Government of Andhra Pradesh O/o Collector & District Magistrate, SPSR Nellore District Collector Office, Achari Street SPSR Nellore – 524001 Phone: 9849904077, email: [email protected] Tender No:01/MRR/2020, Date: 05-01-2020 SRI POTTI SREE RAMULU NELLORE DISTRICT Short Tender For “Engagement of reputed Firm/Agency for Scanning and Indexing of Hard Copies of Land Records in Modern Record Rooms (MRR) in eight (8) Mandals of SPSR Nellore District”. (Visit us: www.spsnellore.ap.gov.in ) 1 | P a g e Short Tender Notice Office of the Collector & District Magistrate Achari Street, Nellore, SPSR Nellore District - 524001 Website: www.spsnellore.ap.gov.in Notice Inviting Tender (NIT) The Joint Collector & Addl District Magistrate, SPS Nellore District inviting tenders from the interested firms / agencies for “Scanning and Indexing of Hard Copies of Land Records in Modern Record Rooms (MRR) in eight (8) Mandals of SPSR Nellore District”. Time schedule of various tender related events: Bid calling date 07-01-2020, 11.00 AM Bid closing date/time 17-01-2020, 04.00 PM Bid opening date 17-01-2020, 05.00 PM Rs. 1000/- (One Thousand Rupees) DD in the favor Bid Fee of The Collector & District Magistrate, SPSR Nellore. Rs. 1,00,000/- (One Lakh Rupees Only), DD in the Earnest Money Deposit (EMD) favor of The Collector & District Magistrate, SPSR Nellore. Administrative Officer (AO) Contact person Email: [email protected], Ph: +91 9849904077 Tender Ref No. 01/MRR/2020 Note: Hard Copies of Bid Fee and EMD Fee in the form of Demand Draft should be reached to O/o Collector & District Magistrate, SPSR Nellore before the last date and time of tender submission. Sd/- Vinod Kumar.V Joint Collector & Addl. District Magistrate SPSR Nellore. 2 | P a g e Tender shall be submitted exclusively offline (sealed Cover) tender only. The tenderers should drop the bids in Tender box available at Administrative officer Chamber, in Collector office, SPS Nellore. Bids submitted without the payment details of Bid fee & EMD will be liable for rejection. However, all documents related to technical & financial bid should be submitted along with bid only as per timelines given in the bid data sheet. Tenders will be opened at 05.00 P.M on 17.01.2020 at the O/o Collector & District Magistrate, SPSR Nellore & the district purchasing committee will conduct evaluation on the same day. Eligibility Criteria: Professional Firms/Agencies having experience in the relevant field are eligible to submit Bids. They shall possess the minimum experience as specified in the related field. Such Firms should have been in existence for a period of at least 2 years on the date of bid calling. a. Bidder should furnish the Signed RFP Document, Bid Fee details and Payment details of EMD. b. Bidder should have experience in land records scanning, Indexing (including software) of existing adangals, QR Code tagging, record room modernization, scanning projects, scanning & Populating to database to minimum two (2) Govt. Departments (State or Central)/PSUs. c. Bidder should furnish the Firm Registration Certificate, GST Registration, PAN Card & ISO 9001 Certificate (if Available). d. Bidder should have supplied more than 50 Lakh Rupees work orders related to land records scanning, Indexing (including software) of existing adangals, QR Code tagging, record room modernization, 1 | P a g e scanning projects, scanning & Populating to database to any public sector units/ PSU’s during last 3 financial years (2016-17, 2017-18, 2018- 19). e. Bidder should submit the Profile of the organization and the projects completed in detail. f. If the bidder is debarred/ blacklisted in the tendering process on any previous occasion, such bidder becomes ineligible to participate in the bidding process. In case of any concealing of information relating to blacklisting or pending cases or submission of fake information/fake documents, The Joint Collector & Addl. District Magistrate reserves the right to cancel the work order/contract allotted. In such a case the bidder shall forfeit the EMD amount and also is liable for penal action as per rules in vogue. g. The bidder shall furnish IT returns of the last three financial years i.e. (2016-17, 2017-18, 2018 - 19) and bidder should have minimum turnover of 50 Lakhs during the past three financial years. Bidder should have positive net worth. Note: Relevant documents in support of above should be furnished. Payment terms: The Payment Shall be done in Three Parts. 1. 40% payment on completion of half of the records scanning & indexing of hardcopies of land records & other records. 2. 40% payment on completion of remaining half of the records scanning & indexing of hardcopies of land records & other records. 3. 20% will be released upon successful completion of Acceptance and verification test. For any delays in delivery beyond delivery period mentioned in the work order, the vendor will be liable for penalties as given below. 2 | P a g e 1. Purpose: The Purpose of this tender is to identify a reputed Firm/ Agency who may be asked to provide land records scanning, Indexing (including software) of existing adangals, QR Code tagging, record room modernization, scanning projects, scanning & Populating to database and other professional services support to O/o Collector & District Magistrate, SPS Nellore District. 2. Critical Information: Applicants are advised to study this RFP document carefully before submitting their proposals in response to the RFP Notice. Submission of a proposal in response to this notice shall be deemed to have been done after careful study and examination of this document with full understanding of its terms, conditions and implications thereof. 3. Conflict of Interest: The prospective Firm/ Agency who are engaged to prepare land records scanning, Indexing (including software) of existing adangals, QR Code tagging, record room modernization, scanning projects, scanning & Populating to database or are engaged would be required to give and undertaking that neither any conflict of Interest exists on their part nor will they engage in any future for a year which may Result in conflict of interest. The Collector & District Magistrate/ Joint Collector & Additional District Magistrate, SPS Nellore District may terminate the engagement of contract in whole or in part, if it deems such termination necessary to avoid the Appearance of a conflict of interest. 4. Right to Terminate the process: The Collector & District Magistrate/ Joint Collector & Addl. District Magistrate, SPS Nellore District, may terminate the RFP process at any time without assigning any reason, The Collector & District Magistrate, SPS Nellore District/ District Purchase Committee makes no commitments, express or implied, that this process will result in a business transaction with anyone. The Successful bidder has to carryout land records scanning, Indexing (including software) of existing adangals, QR Code tagging, record room modernization, scanning works, scanning & Populating to database of the scheduled items along with quantities covered under the scope of work shall be delivered to the Mandal headquarters at 08 locations in the SPSR Nellore 3 | P a g e District. (The Locations are Nellore Rural, Naidupeta, Kavali, Venkatagiri, Gudur, Ananthasagaram, Chittamur, Vidavalur) Statement of important limits/values related to bid S.No Item Description EMD Rs.1,00,000/- (Rs. One Lakh Rupees) for the scheduled works. The 1 EMD Fees EMD should be in the form of DD. 2 Bid Validity Period 60 days from the date of opening of bids. The contract period is initially for a period of six months only from the date of signing of the Agreement to the bidder and the rates are valid 3 Contract Period during the contract period. The contract period may be extended on mutual agreeable terms and conditions, performance of the vendor. Demand Draft that are issued by any Scheduled / Nationalized banks 4 EMD Validity Period only will be accepted. DD Validity should be 3 months and DD to be taken after bid calling date. Period of furnishing Within 10 days from date of receipt of Notification of Award of contract 5 performance security for the schedule. The bidder has to submit the 20% PBG on total contract/PO Performance Security values in favor of “The District Collector, SPSR Nellore Payable at 6 Value with District SPSR Nellore. From any Nationalized / Scheduled Bank before signing of Collector Office. the Contract / issue of purchase order. Performance Security 7 30 days beyond warranty Validity Period Period of signing of 8 Within 10 days from date of receipt of Notification of Award. Contract Payment Terms By Order Issuing Authority 40 % payment on completion of half of the records scanning & indexing of hardcopies of land records & other records . 40% Payment on completion of remaining half of the records scanning & indexing of hardcopies of land records & other 9 Payment Terms records . 10 % Payment Will be released upon successful completion of Acceptance and verification test. Note : All the Delivery reports, records, Quality Certificate/Site Not Ready Certificate/report to be Counter signed by the respective Competent Authority as Designated by the user department. 4 | P a g e The certificate/report should have Name, Designation, Signature, Phone number, Date and Seal of the Officer. The DC/IR will not be processed for payments if the Name, Designation, Signature, Phone number, Date and Seal of the Officers are not available. Late Deliveries / Installations: Late Deliveries / 1 % of the late delivered or deemed late delivered / works for one week 10 Installations or part thereof, 1.5 % for Two weeks or part thereof, 2 % for Three weeks or part thereof, 2.5 % for Four weeks or part thereof and so on. Maximum late Maximum late deliveries/installations: 10% on the Total value of goods 11 for that location/site for late delivery / installation or deemed late Deliveries of works delivered / installed goods.