Prepared By Ace Televoice & Services Pvt. Ltd. Govt. of Madhya Pradesh Department of Revenue Invitation for Expression of Interest in “Survey of Districts of Madhya Pradesh, Preparation of Digital Land Parcel Map and Preparation of Records of Rights” Office of the Commissioner Land Records & Settlement Moti Mahal, Gwalior, Madhya Pradesh – 474 007 Phone: 0751-2441200 Fax: 0751-2441202 e-mail: [email protected]website: www.landrecords.mp.gov.in
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Invitation for Expression of Interest - Madhya Pradesh
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Prepared By Ace Televoice & Services Pvt. Ltd.
Govt. of Madhya Pradesh Department of Revenue
Invitation for
Expression of Interest in
“Survey of Districts of Madhya Pradesh, Preparation of
Digital Land Parcel Map and Preparation of Records of
Rights”
Office of the Commissioner Land Records & Settlement Moti Mahal, Gwalior, Madhya Pradesh – 474 007
CLR Commissioner, Land Records & Settlement, Gwalior, Madhya Pradesh
EOI Expression of Interest
GIS Geographical Information System
IT Information Technology
ETS Electronic Total Station
DGPS Differential Global Positioning System
HRSI High Resolution Satellite Image
LPM Land Parcel Map
DEM Digital Elevation Model
DTM Digital Terrain Model
NLRMP National Land Records Modernization Programme
RoR Record of Rights
UTM Universal Transverse Mercator projected coordinate system
CLR, Gwalior, Madhya Pradesh EOI for Survey
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1 Introduction
The Commissioner Land Records & Settlement has been entrusted with the responsibility of
creation and maintenance of land records (Cadastral Maps, RoRs & Khasra) on behalf of
Govt. of Madhya Pradesh department of Revenue.
In order to bring the recent advancements in the geo-spatial industries to the process of
storing, using and management of land records, CLR wishes to outsource the job of Survey of
Districts of Madhya Pradesh and Preparation of Digital Land Parcel Map to be used in its
upcoming enterprise web based Geographical Information System.
As the first phase of the above mentioned work, CLR wishes to release tender for 15 districts
of Madhya Pradesh measuring a total area of approximately 76,000sqkms.
As the initial step to select the most suitable vendor or vendors to execute the task,
Expressions of Interest are called from prospective vendors. Technical capabilities of the
vendors to execute the project shall be assessed as part of the evaluation of the EOI. Only
those vendors, who have submitted their expression of interest in response to this invitation
and shortlisted by the department as per the evaluation criteria mentioned in this document
shall be eligible to participate in the following commercial bid as per the tender to be released
after evaluation of the EOI.
It is also to be noted that, CLR may choose and work can be awarded to more than one
vendor at L1 rate in order to complete the work in a faster manner.
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2 Objectives of the project
Prepare most up to date GIS compatible Land Parcel Map for entire Madhya Pradesh using
latest techniques, accurate enough for different types of areas for example, agricultural land,
village abadi land and city area while being cost effective.
3 Scope of work
Broad scope of the project is as follows:
3.1 Survey of Districts of Madhya Pradesh and preparation of digital Land Parcel Map
using any of the following methods or any combination of the following methods as
proposed by the vendor under NLRMP guidelines:
3.1.1 Using Aerial Photos: The scope shall include:
3.1.1.1 Acquisition of Aerial Photos using digital cameras of adequate resolution to achieve required accuracy levels
3.1.1.2 The complete post processing of aerial photos required for achieving the required accuracy levels like applying Geometric Corrections and Radiometric Corrections including Aerial Triangulation, DEM/DTM generation, if required, establishment of Ground Control Points, Ortho-rectification, ground truthing, all ground survey required for post processing and any other processing required for achieving the required accuracy levels.
3.1.2 Using High-Resolution Satellite Images: The scope shall include:
3.1.2.1 Procurement of Satellite Images of adequate resolution to achieve required accuracy levels
3.1.2.2 The complete post processing of satellite images required for achieving the required accuracy levels like establishment of Ground Control Points, Ortho-rectification, ground truthing, all ground survey required for post processing, DEM/DTM generation, if required and any other processing required for achieving the required accuracy levels.
3.1.3 Using Ground/Field Methods: The scope shall include:
3.1.3.1 Ground survey using any methods or combination of methods like Electronic Total Station, DGPS, High precision Laser Distometer etc. required for achieving the required accuracy levels.
3.1.3.2 All post processing required for the data collected using ground methods.
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3.2 Preparation of digital Land Parcel Map ready to be used in a GIS with the following
accuracy levels. Vendors are required to number the parcels with a scheme prescribed
by the department.
Sr.No Type of Area Approximate
Area
(sqkms)
Target
Scale of
Maps
Maximum on- ground error
on linear distance
1. Agricultural Land 70,000 1:4,000 +/- 20cm or 0.25%, whichever
is smaller
2. Abadi Land in
Village Area
1,000 1:1,000 +/- 10cm or 0.25%, whichever
is smaller
3. Town / Urban Area 5,000 1:500 +/- 5cm or 0.25%, whichever
is smaller
3.3 Existing village level digitized cadastral map in local coordinates shall be provided to
the vendors by the department for reference purposes. Vendors are required to compare
the newly prepared Land Parcel Map with the existing digitized map, extract and
prepare an owner-wise ownership table. The vendor shall highlight parcel numbers with
area mismatches more than +/- 5%.
3.4 The vendor shall distribute the following to the owners:
3.4.1 Draft Land Parcel Map Printout with the following:
3.4.1.1 Parcel Numbers (Existing and New in different fonts/size).
3.4.1.2 Measurements of each edge of parcel polygon.
3.4.1.3 Reference distances from established local reference/control points. 3.4.1.4 Projected area of the parcel.
3.4.1.5 Surface area of the parcel computed using DEM (Freely available DEMs of adequate resolution may be used, if found adequately accurate).
3.4.2 Owner-wise Ownership Table Printout with the following details:
3.4.2.1 Owner-Name.
3.4.2.2 Existing Parcel Numbers and New Parcel Numbers belonging to him as separate records but one below another.
3.4.2.3 Area as per existing records, Area as per newly surveyed data.
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3.4.2.4 Comments/Remarks, if any.
3.4.3 Date(s) and venue to hear the objections, complaints from the owners and
resurvey for resolution if required.
3.5 On the published date, the vendors shall conduct the meetings with the owners in the
presence of authorized officers from the department. The following shall be the
activities at the meeting.
3.5.1 Recording of complaints/objections from the owners.
3.5.2 Solution to the owner by explaining the details with the Land Parcel Map and
the ownership table, if it can be solved so.
3.5.3 Resurvey to show the measurements on the ground in presence of owner,
neighbours and department officer, if required to solve the issue.
3.5.4 Adjustifications and corrections to the Land Parcel Map and/or Ownership
Table.
3.5.5 All activities mentioned above should be in accordance with Madhya Pradesh
Land Revenue Code and Related Acts & Rules.
3.6 During the meeting with the owners, vendors are expected to capture/collect the
following information also related to the parcel.
3.6.1 Digital Photo of the owner(s).
3.6.2 Digital finger print of the owner(s).
3.6.3 Other general attribute information about the parcel according to the code list
provided by CLR.
3.6.3.1 Land-use type (Agricultural, Residential, Industrial, Commercial, Nistar).
3.6.3.2 Irrigation details for agricultural parcels including source of irrigation.
3.6.3.3 Crop type for agricultural parcels. 3.6.3.4 Owner details: Owner Name, Father’s Name, Address, Cast, Owner
Type.
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3.6.3.5 Soil Type (Taken from old records or as provided by competent authority.
3.6.3.6 Country-name of Field. 3.6.3.7 Features related to the parcels as mentioned in the list of Alamats
(Conventional Signs for Cadastral Maps) shall be recorded according to Madhya Pradesh Land Records Manual Part – I, II, III and IV.
3.7 After applying all adjustification and corrections, the vendor shall publish the Second
Level Land Parcel Map and Ownership table.
3.8 Vendor shall record complaints or any discrepancies reported by any owner on the
Second Level Land Parcel Map. After solving them and incorporating all corrections,
the Final Land Parcel and Ownership Table shall be authorized by the department.
3.9 Required feature layers other than land parcels
3.9.1 Features other than parcel layer are also need to be surveyed and a spatial
database shall be created by the vendor. An indicative list of feature layers and
feature types are given in “Annexure II: Feature Layers Requirement”.
3.9.2 It is to be noted that detailed description of attributes and field structures shall
be provided in the tender followed after the evaluation of EOIs.
3.9.3 The vendors are requested to refer to the following details to get a clear idea
about the scope of work in building the Digital Land Parcel Map:
Criteria Section to refer:
Area to be surveyed All districts of Madya Pradesh are to be covered. The areas
to be surveyed in the first phase is given under Section 3.2
Number of feature layers Annexure II: Feature Layers Requirement
Target Scale Section 3.2
Target accuracy levels Section 3.2
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4 Qualifications of the vendors
4.1 Any company, joint venture or consortium can submit expression of interest as per the
format given in this document. Joint Ventures/Consortiums should have a lead bidder
representing the Joint Venture/Consortium duly authorized by all partners.
4.2 The bidder should have a minimum cumulative turnover of Rs. 5 Crores in the last 3
financial years in Survey of Land or in providing geospatial solutions. The bidder
should have made profits in the last 2 financial years.
4.3 The bidder should have completed at least one survey project and should have covered
a minimum cumulative geographical area of 500sqkms in last 3 years using any of the
survey methods mentioned in this EOI or a combination of them.
4.4 The bidder should have at least 25 qualified permanent technical human resources
engaged in executing survey or in providing/developing geospatial solutions.
4.5 The bidder should possess and have ownership of survey equipments worth at least
Rupees 10 lakhs suitable to execute survey in any of the survey methods mentioned in
this EOI.
5 Terms and Conditions
5.1 Only those vendors, who have submitted their expression of interest as per this
document and short listed by CLR as per the procedure mentioned in this document
shall be eligible to participate in the following commercial bid.
5.2 CLR may choose more than one vendor to execute the project in different geographical
areas at L1 rate in order to complete the work in a faster manner. However, a minimum
of 15,000sqkms of area shall be guaranteed to the most responsive bidder in the first
phase and 20% of the respective areas in the following phases.
5.3 After scrutiny of EOIs, CLR may invite short listed vendors for technical presentations
to explain their proposed methodology. Vendors failing to give presentation shall be
considered as non responsive and will be debarred from submitting the commercial bid
for the tender following the EOI.
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5.4 In the commercial bid for the tender following the EOI, joint ventures/consortiums
forwarding the EOI shall be allowed to participate as the same joint venture/consortium
only.
5.5 The EOIs shall be prepared as per the format given in “Annexure I: Format for the
EOI”. The guidelines given under section “Guidelines for explaining the proposed
methodology” may be used for explaining the proposed methodology.
5.6 Evaluation of EOIs shall be as per the section “Evaluation of EOI”.
5.7 CLR at his own discretion may lower the qualifying score, if at least 5 vendors did not
qualify in the technical evaluation as per the framework mentioned in this document to
ensure sufficient competition in the commercial bid against the tender following the
EOI.
5.8 It is to be noted that, CLR reserves the right to declare the EOI/tendering process
invalid, without thereby incurring any liability to the participated vendor(s) or any
obligation to inform the vendor(s) regarding the decision.
5.9 Getting permissions/clearances from concerned departments for Acquisition of Aerial
Photos, Procurement of Satellite Images and conducting any type or ground survey
shall be the responsibility of the vendor. However, the department shall extend help to
the vendors by providing authorization letters to the selected vendors after releasing the
work order. Vendors need to demarcate only the outer boundary of “Blacked-out” areas
(Areas restricted for aerial photography/survey marked by defense/state/central
agencies).
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6 Guidelines for explaining the proposed methodology
6.1 The methodology shall include detailed description of the following:
6.2 Method proposed for each type of area. Methods proposed to achieve and ensure the
required levels of accuracy.
6.3 Methods of acquisition and Processing of Aerial Photos including flying of aircrafts
with cameras, all post processing like ortho-rectification, methods of establishing
ground control points, ground truthing, photogrammetry, mosaicing etc. and all other
process required for post processing like ground survey using DGPS for control points
etc. Kind of equipments and/or software those shall be used.
6.4 Methods of Procurement and processing of High-Resolution Satellite Images including
all post processing like ortho-rectification, methods of establishing ground control
points, ground truthing, digital photogrammetry etc. and all other process required for
post processing like survey using DGPS for control points, if required. Kind of
equipments and/or software those shall be used.
6.5 Methods of Survey using DGPS, Electronic Total Station, High-precision Laser
distometers and any other survey method proposed.
6.6 Methods to overcome obstructions like cloud cover, tree cover, dense buildings,
inaccessible points etc.
6.7 Method of Preparing GIS ready Land Parcel Map. Kind of software those shall be used.
6.8 Methods proposed to ensure accuracy for each method and at each level. Methods
proposed for verification.
6.9 Methods of applying edits to the prepared Land Parcel Map in discussions with the
department
6.10 The projection system to be used for the entire project shall be UTM with WGS84
datum
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7 Evaluation of EOI
The evaluation of EOI shall follow the following method
7.1 Rejection of EOI
7.1.1 The EOIs those are not in the prescribed format shall be rejected considering
as non-responsive.
7.1.2 EOIs received later than the date and time specified for submission shall be
rejected outright. CLR shall not be responsible for any delay caused by postal
department etc.
7.1.3 The EOIs of vendors those who are failing to present their technical
presentations on the dates prescribed by CLR shall be considered as non-
responsive and shall be rejected.
7.2 Initial screening of EOIs and short-listing based on conformity to EOI format and
qualifications
7.2.1 Screening criteria for qualification criteria
Sr.No Qualification Criteria as per Section 4 Complied (Yes /
No) To be filled
by the department
after screening of
the EOI
1. Section 4.1: Any company, joint venture or consortium can
submit expression of interest as per the format given in this
document. Joint Ventures/Consortiums should have a lead
bidder representing the Joint Venture/Consortium duly
authorized by all partners.
2. Section 4.2: The bidder should have a minimum cumulative
turnover of Rs. 5 Crores in the last 3 financial years in Survey
of Land or in providing geospatial solutions. The bidder
should have made profits in the last 2 financial years.
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Sr.No Qualification Criteria as per Section 4 Complied (Yes /
No) To be filled
by the department
after screening of
the EOI
3. Section 4.3 The bidder should have completed at least one
survey project and should have covered a minimum
cumulative geographical area of 500sqkms in last 3 years
using any of the survey methods mentioned in this EOI or a
combination of them.
4. Section 4.4 The bidder should have at least 25 qualified
permanent technical human resources engaged in executing
survey or in providing/developing geospatial solutions.
5. Section 4.5 The bidder should possess and have ownership of
survey equipments worth at least Rupees 10 lakhs suitable to
execute survey in any of the survey methods mentioned in
this EOI.
7.2.2 Screening criteria for conformance to the EOI format
Sr.No Criteria Complied (Yes / No)
To be filled by the
department after
screening of the EOI
1. Covering Letter present and signed by the authorized
person
2. Copy of authorization for representation inserted (from all
companies in case of consortium)
3. Copy of Certificate of Incorporation inserted (of all
companies in case of consortium)
4. Financial data sheet filled for last 3 financial years attached
5. Duly audited balance sheet for last 3 financial years
attached
6. Duly audited profit and loss statement for last 3 financial
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Sr.No Criteria Complied (Yes / No)
To be filled by the
department after
screening of the EOI
years attached
7. Experience data sheet inserted for Survey Experience
8. Experience data sheet inserted for GIS Experience
9. Work order copies and completion certificate attached for
mentioned experience
10. Data sheet for survey equipments possessed and owned by
the bidder inserted
11. Supporting documents for proving the worthiness of the
possessed and owned survey equipments inserted
12. Data sheet for certifications inserted
13. Copies of certifications mentioned inserted
14. Data sheet for list of 25 technical experts from HR
department inserted
15. Data sheet for the proposed team inserted
16. Detailed resume of core team members inserted
17. All sections in the EOI format present
7.2.3 Those companies/joint ventures/consortiums passing “Yes” against all criteria
as per the scrutiny by the department using the screening criteria mentioned in
section 7.2.1 and 7.2.2 of the EOI shall be short-listed for further evaluation
and shall be invited for delivering technical presentation on their proposed
methodology.
7.3 Technical Presentations
7.3.1 The short listed companies will have to present their proposals with detailed
explanation of methodologies in the form of a presentation and discussion
session. The marks scored in the Technical Presentation play an important role
in the overall technical evaluation. Please refer to section 7.4 for detailed on
the Technical Evaluation Framework.
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7.4 Technical Evaluation Framework
7.4.1 The following framework shall be used for the total technical evaluation
1 Bidder's Competence Maximu
m
Marks
Total
Mar
ks
Weig
ht %
Financial Stability 20 100 20
Ability to handle large sized projects 20
Experience in Executing Geospatial Survey Projects 30
Experience in Executing Large GIS projects in Cadastral
Mapping
20
Certifications 10
2 Proposed Solution (Assessed during technical
presentation)
Maximu
m
Marks
Total
Mar
ks
Weig
ht %
Understanding of requirement 5 100 60
Usage of latest and innovative methods. Smartness in
choosing best methods for different types of areas
25
Accuracy levels ensured 20
Indicative cost effectiveness of methods used by vendor 10
Effectiveness of proposed technical processes during
execution
20
Methods for verification, ensuring accuracy, data quality
checks
10
Method of creating GIS ready Land Parcel Map 10
3 Availability of Resources Maximu
m
Marks
Total
Mar
ks
Weig
ht %
Qualification and Experience of Survey and GIS Experts
Proposed for the project
40 100 20
Specific experience in executing similar work within the
proposed team
20
Possession and ownership of survey equipments 40
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7.4.2 Those vendors scoring a total score of 70% or more after applying the weights
mentioned above shall be eligible for participating in the commercial bid in
response to the tender following the EOI to compete in taking up the work.
8 Preparation of Tender Document
8.1 Based on the evaluation of EOIs and technical discussion with the vendors during the
technical presentations, the tender shall be prepared by CLR describing the final
methodologies to be adopted to execute the project.
8.2 The vendors shall be invited to bid commercials for the tender following the EOI. Only
those vendors, who are short-listed after the technical evaluation of their EOI as per this
document, shall be allowed to submit their commercial bid in response to the tender
prepared by CLR following EOI.
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Annexure I: Format for the Expression of Interest
The texts given in angle brackets are guidelines to the vendors and shall be replaced with the
actual documents/descriptions by vendors.
1 Covering Letter
<Covering letter here signed by the authorized person>
2 About the company/consortium/joint venture
2.1 Introduction to the company/consortium/joint venture
<Describe briefly about the company/consortium/joint venture>
<Attach copy of Certificate of Incorporation. Consortium / Joint ventures should attach
copies of certificate of incorporation of all partners>
<Attach authorization for representation (lead bidder) by all partners in case of Consortium /