member]

Date:
(Authorized Signatory)
Name:________________________
Designation & Authority:__________
Place:_________________________
Date:__________________________
Stamp:________________________
Company Name:________________
Business Address:_______________

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9.21. TQ_7: GIS Platform Compliance Matrix

Please follow coding to answer the compliance matrix given as below:

Column A Coding

Y = This feature is provided

N = This feature cannot be provided.

Note: If “Y” is the response for a requirement in Column A, you must complete Column
B.

Column B Coding

F = Fully meets requirement “out-of-the box”

P = Meets with additional procedures

Note: If “P” is the response for a requirement in Column B, you must complete Column
C.

Column C Coding

W = Work around Available

A = Available in next version which is scheduled within 6 months of the tender

opening date (include estimated date of release)

C = Customization / change of source code would be required

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Column
Colum Column
Sr. C
Criteria nA B
No. (M/W/A/
(Y/N) (F/P)
C)
1 Platform for GIS Application Software should be able to operate on
Windows OS, Linux etc.
2 GIS Software must allow CGM to implement a centrally managed
GIS providing the advantage of lower cost of ownership through
single, centrally managed, focused GIS applications (such as a Web
application) that can be scalable to support multiple users and saves
the cost of installing and administering desktop applications on
each user's machine. And the same technology shall be used for
seamless integration
3 Proposed customized GIS Application Software should be able to
integrate with the other Solution being developed at CGM
Software should provide for audit trail of changes to the data and
4
also support metadata management
5 The software should have provision for definition of map
projection system and geodetic datum to set all the maps in a
common projection and scale
6 The software should provide facility to click on any feature of the
map and return a select set of attributes for feature
7 Facility to perform the spatial intersection analysis like plot area
with buffer zone to calculate road-widening impact on adjacent
land. The software should also have the functionalities like spatial
overlap, summarize lease area.
8 GIS Software should be able to import / export data from / to
various formats like AutoCAD, Arc GIS, MapInfo, GeoMedia, etc.
9 Software should support printing spatial data at different scales
and at adjustable print quality
10 The software should support images with More than 8 bits per
band (11,16,24)
11 ODBC compliance enabling interface with RDBMS like Oracle,
SQL server, Access etc. should be there
12 The system should provide facility to exchange the GIS Data with
other platform applications/office tools like Word, and Excel to
use GIS data and generate reports like graph and charts.
13 Advanced editing and data capturing functions, which will help
the user to prepare the graphic data in desired format should be
available
14 Software should allow the user to perform undo / redo operations
during edits
15 Facility to capture the geometry from the layout maps, by
maintaining the coincident geometry i.e. when a new polygon is
captured simply by selecting an existing polygon to digitize the
common boundary thereby ensuring no slivers or gaps between
adjacent area features like parcels.
16 The software should allow user to open raster images, or satellite
images of various standard format.

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Column
Colum Column
Sr. C
Criteria nA B
No. (M/W/A/
(Y/N) (F/P)
C)
17 Software should allow users to export query results to various file
formats like EMF, BMP, TIFF, JPEG, PDF, etc.
18 Software should have provision to create and save macros /
templates using the inbuilt Rapid Application Development
(RAD) platform
19 Software should support fully automatic and semi-automatic
raster to vector conversion tools
20 Facility to define joins between the two tables (graphic / non-
graphic) of the database to get integrated information in the table
and perform GIS analysis
21 The software should allow user to create layers or shortcuts to
geographic data that store symbology for displaying features
22 The customized application should provide the user facility to
make dynamic queries on GIS GUI. The application should allow
users to store and retrieve standard queries used by them in day
to day operation
23 Software should have various query tools for queries based on
attributes, location, etc.
24 The software should have a provision of hyper linking the GIS
feature as well as its attribute fields with existing documents,
drawing files or scanned maps related to that feature
25 The software should have the ability to add data from internet or
intranet users to the existing map data so that data from other
sources can also be utilized by CGM
26 Software should have basic Navigation tools like the software
should have tools to Pan, Zoom, and Rotate the Map according to
user requirements and should also be able to use Mouse Wheel for
zoom-in and zoom-out, The software should have ability to search
and to zoom into the user specified x, y coordinates, The software
should have facility to create and organize user desired number of
Spatial Bookmarks and should be able to share the same.
27 The software should support Map Services, Open Geospatial
Consortium, Inc. (OGC), Web Coverage Service (WCS), Open
Geospatial Consortium, Inc., Web Map Service (WMS), creation &
consumption both.
28 The software should have capabilities to direct read the CAD data,
edit the CAD data as well can assign coordinate system to the CAD
data.
29 The software should support all types of raster formats and
services like ERDAS IMAGINE, Grid Stack, and Grid Stack File,
Geodatabase Raster, GIF, JFIF, JPEG, JP2, PNG, GeoTIFF, Oracle
Spatial GeoRaster & Web Coverage Service (WCS, OGC standard),
Web Map Service (WMS), any other OGC standard.
30 Should be able to support broad range of clients including
browsers, desktops, Mobile Handsets, Palmtops, Tough books, etc.

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Column
Colum Column
Sr. C
Criteria nA B
No. (M/W/A/
(Y/N) (F/P)
C)
31 Should support a variety of Mobile Devices & Platforms like
Android, iOS, Windows along with bundled Apps and SDKs for
customizing Apps.
32 The software should support vector and raster referencing and
also with the help of various transformation methods.
33 The software should support multiple Predefined Geographic
Coordinate Systems, multiple Projected Coordinate Systems, and
multiple Vertical Coordinate Systems and Ability to Create and
Use Custom Coordinate Systems
34 The software should have geometric construction options and
geometric creation tools.
35 The software should have capabilities to create hotspot, density
and interpolation
36 The software should have extensive capabilities for spatial editing
like editing, Multiple Layers, integration with field editing,
snapping, topology, tolerance, multipart feature editing.
37 The software should support Coordinate Geometry tools.
38 The software should support parcel editing
39 The software must have Multiuser GIS database editing option
where users can Isolate Editing Projects in Separate
Versions/sessions/workspaces (Create).
40 The software should support the Topology and Topology rules.
41 The software should have tools and options like raster
management, conversion tools, proximity, analysis, packaging,
spatial statistics, geometric network tools, data indexing etc.
42 The software should have various symbology options, User-
Imported Picture Symbols (PNG, JPG, JPEG, GIF), Modify the
Geometric Effects of a Symbol: Line Width, Hatch Size. And the
software should have Geology and Mining related symbologies.
43 The software should have advanced cartography options
44
The software should had address matching and geocoding tools

45 The software should have advanced labelling options which can

have labelling options for Mining and geology related data.

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9.22. TQ_8: Format for Authorization Letters from OEMs

<<To be printed on OEM’s Letterhead and signed by Authorized Signatory of OEM>>

Date: DD/MM/YYYY

To,
DGM-Tech, GIL

Subject: “Survey, Base Map creation and Implementation, post Implementation of Enterprise
GIS Application for the office of the Commissioner of Geology and Mining” – Authorization
Letter from OEMs.

Reference: Tender No: <No> dated <DD/MM/YYYY>

Dear Sir,

We ______________________, (name and address of the manufacturer) who are

established and reputed manufacturers of __________________ having factories at
____________________ (addresses of manufacturing/development locations) do hereby
authorize M/s ________________ (name and address of the bidder) to bid, negotiate and
conclude the contract with you against the above mentioned tender for the above
equipment/software manufactured/developed by us.

We herewith certify that the above mentioned equipment/software products are not end of the
life and we hereby undertake to support these /software for the duration of minimum 6 years
from the date of this letter.

Yours faithfully,

(Signature of the Authorized (Signature of the Authorized Signatory of

Signatory of OEM) Lead Bidder)

Name: Name:

Designation: Designation:

Seal: Seal:

Date: Date:

Place: Place:

Business Address: Business Address:

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9.23. TQ_9: BOM for provided components

The Bidder should provide the proposed Bill of Material (BoM) here. Bidders are required to mention
the details of the make/brand and model against each line item, wherever applicable. The bid can be
considered non-responsive in the absence of such details. Once the bidder provides this information
along with the technical bid, the bidder will not be allowed to change the proposed make and model.

The list of items mentioned hereunder is indicative. The Bidder shall consider the components and
quantity to fulfill the RFP and project requirements in totality.

BoM: The bidder should give details of all the proposed IT components, without specifying the costs in
the format given below. Please note that the bid shall get disqualified if Bidder gives price details in the
technical document.

# Name of Item OEM/ Exact Part Quantity/ Compliance

Make Model No. License to the
Count requirements
Offered mentioned in
RFP (Y / N)
1. GIS Platform License
(Enterprise server
based)
2. GIS Platform –
Desktop (Enterprise
Editing license)
3. Software Licenses for
Servers
4. Servers
(Database/Application
/ Web / Staging)

 Make and Model (one & only one unique Make and Model per BOQ item is required) of all IT along
with datasheets highlighting Technical Specification parameters in each datasheet for compliances.
 Compliance to Technical and Functional specifications as mentioned in the RFP against each
specification feature.
Indicative Minimum Technical Requirements for IT Infrastructure (Bidder is required
to propose infrastructure in line with the technical & functional requirements and fulfills SLA’s as
specified in the RFP document)

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9.24. FORM: Project Team

Using the format below, please provide the summary information on the profiles you propose to include
for evaluation and the roles they are expected to play in the project:

Sr. Proposed Role Number of Area of Key

Resources Expertise Responsibilities

CV for Professional Staff Proposed

Please provide detailed professional profiles of the staff proposed for evaluation. The profile for a single
staff member must not exceed two pages.

Sr. Description Details

1 Name
2 Designation
3 Role proposed for
4 Current responsibilities in the
responding firm
5 Total years of relevant experience
6 Years of experience with the responding
firm
7 Educational qualifications:
Degree
Academic institution graduated from
Year of graduation
Specialization (if any)
8 Professional certifications (if any)
9 Professional Experience details (project-
wise):
Project name
Client
Key project features in brief
Location of the project
Designation
Role
Responsibilities and activities
Duration of the project
10 Covering Letter: Summary of the
Individual’s experience which has direct
relevance to the project (maximum 1
page)

Each CV must be accompanied by the following undertaking from the staff member:

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Certification
I, the undersigned, certify that to the best of my knowledge and belief, this CV correctly describes me,
my qualifications, and my experience. I understand that any willful misstatement described herein may
lead to my disqualification or dismissal, if engaged.

[Signature of staff member]

Date:
(Authorized Signatory)
Name:________________________
Designation & Authority:__________
Place:_________________________
Date:__________________________
Stamp:________________________
Company Name:________________
Business Address:_______________

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9.25. Performance Bank Guarantee Form

(To be stamped in accordance with Stamp Act)

Ref: Bank Guarantee No.
Date:
To
Name & Address of the Purchaser/Indenter
____________________________
____________________________

Dear Sir,

In consideration of Name & Address of the Purchaser/Indenter, Government of Gujarat, Gandhinagar

(hereinafter referred to as the OWNER/PURCHASER which expression shall unless repugnant to the
context or meaning thereof include successors, administrators and assigns) having awarded to M/s.
……………………………………………………………………………………………………………… having Principal Office at
…………………………………………………………………… (hereinafter referred to as the “SELLER” which
expression shall unless repugnant to the context or meaning thereof include their respective successors,
administrators, executors and assigns) the supply of ____________________by issue of Purchase
Order No………………. Dated ………… issued by Gujarat Informatics Ltd. ,Gandhinagar for and on behalf
of the OWNER/PURCHASER and the same having been accepted by the SELLER resulting into
CONTRACT for supplies of materials/services as mentioned in the said purchase order and the SELLER
having agreed to provide a Contract Performance and Warranty Guarantee for faithful performance of
the aforementioned contract and warranty quality to the OWNER/PURCHASER,
__________________________________having Head Office at (hereinafter referred to as the
‘Bank’ which expressly shall, unless repugnant to the context or meaning thereof include successors,
administrators, executors and assigns) do hereby guarantee to undertake to pay the sum of
Rs._______________(Rupees________________________) to the OWNER/PURCHASER on
demand at any time up to________________ without a reference to the SELLER. Any such demand
made by the OWNER/PURCHASER on the Bank shall be conclusive and binding notwithstanding any
difference between Tribunals, Arbitrator or any other authority.

The Bank undertakes not to revoke this guarantee during its currency without previous consent of the
OWNER/PURCHASER and further agrees that the guarantee herein contained shall continue to be
enforceable till the OWNER/PURCHASER discharges this guarantee. OWNER/PURCHASER shall
have the fullest liberty without affecting in any way the liability of the Bank under this guarantee from
time to time to extend the time for performance by the SELLER of the aforementioned CONTRACT.
The OWNER/ PURCHASER shall have the fullest liberty, without affecting this guarantee, to postpone
from time to time the exercise of any powers vested in them or of any right which they might have
against the SELLER, and to exercise the same at any time in any manner, and either to enforce to
forebear to enforce any covenants contained or implied, in the aforementioned CONTRACT between
the OWNER/PURCHASER and the SELLER or any other course of or remedy or security available to
the OWNER/PURCHASER.

The Bank shall not be released of its obligations under these presents by any exercise by the
OWNER/PURCHAER of its liability with reference to the matters aforesaid or any of them or by reason
or any other acts of omission or commission on the part of the OWNER/PURCHASER or any other
indulgence shown by the OWNER/PURCHASER or by any other matter or things.

The Bank also agree that the OWNER/PUCHASER at its option shall be entitled to enforce this
Guarantee against the Bank as a Principal Debtor, in the first instance without proceeding against the
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SELLER and not withstanding any security or other guarantee that the OWNER/PURCHASER may
have in relation to the SELLER’s liabilities.

Notwithstanding anything contained herein above our liability under this Guarantee is restricted to Rs.
_________________ (Rupees _________________________) and it shall remain in force up
to and including ________________ and shall be extended from time to time for such period as may
be desired by the SELLER on whose behalf this guarantee has been given.

Dated at _______________ on this _________ day of ___________2017

_____________________
Signed and delivered by

_____________________

For & on Behalf of

Name of the Bank & Branch & Its official Address

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9.26. FORM: Financial Bid

Financial Bid Format

Total
Total Price in
Item Price
words (INR)
(INR)
[1] Capital Cost
[1.1] Software license cost
[1.2] Implementation Cost
Total Capital Cost [1] = [1.1 + 1.2]
[2] Operational Cost for 8 Years
[2.1] Annual Maintenance Cost for 8 Years
[2.2] Man-month rates – Various Technical Resources
Total Operational Expenditure [2] = [2.1 + 2.2]
Total Project Cost [1+2]
Note: All unit rates indicated in the schedules shall be inclusive of (not limited to supply),
installation, duties, transport, packing and transit insurance charges etc.

Details of Commercial Components

[1] Capital Cost Details
[1.1] Software license cost
Sr. System Software Quantity Unit Total Cost
Cost (INR)
(INR)
1. Software Licenses for Database Server
2. Software Licenses for Servers
3. Web Server License
4. GIS Platform License (Enterprise)
5. GIS Platform – Desktop (Editor license) (minimum 3)
6. Any other, please specify
Total (INR)
[1.2] Implementation cost
Sr. Description Quantity Unit Total Cost
(A) Cost (INR)
(INR)
1. Procurement of satellite imagery
2. Processing of satellite imagery and base map creation
3. Georeferencing, Mosaicking and creating thematic
layers for the Lease hold village cadastral.
4. Georeferencing, digitization and mapping of
exploration maps

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Sr. Description Quantity Unit Total Cost

(A) Cost (INR)
(INR)
5. Cost of survey, digitization & mapping of existing
Major leases using DGPS
6. Cost of survey. digitization & Mapping of existing
Minor leases using DGPS
7. Customized GIS Application Development including
training
Total(INR)
[2] Operation & Maintenance
[2.1] Annual Maintenance Cost (ATS / Application Support)
Year Amount (INR) (A)
First
Second
Third
Fourth
Fifth
Sixth
Seventh
Eighth
Total
[2.2] Man Power charges for Project personnel
Details of the Personnel/ Number of Total
Number of Unit Man
Profile Resources Charges
Man Months month
to be
charges
deployed
(C) (A*B*C)
(B)
(A)
Project Manager
Team Lead (GIS)
Business Analyst / Functional
Consultant
Database Administrator
Team members (Developers)
System Administrator
Geologist /
Mining Engineer
/ Environmental
Engineer
Grand Total

Note:
 Taxes are extra as applicable GST at the time of invoicing.
 The cost of the above parts / services should be matched with the breakup of each
component mentioned in Part.
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9.27. List of Products/Solutions Which Requires MAF from OEMs

The bidder/lead bidder shall submit Manufacturers Authorization Certificate (MAF) from Original
Equipment Manufacturers (OEMs) of the following products/ solutions:

Sr. Product Submitted

(Yes/No)

1. GIS Application Platform

2. Centralized Anti-virus Solution

3. RDBMS Licenses (If Any)

4. Next generation/UTM Firewall

5. Server Load Balancer

6. All Servers

7. Storage (Primary and Secondary)

8. Tape Drive and Backup Solution

9. Online UPS

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9.28. AFFIDAVIT

 
(TO BE SUBMITTED PHYSICALLY ALONG WITH EMD & BID PROCESSING FEES) 
 
 
(To be submitted IN ORIGINAL on Non-Judicial Stamp Paper of Rs 100/- duly attested by
First Class Magistrate/ Notary public)

I/We,  ___________________________,  age______  years  residing  at  ______________________  in 

capacity  of  _______________________M/s.  ___________________________________  hereby 
solemnly affirm that 
 
All General  Instructions,  General  Terms  and Conditions,  as  well  as  Special  Terms  &  Conditions  laid 
down on all the pages of the Tender Form, have been read carefully and understood properly by me 
which are completely acceptable to me and I agree to abide by the same. 
 
I I We have submitted following Certificates I Documents for T.E. as required as per General Terms & 
Conditions as well as Special Terms & Conditions of the tender 
 
Sr. No.  Name of the Document 
1   
2   
 
All the Certificates I Permissions I Documents I Permits I Affidavits are valid and current as on date and 
have not been withdrawn I cancelled by the issuing authority. 
 
It is clearly and distinctly understood by me that the tender is liable to be rejected if on scrutiny at any 
time, any of the required Certificates I Permissions I Documents I Permits I Affidavits is I are found to 
be invalid I wrong I incorrect I misleading I fabricated I expired or having any defect. 
 
I I We further undertake to produce on demand the original Certificate I Permission I Documents I 
Permits for verification at any stage during the processing of the tender as well as at any time asked 
to produce. 
 
I I We also understand that failure to produce the documents in "Prescribed Proforma" (wherever 
applicable) as well as failure to give requisite information in the prescribed Proforma may result in to 
rejection of the tender. 
 
My I Our firm has not been banned I debarred I black listed at  least for three years (excluding the 
current financial year) by any Government Department I State Government I Government of India I 
Board  I  Corporation  I  Government  Financial  Institution  in  context  to  purchase  procedure  through 
tender. 
 
I I We confirm that I I We have meticulously filled in, checked and verified the enclosed documents I 
certificates I permissions I permits I affidavits I information etc. from every aspect and the same are 
enclosed in order (i.e. in chronology) in which they are supposed to be enclosed. Page numbers are 
given on each submitted document. Important information in each document is "highlighted" with 
the help of "marker pen" as required. 
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The  above  certificates/  documents  are  enclosed separately  and  not on the  Proforma printed  from 
tender document. 
 
I I  We  say  and  submit  that  the  Permanent  Account  Number  (PAN)  given  by  the  Income  Tax  
Department    is  ____________________,  which    is    issued    on    the    name    of 
___________________________  [Kindly  mention  here  either  name  of  the  Proprietor  (in  case  of 
Proprietor Firm) or name of the tendering firn;1, whichever is applicable]. 
 
I I We understand that giving wrong information on oath amounts to forgery and perjury, and I/We 
am/are aware of the consequences thereof, In case any information provided by us are found to be 
false  or  incorrect,  you  have  right  to  reject  our  bid  at  any  stage  including  forfeiture  of  our 
EMD/PBG/cancel the award of contract. In this event, this office reserves the right to take legal action 
on me/us. 
 
I / We have physically signed &stamped all the above documents along with copy of tender documents 
(page no. ‐‐‐‐ to ‐‐ ). 
 
I I We hereby confirm that all our quoted items meet or exceed the requirement and are absolutely 
compliment with specification mentioned in the bid document. 
 
My I Our Company has not filed any Writ Petition, Court matter and there is no court matter filed by 
State Government and its Board Corporation, is pending against our company . 
 
I / We hereby commit that we have paid all outstanding amounts of duesItaxesIcessIchargesIfees with 
interest and penalty. 
 
In case of breach of any tender terms and conditions or deviation from bid specification other than 
already specified as mentioned above, the decision of Tender Committee for disqualification will be 
accepted by us. 
 
Whatever stated above is true and correct to the best of my knowledge and belief. 
 
 
 
Date:                Stamp & Sign of the Tenderer 
 
 
Place:                                                                                           (Signature and seal of the Notary)

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