MPLRS Digitization RFP Final PDF

REQUEST FOR PROPOSALS
RFP No.: MPLRS/2019/01
Selection of Service Provider for development of a

Records Digitization Platform and to digitize
various Records
Commissioner Land Records & Settlement and CEO

MP Land Records Society
(Government of M.P.)
Regd. Office : Office of the Principal Revenue Commissioner,
Arera Hills, Bhopal - 462011
0755- 2550972, Fax No.2441202,
Email –procurement.clr@mp.gov.in
Website: -www.landrecords.mp.gov.in
Disclaimer
The information contained in this Request for Proposal document (the “Tender Document”) is
being provided to Firm(s) on the terms and conditions set out in this Tender.
The purpose of this Tender document is to provide interested parties with information that may
be useful to them in making their technical and financial offers pursuant to this Tender
document. This Tender document includes statements, which reflect various assumptions and
assessments arrived at by MPLRS in relation to the Project. Such assumptions, assessments
and statements do not purport to contain all the information that each Bidder may require. This
Tender document may not be appropriate for all persons, and it is not possible for MPLRS, its
employees or advisors to consider the investment objectives, financial situation and particular
needs of each party who reads or uses this Tender document. The assumptions, assessments,
statements and information contained in the Bidding Documents may not be complete,
accurate, adequate or correct. Each Bidder should, therefore, conduct its own investigations
and analysis and should check the accuracy, adequacy, correctness, reliability and
completeness of the assumptions, assessments, statements and information contained in this
Tender Document and obtain independent advice from appropriate sources.
Information provided in this Tender document to the Firm(s) is on a wide range of matters,
some of which may depend upon interpretation of law. The information given is not intended
to be an exhaustive account of statutory requirements and should not be regarded as a complete
or authoritative statement of law. MPLRS accepts no responsibility for the accuracy or
otherwise for any interpretation or opinion on law expressed herein.
MPLRS, its employees and advisors make no representation or warranty and shall have no
liability to any person, including any Firm under any law, statute, rules or regulations or tort,
principles of restitution or unjust enrichment or otherwise for any loss, damages, costs or
expenses which may arise from or be incurred or suffered on account of anything contained in
this Tender document or otherwise, including the accuracy, adequacy, correctness,
completeness or reliability of the Tender document and any assessment, assumption, statement
or information contained therein or deemed to form part of this Tender Document or arising in
any way for participation in this Bid Process. MPLRS also accepts no liability of any nature
whether resulting from negligence or otherwise how so ever caused arising from reliance of
any Firm upon the statements contained in this tender document.
MPLRS may in its absolute discretion, but without being under any obligation to do so, update,
amend or supplement the information, assessment or assumptions contained in this Tender
Document. The issue of this Tender Document does not imply that MPLRS is bound to select
or appoint a Bidder, as the case may be, for the Project and MPLRS reserves the right to reject
/ cancel all or any of the Bidders or Bids without assigning any reason whatsoever.
The Bidder shall bear all its costs associated with or relating to the preparation and submission
of its Bid including but not limited to preparation, copying, postage, delivery fees, expenses
associated with any demonstrations or presentations which may be required by MPLRS or any
other costs incurred in connection with or relating to its Bid. All such costs and expenses will
remain with the Bidder and MPLRS shall not be liable in any manner whatsoever for the same
or for any other costs or other expenses incurred by a Firm in preparation or submission of the
Bid, regardless of the conduct or outcome of the Bidding Process.
TABLE OF CLAUSES
SECTION-1 ........................................................................................................................... viii

Tender Notice......................................................................................................................... viii
SECTION-2 ...............................................................................................................................3
(1) Instructions to Bidders and Data Sheet ................................................................................5
I. General Provisions .........................................................................................................5
1. Definitions.............................................................................................................5
2. Introduction ...........................................................................................................6
3. Conflict of Interest ................................................................................................6
4. Unfair Competitive Advantage .............................................................................7
5. Corrupt and Fraudulent Practices..........................................................................7
6. Eligibility ..............................................................................................................7
II. Preparation of Proposals........................................................................................................7
7. General Considerations .........................................................................................7
8. Local Condition ....................................................................................................7
9. Cost of Preparation of Proposal ............................................................................8
10. Language ...............................................................................................................8
11. Documents Comprising the Proposal....................................................................8
12. Only One Proposal ................................................................................................9
13. Proposal Validity ..................................................................................................9
14. Clarification and Amendment of RFP ..................................................................9
15. Technical Proposal Format and Content .............................................................10
16. Financial Proposal ...............................................................................................10
III. Submission, Opening and Evaluation ................................................................................10
17. Submission of Proposals .....................................................................................10
18. Confidentiality ....................................................................................................11
19. Online Opening of Technical Proposals .............................................................11
20. Proposals Evaluation ...........................................................................................12
21. Evaluation of Technical Proposals......................................................................12
22. Online Opening of Financial Proposals ..............................................................12
23. Correction of Errors ............................................................................................13
24. Taxes ...................................................................................................................13
IV. Issue of Letter of Intent, Contract Signing and Issue of Work Order................................13
25. Award ..................................................................................................................13
V. Instructions to Bidders and Data Sheet ...............................................................................15
Section 3 Technical Proposal – Standard Forms .....................................................................27
1. Checklist of Required Forms ................................................................................ 27
2. Form TECH-1 ....................................................................................................... 28
3. Form TECH -2 ...................................................................................................... 30
4. Form TECH-3 ....................................................................................................... 32
5. Form TECH-4 ....................................................................................................... 33
6. Form TECH-5 ....................................................................................................... 34
7. Form TECH-6 ....................................................................................................... 35
8. Form TECH-7 ....................................................................................................... 37
Section 4 Financial Proposal - Standard Forms .......................................................................38
9. Form FIN-1 ........................................................................................................... 39
Section 5 Terms of Reference ..................................................................................................41
1. Background .........................................................................................................41
2. Madhya Pradesh Land Records Management Society (MPLRS) .......................41
3. Long term plan for Land Records Management .................................................41
4. Creation of a repository of dispute free information for ownership of land. ......42
5. Objectives of the Project: ....................................................................................42
6. Type of records to be digitized ...........................................................................42
7. Digitization Platform ..........................................................................................44
8. Development of an Online portal for the storage and management of the
digitized data ................................................................................................................46
9. Stage 1 Digitisation: Meta data entry and scanning of documents .....................46
10. Stage 2 Digitisation: Attribute data entry/data entry of specified content of the
scanned images/documents ..........................................................................................51
11. Data Acceptance, hosting of data on the online portal and its management ......56
12. Manpower ...........................................................................................................57
13. User Training and user manuals: ........................................................................57
14. Estimation of volume of work: Below table is for estimation purpose only and
types of document and volume of work may vary .......................................................58
15. Applicability of the terms and condition of this contract to Empanelled
vendors: ........................................................................................................................58
Section 6 - Conditions of Contract...........................................................................................67
I. General Conditions of Contract ...................................................................................67
A. GENERAL PROVISIONS .........................................................................................................67
2. Relationship between the Parties ........................................................................68
3. Law Governing Contract.....................................................................................68
4. Language .............................................................................................................68
5. Headings .............................................................................................................68
6. Communications .................................................................................................68
7. Location ..............................................................................................................68
8. Authority of Member in Charge .........................................................................68
9. Authorized Representatives ................................................................................69
10. Corrupt and Fraudulent Practices........................................................................69
B. COMMENCEMENT, COMPLETION, MODIFICATION AND TERMINATION OF CONTRACT ..........69
11. Effectiveness of Contract ....................................................................................69
12. Termination of Contract for Failure to Become Effective ..................................69
13. Commencement of Services ...............................................................................69
14. Expiration of Contract.........................................................................................69
15. Defect Liability Period ........................................................................................69
16. Entire Agreement ................................................................................................69
17. Modifications or Variations ................................................................................70
18. Force Majeure .....................................................................................................70
19. Suspension ..........................................................................................................71
20. Termination .........................................................................................................71
C. OBLIGATIONS OF THE BIDDER .............................................................................................73
21. General ................................................................................................................73
22. Confidentiality ....................................................................................................74
23. Liability of the Bidder .........................................................................................74
24. Insurance to be Taken out by the Bidder ............................................................74
25. Accounting, Inspection and Auditing .................................................................74
26. Reporting Obligations .........................................................................................74
27. Proprietary Rights of the Client in Reports and Records ....................................75
28. Equipment, Vehicles and Materials ....................................................................75
29. Publicity ..............................................................................................................75
30. Indemnity ............................................................................................................75
D. OBLIGATIONS OF THE CLIENT .............................................................................................76
31. Assistance and Exemptions.................................................................................76
32. Access to Project Site..........................................................................................76
33. Change in the Applicable Law Related to Taxes and Duties ..............................76
34. Services, Facilities and Property of the Client ....................................................76
35. Counterpart Personnel .........................................................................................76
36. Payment Obligation ............................................................................................77
E. PAYMENTS TO THE BIDDER ...............................................................................................77
37. Taxes and Duties .................................................................................................77
38. Currency of Payment ..........................................................................................77
39. Mode of Billing and Payment .............................................................................77
F. FAIRNESS AND GOOD FAITH.................................................................................................77
40. Good Faith ..........................................................................................................77
G. SETTLEMENT OF DISPUTES ..................................................................................................77
41. Amicable Settlement ...........................................................................................77
42. Dispute Resolution ..............................................................................................78
II. Special Conditions of Contract ....................................................................................79
Annexures ................................................................................................................................82
SECTION-1
Tender Notice
Commissioner Land Records & Settlement, Madhya Pradesh
Govt. of Madhya Pradesh
Regd. Office : Moti Mahal, Gwalior-474007
Phone No.: 0751-2441200, e-mail: clrgwa@nic.in
website: https://mpbhulekh.gov.in/
NOTICE INVITING E-TENDER

Commissioner Land Records, Government of Madhya Pradesh through MP Land Record
Management Society, (MPLRS) is intending to select a Service Provider who would be
responsible for executing all the project components in totality, as per the provisions laid out
in this RFP Document and factoring all the applicable Laws and Statutory Compliances.
MPLRS invites proposals to provide the digitization services (hereinafter called
“Services”):“Selection of Service Provider for development of a Records Digitization Platform
and to digitize various Records” More details on the Services are provided in the Terms of
Reference (Section5).
Sr. Tender No Name of the Work/ Approx. Tender Fees EMD
No services Value of (In INR) (In INR)
work
1 MPCLR/2018-19/01 Selection of Service 28 Crore 5000/- 10,00,000/-
Provider for development
of a Records Digitization
Platform and to digitize
various Records
The RFP document will be available on https://mptenders.gov.in from 11th January 2019.
The online tender will be opened in the office or the undersigned as mentioned in tender
time schedule (Key dates). If desired, the bidder or their duly authorized representative may
remain present at the time of opening of the tender.
Commissioner
Land Record & Settlement
Madhya Pradesh
RFP No.: MPLRS/2019/01
Dear Mr./Ms.:
Commissioner Land Records, Madhya Pradesh through the MP Land Record Society,
(MPLRS) invites proposals for “Selection of Service Provider for development of a Records
Digitization Platform and to digitize various Records” More details on the Services are
provided in the Terms of Reference (Section5).
Sr. Tender No Name of the Work/ Tender EMD Date of

No services Fees (In INR) opening of
(In INR) tender online
from
15:00 Hrs.*
1 Selection of Service 5000/- 10,00,000/- 28.01.19
Provider for
development of a
Records Digitization
Platform and to
digitize various
Records
1. A firm will be selected based on Least Cost Method (L1).
2. The RFP includes the following documents:
Section 1 – Tender Notice

Section 2 – Instructions to Bidders and Data Sheet
Section 3 – Technical Proposal - Standard Forms
Section 4 – Financial Proposal - Standard Forms
Section 5 – Terms of Reference
3. The RFP document is available online at https://mptenders.gov.in and

landrecords.mp.gov.in. The firms are required to register on this website and prior to the
submission of proposals. Bidders are also required to have a Digital Signature (DSC) from
one of the Government of India authorized Certifying Authorities in order to submit a
proposal on line at the web address indicated above. The list of the authorized Certifying
Authorities can be found http://cca.gov.in/cca /?q=licensed_ca.html.
4. For any queries on RFP, please contact:
Commissioner of Land Records & CEO

Madhya Pradesh Land Record Society (MPLRS)
O/o Commissioner Land Records & Settlement, Madhya Pradesh,
Moti Mahal, Gwalior (M.P.), PIN - 474007
0751-2441200, Fax No.2441202
email: procurement.clr@mp.gov.in
5. Details on the proposal’s submission date and time are provided in Clauses 11 of the Data
Sheet.
Yours sincerely,

0751-2441200, Fax No.2441202,
SECTION-2
Instructions to Bidders and Data Sheet

(1) Instructions to Bidders and Data Sheet
I. General Provisions
1. Definitions (a) “Affiliate(s)” means an individual or an entity that
directly or indirectly controls, is controlled by, or is under
common control with the Firm.
(b) “Applicable Rules and Guidelines” means the policies of
the Government of MP governing the selection and
Contract award process as set forth in this RFP.
(c) “Applicable Law” means the laws and any other
instruments having the force of law in the country, as may
be specified in the Data Sheet, as they may be issued and
in force from time to time.
(d) “Bidder” means a legally-established professional firm or
an entity who quotes the offer against a tender or enquiry.
(e) “Contract” means a legally binding written agreement
signed between MPLRS and the Firm and includes RFP
and all issued corrigendum.
(f) “Data Sheet” means an integral part of the Instructions to
Bidders (ITC) Section 2 that is used to reflect assignment
conditions to supplement, but not to over-write, the
provisions of the ITC.
(g) “Day” means a calendar day.
(h) “Government” means the Government of Madhya
Pradesh.
(i) “Joint Venture (JV)” means an association with or
without a legal personality distinct from that of its
members, of more than one Firm where one member has
the authority to conduct all business for and on behalf of
any and all the members of the JV, and where the
members of the JV are jointly and severally liable to
MPLRS for the performance of the Contract.
(j) “ITC” (this Section 2 of the RFP) means the Instructions
to Firms that provides all information needed to prepare
their Proposals.
(k) “LOI” (this Section 1 of the RFP) means the Letter of
Invitation being sent by MPLRS to the Bidders.
(l) “MPLRS” means Madhya Pradesh Land Record Society.
(m) “Proposal” means the Technical Proposal and the
Financial Proposal of the Firm.
(n) “RFP” means this document.
(o) “Services” means the work to be performed by the Firm
pursuant to the Contract.
(p) “TORs” (this Section 5 of the RFP) means the Terms of
Reference that explain the objectives, scope of work,
activities, and tasks to be performed, respective
responsibilities of MPLRS and the Firm, and expected
results and deliverables of the assignment.
2. Introduction 2.1 MPLRS named in the Data Sheet intends to select a

Bidder in accordance with the method of selection specified in the
Data Sheet.
2.2 The Firms are invited to submit a Technical Proposal and
a Financial Proposal, as specified in the Data Sheet, for services
required for the assignment named in the Data Sheet.
2.3 The Firms should familiarize themselves with the local
conditions and take them into account in preparing their
Proposals, including attending a pre-proposal conference as
specified in the Data Sheet. Attending any such pre-proposal
conference is optional and is at the Bidders’ expense.
2.4 MPLRS will timely provide, at no cost to the Bidders, the
inputs, relevant project data, and reports required for the
preparation of the Bidder’s Proposal as specified in the Data
Sheet.
3. Conflict of 3.1 The bidder shall not have a conflict of interest. All Bidders
Interest found to have a conflict of interest shall be disqualified. A Bidder
may be considered to be in a conflict of interest with one or more
parties in the bidding process if including but not limited to:
3.1.1 they have controlling shareholders in common; or
3.1.2 they receive or have received any direct or indirect
subsidy from any of them; or
3.1.3 they have the same legal representative for purposes
of this bid
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4. Unfair 4.1 Fairness and transparency in the selection process require
Competitive that the Firms or their Affiliates competing for a specific
Advantage assignment do not derive a competitive advantage from having
provided consulting services related to the assignment in question.
Bidders are requested to contact MPLRS office for any kind of
clarification related to this RFP.
5. Corrupt and 5.1 MPLRS requires compliance with GoMP Policy in regard to
Fraudulent corrupt and fraudulent practices.
Practices
5.2 In further pursuance of this policy, Bidder shall permit
MPLRS to inspect documents relating to the submission of the
Proposal and contract performance (in case of an award), and to
have them audited by auditors appointed by MPLRS.
6. Eligibility 6.1 Any Company or Firm registered in India shall be eligible.
II. Preparation of Proposals

7. General 7.1 In preparing the Proposal, the Bidder is expected to examine
Considerations the RFP in detail. Material deficiencies in providing the
information requested in the RFP may result in rejection of the
Proposal.
8. Local Condition It shall be deemed that by submitting the Bid, the Firm has:
8.1 made a complete and careful examination of the Tender
Document;
8.2 agreed to be bound by the undertaking provided by it under
and in terms hereof;
8.3 satisfied itself about all matters, things and information
including matters referred to herein above necessary and required
for submitting an informed Bid, execution of the Project in
accordance with the Bidding Documents and performance of all
of its obligations there under; and
8.4 Acknowledged and agreed that inadequacy, lack of
completeness or incorrectness of information provided in the
Bidding Documents or ignorance of any of the matters referred to
in herein above shall not be a basis for any claim for
compensation, damages, extension of time for performance of its
obligations, loss of profits, etc. from MPLRS or a ground for
termination of the Contract by the Firm.
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8.6 It will be imperative on Firm to fully acquaint himself with
the local conditions which would have any effect on the
performance of the contract and / or the cost.
8.7 Firm is expected to obtain for himself, on his own
responsibility, all information that may be necessary for preparing
the bid and entering into contract. Obtaining such information
shall be at Firm’s own cost.
8.8 It will be imperative for each Firm to fully inform themselves
of all legal conditions and factors which may have any effect on
the execution of the contract as described in the Bidding
Documents.
8.9 It is the responsibility of the Bidder that such factors have
properly been investigated and considered while submitting the
Bid and that no claim whatsoever including those for financial
adjustment to the contract awarded under the Tender Document
will be entertained by the MPLRS and that neither any change in
the time schedule of the contract nor any financial adjustments
arising thereof shall be permitted by the MPLRS on account of
failure of the Bidder to appraise themselves of local laws and
conditions.
8.10 MPLRS shall not be liable for any omission, mistake or error
in respect of any of the above or on account of any matter or thing
arising out of or concerning or relating to the tender document or
the Bidding Process.
9. Cost of 9.1 The Bidder shall bear all costs associated with the
Preparation of preparation and submission of its Proposal and MPLRS shall not
Proposal be responsible or liable for those costs, regardless of the conduct
or outcome of the selection process. MPLRS is not bound to
accept any proposal and reserves the right to annul the selection
process at any time prior to Contract award, without thereby
incurring any liability to the Bidder.
10. Language 10.1 The Proposal, as well as all correspondence and

documents relating to the Proposal exchanged between the Bidder
and MPLRS, shall be written in the language(s) specified in the
Data Sheet.
11. Documents 11.1 The Proposal shall comprise the documents and forms
Comprising the listed in the Data Sheet.
Proposal
11.2 If specified in the Data Sheet, the Bidder shall include a
statement of an undertaking of the Bidder to observe, in
competing for and executing a contract, the GoMP laws against
fraud and corruption (including bribery).
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11.3 The Bidder shall furnish information on commissions,
gratuities, and fees, if any, paid or to be paid to agents or any other
party relating to this Proposal and, if awarded, Contract execution.
12. Only One 12.1 The Bidder (including the individual members of any Joint
Proposal Venture) shall submit only one Proposal, either in its own name
or as part of a Joint Venture in another Proposal. If a Bidder,
including any Joint Venture member, submits or participates in
more than one proposal, all such proposals shall be disqualified
and rejected.
13. Proposal Validity 13.1 The Data Sheet indicates the period during which the
Bidder’s Proposal must remain valid after the Proposal
submission deadline.
13.2 During this period, the Bidder shall maintain its original
Proposal without any change, including the proposed rates and the
total price.
a. Sub- 13.3 The bidder has no right to give, bargain, sell, assign or
Contracting sublet or otherwise dispose of the Contract or any part thereof, as
well as to give or to let a third party take benefit or advantage of
the present Contract or any part thereof. However, in case of
circumstances beyond the control of bidder, transfer/ sub-
contracting may be permissible with the written concurrence of
Client.
14. Clarification and 14.1 The Bidder may request an online clarification of any part
Amendment of of the RFP during the period and in accordance with the procedure
RFP indicated in the Data Sheet before the Proposals’ submission
deadline. MPLRS will respond online by uploading the response
on the portal (including an explanation of the query but without
identifying its source) for information of all Bidders. Should
MPLRS deem it necessary to amend the RFP as a result of a
clarification, it shall do so following the procedure described
below:
14.1.1 At any time before the proposal submission
deadline, MPLRS may amend the RFP by issuing an
amendment online in accordance with procedure described
in Data Sheet. The amendment shall be binding on all
Bidders.
14.1.2 If the amendment is substantial, MPLRS may
extend the proposal submission deadline to give the Bidders
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reasonable time to take an amendment into account in their
Proposals.
14.2 The Bidder may submit a modified Proposal or a
modification to any part of it at any time prior to the proposal
submission deadline, online, in accordance with the procedure
described in the Data Sheet. No modifications to the Technical or
Financial Proposal shall be accepted after the deadline.
15. Technical 15.1 The Technical Proposal shall not include any financial
Proposal Format information. A Technical Proposal containing material financial
and Content information shall be declared non-responsive.
15.2 Depending on the nature of the assignment, the Bidder is
required to submit proposal as indicated in the Data Sheet and
using the Standard Forms provided in Section 3 of this RFP.
16. Financial 16.1 The Financial Proposal shall be prepared using the
Proposal Standard Forms provided in Section 4 of the RFP. It shall list all
costs associated with the assignment.
1. Taxes 16.2 The Bidder is responsible for meeting all tax liabilities
arising out of the Contract unless stated otherwise in the Data
Sheet. Information on taxes is provided in the Data Sheet.
2. Currency 16.3 The Bidder may express the price for its Services in the
of currency or currencies as stated in the Data Sheet.
Proposal
3. Currency 16.4 Payment under the Contract shall be made in the currency
of or currencies in which the payment is requested in the Proposal.
Payment
III. Submission, Opening and Evaluation

17. Submission of 17.1 The Bidder shall submit a digitally signed, encrypted and
Proposals complete Proposal comprising the documents and forms in
accordance with Clause 8 (Documents Comprising Proposal).
The submission can be done electronically through the portal and
in accordance with the procedures specified in the Data Sheet.
Proposals submitted by any other means will be rejected.
17.2 An authorized representative of the Bidder shall digitally
sign the submission letters in the required format for both the
Technical Proposal and, if applicable, the Financial Proposal.
The authorization shall be in the form of a written power of
attorney scanned and uploaded together with the Technical
Proposal.
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17.3 Bidders should be aware that the electronic procurement
system does not allow for any interlineations, erasures, or
overwriting. Any modifications or revisions to the Proposal shall
be done in accordance with eProcurement system.
17.4 The Proposal or its modifications must be uploaded on
the portal no later than the deadline indicated in the Data Sheet,
or any extension to this deadline. The electronic system will not
accept any Proposal or its modification for uploading after the
deadline.
17.5 Once the Proposal is uploaded on the portal, the system
will generate a unique identification number with the stamped
submission time. The unique identification number with the time
stamp represents an acknowledgement of the Proposal
submission. Any other system’s functionality requirements are
specified in the Data Sheet.
18. Confidentiality 18.1 From the time the Proposals are opened to the time the
Contract is awarded, the Bidder should not contact MPLRS on
any matter related to its Technical and/or Financial Proposal.
Information relating to the evaluation of Proposals and award
recommendations shall not be disclosed to the Bidders who
submitted the Proposals or to any other party not officially
concerned with the process, until the publication of the Contract
award information.
18.2 Any attempt by Bidders or anyone on behalf of the

Bidder to influence improperly MPLRS in the evaluation of the
Proposals or Contract award decisions may result in the rejection
of its Proposal and may be subject to the application of prevailing
laws of GoMP.
18.3 Notwithstanding the above provisions, from the time of

the Proposals’ opening to the time of Contract award publication,
if a Bidder wishes to contact MPLRS or MPLRS on any matter
related to the selection process, it should do so only in writing.
19. Online Opening of 19.1 MPLRS’s evaluation committee shall conduct the opening
Technical of the Technical Proposals online immediately after the
Proposals Proposals’ submission deadline and following the procedure
described in the Data Sheet. The folder with the Financial
Proposal shall remain unopened, encrypted and shall be securely
stored on the portal.
19.2 At the opening of the Technical Proposals the following
shall be read out and recorded online simultaneously: (i) the
name of the Bidder or, in case of a Joint Venture, the name of the
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Joint Venture, the name of the lead member and the name of
other members; (ii) any modifications to the Proposal submitted
prior to proposal submission deadline; and (iii) any other
information deemed appropriate or as indicated in the Data
Sheet.
20. Proposals 20.1 Subject to provision of Clause 15.1 of the ITC, the
Evaluation evaluators of the Technical Proposals shall have no access to the
Financial Proposals until the technical evaluation is concluded.
20.2 The Bidder is not permitted to alter or modify its Proposal
in any way after the proposal submission deadline except as
permitted under Clause 13.7 of this ITC. While evaluating the
Proposals, MPLRS will conduct the evaluation solely on the
basis of the submitted Technical and Financial Proposals.
20.3 Bidders must bid for 100% of the value of the work under
this RFP. Failure to do so shall be considered as non-complete
and the proposal will be rejected.
21. Evaluation of 21.1 MPLRS’s evaluation committee shall evaluate the
Technical Technical Proposals on the basis of their responsiveness to the
Proposals Terms of Reference and the RFP, applying the evaluation
criteria, sub-criteria, and point system specified in the Data
Sheet. Each responsive Proposal will be given a technical score.
A Proposal shall be rejected at this stage if it does not respond to
important aspects of the RFP or if it fails to achieve the minimum
technical score indicated in the Data Sheet.
22. Online Opening of 22.1 After the technical evaluation is completed, MPLRS shall
Financial notify those Bidders whose Proposals were considered non-
Proposals responsive to the RFP and TOR or did not meet the minimum
qualifying technical score by sending a notification through the
means indicated in the Data Sheet. The notification shall also
include information relating to the Bidder’s overall technical
score, as well as scores obtained for each criterion.
22.2 Financial Proposals of those Bidders whose Technical
Proposals did not meet the minimum qualifying score shall not
be opened. In such case, a notification to that effect will be sent
to the Bidder. MPLRS shall simultaneously notify those Bidders
that have achieved the minimum overall technical score and
inform them of the date, time and, if indicated in the Data Sheet,
location for online opening of the Financial Proposals. The
Bidder’s attendance at the opening of the Financial Proposals
(online, or in person, if such option is indicated in the Data
Sheet) is optional and is at the Bidder’s choice. If the Data Sheet
provides an option of attending in person, the opening date
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should allow the Bidders sufficient time to make arrangements
for attending the opening.
22.3 The Financial Proposals shall be opened online by
MPLRS’s evaluation committee as described in the Data Sheet.
At the opening, the names of the Bidders, and the overall
technical scores, shall be read aloud first and recorded online
simultaneously. The Financial Proposals shall be then opened,
the total prices read aloud and recorded online simultaneously.
The records of the opening shall remain on the portal for the
information of the Bidders who submitted Proposals and MPLRS
unless the Data Sheet provides for other means of sending
notifications and the results of the financial opening.
22.4 MPLRS may choose to give option to bidders other than
L1 bidder to match L1 rates and get empanelled with MPLRS
for scanning and digitization work.
23. Correction of 23.1 Activities and items described in the Technical Proposal but
Errors not priced in the Financial Proposal, shall be assumed to be
included in the prices of other activities or items, and no
corrections are made to the Financial Proposal.
23.2 The Bidder is deemed to have included all prices in the
Financial Proposal, so neither arithmetical corrections nor price
adjustments shall be made. The total price, net of taxes
understood as per Clause ITC 24 below, specified in the
Financial Proposal (Form FIN-1) shall be considered as the
offered price.
24. Taxes 24.1 MPLRS’s evaluation of the Bidder’s Financial Proposal
shall include taxes and duties in accordance with the instructions
in the Data Sheet.
IV. Issue of Letter of Intent, Contract Signing and Issue of Work Order
25. Award 25.1 MPLRS may award the Contract to the bidder whose bid
has been adjudged successful after techno-commercial and
financial evaluation.
25.2 MPLRS shall issue a detailed Letter of Intent (LoI) to the
successful bidder.
Performance Bank 25.3 Within thirty (30) days from date of issue of letter of intent,
Guarantee the successful bidder shall furnish requisite Contract
performance guarantee and execute an agreement on the
prescribed form duly stamped for the due and proper fulfillment
of the Contract. The cost of stamp paper including cost of
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revenue stamps and stationery charges shall be borne by the
Bidder.
Work Order 25.4 After signing of the Contract Agreement, work order shall
be issued by MPLRS.
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V. Instructions to Bidders and Data Sheet
A. General
ITC
Clause
Reference
1. The name of the assignment is:

Selection of Service Provider for development of a Records Digitization
Platform and to digitize various Records
2. Method of Selection:
Least Cost Method (L1)
3. Consortium/Joint Venture is not permitted
4. Financial Proposal to be submitted together with Technical Proposal:

Yes
5. Tender Publishing Date: 11/01/2019 at 15.00 hours

Tender Purchase Start Date: 11/01/2019 at 15.00 hours
6. Pre-Bid Meeting:
Date of pre-bid meeting:16.01.2019
Time: 12.00 PM
Venue Address:
Madhya Pradesh Land Record Society

Office of the Principal Revenue Commissioner
Revenue Building, Arera Hills Bhopal - 462011, M.P (India)
Tel.: 07552550972
Email : procurement.clr@mp.gov.in
Contact Person :
0751-2441200, Fax No.2441202,
Email – clr@mp.gov.in
email:, procurement.clr@mp.gov.in
7. 1. Bidders are requested to visit the following URL for more information.
https://mptenders.gov.in
2. Details of project can be found in the Scope of Work.
3. Agencies are requested to contact MPLRS office for any kind of
clarification, information on the project.
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B. Preparation of Proposals
8. This RFP has been issued in the English language.
Proposals shall be submitted in English language.
All correspondence exchange shall be in English language.
9. The Proposal shall comprise the following:
1. Pre-Qualification Proposal:
(1) Checklist of Pre-Qualification Compliance
(2) Documentary Evidence of Pre-Qualification Compliance
2. Technical Proposal:
(1) TECH-1
(2) TECH-2
(3) TECH-3
(4) TECH-4
(5) TECH-5
(6) TECH-6
(7) TECH-7
3. Financial Proposal:
(1) FIN-1
10. Statement of Undertaking is required

Yes, As per the covering letter of Technical proposal
11. Important Dates: -

S# Activity Date/Time
1 Tender Publishing Date 11/01/2019 15.00 PM
2 Tender Purchase Start Date 11/01/2019 15.00 PM
3 Bid Submission Start Date 23/01/2019 3.00 PM
4 Bid Submission Closing Date 28/01/2019 3.00 PM
5 Date of opening of Pre-Qualification Bid 28/01/2019 at 3.30 PM
6 Date of opening of Technical Bid 01/02/2019 at 3.30 PM
7 Date of opening of Financial Bid To be Intimated
12. Proposals must remain valid for 180 calendar days after the proposal
submission deadline. The validity of the proposal may be extended for a
further period as may be mutually agreed between the bidders and MPLRS
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13. Clarifications/Queries may be requested no later than 10 days prior to the
submission deadline.
All requests for clarifications in MS Excel format shall be made via email:
procurement.clr@mp.gov.in
Format of clarification
S# RFP reference / RFP Clause Clarification Sought /
Page no. Query
Clarifications sent through any other medium and format shall not be
accepted.
14. Online submission of modifications by the Bidder is as per the process

defined in https://mptenders.gov.in.
15. Project Duration: 36 months from the date of signing of contract, which can
be extended based on mutual agreement between CLR and successful bidder
for a period of two years, one year at a time.
16. Submission of the Pre-Qualification Proposal, Technical Proposal and

Financial Proposal in a wrong format may lead to the Proposal being deemed
non-responsive to the RFP requirements.
C. Submission, Opening and Evaluation
17.
1. Bidders shall submit their Proposals electronically on the portal:
www.mptenders.gov.in.
2. For participation in e-tendering, it is mandatory for prospective Bidders to
get registered on website www.mptenders.gov.in.
3. Tender documents can be downloaded from website
www.mptenders.gov.in. However, the tender document of those Bidders
shall be acceptable who have made online payment for the tender
documents fee of Rs 5,000/- (Rs Five Thousand only) + processing fee as
applicable (non-refundable) to be paid online through the eProcurement
portal (website www.mptenders.gov.in), without which bids will not be
accepted.
4. Service and gateway charges shall be borne by the Bidders.
5. In the event, the Purchaser, in its discretion, decides not to open the bid
for want of adequate response to the bidding, the Purchaser may either
extend the bid or cancel the bidding process.
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18.
Earnest Money Deposit (EMD)
1. Bidders shall submit an EMD of Rs 10 Lakh online through the
eProcurement portal (website www.mptenders.gov.in).
2. Copy of proof of online EMD submission, shall be submitted with
Technical Bid.
3. The bid will be disqualified if the EMD is not submitted within the
stipulated timeline. Unsuccessful Bidder’s EMD will be released as
promptly as possible, but not later than 90 days after the award of the
contract to the successful Bidder.
4. The EMD may be forfeited in following cases:
5. If a Bidder withdraws his bid or increases his quoted prices during the
period of bid validity or its extended period, if any; or
6. In the case of a successful Bidder if it fails within the specified time limit
to sign the Agreement.
19. Performance Bank Guarantee

1. The selected Bidder shall at his own expense, deposit with MPLRS,
within Fifteen (15) working days of the; date of notice of award (LoI)
or prior to signing of the contract, whichever is earlier, an
unconditional and irrevocable Performance Bank Guarantee (PBG)
from a Scheduled/ nationalized Bank of a value equivalent to 10% of
the value of the work mentioned in the LoI, acceptable to MPLRS, for
the due performance and fulfilment of the contract by the successful
bidder.
2. Performance Bank Guarantee should be valid up to 2 years beyond the
contract period. 50% of Performance Bank Guarantee will be released
after 6 month of the contract period remaining will be retained for
defect liability period.
3. Performance Bank Guarantee may be forfeited by the MPLRS,
a. If the Successful Bidder fails to perform within the period(s)
specified in the Contract, or within any extension thereof
granted by the MPLRS pursuant to conditions of contract
clause or if the Successful Bidder fails to perform any other
obligation(s) under the Contract.
b. Except as provided above, a delay by the successful Bidder in
the performance of its delivery obligations shall render the
successful Bidder liable to the imposition of liquidated
damages pursuant to conditions of Contract. The selected
Bidder shall indemnify MPLRS in case any of the resources
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deployed by them damages the equipment, assets etc. owned
by MPLRS. Further, without prejudice to its other remedies
under the Contract, the contract can be terminated by MPLRS
and the Performance Bank Guarantee can be forfeited.
4. If the difference between the rates quoted by the successful bidder (L1)
is greater than the second lowest bidder (L2 bidder) by more than 10%,
the L1 bidder shall be required to submit additional PBG of 2.5% of
the work order, i.e. PBG will be equal to 12.5% of the value of the
work order.
5. If MPLRS chooses to empanel bidders other than L1 for work related
to Stage 1 & Stage 2 digitisation, then those bidders will be required
to submit separate PBG as well as per clause 19.1&2.
6. In case more than one work order is issued PBG shall be submitted
separately for each work order and the sum value of all the PBGs shall
be equal to the cumulative value of all the work orders.
20. 1. Bidders are required to take note that Government of Madhya

Pradesh has changed its eProcurement portal from mpeproc.gov.in to
www.mptenders.gov.in. It is hence essential that the bidders get
familiarized with the new procurement portal and its requirements.
2. For participation in e-tendering, it is mandatory for prospective Bidders to
get registration on website www.mptenders.gov.in. Therefore, it is advised
to all prospective Bidders to get registration well in advance to the date of
submission of the bid.
3. Tender documents can be purchased only online and can be downloaded
from website www.mptenders.gov.in by making online payment for the
tender documents fee.
4. Service and gateway charges shall be borne by the Bidders.
5. Since the Bidders are required to sign their bids online using class – III
Digital Signature Certificate, they are advised to obtain the same at the
earliest.
6. For further information regarding issue of Digital Signature Certificate,
the Bidders are requested to visit website www.mptenders.gov.in . Please
note that it may take up to 7 to 10 working days for issue of Digital
Signature Certificate. MPLRS will not be responsible for delay in issue of
Digital Signature Certificate.
7. If a Bidder is bidding first time through e-tendering, then it is obligatory
on the part of Bidder to fulfill all formalities such as registration, obtaining
Digital Signature Certificate etc. well in advance.
8. Bidders are requested to visit our e-tendering website regularly for any
clarification and / or due date extension.
9. Bidders must positively complete online e-tendering procedure at
www.mptenders.gov.in
10. For any type of clarification Bidders can /
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o visit www.mptenders.gov.in
o Contact the help desk at phone number no. 0120-4001 002
o Mail id: eproc_helpdesk@mpsdc.gov.in (Support timings:
Monday to Saturday from 10:00 AM to 7:00 PM).
21. Bidders are requested to upload the relevant documents in the space
provided at www.mptenders.gov.in.
1. Pre-qualification Proposal.
2. Technical Proposal.
3. Financial Proposal.
An online opening of the Pre-Qualification, Technical and Financial
Proposals will be conducted.
22. The procedure for online opening of Proposals can be seen at

Bidders have an option to attend the opening of the Pre-Qualification,

Technical and Financial Proposals in person.
The opening shall take place at:
Online from MPLRS (Madhya Pradesh Land Record Society) office

Madhya Pradesh Land Record Society
Office of the Principal Revenue Commissioner
Revenue Building, Arera Hills Bhopal - 462011, M.P (India)
Tel.: 07552550972
23. Contact Person: Chief Executive Officer, MPLRS

Address of Communication:
0751-2441200, Fax No.2441202,
Email – clr@mp.gov.in
24. Pre-Qualification (Mandatory) Criteria for compliance:
All Bidders should comply with the following Pre-qualification criteria.

Bidders are requested to upload the relevant forms and supporting documents
against each criterion. The Bidders should possess the requisite experience,
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strength and capabilities to meet the requirements as described in the Bidding
document. The following criteria are prescribed as pre-qualification criteria
for bidders interested in undertaking the project.
Document to be
S# Pre-qualification Criteria
submitted
For the purpose of this RFP document, Certificate of
1. a Bidder shall mean a company Incorporation,
registered in India under the Companies Memorandum,
Act, 1956 or a partnership firm Articles of
registered under the Limited Liability Associations
Partnership Act of 2008 and operating
from the last 5 years as of March 31,
2018 in India.
2.1 The Bidder should have a Minimum Chartered Accountant
2. Annual turnover of Rs. 90 crore from IT certificate for Average
related projects in India during the last Annual Turnover and
three Financial Years (FY17-18, FY 16- positive net worth
17 and FY15-16). should be attached.
2.2 The Bidder should have positive net

worth during the last 3 financial years
(17-18, 16-17 and 15-16).
The Bidder must have successfully Copy of work order
3. executed or is executing at least three and Completion
projects involving digitization of Certificate/ proof of
records for any state/central government projects in progress
or PSU or a reputed private sector shall be submitted
organization. Digitization of records with proposal.
would mean project involving scanning,
meta data entry and creation of digital
copies of records with minimum value
of Rs. 25 lakh or more for each project.
The Bidder shall not be under a Declaration in this
4. declaration of ineligibility for corrupt or regard by the
fraudulent practices or blacklisted with authorized signatory
any of the Government agency in India of the Bidder should
on the last date of submission of bid. be attached.
The bidder should have a Proof of office in
5. liaison/reporting office in Bhopal, Bhopal, MP
Madhya Pradesh or should agree to Or
open liaison/reporting office in Bhopal, Undertaking to open
Madhya Pradesh within 4 weeks in the office in Bhopal, MP
event of awarding the project to them
and operate it till completion of this
project.
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The bidder should have certification for Self-Attested copy of
6. ISO 27001:2013 or ISO 20000, CMMi quality certificate or
3 or higher at the time of bid documentation of the
submission. quality policy.
Bidder should have a minimum of 100 Certificate from the
7. IT professionals working in the firm, in HR department of the
the areas of Software development, Firm.
System integration, IT infrastructure
maintenance, digitization or other IT
related work.
25.
a) Technical Proposals of only those Bidders who have been found to be
in compliance with the Pre-Qualification Criteria and submitted the
EMD would be taken up by the MPLRS for further evaluation. The
Bidders who do not meet the pre-qualification criteria will not be taken
up for further evaluation.
b) The Evaluation Committee based on technical evaluation framework
mentioned in the table below shall evaluate each proposal and allot
technical score as per the Technical criteria.
c) In the technical evaluation, it is mandatory for the Bidders to score at
least 70% of the marks to be qualified to be considered for Financial
Evaluation. Those Bidders who fail to attain this minimum score shall
be technically disqualified and shall not be considered for further
evaluation.
26. In addition, the following information will be read aloud at the opening of the
Technical Proposals:
1. Name of participating Bidders.
2. Last date of Proposal Submission.
27. Criteria, sub-criteria, and point system for the evaluation of the Technical
Proposals are:
S# Evaluation Criteria Points
(i) Number of digitization projects executed for any 35
state/central government or PSU or a reputed private
sector organization with minimum value of Rs 25 lakh or
more for each project
 Three projects – 25
 Five projects – 30
 Seven or More projects - 35
(ii) Average Annual turnover from IT related projects in India 20
during the last three Financial Years (FY17-18, FY16-17,
and FY 15-16)
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 Rs. 90 - 120 crore – 10
 Rs. 121 - 150 crore – 15
 More than Rs 150 crore – 20
(iii) (i) Presentation by the bidder on approach and 20
methodology prescribed by the bidder including but not
limited to adequacy of approach and methodology,
ensuring quality of deliverables, work plan and value
Addition.
(ii) Responsiveness of the proposal
 Compliance of scope of work in the approach &
Methodology.
 Compliance of information provided as per the
format.
Provision of checklist and indexing of information.
(iv) Personnel proposed to be deployed for the project. 15
Experience of Project Manager
 < 6 years experience in IT projects and at least
one digitization project - 0 marks
 6-8 years experience in IT projects and at least
 > 8 years experience in IT projects and at least
Experience of Senior developer

 < 3 years experience in IT projects and at least
 3-5 years experience in IT projects and at least
 > 5 years experience in IT projects and at least
Provide CVs of the proposed resource along with
technical bid.
(v) Years of Experience in digitization projects for any 10
state/central government or PSU
 < 3 Years – 0
 3 – 5 Years – 5
 5 – 8 Years – 10
 More than 8 Years – 15
Provide Work order/Work completion certificate along
with technical bid.
Total Marks 100
 Total Points for the above criteria:100
 The minimum technical score (St) required to pass is: 70
28. Notifications to the Bidders will be sent as following:
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(a) Bidders whose Proposals were considered non-responsive or did not meet
the minimum qualifying technical score will be informed via email.
(b) Bidders who have passed the minimum technical score will be invited to
the opening of the Financial Proposal via email.
(c) Bidders can participate in the Financial Proposal opening in person. The
address, date and time of opening of Financial Proposal will be send on
email.
Rejected / disqualified bidders would only be intimated post final selection

of successful bidder/ completion of Bid process.
29. The online opening procedure shall be as following:

The procedure for online opening of Technical Proposals can be seen at
The procedure for notifying the Bidders on the results of the Financial
opening shall be through email.
Bidders can participate in the Financial Proposal opening in person. The

address, date and time of opening of Financial Proposal will be send on
email.
30. The single currency for all prices expressed is: Indian Rupee (INR)
D. Issue of Letter of Intent, Contract Signing and Issue of Work Order
31. CLR shall award the Contract to the bidder whose bid has been adjudged successful
after techno-commercial and financial evaluation.
32. CLR shall issue a detailed Letter of Intent (LoI) to the successful bidder.
33. Within thirty (30) days from date of issue of letter of award, the successful bidder
shall furnish requisite Contract performance guarantee and execute an agreement on
the prescribed form duly stamped for the due and proper fulfilment of the Contract.
The cost of stamp paper including cost of revenue stamps and stationery charges
shall be borne by the bidder.
34. After signing of the Contract Agreement, work order shall be issued by CLR.
35. All bidders shall submit offer for the entire quantity of work and failure to do so
shall lead to rejection of the bid as non-responsive.
36. Commencement Period and Effective date of contract
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1. The bidder shall be given a commencement period of seven (07) days from the
date of signing of Contract agreement.
2. The Contract shall start after seven (7) days of date of signing of Contract
agreement and such date shall be deemed as Effective date of contract for the
contract purpose.
37. Empanelment of vendors
1. The L1 bidder shall have to accept the entire quantity of work and cannot refuse
to take up the work for the entire contract value.
2. However, the CLR reserves the right to allot part of the work to other bidder’s
subject to their acceptance of the offer to perform work at the rates offered to
the successful bidder (L1 rates).
3. The order of allotment of work between eligible bidders shall be L2, L3, L4 and
so on.
4. Only those bidders who have quoted rates which are not more than 10% of the
bid value submitted by the successful bidder (L1 rates) shall be eligible for
allotment of part of the work quantity under this tender.
5. The division of work between the bidders will be as follows
L1 – 6 or more of the groups of the districts mentioned in Annexure -3
L2 – 3 of the groups of the districts mentioned in Annexure -3
L3 – 2 of the groups of the districts mentioned in Annexure -3
Priority for choice of groups will be L1, L2 and L3 and so on.
The CLR reserves the right to change the work distribution by increasing or
decreasing the quantity of work allotted between the empaneled bidders to ensure
that the work gets completed within the contract period.
6. Only work related to Stage 1 digitization (clause 9) and Stage 2 digitization
(clause 10) of Section 5 shall be covered under this clause. All other work shall
be allotted only to the L1 bidder/successful bidder.
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Section 3 Technical Proposal – Standard Forms
{Notes to Bidder shown in brackets { } throughout Section 3 provide guidance to the Bidder
to prepare the Technical Proposal; they should not appear on the Proposals to be submitted.}
CHECKLIST OF REQUIRED FORMS
S# FORM DESCRIPTION
1 TECH-1 Technical Proposal Submission Form
2 TECH-2 Power of Attorney (As per the enclosed format)
3 TECH-3 Description of the Approach, Methodology, and Work Plan for
Performing the Assignment
4 TECH-4 No Deviation Proforma
5 TECH-5 Format for Blacklisting
6 TECH-6 Performance Bank Guarantee
7 TECH-7 Technical details of hardware, software and DMS
 Checklist of forms should be provided at the beginning of proposal.

 All pages of the proposal should be numbered and Table of Content should be
provided.
FORM TECH-1
TECHNICAL PROPOSAL SUBMISSION FORM
{Bhopal, Date}
To:

Dear Sir:
We, the undersigned, offer to provide the services for “Selection of Service Provider for
development of a Records Digitization Platform and to digitize various Records” to MPLRS
in accordance with your RFP No.: MPLRS/2019/01 dated 11.01.2019 and our Proposal. “We
are hereby submitting our Proposal, which includes this Technical Proposal and a Financial
Proposal.”
We hereby declare that:
(a) All the information and statements made in this Proposal are true and we accept
that any misinterpretation or misrepresentation contained in this Proposal may
lead to our disqualification by MPLRS and/or may be sanctioned by MPLRS.
(b) Our Proposal shall be valid and remain binding upon us for the period of time
specified in the Data Sheet, Clause 12.
(c) We have no conflict of interest in accordance.
(d) We meet the eligibility requirements as stated, and we confirm our

understanding of our obligation to abide by the policy in regard to corrupt and
fraudulent practices.
(e) In competing for (and, if the award is made to us, in executing) the Contract, we
undertake to observe the laws against fraud and corruption, including bribery, in force.
We undertake, if our Proposal is accepted and the Contract is signed, to initiate the
Services related to the assignment no later than the date indicated in Clause 35 of the Data
Sheet.
We understand that MPLRS is not bound to accept any Proposal that MPLRS receives.
28 | P a g e
We remain,
Yours sincerely,
Authorized Signature:
Name and Title of Signatory:
Name of Bidder (company’s name):
In the capacity of:
Address:
Contact information (phone and e-mail):
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FORM TECH -2
Power of Attorney
Know all men by these presents, we, …………………………… (name of the firm and address
of the registered office) do hereby irrevocably constitute, nominate, appoint and authorize Mr.
/ Ms (Name), son/daughter/wife of ……………………………… and presently residing at
………………………………….., who is presently employed with us, holding the position of
………………………….., as our true and lawful attorney (hereinafter referred to as the
“Attorney”) to do in our name and on our behalf, all such acts, deeds and things as are necessary
or required in connection with or incidental to submission of our bid RFP No. …… for MPLRS,
including but not limited to signing and submission of all applications, bids and other
documents and writings, participate in Bidders' and other conferences and providing
information / responses to the MPLRS, representing us in all matters before MPLRS, signing
and execution of all contracts and undertakings consequent to acceptance of our bid, and
generally dealing with the MPLRS in all matters in connection with or relating to or arising out
of our bid for the said Project and/or upon award thereof to us and/or till the entering into of the
agreement with MPLRS.
AND we do hereby agree to 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.
IN WITNESS WHEREOF WE, …………………………..., THE ABOVE-NAMED

PRINCIPAL HAVE EXECUTED THIS POWER OF ATTORNEY ON THIS
……………………… DAY OF ……………………., 20. ….
For…………………………….
(Signature, name, designation and
address)
Witnesses:
1. …………………...
2. …………………….
Accepted Notarized
(Signature, name, designation and

address of the Attorney)
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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.
 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
favor of the person executing this Power of Attorney for the delegation of power hereunder on
behalf of the Bidder.
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FORM TECH-3
DESCRIPTION OF APPROACH, METHODOLOGY, AND WORK PLAN FOR

PERFORMING THE ASSIGNMENT
Form TECH-4: a description of the approach, methodology, and work plan for performing the
assignment, including a detailed description of the proposed methodology and staffing
requirements.
{Suggested structure of your Technical Proposal}

a) Bidder Understands of requirements, Current Status of different projects, ICT
intervention and GPR intervention needs, importance of integration of different
projects, External interfaces and role of PMU.
b) Technical Approach, Methodology, and Organization of the Bidder’s team. {The
technical approach and the methodology you would adopt for implementing the tasks to
deliver the expected output(s); the degree of detail of such output; Planning of Quality
Control Parameters, Reporting Structure, Risk and Mitigation plan(s), Value addition
by bidder and structure and composition of your team. Please do not repeat/copy the
TORs in here.}
b) Draft Work Plan and Staffing. {Please outline the draft plan for the implementation of
the main activities/tasks of the assignment, their content and duration, phasing and
interrelations, Quality Control, milestones (including interim approvals by MPLRS),
and tentative delivery dates of the reports. The proposed work plan should be consistent
with the technical approach and methodology, showing understanding of the TOR and
ability to translate them into a feasible working plan and work schedule showing the
assigned tasks for each expert. A list of the final documents/applications/ databases/
learning manuals (including reports) to be delivered as final output(s) should be
included here. The work plan should be consistent with the Work Schedule Form.}
c) Comments (on the TOR and on counterpart staff and facilities)
{Your suggestions should be concise and to the point and incorporated in your Proposal.
Please also include comments, if any, on counterpart staff and facilities to be provided
by MPLRS. For example, administrative support, office space, local transportation,
equipment, data, background reports, etc.}
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FORM TECH-4
NO DEVIATION PROFORMA
(To be included in Technical bid)
(To be furnished on official letter-head of the Bidder)
All terms and conditions of Bid document are unconditionally and unequivocally acceptable to us and
binding on us. We shall not seek any deviation from the same in any manner whatsoever.
(Seal and Signature of the Bidder)
Date: ____________
Name and Designation: _______________________________
Place: ____________
Address and Contact: _________________________________
33 | P a g e
FORM TECH-5
FORMAT FOR BLACKLISTING
(To be included in Technical bid)
(To be furnished on official letter-head of the Bidder)
I, (name of the authorized representative) of (address) hereby states that:

I am currently a (designation) of__________.
I confirm that we have not been blacklisted by any department of ______________ or its successor
companies in the last three years for any duration.
I confirm that in case of false declaration, I shall be disqualified from the tender process.
I confirm that I have made enquiries of all appropriate persons and taken other steps as appropriate
so as to obtain the knowledge and information as required to make this declaration.
AND I MAKE this solemn declaration conscientiously believing the same to be true.
MADE AND DECLARED at this _____day of _______.
___________________
(Name and Designation)
(BIDDER seal)
34 | P a g e
FORM TECH-6
PERFORMANCE BANK GUARANTEE
To,
_______________________
_______________________
_______________________
_______________________
_______________________
Place: ________
Bank Guarantee No.:___________________
Amount of Bank Guarantee: Rs.______________ (Rs. in Words________________)
Bank Guarantee valid from: ______________________
Last Date for Lodgement of Claim: __________________
This Deed of Guarantee executed by the _____________(Bank) having Registered Office

at________ and local office at_________(hereinafter called “the Bank”) in favor of CEO,
Madhya Pradesh Land Records Department, Bhopal for and on behalf of the Department for an
amount not exceeding Rs._____________ (Rs. In words_____________ only) at the request of
M/s_________ having their Registered office at___________ (hereinafter called the Agency)
to whom work order no. ______________dated_____________ amounting to
Rs._____________(Rs. In words______________ only) is given by the Department, in respect
of which this Bank guarantee is being submitted as security to complete the work and provide
the services within stipulated time.
The bank does hereby undertake to pay to the Madhya Pradesh Land Records Department an
amount not exceeding Rs.____________ (Rs. In words____________ only) by reason of
breach of Agreement, ‘Term and Conditions” as stated in Tender Document, and commitment
under the scope of Work Order.
The Bank do hereby guarantee and undertake to pay to the Department immediately on demand,
without any reservation(s), protest, demur and without reference to any party the amount of
Rs________________ (Rs. In words______________ only).
Any such demand made by the Department shall be conclusive and binding on the bank
irrespective of any dispute(s) or difference(s) raised by any party.
The bank undertakes to pay to the Department amount so demanded, notwithstanding any
dispute or disputes raised by any party in any suit or proceeding pending before any Court or
Tribunal relating thereto, Banks liability under this guarantee being absolute and unequivocal.
35 | P a g e
The payment so made by the bank under this bond shall be a valid discharge of liability for
payment there under and the Agency shall have no claim against the bank making such
payment. This Guarantee will not be discharged due to the change in the constitution of the
Bank or Agency. This guarantee shall be irrevocable and shall remain valid up to
__________(date). The guarantee shall be extended further at the discretion of the Bank for
such period as required under the instructions of the Agency M/s___________, on whose behalf
this guarantee is furnished.
The bank agree that the amount hereby guaranteed shall be due and payable to the Department
on the bank being served a notice requiring the payment of the amount and such notice shall be
deemed to have been served on the Bank by actual delivery. In order to give full effect to the
provisions of this guarantee the bank hereby waives all rights inconsistent with the above
provisions and which the bank might otherwise as a guarantor be entitled to claim and enforce.
We, ______________(Bank) may renew the Bank Guarantee at our discretion provided the
request for renewal is made by the Agency before the expiry of the Bank Guarantee with the
mutual consent of the Bank.
We, _____________ (Bank), lastly undertake not to revoke this guarantee during its currency
except with the previous consent of the Department in writing and the guarantee shall be
continuous and irrevocable guarantee up to a sum of Rs.__________ (Rs. In
words______________ only).
Not with standing anything stated hereinbefore:

1. Our liability under this guarantee is restricted to Rs._____________ (Rs. In words
___________________only).
2. The guarantee shall remain in force till ______________(date) and
3. The Bank is liable to pay the guarantee amount or any part thereof under this Bank
Guarantee only if the Department serves upon the Bank a written claim or demand on
or before _____________(date).
Please note that this Bank Guarantee automatically stand cancelled notwithstanding the fact
that the original bank guarantee may not be returned to us by you after _____________(date).
Witness:
1.___________ Signature
Manager/ Authorized Signatory

2.___________ Full Name (in Block Letters)
Designation & Signature I.D. No
Bank & Branch Address with Branch No.
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FORM TECH-7
TECHNICAL DETAILS OF HARDWARE, SOFTWARE, AND DMS
Form TECH-7: Technical details of hardware, software and DMS including required license
information of proposed system should be provided except the financial information.
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Section 4 Financial Proposal - Standard Forms
{Notes to Bidder shown in brackets { } provides guidance to prepare the Financial Proposals;
they should not appear on the Financial Proposals to be submitted.}
Financial Proposal Standard Forms shall be used for the preparation of the Financial Proposal
according to the instructions provided in Section 2.
FIN-1 Financial Proposal Submission Form
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FORM FIN-1
FINANCIAL PROPOSAL SUBMISSION FORM
FORMAT OF PRICE SCHEDULE

Name of the Bidder:
Authorized Signatory of the Bidder:
Detailed break-up of the Lump-sum Fee
Cost in INR
(excluding taxes Total cost in Taxes in Total in
Qty
# Description Unit up to 2 INR INR INR
(A)
decimals) (C=A*B) (D) (E=C+D)
(B)
1. a) Cost of Digitization lumps 1
software (DMS) for um
scanning and digitization
of records including
installation, deployment,
customization, training
and configuration with
unlimited user
registration
b) Cost of development of
online portal including
installation, deployment,
customization, training
and configuration with
unlimited user
registration and
concurrent access up to
1500 users including
required hardware and
licenses with 3 years
maintenance and
support1 & 2
2. Scanning per A3 size page Per 15,00,00,000*
(including meta data entry Page
for Stage 1 digitization)**
3. Data entry per 50 words Per 50 15,00,00,000#
(Stage 2 digitization) words
4. Total cost including taxes in INR :
Total cost including taxes in
words in INR :
(Contd. in next page)
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Note:
1
1. Indicative Hardware requirement is as per Annexure -1.
2
2. The total cost of S.No 1 in the Price schedule shall not exceed 5% of the total bid
value and bids with a value more than 5% for S.No. 1 of the Price Schedule shall
be treated as non-responsive and rejected.
3. * Quantity of pages is tentative only. Actual quantity may vary.
4. # Quantity of words is tentative. Actual quantity may vary.
We understand that while the commercial quote is the final output taken into consideration for bid
evaluation purposes only, the actual quantity of work may vary.
Name and Signature of

Bidder
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Section 5 Terms of Reference
Service Provider for development of a Records Digitization Platform and to digitize
various Records
1. Background
Department of Revenue, Government of Madhya Pradesh has the mandate for the creation and
management of Land Records for the entire State of Madhya Pradesh. The creation and
management of the Land Records is governed by the provisions of the Madhya Pradesh Land
Revenue Code, 1959 (MPLRC) and the rules formulated under it. Creation of Land Records is
done as per the procedure laid down for Survey and Settlement in the MPLRC and the
modifications to the Land Records during the term of the settlement is made on the basis of
decisions of the Revenue Courts constituted under the MPLRC and other provisions of the Act.
For better management of Land Records there is a need to regularly review the principles and
processes adopted for management of the Land Records. Adoption of relevant new and
emerging technologies for better Land Record management and Revenue Court management
would help the Department deliver citizen services in a more efficient manner. Department of
Revenue believes that such an approach would bring about qualitative improvements in the
interaction of the Government with other stakeholders.
The Department of Revenue has embarked on ambitious projects named Revenue Court
Management System, Survey, Web GIS for leveraging ICT in Land Records & functioning of
Revenue Courts domains as an end-to-end, holistic Digital Governance initiative covering all
stakeholders.
2. Madhya Pradesh Land Records Management Society (MPLRS)
The Madhya Pradesh Land Records Management Society has been setup under the office of the
Commissioner of Land Records (CLR). The mandate of the MPLRS is to assist the CLR in
improving the management of Land Records by adoption of modern practices for land records
management. MPLRS is headed by the CLR and is currently engaged in formulation of
strategies, policies, plans and projects for better land records management, more efficient
citizen service delivery and implementation of land records modernization projects.
3. Long term plan for Land Records Management
The long term plan for management of land records in Madhya Pradesh is to adopt a system of
“Conclusive titling for land ownership”. To achieve a system of conclusive titling for land the
following needs to be done
a) Creation of a repository of dispute free information for ownership, area and shape
related attributes for land parcels.
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b) Legal instruments that shall pave way for providing conclusive titles for land
c) A system to manage the record of titles in an efficient, secure and transparent
manner.
4. Creation of a repository of dispute free information for ownership of land.
Clarity on the ownership and other interests of land requires information on the ownership of
land over a period of time. This can be achieved by digitisation of legacy records and arranging
the same as a time series for every land parcel. A time series for every land parcel detailing the
changes that have occurred in their ownership, area and shape and their cause of action (activity
that led to the change) over a period of time, would ultimately pave way for decisions on grant
(or not granting) conclusive titles to the owners of land. The objective of this RFP is to digitise
all the legacy land records and associated records which shall form the foundation to create a
repository of dispute free information of ownership for land records.
5. Objectives of the Project:
a) To digitize all legacy revenue records and other necessary records.

b) To link the digitized records to the existing land records
c) To create a 360º profile of each land parcel (survey number)
d) To create a system for easy management of the digitized records to enable safe storage,
easy retrieval and multiple channels for access to the data for various stakeholders in a
rule bound and secure manner.
6. Type of records to be digitized

The records to be digitized (but not limited to) is as given in the table below
S.No. Name of Description
record*
1. Khasra  Village level document
 Record of land parcels in a village (survey numbers) arranged
serially in ascending order
 Document prepared on an annual basis
 Has 15 columns
 Main data available – land parcel ID, area, ownership, tenancy
details, land use, rent, crops grown, structures on the parcel,
changes in ownership/area/land use/rent in the year
 One document used for five years with provisions of making
changes recorded in every year. A new document is prepared in the
sixth year by reproducing the details as on the last date of the
ending year of the previous khasra register
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2. Jamabandi/ B-1  Document of land holdings-details the owners and land holdings in
a village
 Provides details of the land rent – demand, payment and
outstanding at the end of the year
 Village level document prepared afresh every year
3. Mutation  Village level document recording details of the transactions for a
register given year
 Changes in ownership and area/share in a land parcel or holding
due to mutation or partition is recorded in this document
4. Record of  Record of owners of land/holdings prepared on the completion of a
Rights survey and settlement operations or consolidation operations
 Details available include – land parcel number, area, owner, share
of the owner etc.
5. Renumbering  Prepared on the completion of a survey and settlement operation,

list consolidation operation or formation of a new village
 Contains the details of the old survey numbers and their
corresponding new survey numbers.
6. Nistar patrak  Prepared during a survey and settlement operation and updated
during the currency of a settlement period
 Contains details of government owned land parcels set
aside/reserved for use for public purpose such as pasture land,
burial ground etc.
7. Wazib-ul-urz  Prepared during a survey and settlement operation and updated
during the currency of a settlement period
 Contains details of privately owned land parcels over which
public/community have rights of easement etc.
8. Revenue case  Documents which represent the proceedings of revenue courts
records  Revenue courts are quasi judicial in nature and can hear matters
related to land under the MP Land Revenue Code, RBC etc. The
proceedings are documented in the nature of court proceedings
 Contains details of the parties to the case, court where the case was
heard, date of institution and disposal, final decision etc.
 Most of the cases relate to land while some of the cases in revenue
courts may relate to other issues as detailed in the Revenue book
circular and other government instructions
 Every case has a single record- the case file
9. Revenue Court  Records the details of the cases instituted in a Revenue Court for a
registers given year
 Includes details such as case number, parties to the case, date of
disposal and decision in brief.
10. Book -1  Maintained in the office of a sub-registrar
Register of  A compilation of registered deeds related to transfer of rights over
SRO Office property including land for a given year
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(Volume of  The registered deeds are bound in volumes and each volume has
Registered approximately 100 pages.
Deeds)
11. Index-1  Index of the registered deeds prepared owner wise for a given year
Register (Index  The index contains the names of the persons who were party to a
of parties to transaction in a given year
registered  It helps in identifying the transactions that occurred in a given year
deeds) based on the names of the party involved.
12. Index-2  Index of the registered deeds prepared property wise for a given
Register (Index year
of properties  The index contains the names of the properties transacted through
transacted registered deeds in a given year
through  It helps in identifying the transactions that occurred in a given year
registered based on the names of the party involved.
deeds)
13. C-2 register  Record of diversion premium and rent imposed on land parcels for
a given year
 Data on details of demand, amount paid and outstanding rent
available in this record
14. Other records  Though not described it may include records in the nature of
certificates, deeds etc.
 May include records related to land records or revenue courts, land
and revenue administration and other records available in the
record rooms
Note:
* This list is only indicative; more records may be added or some records mentioned in this table
removed from the scope of digitization
7. Digitization Platform
The Service Provider Agency (SPA) shall provide a suitably integrated application software for
managing complete process of Digitization namely, (i) Indexing, (ii) Scanning (iii) Data Entry
(iv) Document Management System.
7.1. The application may have a client/server or web based architecture.
7.2. After the go-live for the project this platform shall be made available in all record
rooms for digitization of all records received routinely in record rooms such as court
case records, registers etc. (After go-live, CLR will provide necessary hardware but
the vendor will have to bear necessary license cost etc for the software solution)
7.3. The application may be a COTS or custom developed application. In case of a
COTS solution the successful bidder should be able to customize it to suit the work
of this project. The IPR/Copyright of the instance thus created/customized in this
project shall vest with the CLR.
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7.4. It should have provisions to be used by both Service provider agency (SPA) and
any other agency if identified and appointed by GoMP for the purpose of
digitization of records.
7.5. The scope would also include
7.5.1. Design, development, testing, implementation and commissioning of the
digitization software and an online portal, including operation and
maintenance for a period of five years.
7.5.2. Supply of hardware and software licenses required for the digitization
software and online portal and establishing the setup in the State Data Centre,
Bhopal or a location as decided by the CLR, including operation and
maintenance for a period of five years. Indicative infrastructure required is
given in Annexure – 1.
7.6. Required Functionalities of the Digitization platform (indicative and not limited
to):
7.6.1. Index register for managing receipt and return of records from the record
room.
7.6.2. Scanning and upload of documents including features for improvement of
quality of the scanned records.
7.6.3. Meta data and other data entry using double blind method.
7.6.4. Query and real time search options based on key-words of the metadata to
find a documents and folders.
7.6.5. Facility to add new documents to the system. Digitization of records by the
Record room personnel for digitization of records received routinely in the
record room and after go-live/completion of the project.
7.6.6. Migration of Existing Modern Record Room data at 362 Tehsils into this
application/web enabled DMS.
7.6.7. The application should be compatible and capable of integration with the
Land Records Management Solution used in the State.
7.6.8. Creation of time series profile for land parcels/land records – all land records
need to have a time series table for various attributes with linkages to records
that can show the reasons for change over time.
7.6.9. Provisions for receipt, issue, manage and tracking the physical location of
records.
7.6.10. Export / import electronic record with metadata in XML or other suitable
format as approved by the CLR.
7.6.11. Capability for only authorized individuals to view, create, edit, and delete
disposition schedule components of record categories. The complete
schedules would be as per the organizational policies.
7.6.12. Data should be secured and protected at all times i.e. data at rest and during
transmission.
7.6.13. Role based user creation and management facility should be present.
7.6.14. The software should support system privileges and secure login and
password for each user. It should be integrated with Single Sign On system
of MP Govt.
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7.6.15. The DMS Software Solution should have universal viewer in order to enable
users to view the uploaded files, without help of the Desktop based PDF
Reader or any other concerned file viewer installed on the desktop.
7.6.16. The software solution should generate extensive audit-trails at each user
level. All actions like modification, creation, deletion etc. should be locked
automatically to audit trail tables in the system’s database with date, time
and name of the person. All such reports must be exportable to XML, MS-
excel, txt, CSV formats.
7.6.17. Reports and Dashboards – Reports customized as per departmental needs.
8. Development of an Online portal for the storage and management of the digitized
data
8.1. An online portal shall be developed for storage and management of the finally
accepted digitized data.
8.2. The portal should be compatible and capable of integration with the Land Records
Management Solution used in the State.
8.3. The portal shall host the finally accepted data and be capable of sharing this data to
users through download directly from the portal or through web services.
8.4. Required functionalities for the portal shall include (but not limited to)
8.4.1. Role based user creation and management facility
8.4.2. Facility to add or remove documents to the system.
8.4.3. Query and real time search options based on key-words of the metadata to
find a documents and folders.
8.4.4. Viewing and download of documents including facilities to make payment
for associated charges
8.4.5. integration with at least five legacy applications/portals which may include
e-District, RCMS, WebGIS and other such applications as the CLR may
specify.
8.4.6. Reports and Dashboards – Reports customized as per departmental needs.
8.4.7. Features and functionalities as may be discovered during the requirement
gathering or as may be required by the CLR.
8.5. The bidder shall supply, install and maintain for the contract period the hardware
and licenses required for the online portal including the servers, network
components and storage infrastructure required for the portal and storage of the
digitized data. An indicative list of the infrastructure required is given in Annexure-
1.
8.6. The application should support 1500 concurrent users.
9. Stage 1 Digitisation: Meta data entry and scanning of documents
9.1. Setting up Scanning and Digitization facility in the Record Rooms
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9.1.1. The selected SPA shall establish a digitization facility at each of the office where
the record rooms are situated. In case new record room are made functional
during the course of project than bidder need to work on those as well.
9.1.2. The CLR may provide the necessary space to setup the scanning infrastructure
and may provide basic furniture and power free of cost/charges.
9.1.3. The Bidder shall not be allowed to the remove the documents from the office
premises.
9.1.4. The SPA shall mobilize all the requisite number of equipment such as scanners,
power back-up comprising invertors and UPS, computers, application software
etc.
9.1.5. List of record rooms is given in Annexure 2.
9.2. Receipt of Records
9.2.1. The vendor shall receive records from the record room i/c and provide a receipt
in the control sheet register maintained for this purpose.
9.2.2. The vendor shall not be permitted to remove the records from the premises.
9.3. Document Control and Indexing:
9.3.1. The vendor shall prepare and maintain an Index register for all the records
received for digitization.
9.3.2. On receipt of the records from the record room in charge the vendor or his
representative shall number the page using pencil at one corner of the page.
9.3.3. A model format for the register shall be as below for land records.
Details of the record

Date
of Name
S.N
receipt of
o
of Record Record
record Year of Total
Tehsi RI Patwari Page Size
District Village the No of
l circle Halka (A0/A1/A2/
record pages
A3/A4)
1 2 3 4 5 6 7 8 9 10 11
Are If yes Sig of

any page record Date
pages numbers room Signature of Sig of
missin which i/c/Govt of vendor return record Signature of
g (Yes/ are Remark representat represent of the room vendor
No) missing s ive ative record i/c representative Remarks
47 | P a g e
12 13 14 15 16 17 18 19 20
9.3.4. The control sheet register shall be maintained both in electronic form and in
physical from.
9.3.5. The vendor/his representative shall take care to maintain all details in the register
or would have to own the responsibility for any mismatch between the records
received and returned back. The bidder shall be held responsible and where the
situation warrants may be criminally prosecuted by the client or the competent
authority, if any record or part of it gets lost after handover to bidder and before
its return to the record room.
9.4. Grooming of records
9.4.1. The bidder shall handle all the records with care.
9.4.2. The records received shall be groomed for scanning. The documents shall be
cleaned of dust, pins and tags removed and transparent adhesive tape used to set
right semi-torn pages.
9.4.3. Documents shall be scanned only after good quality grooming to achieve
optimum and clean scanned images. The vendor shall normally not unbind
registers/records which are in the form of books.
9.4.4. However, the vendor shall be permitted to unbind the bound records books if
single side page is A4/Legal, if the curvature of scanned images cannot be
reduced to acceptable levels, to obtain better quality images. Unbinding of books
may also be done in case the books are very brittle and it is felt that scanning
them in a bound condition shall damage the records. The vendor shall bind the
books again and return back to the record room i/c after scanning.
9.5. Meta Data Entry
9.5.1. The vendor shall enter the Meta data related to the record in the digitization
software.
9.5.2. The Meta data to be entered for various records is given in the table below. This
may be treated as indicative and if required the CLR may add a few more fields.
Bidder should prepare standards for Meta data and take approval for same from
CLR.
Table 1: Indicative meta data to be captured during Stage 1 digitization
S.No Record Size Indicative meta data to be captured
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A3  Name of record
1 Khasra
 Year/Years
 District/Tehsil/RI circle/Village
 Volume/Part No (when more than one
A3
2 B-1 volume is available)
 Number of pages
 Missing pages
A 3/A 4  Condition of record
3 Mutation register  Remarks
A 3/ Legal
4 Nistar patrak
/A 4
A 3/ Legal
5 Wazib-ul-urz
/A 4
C- Register and A 3/ Legal

6
other records /A 4
Revenue Court
A
7 register – Daira
4/A3/A2
Panji
 Name of record
A3  Year of the Settlement/Survey
8 Record of Rights
 District/Tehsil/RI circle/Village
volume is available)
 Number of pages
9 Re-numbering list A4  Missing pages
 Condition of record
 Remarks
 Name of record
 Case Number
 Court Name
Combinati  District/Tehsil/RI circle/Village
Revenue Case on of A 4  Volume/Part No (when more than one
10
Records size/A3/Le volume is available)
gal  Number of pages
 Missing pages
 Remarks
49 | P a g e
 Name of record
 Year/Years
 SRO Office name and tehsil
Book -1 Register of
11 A 4/Legal volume is available)
SRO Office
 Number of pages
 Missing pages
 Remarks
 Name of record
 Year/Years
 SRO Office name and tehsil
Index Book 1 and  Volume/Part No (when more than one
12 Index Book 2 of A 4/Legal volume is available)
SRO Office  Number of pages
 Missing pages
 Remarks
9.5.3. The Meta data entry shall be done in the premises where scanning is being done.
9.5.4. Scanning shall be done after the meta data entry for the record is made.
9.6. Scanning of records:
9.6.1. Flat Bed Scanner or ADF scanner or any other suitable scanner of better
specifications can be used for scanning the documents.
9.6.2. Bitonal/ Grayscale/ Color Scanning or a combination of these shall be used.
Appropriate procedure should be adopted in case of documents with elements
which are both in colour and black & white.
9.6.3. Typically scanning shall be done at 300 dpi or more. The bidder can propose an
optimal strategy to get good quality images at a reasonable cost for storage.
9.6.4. All scanned image must be de-skewed (tilt-removal), cropped, de-speckled,
centered and formatted with optimal brightness and contrast, to get a true
representation as possible of the original document, as far as possible, while
viewing electronically or re-printing its copy.
9.6.5. Scanned document shall be delivered in both TIFF/JPEG and PDF formats as
defined by CLR at the time of process acceptance. Image data shall be in the
form of multi-page file of scanned images. Where ever necessary, both sides of
a page shall be scanned.
9.6.6. The scanned images shall be stored in a manner in which searching, viewing and
downloading of the records should be convenient and quick.
9.6.7. Where a register or document containing multiple pages is being scanned, and
the entries of the different pages maybe required separately, the structure of the
scanned data should be such that, it is possible to search, locate and download
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only that portion which is required. For example, in a volume of a khasra being
scanned, if a user requires information related to only one survey number, it
should be possible to download and take printouts of only those pages which
relate to that survey number.
9.7. Page Size:
9.7.1. Majority of the pages would be of A 3 size. However, significant number of the
documents shall be of A4 and Legal size and some of them would also be of A2,
A1 or A0.
9.7.2. Records of size A3 and above shall normally not be permitted to be unbound and
it shall be scanned using only book scanner. SPA shall deploy suitable scanner
to scan these records.
9.8. Quality control for grooming, scanning of records and Stage 1 digitization
9.8.1. The scanned records will be delivered to the CLR for quality check before it is
taken up for Stage 2 digitization.
9.8.2. The records would be submitted in lots of about 500 records.
9.8.3. Quality check shall be done by the CLR deputed personnel for about 5% records
selected randomly by the digitization software. The records shall be checked for
following defects:
9.8.3.1. correctness of the meta data entries made
9.8.3.2. incomplete meta data entry
9.8.3.3. quality of the scanned documents/images
9.8.3.4. whether the complete record has been scanned
9.8.3.5. Any other quality parameter prescribed by the CLR from time to time.
9.8.4. If more than 50% (of the 5% records) checked are defective the entire lot shall
be returned for processing again.
9.8.4.1. Penalty may be applicable for delivery of poor quality data as per the
provisions in the “SLA and Penalties section”.
9.8.4.2. Vendor should take care not to damage or lose the records. Penalty may
be applicable for loss or damage to records as per the provisions in the
“SLA and Penalties section”
9.9. Document Acceptance and storage:
9.9.1. The SPA will get the acceptance of Scanned and Indexed Data from the CLR
authorised personnel for quality and quantity.
9.9.2. After due acceptance the image and data shall be delivered to the CLR after
signing them digitally as per the modalities agreed upon.
10. Stage 2 Digitisation: Attribute data entry/data entry of specified content of the
scanned images/documents
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10.1. Establishment of a central facility for Stage 2 Digitisation:
10.1.1. The data entry for this stage shall be done at a central location in Bhopal.
10.1.2. The vendor shall set up this facility at his own cost and shall deploy adequate
number of personnel not less than 100 personnel for data entry for Stage 2
digitisation.
10.1.3. The location should have adequate infrastructure, should be well furnished
and have facilities that provide a good working environment for the
personnel employed. The vendor shall take into consideration the
suggestions of the CLR or his representative with relation to the facilities to
be setup and maintained in the centre.
10.1.4. Some furnished space (about 200 sq ft) shall be made available for the
CLR’s representative to operate from the Vendors facility for supervision of
the work.
10.1.5. The successful bidder may be permitted to open additional locations for data
entry outside Bhopal with approval of CLR.
10.2. Data to be digitised in Stage 2: The indicative data to be captured during this
Stage is given in the Table below. This may be treated as indicative and if
required the CLR may add a few more fields. Bidder should prepare standards
for attribute data entry and take approval for same from CLR.
S.No Record Data to be entered
 Column nos 1 to 4 and 12 to 15 of the khasra panchsala

 This data should be linked to the data for the survey
number for the previous and succeeding years
 Data of the succeeding year will be made available. This
data shall be typed verbatim. In case the data for any
column does not show a change when compared to the
succeeding year, it can be reproduced by “copy-paste” or
appropriate strategy (in compliance to the procedure
finalized) from the succeeding year. Data entry shall be
1 Khasra done where the data does not match.
 Where there is a change in ownership, area or shape, the
order, case number and the authority that ordered the
change would be available in column 12-15. This
information needs to be filled up by selecting from
masters.
 The document representing cause of change (court order,
mutation register entry/registered sale deed etc) for an
entry in the khasra, if available in the repository shall
also be linked to the relevant entries in the khasra.
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 The tagging/indexing should be done in such a manner
that it should be possible to retrieve a particular page of
the register which may represent the data of interest such
as “khasra number .....”
 Column number 1 to 4
2 B-1 that it should be possible to retrieve a particular page of
as “holding number .....”
 All entries
3 Mutation register that it should be possible to retrieve a particular page of
as “entry dated .....”
4 Nistar patrak  All entries
5 Wazib-ul-urz  All entries
C- Register and
6  To be decided during the software design stage
other records
 All entries
Revenue Court  The tagging/indexing should be done in such a manner
7 register – Daira
Panji
as “case number .....”
 All entries
8 Record of Rights
as “holding dated .....”
 All entries
9 Re-numbering list that it should be possible to retrieve a particular page of
as “survey number .....”
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 Case number
 Court
 Year
 Parties to the case
 Survey numbers/land holdings to which the case relates
to and linking them to the corresponding khasra/mutation
register entry.
 Index of orders – date wise and linking the scanned
documents to this index
Revenue Case
10
Records  Index of documents – name of document and linkage of
the scanned document to this index.
 Date of registration of case
 Date of disposal of the case
 In case of appeal/revision/review linkage to the original
case
as “order dated .....”
 Registered deed number
 Type of deed – sale, gift, release, partition etc
 Parties to the deed
 Description of the land/property – survey
number/village/RI circle/Tehsil/District
11
Book -1 Register  Nature of transaction
of SRO Office  Index of documents to the registered deed and linkage to
the scanned document.
as “deed number .....”
 All entries
Index Book 1 and  The tagging/indexing should be done in such a manner
12 Index Book 2 of that it should be possible to retrieve a particular page of
SRO Office the register which may represent the data of interest such
as “property number/name .....” or “owner name......”
10.3. Double Blind Method for data entry: Data entry at this stage would be done
using the double blind data entry method. The Double blind data entry would be
done as follows
10.3.1. Every document for which data entry is to be made will be randomly
provided to two different data entry operators.
10.3.2. The data entered into the system by the two operators shall be compared. If
they match 100%, it will be considered as correct and accepted.
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10.3.3. If the data does not match 100%, that portion of the document which does
not match, shall be provided to a third operator for data entry, who shall be
selected randomly. The data entered by the third operator shall then be
compared to entries made earlier by the two data entry operators. If the data
matches with any one of the two data sets, the matching data set will be
accepted as correct and the other data set not accepted.
10.3.4. If the data entered by the third operator does not match with either of the
two data sets, all three data sets shall be discarded and the image/document
shall be referred to the CLR representative. If the CLR representative is of
the opinion that the image should be scanned again, the image will be
returned back for scanning to the Stage 1 digitisation personnel. If the CLR
representative is of the opinion that the image is sufficiently clear, he shall
provide the data entry for that image shall be made by the vendor again. This
process shall be repeated till the entries are accepted.
10.3.5. The operation of double blind should be automatically controlled by the
software. The software shall randomly choose the three operators to whom
the data is to be displayed for double blind data entry.
10.3.6. The data entry shall be done by a combination of use of masters and
punching in data by reading the records.
10.3.7. Data Entry can be done offline or online as per the specifications of the DMS
application deployed for this purpose.
10.3.8. The information shall be typed in the language in which the record has been
originally prepared, generally Hindi. However, CLR may require some data
to be entered in English or vice-versa for some records.
10.3.9. In all cases where the scanned record has a mention of a survey
number/khasra number/ is related to a survey number (land parcel) or a
khata(holding) the data shall be linked to the corresponding entry of the land
records for that year for which the record represents.
10.3.10. Land records: Khasra and Khatauni are the records that fall in this
category. The earliest year for which digitised records for Khasra and
Khatauni are available will be provided in an electronic format. Attribute
data shall be entered only for the years for which digitised land records are
not available or is not up to date. Data entry shall be made from the year
immediately preceding the year for which digitised records are available.
Any attribute data to be entered for a survey number (land parcel) or a
khata(holding) will be linked to corresponding entries for that survey
number (land parcel) or a khata(holding) of the subsequent years land
records. Where the data for a survey number (land parcel) or a
khata(holding) of the year for which attribute data is being entered is the
same as the data recorded in the succeeding year, the data of the succeeding
year can be copied and pasted as the data for the preceding year. However,
where the data differs between two successive years it will have to be typed.
The attribute data entry for the khasra and Khatauni shall include all the
entries made in them.
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10.3.11. Court case records: Only some attribute data for the case records shall
be captured and the entire records such as content of order sheets etc will
not be digitised. Where the case records relate to some survey number (land
parcel) or a khata(holding) the records will be necessarily linked to the
corresponding years entry for survey number (land parcel) or a
khata(holding). Other data will be captured by a combination of data entry
and choosing fields from the masters. Court case records have not been
digitised earlier and hence will include records up to the current year.
10.3.12. Other records: where the records do not relate to any land parcel or
holding, data shall be entered as prescribed without the need to link to the
land records.
10.4. Quality Control for Stage 2 digitisation
10.4.1. Data shall be presented by the successful bidder’s personal to the nominated
official of CLR after strict QC.
10.4.2. The records would be submitted in lots of about 500 records.
10.4.3. Quality check shall be done by the CLR deputed personnel for about 5%
records selected randomly by the digitisation software. The records shall be
checked for
10.4.3.1. correctness of the data entries made
10.4.3.2. whether the required data has been entered/for incomplete data
entry.
10.4.3.3. whether the records have been linked to the land records as per
requirement
10.4.3.4. whether the records have been linked to the correct part of the land
records
10.4.3.5. Any other quality parameter prescribed by the CLR from time to
time.
10.4.4. If more than 50% (of the 5% records) checked are incorrect the entire lot
shall be returned for processing again.
10.4.5. CLR may decide to appoint a Third Party Auditor(TPA) for quality check
of stage 2 data entry.
10.4.6. Penalty will be applicable for delivery of poor quality data as per the
provisions in the “SLA and Penalties section”.
10.4.7. The CLR may after giving an opportunity to the vendor to present his case,
may terminate the contract of the vendor in case the number of such
mistakes involving missing entries, incomplete entries or incorrect entries is
high.
11. Data Acceptance, hosting of data on the online portal and its management
11.1. An acceptance certificate shall be issued by CLR department for all accepted
data.
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11.2. Once accepted the data shall be uploaded in the online portal to be developed as
a part of this project and made available for use by the stakeholders as per the
instructions of the CLR.
11.3. All scanned images on acceptance shall be digitally signed and stored in a secure
manner.
11.4. The data created should be documented in the forms as close as possible to the
original scanned/digitized document. For eg as Khasra, Khatauni and court case
records etc.
11.5. CLR may also prescribe new formats for retrieval and display of data.
11.6. It should be possible to retrieve information of individual records or individual
pages of records as per requirement.
12. Manpower
12.1. The SPA will depute suitably qualified and trained manpower to carry out all
tasks such as document handover-takeover, scanning, application and data
management, volume unbinding-binding, and coordination with District and
Tehsil Record Room officials etc.
12.2. The number of required manpower shall be estimated by SPA and deputed
accordingly to complete the project in the time-bound manner as per the timeline
defined.
12.3. The service provider shall deploy at least 100 resources for data entry for the
Stage 2 digitisation, in the central facility in Bhopal. The CLR may increase or
decrease this number based on the output at the actual time of implementation to
enable completion of the project within the contract period. The minimum
number of resources deployed by any empanelled vendor shall not be less than
30 in other cases.
13. User Training and user manuals:

13.1. The vendors shall provide functional training as well as administrative training
to all the stakeholders of the system in manageable batches at each district/Tehsil
location. However, the batch size should be limited to a maximum of 15 persons
at a time.
13.2. Before the commencement of the training session, Vendor must prepare a
curriculum on the topics that would be covered in the training along with details
like duration of each training session, batch size; timings etc. and submit the
same to the CLR for approval. CLR may accept or instruct to include additional
topics specific to the project.
13.3. For the purpose of training, CLR shall provide only basic infrastructure like
space, LCD projector and basic furniture. All other cost incurred in providing
the training including training material, desktops, travelling of the trainer to the
training site and back, boarding of the trainer etc is to be included in the overall
cost.
13.4. Hard copy of training material, notepad, pen, folder etc must be provided by
successful bidder during training session.
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13.5. The Vendor should prepare and provide detailed user manual for the DMS
system.
14. Estimation of volume of work: Below table is for estimation purpose only and types
of document and volume of work may vary
S.No Records Estimated no of Pages
Land records and related records (Khasra, B-1, Nistar

1 Patrak, Wazib-ul-urz, Mutation Register, Daira Panji, 12 Crores
Renumbering list, etc)
Court Case records and other records (Book -1
2 Register of SRO Office, Index Book 1 and Index Book 2 3 Crores
of SRO Office)
TOTAL Records 15 Crores
Note:
1. The volume of work is an estimate and the CLR does not give any commitment for the
quantity, which will vary as per actual number of pages in records in the record
room/offices.
2. Majority of the records shall be of A3 size. However, court case records and some other
records shall be of A4/Legal size. Records of other sizes will be present in insignificant
numbers.
15. Applicability of the terms and condition of this contract to Empanelled vendors:
15.1. Any vendor who has been given a work order under this contract for execution of
Stage 1 and/or Stage 2 digitization shall be governed by all the relevant terms and
conditions of this RFP.
15.2. The minimum number of resources that the vendor can deploy shall be decided by
the CLR based on the volume of work allotted to the vendor.
16. Payment Schedule

16.1. The payment schedule for DMS and online portal component shall be as follows
S.N. Deliverables Timelines Payment as

percentage of fee
1. Inception report & Project Plan T + 10 days -
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2. Approval of SRS for DMS and T+30 days -
portal
3. Installation and commissioning T + 2 months 30% of value quoted in
of hardware at SDC S.No 1 of the table in
Financial bid (Form
FIN-1)
4. Development/customization of T + 60 days -
DMS
5. UAT for DMS T + 75 days -
6. “Go-Live”: Customization & T + 90 days 20% of value quoted in
Completion of required S.No 1 of the table in
integrations with Enterprise Financial bid (Form
software /Systems. FIN-1)
7. Development of portal T + 120 days -
8. UAT for Portal T + 135 -

9. Go-Live for portal 20% of value quoted in
S.No 1 of the table in
Financial bid (Form
FIN-1)
10. Operation and Maintenance of Quarterly 30% of value quoted in
DMS S.No 1 of the table in
Financial bid (Form
FIN-1) over 12 equal
quarterly installments
16.2. Payment schedule for Stage 1 digitization:

16.2.1. The Successful Bidder shall submit monthly invoices as per actual records
scanned/data entry performed along with supporting documents at the end
of each month.
16.2.2. Payment for digitization of A3 size document shall be made as per the prices
quoted by the successful bidder in the financial bid (Form Fin-1).
16.2.3. Payment for digitization of A2, A1 and A0 size document shall be made as
per the prices quoted by the successful bidder in the financial bid for A3 size
document.
16.2.4. Payment for digitization of A4 or legal type of document shall be made at
0.4 times the price for Stage digitization of a A3 size document. For
example, if the cost of scanning of an A3 size document is quoted as “x”
rupees per page, the payment for stage 1 digitization of a A4/Legal size
document shall be 0.4 * “x” rupees per page.
16.2.5. Any other document size not mentioned in this section be paid at the rates
for A4 size document.
16.2.6. Payment shall be made only for accepted lots.
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16.2.7. The number of pages and the number of words for data entry is an estimate
and may vary based on the actual number of records available for
digitization and payment would be made as per the actual quantity of the
work done.
16.2.8. Payment shall be made after deduction of penalty if any as defined in
Section 3: Clause 16 SLA and penalty.
16.3. Payment for Stage 2 digitization:

16.3.1. The vendor shall submit monthly invoices as per data entry performed along
with supporting documents at the end of each month.
16.3.2. Payment for this Stage will be made for lots of 50 words as prices quoted
by the successful bidder in the financial bid.
16.3.3. The DMS should be capable of calculating the number of words digitized.
16.3.4. Payment shall be paid only for accepted data. This means that although data
has been entered by two operators during the double blind and by a third
operator if the data entered by the two operators does not match, payment
will only once for an accepted lot of 50 words.
16.3.5. Where data entry requires to be made by copy-paste, choosing from
masters/drop down boxes or by marking a tick on “check boxes”, four such
entries shall be treated as one word.
16.3.6. Where-ever dates have to be entered it shall be done in a dd-mm-yyyy and
the entire string shall be counted as one word.
16.3.7. Hyphens, comma etc shall not be counted as a word.
16.3.8. In cases not specifically mentioned in this section, the decision of the CLR
shall be final and binding on the vendor.
16.3.9. Payment shall be made after deduction of penalty if any as defined in
Section 3: Clause 16 SLA and penalty.
17. Service Level Agreement (SLA) and Penalty: The purpose of this section is to define
the minimum levels of service expected to be provided by the Service Provider; define
the target levels for those services and the measures for demonstrating performance
against those targets. The SLA has been segregated in the following categories:
17.1. Deployment SLA - SLA is applicable as per the scope for development, supply,
installation and commissioning of Hardware, Digitization platform and online
portal. The deployment SLAs and the associated penalties are as below: -
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S. No. Deployment SLA Baseline Penalty **
Component (T)
1. Inception report & Project T + 10 days Rs 20,000 per week of delay

Plan
2. Supply and acceptance of T + 1.5 month Rs 20,000 per week of delay

hardware at SDC
3. Installation & Commissioning T + 2 month Rs 20,000 per week of delay

of DMS
4. “Go-Live”: Customization & T + 3 months Rs 20,000 per week of delay

Completion of required
integrations with Enterprise
software /Systems.
5. Installation & Commissioning T + 2 month Rs 20,000 per week of delay

of portal
6. “Go-Live”: for Portal Rs 20,000 per week of delay
7. Resource Deployment T + 30 days If the resource proposed by

the bidder in their bid will be
replaced during joining,
Competent Authority may
impose penalty to bidder of
Rs. 2, 00, 000 for
replacement.
First time deployment of all
the resources within 30 days
after the agreement is signed.
Penalty of Rs. 5,000/- per
day per resources if not
deployed.
*Note
1. The penalty for this stage will be capped at 7.5 % of the value of S.No 1 of the table in
Financial bid (Form FIN-1)
2. Any delay beyond maximum penalty allowed may lead to termination of the contract at
the discretion of CLR.
3. Bidder shall not be penalized for delays that cannot be attributed to the bidder for the
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purpose of this contract, such as information or records not being made available by the
CLR or his representative/client etc.
4. CLR may appoint a Third Party Auditor (TPA) to verify whether the deliverables
submitted by the bidder are as per the conditions of this RFP. The successful bidder
shall provide necessary data, access to the infrastructure/systems with the approval of
the CLR to enable the TPA to conduct audit and submit report.
17.2. Technical SLA

Service Type: Availability of Production Environment
# SLA SLA SLA Metric Measurement & Comment/Assumpti Penalty **
Definitio Reporting on
n
1. 98% Monthly DMS Unless Monitored daily, All maintenance 1% of the
Avg. Platfor otherwise reported monthly work to be quarterly
m specified, the – Automated performed during invoice of
listed hours reports from Maintenance Operation
of monitoring Window Backup and
availability: software needs to will be required Maintenan
Availability: be submitted by both prior to batch ce of DMS
Mon - Sat bidder within 7 processing and after for every
6:00 AM - days after each batch processing is one 1% or
10:00 PM quarter. completed. part thereof
Availability: "Business hours" to down time
Sunday 6:00 be calculated based at a stretch
Am - 7:00 on Hours of or in parts.
PM Availability
"Hours" refers to
clock hours or
contiguous hours
Any down time

required shall be
mutually agreed
and approved and
shall not be
considered for SLA
calculation
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2. 98% Monthly Online Unless Monitored daily, All maintenance 1% of the
Avg. portal otherwise reported monthly work to be quarterly
uptime specified, the – Automated performed during invoice of
listed hours reports from Maintenance Operation
of monitoring Window Backup and
availability: software needs to will be required Maintenan
Availability: be submitted by both prior to batch ce of DMS
Mon - Sat bidder within 7 processing and after for every
6:00 AM - days after each batch processing is one 1% or
10:00 PM quarter. completed. part thereof
Availability: "Business hours" to down time
Sunday 6:00 be calculated based at a stretch
Am - 7:00 on Hours of or in parts.
PM Availability
"Hours" refers to
clock hours or
contiguous hours
Any down time

required shall be
mutually agreed
and approved and
shall not be
considered for SLA
calculation
3. Critical Not Within 8 Service Restoration Rs.500 per
Bug/Issue Applica Hour from or work around incident
Reported in ble the time of expected within 8 per 8 hours
Digitization incident hour;
platform logged
4. Medium Not Within 24 Service Restoration Rs. 300.00
Bug/Issue Applica Hour from or work around per
Reported in ble the time of expected within 24 incident
Digitization incident hour; per 24
platform logged hours
5. Low Not Within 48 Service Restoration Rs. 200.00
Bug/Issue Applica Hour from or work around per
Reported in ble the time of expected within 48 incident
Digitization incident hour; per 48
platform logged hours
Note:
1. Classification of incidents as critical, medium and low will be mutually decided by CLR
& bidder.
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2. The maximum penalty that can be levied shall be capped at 10% of the quarterly
payments to be made to the vendor. In case of repeated failure of the vendor to comply
with the SLAs, as may be observed by maximum penalty being levied for three
consecutive months, the department may consider termination of contract, if it is
satisfied that the vendor has not been able provide good quality services.
3. Penalties shall not be levied on the successful bidder if the non-compliance to the SLA
has been solely due to reasons beyond the control of the bidder like non availability of
electricity for a prolonged duration, physical files not handed over to the bidder, etc
4. CLR may appoint a Third Party Auditor (TPA) to verify whether the deliverables
submitted by the bidder are as per the conditions of this RFP. The successful bidder
shall provide necessary data, access to the infrastructure/systems with the approval of
the CLR to enable the TPA to conduct audit and submit report.
17.3. Operational SLAs: applicable are as given below:

# Activities/Deliverable Frequency Measurement Penalty**
Stage 1 digitization
1 Start of scanning and data Not Applicable Work to be Rs 2000 per day of
entry: the bidder shall start the started in 1 week delay
work within time prescribed in of Go-Live date
the RFP of DMS platform
2 Minimum 25,000 number of Monthly Based on data 10% of the value of
pages to be scanned per delivered to CLR the work not
office/record room location per every month (to delivered/Shortfall for
month (including meta data be submitted that month
entry) before 5th of
every month).
3 For every page missed from Quarterly Report to be Rs 100 per page
scanning from original submitted end of missed for scanning
documents each quarter /not scanned
4 Rejection of more than 10 lots Monthly Based Up to 10 rejected lots

on
per month under quality control number of lots – No Penalty
activities as per clause 9.2 rejected by CLR Each lot beyond the
representative 10th rejected lot – Rs
10,000 per lot
5 Damage to records or part of Monthly As estimated by Rs 5000 per record
records given for scanning or CLR
records by vendor or failure to representative
return records given in custody
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of vendor after Stage 1
digitisation or when
requisitioned.
6 Records returned for Monthly As estimated by Penalty equal to the
rescanning from Stage 2 CLR value of the Stage 1
digitisation due to poor quality representative digitisation cost of the
of Stage 1 digitisation records returned back
for rescanning
Stage 2 digitization
7 Data entry for Minimum 1250 Monthly Report to be 1% of quarterly

number of pages per resource submitted end of invoice for
deployed per month each month Digitization of records
8 Failure to deploy the number of Monthly Attendance of Rs 1000 per day for
resources committed for Stage data entry every day with less
2 digitisation personnel than 80% attendance
9 Error free data entry Monthly Errors detected No payments will be

by the double made for rejected
blind method documents
10 Strict adherence to double blind Monthly System Rs 10 lakhs for the

data entry method generated incident and
reports and audit termination with
by TPA forfeiture of PBG for
subsequent incident.
Other SLAs
11 Training of Staff Not applicable As per approved Rs. 5000/ district per
training plan week of delay, subject
to a maximum of Rs.
20000.00
12 Resource Deployment Not applicable Per resource Replacement of

replaced resource is not allowed
till Go-Live. After Go-
Live if resource is/are
replaced than penalty
of Rs 1 Lakh for each
replacement.
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Note:
I. The maximum penalty that can be levied shall be capped at 10% of the monthly invoice
submitted. In case of repeated failure of the vendor to comply with the SLAs, as may be
observed by maximum penalty being levied for three consecutive months, the department may
consider termination of contract, if it is satisfied that the vendor has not been able provide good
quality services.
II. Penalties shall not be levied on the successful bidder if the non-compliance to the SLA has been
solely due to reasons beyond the control of the bidder like non availability of electricity for a
prolonged duration, physical files not handed over to the bidder, etc
III. CLR may appoint a Third Party Auditor (TPA) to verify whether the deliverables submitted by
the bidder are as per the conditions of this RFP. The successful bidder shall provide necessary
data, access to the infrastructure/systems with the approval of the CLR to enable the TPA to
conduct audit and submit report.
17.4. SLAs for the Defect Liability: This SLA will be applicable for Scanning/data
entry related errors found after the expiration of contract period.
# Activities/Deliverable Frequency Measurement Penalty**

1 Error free and complete Quarterly Errors detected Rs 5000 per error detected will
entry of details in the after the be deducted from PBG.
records expiration of
contract period
such as incorrect
entries,
incomplete entries
or missing entries
in the records.
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Section 6 - Conditions of Contract
I. General Conditions of Contract

A. GENERAL PROVISIONS
1. Definitions 1.1. Unless the context otherwise requires, the following terms
whenever used in this Contract have the following meanings:
(a) “Applicable Law” means the laws and any other instruments
having the force of law in the Client’s country, or in such other
country as may be specified in the Special Conditions of
Contract (SCC), as they may be issued and in force from time
to time.
(b) “Client” means the MPLRS that signs the Contract for the
Services with the Selected Bidder.
(c) “Contract” means the legally binding written agreement signed
between the Client and the Bidder and which includes RFP and
all issued corrigendum.
(d) “Day” means a working day unless indicated otherwise.
(e) “Effective Date” means the date on which this Contract comes
into force and effect pursuant to Clause GCC 11.
(f) “Foreign Currency” means any currency other than the currency
of the Client’s country.
(g) “GCC” mean these General Conditions of Contract.
(h) “Government” means the government of the Client’s country.
(i) “Joint Venture (JV)” means an association with or without a legal
personality distinct from that of its members, of more than one
entity where one member has the authority to conduct all
businesses for and on behalf of any and all the members of the
JV, and where the members of the JV are jointly and severally
liable to the Client for the performance of the Contract.
(j) “Local Currency” means the currency of the Client’s country.
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(k) “SCC” means the Special Conditions of Contract by which the
GCC may be amended or supplemented but not over-written.
(l) “Services” means the work to be performed by the bidder
pursuant to this Contract, as described in ToR hereto.
(m) “Third Party” means any person or entity other than the
Government and Client.
2. Relationship 2.1. Nothing contained herein shall be construed as establishing a
between the relationship of master and servant or of principal and agent.
Parties
3. Law Governing 3.1. This Contract, its meaning and interpretation, and the relation
Contract between the Parties shall be governed by the Applicable Law.
4. Language 4.1. This Contract has been executed in the language specified in the
SCC, which shall be the binding and controlling language for all
matters relating to the meaning or interpretation of this Contract.
5. Headings 5.1. The headings shall not limit, alter or affect the meaning of this
Contract.
6. Communications 6.1. Any communication required or permitted to be given or made

pursuant to this Contract shall be in writing in the language specified
in Clause GCC 4. 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 specified in the SCC.
6.2. A Party may change its address for notice here under by giving
the other Party any communication of such change to the address
specified in the SCC.
7. Location 7.1. The Services shall be performed at such locations as are

specified in ToR hereto and, where the location of a particular task is
not so specified, at such locations, whether in the Government’s
country or elsewhere, as the Client may approve.
8. Authority of 8.1. In case the Bidder is a Joint Venture, the members hereby
Member in authorize the member specified in the SCC to act on their behalf in
Charge exercising all the Bidder’s rights and obligations towards the Client
under this Contract, including without limitation the receiving of
instructions and payments from the Client.
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9. Authorized 9.1. Any action required or permitted to be taken, and any document
Representatives required or permitted to be executed under this Contract by the Client
or the Bidder may be taken or executed by the officials specified in the
SCC.
10. Corrupt and 10.1. MPLRS requires compliance with its policy in regard to
Fraudulent corrupt and fraudulent practices.
Practices
a. Commissions 10.2. The Client requires the Bidder to disclose any commissions,
and Fees gratuities or fees that may have been paid or are to be paid to agents
or any other party with respect to the selection process or execution
of the Contract. The information disclosed must include at least the
name and address of the agent or other party, the amount and
currency, and the purpose of the commission, gratuity or fee. Failure
to disclose such commissions, gratuities or fees may result in
termination of the Contract and/or sanctions by MPLRS.
B. COMMENCEMENT, COMPLETION, MODIFICATION AND TERMINATION OF

CONTRACT
11. Effectiveness of 11.1. This Contract shall come into force and effect on the date (the
Contract “Effective Date”) of the signing of contract.
12. Termination of 12.1. If this Contract has not become effective within such time
Contract for period after the date of Contract signature as specified in the SCC,
Failure to Become either Party may, by not less than twenty-two (22) days written notice
Effective to the other Party, declare this Contract to be null and void, and in the
event of such a declaration by either Party, neither Party shall have
any claim against the other Party with respect hereto.
13. Commencement 13.1. The bidder shall begin carrying out the Services no later than
of Services the number of days after the Effective Date specified in the SCC.
14. Expiration of 14.1. Unless terminated earlier pursuant to Clause GCC 19 hereof,
Contract this Contract shall expire at the end of such time period after the
Effective Date as specified in the Datasheet.
15. Defect Liability 15.1 24 months (2 years) after final completion of the work and the
Period date of completion of work shall be as per CLR office.
16. Entire Agreement 16.1. This Contract contains all covenants, stipulations and
provisions agreed by the Parties. No agent or representative of either
Party has authority to make, and the Parties shall not be bound by or
be liable for, any statement, representation, promise or agreement not
set forth herein.
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17. Modifications or 17.1 Any modification or variation of the terms and conditions of this
Variations Contract, including any modification or variation of the scope of the
Services, may only be made by written agreement between the
Parties. However, each Party shall give due consideration to any
proposals for modification or variation made by the other Party.
17.2 In cases of substantial modifications or variations, the prior

written consent of MPLRS is required.
18. Force Majeure
a. Definition 18.1 For the purposes of this Contract, “Force Majeure” means an
event which is beyond the reasonable control of a Party, is not
foreseeable, is unavoidable, and makes a Party’s performance of its
obligations hereunder impossible or so impractical as reasonably to
be considered impossible under the circumstances, and subject to
those requirements, includes, but is not limited to, war, riots, civil
disorder, earthquake, fire, explosion, storm, flood or other adverse
weather conditions, strikes, lockouts or other industrial action
confiscation or any other action by Government agencies.
18.2 Force Majeure shall not include insufficiency of funds or failure

to make any payment required hereunder.
b. No Breach of 18.3 The failure of a Party to fulfill any of its obligations hereunder
Contract shall not be considered to be a breach of, or default under, this
Contract insofar as such inability arises from an event of Force
Majeure, provided that the Party affected by such an event has taken
all reasonable precautions, due care and reasonable alternative
measures, all with the objective of carrying out the terms and
conditions of this Contract.
c. Measures to 18.4 A Party affected by an event of Force Majeure shall continue to

be Taken perform its obligations under the Contract as far as is reasonably
practical, and shall take all reasonable measures to minimize the
consequences of any event of Force Majeure.
18.5 A Party affected by an event of Force Majeure shall notify the

other Party of such event as soon as possible, and in any case not later
than fourteen (14) calendar days following the occurrence of such
event, providing evidence of the nature and cause of such event, and
shall similarly give written notice of the restoration of normal
conditions as soon as possible.
18.6 Any period within which a Party shall, pursuant to this Contract,
complete any action or task, shall be extended for a period equal to
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the time during which such Party was unable to perform such action
as a result of Force Majeure.
18.7 During the period of their inability to perform the Services as a

result of an event of Force Majeure, the Bidder, upon instructions by
the Client, shall either:
(a) demobilize, in which case the Bidder shall be reimbursed
for additional costs they reasonably and necessarily
incurred, and, if required by the Client, in reactivating the
Services; or
(b) continue with the Services to the extent reasonably possible,
in which case the Bidder shall continue to be paid under the
terms of this Contract and be reimbursed for additional
costs reasonably and necessarily incurred.
18.8 In the case of disagreement between the Parties as to the
existence or extent of Force Majeure, the matter shall be settled
according to Clauses GCC 44& 45.
19. Suspension 19.1 The Client may, by written notice of suspension to the bidder,
suspend all payments to the bidder hereunder if the bidder fails to
perform any of its obligations under this Contract, including the
carrying out of the Services, provided that such notice of suspension
(i) shall specify the nature of the failure, and (ii) shall request the
bidder to remedy such failure within a period not exceeding thirty (30)
calendar days after receipt by the bidder of such notice of suspension.
20. Termination 20.1 This Contract may be terminated by either Party as per
provisions set up below:
a. By the Client 20.1.1. The Client may terminate this Contract in case of the
occurrence of any of the events specified in paragraphs (a)
through (f) of this Clause. In such an occurrence the Client
shall give at least thirty (30) calendar days’ written notice of
termination to the Bidder in case of the events referred to in (a)
through (d); at least sixty (60) calendar days’ written notice in
case of the event referred to in (e); and at least five (5) calendar
days’ written notice in case of the event referred to in (f):
(a) If the Bidder fails to remedy a failure in the performance
of its obligations hereunder, as specified in a notice of
suspension pursuant to Clause GCC 18;
(b) If the Bidder becomes (or, if the Bidder consists of more
than one entity, if any of its members becomes) insolvent
or bankrupt or enter into any agreements with their
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creditors for relief of debt or take advantage of any law for
the benefit of debtors or go into liquidation or receivership
whether compulsory or voluntary;
(c) If the Bidder fails to comply with any final decision
reached as a result of arbitration proceedings pursuant to
Clause GCC 45.1;
(d) If, as the result of Force Majeure, the Bidder is unable to
perform a material portion of the Services for a period of
not less than sixty (60) calendar days;
(e) If the Client, in its sole discretion and for any reason
whatsoever, decides to terminate this Contract;
20.1.2. Furthermore, if the Client determines that the Bidder
has engaged in corrupt, fraudulent, collusive, coercive or
obstructive practices, in competing for or in executing the
Contract, then the Client may, after giving fourteen (14) calendar
days written notice to the Bidder, terminate the Contract.
b. By the 20.1.3. The bidder may terminate this Contract, by not less
Bidder than thirty (30) calendar days’ written notice to the Client, in
case of the occurrence of any of the events specified in
paragraphs (a) through (d) of this Clause.
(a) If the Client fails to pay any money due to the bidder
pursuant to this Contract and not subject to dispute pursuant
to Clause GCC 45.1 within forty-five (45) calendar days
after receiving written notice from the bidder that such
payment is overdue.
(b) If, as the result of Force Majeure, the bidder is unable to
perform a material portion of the Services for a period of
not less than sixty (60) calendar days.
(c) If the Client fails to comply with any final decision reached
as a result of arbitration pursuant to Clause GCC 45.1.
(d) If the Client is in material breach of its obligations pursuant
to this Contract and has not remedied the same within forty-
five (45) days (or such longer period as the bidder may have
subsequently approved in writing) following the receipt by
the Client of the bidder’s notice specifying such breach.
c. Cessation of 20.1.4. Upon termination of this Contract pursuant to Clauses
Rights and GCC 12 or GCC 19 hereof, or upon expiration of this Contract
Obligations pursuant to Clause GCC 14, all rights and obligations of the
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Parties hereunder shall cease, except (i) such rights and
obligations as may have accrued on the date of termination or
expiration, (ii) the obligation of confidentiality set forth in
Clause GCC 22, (iii) the bidder’s obligation to permit inspection,
copying and auditing of their accounts and records set forth in
Clause GCC 25, and (iv) any right which a Party may have under
the Applicable Law.
d. Cessation of 20.1.5. Upon termination of this Contract by notice of either

Services Party to the other pursuant to Clauses GCC 19a or GCC 19b, the
bidder shall, immediately upon dispatch or receipt of such
notice, take all necessary steps to bring the Services to a close in
a prompt and orderly manner and shall make every reasonable
effort to keep expenditures for this purpose to a minimum. With
respect to documents prepared by the bidder and equipment and
materials furnished by the Client, the Bidder shall proceed as
provided, respectively, by Clauses GCC 27 or GCC 28.
e. Payment 20.1.6. Upon termination of this Contract, the Client shall
upon make the following payments to the Bidder:
Termination
(a) payment for Services satisfactorily performed prior to the
effective date of termination.
C. OBLIGATIONS OF THE BIDDER

21. General
a. Standard of 21.1 The bidder shall perform the Services and carry out the Services
Performance with all due diligence, efficiency and economy, in accordance with
generally accepted professional standards and practices, and shall
observe sound management practices, and employ appropriate
technology and safe and effective equipment, machinery, materials and
methods. The bidder shall always act, in respect of any matter relating
to this Contract or to the Services, as a faithful adviser to the Client,
and shall at all times support and safeguard the Client’s legitimate
interests in any dealings with the third parties.
b. Law 21.2. The bidder shall perform the Services in accordance with the
Applicable to Contract and the Applicable Law.
Services
21.3. Throughout the execution of the Contract, the bidder shall
comply with the import of goods and services prohibitions in the
Client’s country when
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(a) as a matter of law or official regulations, the Borrower’s
country prohibits commercial relations with that country;
or
(b) by an act of compliance with a decision of Government of
India.
21.4. The Client shall notify the bidder in writing of relevant local
customs, and the bidder shall, after such notification, respect such
customs.
22. Confidentiality 22.1 Except with the prior written consent of the Client, the bidder
shall not at any time communicate to any person or entity any
confidential information acquired in the course of the Services, nor
shall the bidder make public the recommendations formulated in the
course of, or as a result of, the Services.
23. Liability of the 23.1 Subject to additional provisions, if any, set forth in the SCC, the
Bidder bidder’s liability under this Contract shall be provided by the Applicable
Law.
24. Insurance to be 24.1 The bidder (i) shall take out and maintain at its own cost but on
Taken out by the terms and conditions approved by the Client, insurance against the
Bidder risks. The bidder is liable for insurance of their deployed resources
against any accident, disability, death or any other risk.
25. Accounting, 25.1 The bidder shall keep and shall make all reasonable efforts to
Inspection and keep accurate and systematic accounts and records in respect of the
Auditing Services and in such form and detail as will clearly identify relevant
time changes and costs.
25.2 The bidder shall permit MPLRS and/or persons appointed by
MPLRS to inspect and/or all accounts and records relating to the
performance of this Contract and the submission of the Proposal to
provide the Services, and to have such accounts and records audited
by auditors appointed by MPLRS if requested by MPLRS. The
bidder’s attention is drawn to Clause GCC 10 which provides, inter
alia, that acts intended to materially impede the exercise of MPLRS’s
inspection and audit rights provided for under this Clause GCC 25.2
constitute a prohibited practice subject to contract termination (as well
as to a determination of ineligibility under prevailing sanctions
procedures.)
26. Reporting 26.1 The bidder shall submit to the Client the reports and documents
Obligations specified in ToR, in the form, in the numbers and within the time
periods set forth in the said Appendix.
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27. Proprietary Rights 27.1 Unless otherwise indicated in the SCC, all reports and relevant
of the Client in data and information such as diagrams, plans, databases, other
Reports and documents and software, supporting records or material compiled or
Records prepared by the bidder for the Client in the course of the Services shall
be confidential and become and remain the absolute property of the
Client. The Bidder shall, not later than upon termination or expiration
of this Contract, deliver all such documents to the Client, together with
a detailed inventory thereof.
27.2 If license agreements are necessary or appropriate between the
Bidder and third parties for purposes of development of the plans,
drawings, specifications, designs, databases, other documents and
software, the Bidder shall obtain the Client’s prior written approval to
such agreements, and the Client shall be entitled at its discretion to
require recovering the expenses related to the development of the
program(s) concerned. Other restrictions about the future use of these
documents and software, if any, shall be specified in the SCC.
28. Equipment, 28.1 Equipment, vehicles and materials made available to the Bidder
Vehicles and by the Client, or purchased by the Bidder wholly or partly with funds
Materials provided by the Client, shall be the property of the Client and shall be
marked accordingly. Upon termination or expiration of this Contract,
the Bidder shall make available to the Client an inventory of such
equipment, vehicles and materials and shall dispose of such equipment,
vehicles and materials in accordance with the Client’s instructions.
While in possession of such equipment, vehicles and materials, the
Bidder, unless otherwise instructed by the Client in writing, shall insure
them at the expense of the Client in an amount equal to their full
replacement value.
29. Publicity 29.1 Any publicity by the bidder in which the name of the
Indenter/buyer is to be used should be done only with the explicit
written permission of the Indenter/buyer.
30. Indemnity 30.1 The successful bidder/bidders shall indemnify, protect and save
MPLRS against all claims, losses, costs, damages, expenses, action
suits and other proceeding, resulting from infringement of any patent,
trademarks, copyrights etc. or such other statutory infringements in
respect of all components (like system software, software tools,
hardware etc.) and the services rendered under this Bid.
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D. OBLIGATIONS OF THE CLIENT
31. Assistance and 31.1 Unless otherwise specified in the SCC, the Client shall use its
Exemptions best efforts to:
(a) Assist the bidder with obtaining work permits and such other
documents as shall be necessary to enable the bidder to perform
the Services.
(b) Facilitate prompt clearance through customs of any property
required for the Services and of the personal effects of the
Experts and their eligible dependents.
(c) Issue to officials, agents and representatives of the Government
all such instructions and information as may be necessary or
appropriate for the prompt and effective implementation of the
Services.
(d) Provide to the Bidder any such other assistance as may be
32. Access to Project 32.1 The Client warrants that the bidder shall have, free of charge,
Site unimpeded access to the project site in respect of which access is
required for the performance of the Services.
33. Change in the 33.1 If, after the date of this Contract, there is any change in the
Applicable Law applicable law in the Client’s country with respect to taxes and duties
Related to Taxes which increases or decreases the cost incurred by the Bidder in
and Duties performing the Services, then the remuneration and reimbursable
expenses otherwise payable to the Bidder under this Contract shall be
increased or decreased accordingly by agreement between the Parties
hereto, and corresponding adjustments shall be made to the Contract
price amount specified in Clause GCC 38.1
34. Services, Facilities 34.1 The Client shall make available to the Bidder and the Experts,
and Property of the for the purposes of the Services and free of any charge, the services,
Client facilities and property described in the Terms of Reference at the
times and in the manner specified.
35. Counterpart 35.1 The Client shall make available to the Bidder free of charge
Personnel such professional and support counterpart personnel, to be nominated
by the Client, if specified in ToR.
35.2 Professional and support counterpart personnel, excluding
Client’s liaison personnel, shall work under the exclusive direction of
the Bidder. If any member of the counterpart personnel fails to
perform adequately any work assigned to such member by the Bidder
that is consistent with the position occupied by such member, the
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Bidder may request the replacement of such member, and the Client
shall not unreasonably refuse to act upon such request.
36. Payment 36.1 In consideration of the Services performed by the Bidder under
Obligation this Contract, the Client shall make such payments to the Bidder for
the deliverables specified in ToR and in such manner as is provided
by GCC F below.
E. PAYMENTS TO THE BIDDER

37. Taxes and Duties 37.1 Bidder is responsible for meeting any and all tax liabilities
arising out of the Contract unless it is stated otherwise in the SCC.
38. Currency of 38.1 Any payment under this Contract shall be made in the
Payment currency of the Contract.
39. Mode of Billing and 39.1 The payments under this Contract shall be made against
Payment deliverables specified in ToR.
F. FAIRNESS AND GOOD FAITH

40. Good Faith 40.1 The Parties undertake to act in good faith with respect to each
other’s rights under this Contract and to adopt all reasonable measures
to ensure the realization of the objectives of this Contract.
G. SETTLEMENT OF DISPUTES
41. Amicable 41.1 The Parties shall seek to resolve any dispute amicably by
Settlement mutual consultation.
41.2 If either Party objects to any action or inaction of the other
Party, the objecting Party may file a written Notice of Dispute to the
other Party providing in detail the basis of the dispute. The Party
receiving the Notice of Dispute will consider it and respond in writing
within fourteen (14) days after receipt. If that Party fails to respond
within fourteen (14) days, or the dispute cannot be amicably settled
within fourteen (14) days following the response of that Party, Clause
GCC 44.1 shall apply.
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42. Dispute Resolution 42.1 Any dispute between the Parties arising under or related to this
Contract that cannot be settled amicably may be referred to by either
Party to the adjudication/arbitration in accordance with the provisions
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II. Special Conditions of Contract
Number of GC Amendments of, and Supplements to, Clauses in the General

Clause Conditions of Contract
1. The Contract shall be construed in accordance with the law of

[India].
2. The language is: English
3. The addresses are:

O/o Commissioner Land Records & Settlement, Madhya
Pradesh,
Bidder:
Attention:
Facsimile:
E-mail (where permitted):
4. The Authorized Representatives are:
For the Client:

For the Bidder: [name, title]
5. Termination of Contract for Failure to Become Effective:
The time period shall be 3 months

6. The following limitation of the Bidder’s Liability towards the Client
can be subject to the Contract’s:
“Limitation of the Bidder’s Liability towards the Client:

(a) Except in the case of gross negligence or willful misconduct on
the part of the Bidder or on the part of any person or a firm acting
on behalf of the Bidder in carrying out the Services, the Bidder,
with respect to damage caused by the Bidder to the Client’s
property, shall not be liable to the Client:
(i) for any indirect or consequential loss or damage; and
(ii)for any direct loss or damage that exceeds one times the
total value of the Contract;
(b) This limitation of liability shall not
(i) affect the Bidder’s liability, if any, for damage to Third
Parties caused by the Bidder or any person or firm acting on
behalf of the Bidder in carrying out the Services;
(ii) be construed as providing the Bidder with any limitation or
exclusion from liability which is prohibited by the “Applicable
Law”,
7. The Bidder shall not use these documents, specific deliverables,

databases and information prepared/developed/received for purposes
unrelated to this Contract without the prior written approval of the
Client.
8. The Client warrants that

The Client shall reimburse the bidder payment under the applicable law
in the Client’s country in respect of any payments whatsoever made to
the bidder in connection with the carrying out of the Services.
9. Disputes shall be settled by arbitration in accordance with the

following provisions:
1. Selection of Arbitrators. Any dispute arising out of the Contract,
which cannot be amicably settled between the parties, shall be
referred to adjudication/arbitration in accordance with the rules of
procedure for arbitration of the Madhya Pradesh Arbitration
Tribunal Act, 1983 first, to the sole Arbitrator the Secretary
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Revenue Department Govt. of MP or an officer nominated by
her/him shall be the arbitrator.
2. Rules of Procedure. Except as otherwise stated herein, arbitration
proceedings shall be conducted at Bhopal, Madhya Pradesh.
Substitute Arbitrators. If for any reason an arbitrator is unable to
perform his/her function, a substitute shall be appointed in the same
manner as the original arbitrator.
10. Miscellaneous. In any arbitration proceeding hereunder:
(a) proceedings shall, unless otherwise agreed by the Parties, be held

in Gwalior, MP only;
(b) the English language shall be the official language for all
purposes; and
(c) The decision of the sole arbitrator or of a majority of the

arbitrators (or of the third arbitrator if there is no such majority) shall
be final and binding and shall be enforceable in any court of competent
jurisdiction, and the Parties hereby waive any objections to or claims
of immunity in respect of such enforcement.
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Annexures
Annexure 1: Indicative Infrastructure Specification
The technical specifications are the minimum configuration and for reference purpose only. Higher
specifications may be needed to meet SLA and bidder will be responsible to upgrade infrastructure to
meet the SLA.
1. SAN Storage: It will be made available by the CLR, at the SDC, Bhopal. The bidder shall not
consider the cost of the SAN storage and its associated infrastructure for the purposes of pricing this
bid.
2. Four Servers for Application and Database

2.1. Application Server
# Requirement
1 Rack Server populated with two nos. of x86 64-bit
processor with at least 6 core or higher
2 128 GB DDRIII expandable to 256 GB;
3 1 TB Hot Swap HDD (10K or higher RPM)
4 Should support OS required for Digitization application
5 Dual 10 Gbps & Dual 1 Gbps Network port
6 DVD ROM drive
7 All required device drivers for System Configuration
and Server Management
8 Three years warranty
2.2. Database Server
# Requirement
1 Rack Server populated with two nos. of x86 64-bit
processor with at least 4 core or higher at 2 GHz or higher
CPU
2 256 GB DDRIII expandable to 512 GB;
3 1 TB Hot Swap HDD (10K or higher RPM)
4 Should support OS required for Digitization application
5 Dual 10 Gbps & Dual 1 Gbps Network port
6 DVD ROM drive
7 All required device drivers for System Configuration
and Server Management
8 Three years warranty
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Annexure 2: Record Room List Gwalior Dabra
Gwalior Bhitarawar
Gwalior Ghatigaon
S. No. District name Tehsil Name Ashok Nagar Ashok Nagar
Hoshangabad Hoshangabad Ashok Nagar Mungaoli
Hoshangabad Seoni-malwa 11
Ashok Nagar Chanderi
Hoshangabad Babai Ashok Nagar Shadoura
Hoshangabad Itarsi Dewas Dewas
1
Hoshangabad Dolariya Dewas Sonkatch
Hoshangabad Sohagpur Dewas Tonkkhurd
Hoshangabad Bankhedi Dewas Kannod
Hoshangabad Pipariya 12 Dewas Khategaon
Betul Ghoda donggari Dewas Bagali
Betul Bhainsdehi Dewas Udaynagar
Betul Athner Dewas Hatpipalya
Betul Multai Dewas Satwas
2
Betul Amla Mandsaur Mandsaur
Betul Chicholi Mandsaur Sitamau
Betul Shahpur Mandsaur Malhargarh
Betul Betul Mandsaur Garoth
Harda Harda 13
Mandsaur Bhanpura
Harda Khirkiya Mandsaur Suwasra
Harda Sirali Mandsaur Shamgarh
3
Harda Rehatgaon Mandsaur Dalauda
Harda Timarni Neemuch Neemuch
Harda Handiya Neemuch Jawad
Bhind Bhind Neemuch Manasa
Bhind Mehgaon 14
Neemuch Singauli
Bhind Ron Neemuch Jairan
Bhind Gohad Neemuch Rampura
4
Bhind Mihona Ratlam Ratlam
Bhind Ater Ratlam Sailana
Bhind Gormi Ratlam Bajna
Bhind Lahar 15 Ratlam Jaora
Sheopur Sheopur Ratlam A lot
Sheopur Badoda Ratlam Tal
5 Sheopur Vijaypur Ratlam Rawti
Sheopur Beerpur Shajapur Shajapur
Sheopur Karahal Shajapur Kalapipal
Morena Morena 16
Shajapur Shujalpur
Morena Sabalgarh Shajapur Moman badodiya
Morena Porsa Aagar malwa Susner
6
Morena Ambah Aagar malwa Nalkheda
Morena Joura 17
Aagar malwa Agar
Morena Kailaras Aagar malwa Badod
Guna Guna Ujjain Ujjain
Guna Kumbhraj Ujjain Ghatiya
Guna Aron Ujjain Badnagar
7 Guna Chachaura 18
Ujjain Khacharod
Guna Maksoodangarh Ujjain Mahidpur
Guna Bamori Ujjain Tarana
Guna Raghogarh Alirajpur Alirajpur
Shivpuri Shivpuri Alirajpur Jobta
Shivpuri Badarwas 19
Alirajpur Bhavra
8 Shivpuri Pohri Alirajpur Sondhwa
Shivpuri Karera Badwani Barwani
Shivpuri Kolaras Badwani Thikari
Datia Datia Badwani Rajpur
Datia Sewada 20
9 Badwani Pansemal
Datia Bhander Badwani Sendhwa
Datia Indergarh Badwani Niwali
10 Gwalior Gwalior
Badwani Anjad Sehore Icchawar
Badwani Barla Sehore Rehti
Burhanpur Burhanpur Sehore Budni
21 Burhanpur Khaknar Rajgarh Rajgarh
Burhanpur Nepanagar Rajgarh Pachore
Dhar Dhar Rajgarh Jirapur
Dhar Dharampuri 31 Rajgarh khilchipur
Dhar Badnawar Rajgarh Biaora
Dhar Sardapur Rajgarh Narsinghgarh
22
Dhar Gandhawani Rajgarh Sarangpur
Dhar Kukshi Chhatarpur Chhatarpur
Dhar Dahi Chhatarpur Buxwaha
Dhar Manawar Chhatarpur Nawgong
Indore Indore Chhatarpur Lav Kush Nagar
Indore Mhow Chhatarpur Chardla
32
23 Indore Sanwer Chhatarpur Maharajpur
Indore Depalpur Chhatarpur Rajnagar
Indore Hatod Chhatarpur Bijawar
Jhabua Jhabua Chhatarpur Bada Malhera
Jhabua Ranapur Chhatarpur Ghuwara
24 Jhabua Petlawad Damoh Damoh
Jhabua Thandla Damoh Pathariya
Jhabua Meghnagar Damoh Jabera
33
Khandwa Khandwa Damoh Tendukheda
Khandwa Pandhana Damoh Patera
25 Khandwa Harsud Damoh Batiyagarh
Khandwa Punasa Panna Panna
Khandwa Khalwa Panna Gunnaor
Khargone Khargone Panna Pawari
Khargone Sanawad Panna Shahnagar
34
Khargone Bhagwanpura Panna Ajaygarh
Khargone Segaon Panna Repura
Khargone Bhikangaon Panna Amanganj
26
Khargone Jhirnya Panna Devendranagar
Khargone Maheshwar Sagar Sagar
Khargone Badwah Sagar Rahatgarh
Khargone Kasrawad Sagar Rehil
Khargone Gogawan Sagar Garhakota
Raisen Raisen Sagar Kesli
35
Raisen Goharganj Sagar Banda
Raisen Begamaganj Sagar Khurai
27 Raisen Gairatganj Sagar Beena
Raisen Silwani Sagar Malthone
Raisen Udaipur Sagar Shahgarh
Raisen Badi Tikamgarh Tikamgarh
Vidisha Vidisha Tikamgarh Niwari
Vidisha Gyaraspur Tikamgarh Orchha
Vidisha Basauda Tikamgarh Prithivipur
36
Vidisha Nateran Tikamgarh palera
28 Vidisha Kurwai Tikamgarh Mohangarh
Vidisha Sironj Tikamgarh jatara
Vidisha Lateri Tikamgarh Baldeogarh
Vidisha Shamshabad Jabalpur Jabalpur
Vidisha Tyonda Jabalpur Majholi
Bhopal Hujur 37 Jabalpur Kundam
29
Bhopal Berasia Jabalpur Patan
Sehore Sehore Jabalpur Sihora
Sehore Jawar Narsinghpur Narsinghpur
30 Sehore Shyampur Narsinghpur Gotegaon
38
Sehore Ashta Narsinghpur Kareli
Sehore Nasrullaganj Narsinghpur Gadarwara
84 | P a g e
Narsinghpur Tendukheda Satna Brisinghpur
Dinddori Dindori Satna Kotar
39
Dinddori Shahpura Satna Baghelan
Mandla Mandla Satna Nagod
Mandla Nainpur Satna Unchahara
Mandla Bichhiya Satna Amarpatan
40
Mandla Niwas Satna Ramnagar
Mandla Narayanganj Rewa Gurh
Mandla Ghugari Rewa Jawa
Chhindwara Chhindwara Rewa Teonthar
Chhindwara Parasia Rewa Sirmour
Chhindwara Chaurai Rewa Naigarhi
Chhindwara Tamia 46 Rewa Semaria
Chhindwara Jamai Rewa Hanumana
41
Chhindwara Saunsar Rewa Maugani
Chhindwara Pandhurna Rewa Mangawan
Chhindwara Bicchua Rewa Huzur
Chhindwara Amarwara Rewa Raipur-karchullyan
Chhindwara Harrai Singroli Devsar
Balaghat Balaghat 47 Singroli Chitarangi
Balaghat Lanji Singroli Singroli
Balaghat Baihar Sidhi Gopadbanas
42
Balaghat Warasenoi Sidhi Sihawal
Balaghat Katangi Sidhi Kusmi
Balaghat Tirhodi 48 Sidhi Majholi
Katni Bahoriband Sidhi Rampur Naikin
Katni Dhimarkheda Sidhi Churhat
Katni Murwara(katni) Sidhi Bahri
43 Katni Rithi Umaria Bandhaogarh
Katni Barwara Umaria Pali
49
Katni Vijayraghogarh Umaria Chandiya
Katni Barhi Umaria Manpur
Seoni Seoni Shahdol Sohagpur
Seoni Barghat Shahdol Beohari
50
Seoni Kurai Shahdol Jaisinghnagar
Seoni Kewlari Shahdol Jaitpur
44
Seoni Lakhnadon Anuppur Anuppur
Seoni Ghansaur Anuppur Pushprajgarh
51
Seoni Chhapara Anuppur Kotma
Seoni Dhanaura Anuppur Jaithari
Satna Raghuranjnagar
45 Satna Maihar
Satna Majhgawari
85 | P a g e
Annexure 3: Grouping of Districts for purpose of allotting work between empaneled vendors
Group 1 Group 2 Group 3

Hoshangabad 8 Betul 8 Harda 6
Chhatarpur 10 Dewas 9 Mandsaur 8
Bhopal 2 Dhar 8 Indore 5
Rajgarh 7 Ashok Nagar 4 Damoh 6
Balaghat 6 Gwalior 4 Seoni 8
Total tehsils 33 Total tehsils 33 Total tehsils 33
Burhanpur 3 Datia 4 Sheopur 5
Bhind 8 Alirajpur 4 Ratlam 7
Neemuch 6 Satna 10 Khandwa 5
Jhabua 5 Shahdol 4 Sagar 10
Panna 8 Chhindwara 10 Shivpuri 5
Dinddori 2 Total tehsils 32 Total tehsils 32

Total tehsils 32
Morena 6 Vidisha 9 Umaria 4
Narsinghpur 5 Aagar malwa 4 Ujjain 6
Khargone 10 Raisen 7 Guna 7
Tikamgarh 8 Jabalpur 5 Shajapur 4
Singroli 3 Sidhi 7 Rewa 11
Total tehsils 32 Total tehsils 32 Total tehsils 32
Group 10
Katni 7
Badwani 8
Sehore 8
Mandla 6
Anuppur 4
Total tehsils 33

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REQUEST FOR PROPOSALS

RFP No.: MPLRS/2019/01

Selection of Service Provider for development of a

Commissioner Land Records & Settlement and CEO

SECTION-1 ........................................................................................................................... viii

NOTICE INVITING E-TENDER

Sr. Tender No Name of the Work/ Tender EMD Date of

1. A firm will be selected based on Least Cost Method (L1).

2. The RFP includes the following documents:

Section 1 – Tender Notice

3. The RFP document is available online at https://mptenders.gov.in and

4. For any queries on RFP, please contact:

Commissioner of Land Records & CEO

Commissioner of Land Records & CEO

Instructions to Bidders and Data Sheet

2. Introduction 2.1 MPLRS named in the Data Sheet intends to select a

II. Preparation of Proposals

10. Language 10.1 The Proposal, as well as all correspondence and

III. Submission, Opening and Evaluation

18.2 Any attempt by Bidders or anyone on behalf of the

18.3 Notwithstanding the above provisions, from the time of

1. The name of the assignment is:

3. Consortium/Joint Venture is not permitted

4. Financial Proposal to be submitted together with Technical Proposal:

5. Tender Publishing Date: 11/01/2019 at 15.00 hours

Madhya Pradesh Land Record Society

8. This RFP has been issued in the English language.

Proposals shall be submitted in English language.

All correspondence exchange shall be in English language.

9. The Proposal shall comprise the following:

10. Statement of Undertaking is required

11. Important Dates: -

14. Online submission of modifications by the Bidder is as per the process

16. Submission of the Pre-Qualification Proposal, Technical Proposal and

C. Submission, Opening and Evaluation

19. Performance Bank Guarantee

20. 1. Bidders are required to take note that Government of Madhya

22. The procedure for online opening of Proposals can be seen at

Bidders have an option to attend the opening of the Pre-Qualification,

The opening shall take place at:

Online from MPLRS (Madhya Pradesh Land Record Society) office

23. Contact Person: Chief Executive Officer, MPLRS

24. Pre-Qualification (Mandatory) Criteria for compliance:

All Bidders should comply with the following Pre-qualification criteria.

2.2 The Bidder should have positive net

Experience of Senior developer

28. Notifications to the Bidders will be sent as following:

Rejected / disqualified bidders would only be intimated post final selection

29. The online opening procedure shall be as following:

Bidders can participate in the Financial Proposal opening in person. The

D. Issue of Letter of Intent, Contract Signing and Issue of Work Order

36. Commencement Period and Effective date of contract

37. Empanelment of vendors

CHECKLIST OF REQUIRED FORMS

 Checklist of forms should be provided at the beginning of proposal.

Commissioner of Land Records & CEO

We hereby declare that:

(c) We have no conflict of interest in accordance.

(d) We meet the eligibility requirements as stated, and we confirm our

IN WITNESS WHEREOF WE, …………………………..., THE ABOVE-NAMED

(Signature, name, designation and

DESCRIPTION OF APPROACH, METHODOLOGY, AND WORK PLAN FOR

{Suggested structure of your Technical Proposal}