SECTION – I PRELIMINARY INFORMATION 1.1 SOURCE OF FUNDS The Dept. of Space , Govt. of India has approved execution of the project through ARSAC / ASTEC, under Dept. of Science and Technology, Govt. of Assam. Name of Project : “Georeferencing and Digitization of Village Cadastral/Revenue Maps for Assam State” Under which the following principal components are involved: i. Scanning of Village Cadastral/Revenue Maps ii. Digitization of Village Cadastral/Revenue Maps including vectorization, labelling and topology creation as per project standards iii. Generation of True Replica of original cadastral sheets iv. Mosaicing of sheets of a village v. Georeferencing of digitized maps vi. Edge matching and Mosaicing of villages on Mouza/Block, District and State basis vii. Submission of final deliverables as per project standards Details can be referred in the Section VIII under Database Design and Standard 1.2 SCOPE OF WORK The scope of work includes the Scanning, Digitisation, creation of true replica of original village cadastral sheets, Georeferencing and Mosaicing of sheets on villages, Mouza/Block, District and State basis. The entire State of Assam, consists of 27- districts, -sub divisions, 219 blocks, 321 Mouza in 14 districts , 33 Tahsil in 7 districts and approximately 26882 villages. The Geographic extent of State is 24°07’ to 28°00’ North Latitude and 89°40’ to 96°02’ East Longitude which covers in 151 nos. of SOI Toposheet (1 :50,000 scale). The village maps are in the scale of 16”=1 Mile (1:4000) on paper in one or more parts (sheets) to be scanned and digitized. The digitized maps are again to be geo-referenced within ARSAC/ASTEC’s office premises with satellite data provided by ARSAC and then edge matched and mosaiced. Output of vectorisation should perfectly match the original cadastral map. Detailed description of work is mentioned in the Section-VIII (Database Design & Standard). 1.3 JOB REQUIREMENTS (i) Computers and plotters in sufficient numbers and other equipments required have to be setup by the agency at its own cost. The Vendor will also have to use his own stationery for taking out the printouts of sheets for Quality Checking. The Vendor will also have to arrange CDs/DVDs/External HD himself on which he will take backups of the finally modified data of each village. (ii) After the digitization of maps and first modification, the printouts shall be made available by the vendor to the Concerned Officials of ARSAC / ASTEC. ARSAC will get the maps verified from Directorate of Land Records, Govt. of Assam. After screening, corrections and rectification of the village revenue maps are to be carried out by the vendor. Land Record authorities shall ensure that no delay takes place in the screening and correcting the maps and handing them over the maps to ARSAC.
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SECTION – I PRELIMINARY INFORMATION
1.1 SOURCE OF FUNDS The Dept. of Space , Govt. of India has approved execution of the project through ARSAC / ASTEC, under Dept. of Science and Technology, Govt. of Assam. Name of Project: “Georeferencing and Digitization of Village Cadastral/Revenue Maps for Assam State”
Under which the following principal components are involved:
i. Scanning of Village Cadastral/Revenue Maps ii. Digitization of Village Cadastral/Revenue Maps including vectorization,
labelling and topology creation as per project standards iii. Generation of True Replica of original cadastral sheets iv. Mosaicing of sheets of a village v. Georeferencing of digitized maps vi. Edge matching and Mosaicing of villages on Mouza/Block, District and State
basis vii. Submission of final deliverables as per project standards
Details can be referred in the Section VIII under Database Design and Standard 1.2 SCOPE OF WORK The scope of work includes the Scanning, Digitisation, creation of true replica of original village cadastral sheets, Georeferencing and Mosaicing of sheets on villages, Mouza/Block, District and State basis.
The entire State of Assam, consists of 27- districts, -sub divisions, 219 blocks, 321 Mouza in 14 districts , 33 Tahsil in 7 districts and approximately 26882 villages. The Geographic extent of State is 24°07’ to 28°00’ North Latitude and 89°40’ to 96°02’ East Longitude which covers in 151 nos. of SOI Toposheet (1 :50,000 scale). The village maps are in the scale of 16”=1 Mile (1:4000) on paper in one or more parts (sheets) to be scanned and digitized. The digitized maps are again to be geo-referenced within ARSAC/ASTEC’s office premises with satellite data provided by ARSAC and then edge matched and mosaiced. Output of vectorisation should perfectly match the original cadastral map. Detailed description of work is mentioned in the Section-VIII (Database Design & Standard).
1.3 JOB REQUIREMENTS (i) Computers and plotters in sufficient numbers and other equipments required
have to be setup by the agency at its own cost. The Vendor will also have to use his own stationery for taking out the printouts of sheets for Quality Checking. The Vendor will also have to arrange CDs/DVDs/External HD himself on which he will take backups of the finally modified data of each village.
(ii) After the digitization of maps and first modification, the printouts shall be made
available by the vendor to the Concerned Officials of ARSAC / ASTEC. ARSAC will get the maps verified from Directorate of Land Records, Govt. of Assam. After screening, corrections and rectification of the village revenue maps are to be carried out by the vendor. Land Record authorities shall ensure that no delay takes place in the screening and correcting the maps and handing them over the maps to ARSAC.
(iii) It is the responsibility of the Vendor to digitize neatly & correctly with proper
attributes as per the project standards and should pass through all the quality checks.
(iv) The vendor will be responsible for arranging backups on CDs/DVDs/External
HD.
1.4 TYPE OF CONTRACT The entire work will be distributed to multiple Vendors IF NECESSARY in order to meet the project implementation schedule. Chairman tender committee reserves the right to distribute the work to single or multiple vendor as per suggestion of the tender committee .
The whole work of approximately 26882 villages is divided into following five groups district wise within the jurisdiction of DIRECTOR, ASTEC .
4. Hill Districts (villages of District): Karbi-Anglong and N.C.Hill (Dima Hasao)
5. Barak Valley (villages of District) : Cachar, Hailakandi, Karimganj.
ARSAC / ASTEC’s evaluation of a bid (after passing pre-qualification criteria) will be made on the basis of prices quoted in the Price Schedule provided in Annexure C of the Appendix IV of Section IX of this Tender Document. To complete the project within stipulated time, the work may be allocated to multiple vendors (based on recommendation of Tender Committee). The work will be allocated district wise to technically qualified vendors and based on their work quality and ARSAC / ASTEC’s satisfaction, subsequent work allocation will be made. However, minimum one district will be allocated to a selected vendor first and on the basis of capability further work will be allotted. 1.5 TIME PERIOD FOR COMPLETION OF WORK
The total work should be organized in such a way that the time taken for scanning, digitization & Quality Check of data approximately should not normally exceed 3 months for 12000 maps from the date of assignment of the contract.
To ascertain this, responsible officers from ARSAC may inspect the site to ask for any details from the vendor during the contract. However, the execution time for each stage would depend upon the inputs i.e. QC feedback / remarks of the submitted data.
Total Duration: 6 MONTHS
1.6 CONTENT OF QUALIFICATION AND BIDDING DOCUMENTS a. The contents of the Technical and Commercial Bid Documents are listed below
and should be read in conjunction with any addenda issued:
Section II & III Qualification and Bidding Document Section IX Sample forms for Qualification (Technical Bid) Section IX Sample Forms for Bidding (Commercial Bid)
b. Agencies/ Companies are expected to examine all instructions, forms, terms, specifications, and other information in the Qualification and Bid Document. Failure to furnish all information required by the ARSAC / ASTEC’s or to submit a bid not substantially responsive to the Qualification and Bid Document in every respect will be at the vendor’s risk and may result in its rejection and disqualification.
1.7 COST OF TENDER DOCUMENT A complete set of Tender document may be downloaded from http://astec.nic.in/tender by any interested bidder upon payment of a non refundable fee of Rs. 3000/- only by way of DD payable to Director, ASTEC payable at Guwahati. The detailed procedures has been given in the page ii. Soft copy of the same may also be purchased from ASTEC office, money receipt for the same is required to be enclosed with technical bid of tender document. 1.8 NON TRANSFERABLE TENDER The tender document is not transferable. Only the party who has down loaded this tender form shall be entitled to quote. 1.9 PRE-BID CONFERENCE : A Pre Bid Conference of all intending bidders may be held at the scheduled date and time to be decided by Tender committee after necessary approval of the Director, ASTEC. The intending bidders may suggest suitable modifications in the clauses indicated in the tender so that ARSAC /ASTEC is able to take the benefit of the latest advances in technology that is constantly taking place in the GIS industry. ARSAC may communicate such changes in specifications that are accepted to all bidders who have obtained the bid document. All such changes will become a part of this document and binding on all bidders. 1.10 BID OPENING The following is the schedule of bid opening:
a. The date of opening of technical qualification bid is 08/08/2012 AT 11 AM b. The expected date of opening of commercial bid will be intimated to the
S.N. Item Description 1. Earnest Money Deposit (EMD) Rs. 1,00,000/- (Rupees one lakh only) 2. Bid Validity Period 60 days from the date of opening of bid. 3. Bid Security Validity Period 45 days beyond bid validity period. 4. Implementation Period 6 Months from the date of notification of award.
5. Performance security cum bid security value 10% of contract value
6. Performance security cum bid security validity period
Upto 12 months from the date of final acceptance of completion of work.
7. Period for submission of Performance security cum bid security
Within 30 days of receipt of letter of notification of award.
8. Period for signing contract Within 30 days from the date of receipt of letter of notification of award.
9. Penalty for delay in implementation Please refer penalty clause.
10. Warranty Period 12 Months from the date of submission of deliverables and final acceptance of completion of work.
1.12 SUBCONTRACTS AND JOINT VENTURES (JV) 1.12.1 Sub–contracting Subcontracting the work will not be permitted. If it is found later, the contract will be terminated.
1.13 JOINT VENTURES (JV) Joint venture (JV) is strictly not allowed. 1.14 DISQUALIFICATION Even though the applicants meet all the essential criteria mentioned in the Tender Document, they are subject to disqualification if they have: made misleading or false representation in the form, statements and attachments
submitted; and/or record of poor performance such as abandoning the work, not properly completing
the contract, not adhering to agreed time schedule or financial failures, etc.
SECTION – II
QUALIFICATION CRITERIA 2.1 PRE-QUALIFICATION CRITERIA Bidders desirous of bidding for the project shall have to meet the following pre-qualification criteria: The bidder should be in the business of Remote Sensing and GIS work for at
least 5 years as on bid calling date excluding software development and should have work experience like NRIS, Wasteland mapping, NRCENSUS, IMSD, RGNDWM, Georeferencing and Digitization of Cadastral maps etc. Preference will be given to those associated with the Department of Space Work Centres or having implemented similar kind of projects such as NRIS, Wasteland Mapping, NR-CENSUS, IMSD and Georeferencing & Digitization of Cadastral maps. However, vendors must have substantial experience of the execution of similar work of digitization and Georeferencing of cadastral maps of any State of India. The vendor has to furnish the necessary documentary evidence in support of this as indicated in the previous section .
The cumulative turnover of the agency in Remote Sensing and GIS related
projects as mentioned above, excluding software development, must exceed Rs. 3.00 crore during the last three financial years (2008-09, 2009-10 and 2010-11). The bidder should submit income tax statements and auditors’ reports or certified true copies of orders in support of turn over details.
Bidder with in-house RS & GIS services production facilities with all input &
output devices with minimum 5 years experience should apply. The bidder should have minimum of 10 computer systems at single location in Guwahati engaged for digitization or Quality Check work by contract signing date.
Only licensed software should be used to carry out the assigned work. The bidder’s computer professionals must have good past track record. The bidders shall also enclose Certificate/Undertaking that the Bidder has quoted for all the items specified in the price schedule, clearance of Service Tax Certificate from the competent authority showing the latest service tax paid receipts; Letter for acceptance of all Terms and Conditions of the tender document and Power of Attorney in favour of the person signing the bids; Authorization letter for the Representative of the bidder from the competent authority with duly notarized written Power of Attorney. The details of the qualification criteria after bid submission are in the following sections. 2.2 Details of Qualification Criteria 2.2.1 General Information
Qualification will be based on Applicants meeting all the following minimum criteria regarding their general and particular experience, financial position, personnel and equipment capabilities, other relevant information as demonstrated by the Applicant’s responses in the Information Forms attached to the Letter of Application and evaluation of the sample work assigned to them. Companies with in-house GIS services production facilities with all input and output devices with minimum five years experience should only apply. The companies registered with Department of Space work centers or implemented similar kind of projects such as NRIS, Wasteland Mapping, NRCENSUS, IMSD, RGNDWM and Georeferencing and Digitization of Cadastral Maps. Companies, which have handled similar type of activities with Land Record Department in other states of India will be preferred.
2.2.2 General Experience The vendor shall provide minimum 5 years evidence of existence, and that it has been engaged in Remote Sensing / GIS activities, NRIS, Wasteland mapping, NRCENSUS, IMSD, RGNDWM, Georeferencing and digitization of Cadastral maps, etc. However, vendors should have substantial experience of execution of similar work of digitization and geo-referencing of cadastral maps of contiguous villages of any State of India. The vendor has to furnish the necessary documentary evidence in the form of work order, completion certificates, etc. in support of this. 2.2.3 Particular Experience The vendor should also give evidence that it has successfully completed or substantially completed work of a similar nature, complexity, and requiring technology similar to the proposed contract. The works may have been executed by the Vendor as a prime Consultant with work order, completion certificate and references being submitted to confirm satisfactory performance. 2.2.4 Financial Capabilities
The vendor shall demonstrate that it has access to or has available liquid assets, unencumbered real assets, lines of credit, and other financial means (independent of any contractual advance payment) sufficient to meet the activity cash flow requirements for the subject contract(s) in the event of stoppage, start-up or other delays in payment of the minimum estimated amount of Rs Ten lakhs or in multiples thereof depending on the number of lots taken up simultaneously, net of the Bidder’s commitments for other contracts.
In the relevant Information Form, the vendor shall also demonstrate to the satisfaction of ARSAC / ASTEC that it has adequate sources of finance to meet the cash flow requirements on activities currently in progress and for future contract commitments.
The audited balance sheets or other financial statements acceptable to ARSAC / ASTEC should be submitted and must demonstrate the soundness of the Applicant’s financial position. If deemed necessary, ARSAC / ASTEC shall have the authority to make inquiries with the Applicant’s bankers.
The cumulative turnover of the agency in Remote Sensing and GIS related projects as mentioned above, excluding software development, must exceed Rs. 3.00 crore during the last three financial years (2008-09, 2009-10 and 2010-11).
2.2.5 Personnel Capabilities The bidder shall supply general information on the management structure of the firm and shall make provision for suitably qualified personnel to fill the key positions listed below as required during contract implementation. The Applicant shall supply information of Available manpower, their experience and bio-data in addition to the prime candidate and on an alternate for each key position indicated below: Position
i. Project Manager ii. GIS Specialist iii. Image Processing /CAD Specialist iv. The bidder shall provide further details of the proposed personnel and their
experience records in the relevant Information Forms 6 documents.
2.2.6 System Capabilities The bidder shall own or have assured access (through hire, lease, purchase agreement, or other commercial means) to systems including licensed software in full working condition as listed below and must demonstrate that based on known commitments, they will be available for timely use in the proposed contract. System Type :
i. GIS Systems ii. CAD Systems iii. Image Processing Systems etc.
2.2.7 Methodology & Project Plan The bidder must adopt the methodology as per our Database Design & Standard giving deployment schedule, capacity, number of systems proposed to be used, number of lots that it can undertake simultaneously, etc., for ensuring completion of the work as per specifications within the desired time-frame. All these parameters will be examined in the sample work submitted by the Applicant for qualification. 2.2.8 Submission of Sample work for Qualification The bidder should collect the sample work from ARSAC / ASTEC and submit after completion as per given standard in digital format on CDROM/DVD as well as hard copy outputs along with the Tender Document. The deliverables of the sample work will be as per Section VIII (Database Design and Standards) and Appendix I, II & III of Section IX: CDROM/DVD/Pocket Hard Disk of sample work may be enclosed in an envelope marked “Sample Work” and be submitted alongwith the Envelop-1 (Technical Bid). Digitised village maps in paper coordinates for the polygon, line, point, etc layers
in the format native to the software used (preferably AutoCad & ArcGIS). Geo-referenced individual villages depicting the topologically correct polygon,
line, point, etc layers in the format native to the software used as above. Geo-referenced individual villages depicting the topologically correct polygon,
line, point, etc layers in Arc Info coverage format. Mosaic of the villages for the sample area depicting topologically correct polygon,
line, point, etc layers in Arc Info coverage with coding scheme for each layer along with necessary look-up tables and symbology and map compositions.
A write up on the methodology followed, accuracy parameters including error limitations and systems used.
The detailed specifications can be referred in Section VIII (Database Design & Standards) 2.2.9 Presentation by Vendors NOT REQUIRED AT PRESENT DUE TO TIME
CONSTRAINT A presentation related to methodology and work quality is a must by the vendors who satisfy all the essential criteria specified in the page vii. The Tender/Expert Committee will evaluate the work quality of the vendors for the selection of vendors for financial bid opening. Though presentation as such does not carry any marks, it will guide in evaluating the Sample Work quality which carries certain marks for qualification as given in the Annexure- F.
SECTION – III
BIDDING PROCESS 3.1 DOCUMENTS FOR QUALIFICATION Bidders are expected to examine all instructions, forms, terms, specifications, and other information in the Qualification and Bid Document. Failure to furnish all information required by the Document or to submit a bid not substantially responsive to the Qualification and Bid Document in every respect will be at the Bidder’s risk and may result in the rejection of its bid.
The Invitation for Qualification and Bidding does not form an official part of the Qualification and Bid Document and is included for reference only. In case of inconsistencies, the later shall prevail. 3.2 PREPARATION OF BIDS AND ENCLOSURES 3.2.1 Language of Bid The bid prepared by the Bidder and all correspondence and documents related to the bid exchanged by the Bidder and ARSAC / ASTEC shall be written in English. 3.2.2 Documents Comprising the Bid The bid submitted by the Bidder shall comprise the following:
i. a Bid Form as well as tender document duly completed and signed by a person or persons duly authorized in written Power of Attorney to bind the Bidder to the Contract;
ii. all Price Schedules duly completed and signed by a person or persons duly authorized with written Power of Attorney to bind the Bidder to the Contract;
iii. bid security furnished in accordance with Clause 3.3.5; iv. a duly notarized, written power of attorney;
3.3.1 Bid Prices a. The price bid will be evaluated on unit price of the bid. b. The prices must include all incidental costs associated with the provision of the
service, such as travel, subsistence, office support, communications, printing of materials, etc., and all taxes, levies, duties and fees imposed on the Bidder on account of such services including Service Tax.
c. Prices quoted by the Bidder shall be fixed during the Bidder’s performance of the Contract and not subject to increases on any account. Bids submitted that are subject to price adjustment will be rejected.
d. Prices shall be quoted in the Indian Currency only. 3.3.2 Documents along with Bidding Documents The Bidder shall furnish:
a. Detailed Project Plan and Execution Schedule showing the estimated number of units / lots the bidder can undertake simultaneously and also totally within the duration, sequence, and interrelationship of all key activities needed to complete the work.
b. a document stating the Bidder’s assessment of what it expects from ARSAC / ASTEC and any other party involved in providing information during implementation and how the Bidder proposes to coordinate the activities of all the involved parties;
c. a written confirmation that the Bidder shall accept responsibility for the successful integration and inter-operability of all components of the works being executed.
d. Commitment for rectification if required within scope of work for any unforeseen error that may exist after clearance and acceptance of data. This statement should be reflected in the document.
3.3.3 Earnest Money Deposit (EMD) Bidders are required to give a Demand Draft for Rs.1,00,000/- (Rupees one lakh only) in favour of “ASSAM SCIENCE TECHNOLOGY AND ENVIRONMENT COUNCI (ASTEC)” payable at GUWAHATI as Earnest Money Deposit (EMD) along with their offer. EMD in any other form/instrument shall not be acceptable. No interest will be paid on the Earnest Money Deposit.
Unsuccessful Bidder's EMD will be discharged/returned after the expiration of the period of tender offer validity prescribed by ARSAC / ASTEC or earlier if requested The successful Bidder’s EMD will be discharged upon the Bidder executing the Contract and furnishing the performance security.
The EMD may be forfeited: i. if a Bidder withdraws his tender during the period of bid validity specified by
the Bidder on the Bid form; or fails to accept ARSAC ’s corrections of arithmetic errors in the bidder’s bid if any.
ii. in case of a successful Bidder, if the Bidder fails: To sign the contract in accordance with the terms and conditions or To furnish performance security as specified in the terms and conditions
of the contract. It may be noted that normally no bidder is exempted from the payment of this Earnest Money Deposit. Bids submitted without EMD shall be summarily rejected. a. Any bid not accompanied by an acceptable EMD shall be rejected by ARSAC as
non-responsive. b. The EMD of the successful Bidders will be returned when the Bidder has
signed the Agreement and furnished the required performance security. 3.3.4 Period of Validity of Bids a. Bids shall remain valid for a period of 60 days after the date of bid opening
prescribed by ARSAC / ASTEC. A bid valid for a shorter period shall be rejected by ARSAC / ASTEC as non-responsive.
In exceptional circumstances, prior to expiry of the bid validity period, ARSAC /ASTEC may request that the Bidders extend the period of validity for a specified additional period. The request and the responses to the request shall be made in writing. A Bidder agreeing to the request will not be required or permitted to modify its bid, but will be required to extend the validity of its bid security for the period of the extension. 3.3.5 Format and Signing of Bid a. The Bidder shall prepare an original and its certified true copy, clearly marking
each one as “ORIGINAL BID,” “TRUE DUPLICATE COPY,” etc., as appropriate. In the event of any discrepancy between them, the original shall govern.
b. The original and all certified true copies of the bid, shall be typed and shall be signed by the Bidder or a person or persons duly authorized in written Power of Attorney to bind the Bidder to the Contract. The letter of authorization shall be indicated by written power of attorney, which shall accompany the bid. The person or persons signing the bid shall initial all pages of the bid.
c. The bid shall contain no interlineations, erasures, or overwriting. 3.4. SUBMISSION OF TENDER DOCUMENTS 3.4.1 Submission Submission of tender documents for Qualification and bidding must be received in sealed envelopes either delivered by hand or by registered mail to the address below by 07/08/2012 (10TH July,2012) up to 17:00 hrs. The two envelopes should be separately sealed and marked as: “Envelope No – 1: Technical Bid” and “Envelope No – 2: Commercial Bid”. Both these envelopes should be sealed in one envelope and be clearly marked “Documents to qualify for Geo-referencing and Digitization of Village Cadastral Maps”. The name and mailing address of the Applicant shall be indicated on the inner envelopes. The details are given in following Point 3.5 (Sealing and Marking of Bids).
3.5 SEALING AND MARKING OF BIDS 3.5.1 Two Bid System Tender The offers shall be in two separate parts containing Technical and Commercial Offers. Two separate sealed envelopes containing the Technical and Commercial offers respectively should be enclosed together in a larger envelope, sealed and superscripted with the Tender Reference Number and Name of Bidder. Both the inside envelopes should be separately securely sealed and stamped. The sealed envelopes must be super-scribed with the following information:
Type of Offer (Technical or Commercial). Tender Reference Number. Name of Bidder.
3.5.1.1 ENVELOPE – I (Technical bid) The Technical Offer (T.O.) should be complete in all respects and contain all information asked for, excepting prices. It should not contain any price information. The T.O. should indicate whether products and services asked for are quoted and that all requirements there of are quoted. The Technical Offer must be submitted in an organized and neat manner. No documents, brochures, leaflet, etc. should be submitted in loose form. All the pages of the tender should be numbered and reference should be made to these pages, if required. The CDROM/DVD/Pocket Hard Disk and Hard Copy of the sample work should be enclosed in an envelope marked “Sample Work”. 3.5.1.2 ENVELOPE-II (Commercial bid) The Commercial Offer must be given in a sealed envelope. The price bid should not contradict the Technical Offer in any manner. Bidder should submit their prices only in the Bid Form/Price Schedule (Annexure C of the Appendix IV of Section IX) given in the tender; price quoted other than the bid form shall be liable to be rejected. The Bid Form must be filled in completely, without any errors, erasures or alterations (Check Annexure) a. The Bidder shall seal the original and each certified true copy of the bid in separate
envelopes, duly marking the envelopes as “ORIGINAL BID” and “COPY NO. [ number ]” The envelopes shall, then, be sealed in an outer envelope.
b. The inner and outer envelopes shall i. be addressed to the Director ASTEC, Bigyan Bhavan, Near IDBI Building,
GS Road , Guwahati-5 , and ii. bear the Invitation for Bids title and number.
c. The inner envelopes shall also indicate the name and address of the Bidder so that the bid can be returned unopened in case it is declared “late.”
If the outer envelope is not sealed and marked as required by Clause 3.5.1.2 b above, ARSAC / ASTEC will assume no responsibility for the bid’s misplacement or premature opening. 3.6 DEADLINE FOR SUBMISSION OF BIDS a. Bids must be received by ARSAC / ASTEC at the address specified no later than
the time and date indicated. b. ARSAC / ASTEC may, at its discretion, extend this deadline for submission of bids
by amending the Bidding Documents, in which case all rights and obligations of ARSAC / ASTEC and Bidders will, thereafter, be subject to the deadline as extended.
3.7 LATE APPLICATIONS Any bid received by ARSAC / ASTEC after the bid submission deadline prescribed by ARSAC , will be rejected.
3.8 LANGUAGE All information requested for Qualification shall be provided by Agencies in English. 3.9 LACK OF INFORMATION Failure of an Applicant to provide comprehensive and accurate information, that is essential for ARSAC / ASTEC’s evaluation of the Applicant’s qualifications, or to provide timely clarification or substantiation of the information supplied, may result in disqualification of the bidder. 3.10 ASTEC’S NOTIFICATION AND BIDDING PROCESS Before 17th of August, 2012 , ARSAC / ASTEC will notify all applicants in writing of the results of their application and the names of all qualified bidders. 3.11 ONE BID PER BIDDER A firm shall submit only one bid. Multiple bids submitted by a vendor will be treated as cancelled. 3.12 ARSAC / ASTEC ’S RIGHTS ARSAC / ASTEC reserves the right to take the following actions and shall not be liable for any such actions:
i. Reject or accept any Qualification application and/or any late application; and
ii. Cancel the Qualification process and reject all applications. 3.13 AMENDMENT OF QUALIFICATION AND BID DOCUMENTS a. At any time prior to the deadline for submission of bids, ARSAC / ASTEC may, for
any reason, whether at its own initiative or in response to a clarification requested by a prospective Bidder, amend the Qualification and Bid Documents.
b. Amendments will be provided in the form of Addenda to the Qualification and Bid Documents and will be sent in writing, fax or electronic mail to all prospective Bidders who have received the Qualification and Bid Documents and will be binding on them. Bidders are required to immediately acknowledge receipt of any such Addenda, and it will be assumed that the Bidder in its bid has taken the amendments contained in such Addenda into account.
In order to afford prospective Bidders reasonable time in which to take the amendments into account in preparing their bids, ARSAC / ASTEC may, at its discretion, extend the deadline for the submission of bids, in which case, ARSAC will notify all Bidders by e-mail the extended deadline. 3.14 MODIFICATION AND WITHDRAWAL OF BIDS The bidder cannot modify his bid after submission. a. A Bidder wishing to withdraw its bid shall notify ARSAC / ASTEC in writing prior
to the deadline prescribed for bid opening. A withdrawal notice may also be sent by E_MAIL, but it must be followed by a signed confirmation copy, postmarked not later than the deadline for submission of bids. The notice of withdrawal shall : i. be addressed to ARSAC / ASTEC at the address specified, and ii. bear the Contract name, the Contract Number, and the words “BID
WITHDRAWAL NOTICE.” Bid withdrawal notices received after the bid submission deadline will be ignored, and the submitted bid will be deemed to be a validly submitted bid.
b. No bid may be withdrawn in the interval between the bid opening deadline and the
expiration of the bid validity period specified. Withdrawal of a bid during this interval may result in the forfeiture of the Bidder’s EMD.
3.15 BID OPENING ARSAC / ASTEC will open bids in the presence of Bidders’ representatives who choose to attend, at the time, on the date and at the place specified. Bidders’ representatives shall sign a register as proof of their attendance. ARSAC / ASTEC will evaluate and compare the bids that have been determined to be substantially responsive. a. Envelops marked “WITHDRAWALS” shall be read out, and envelop with the
corresponding bid shall not be opened. No bid withdrawal shall be permitted unless the corresponding withdrawal notice is read out at bid opening.
b. Technical Bids shall be opened one at a time, reading out: the name of the Bidder and whether there is a modification; the presence or absence of a bid security; the presence or absence of requisite powers of attorney; and any other such details as ARSAC / ASTEC may consider appropriate.
c. Bids that are not opened and read out at bid opening shall not be considered for further evaluation, irrespective of the circumstances. Reasons will be assigned for the non opening of any bid.
d. Financial bids of only technically qualified bidder will be opened subsequently in similar manner at a specified time and place.
ARSAC / ASTEC will prepare minutes of the bid opening at the end of the opening session, including the information disclosed to those present. The minutes will be available at ASTEC website. 3.16 CLARIFICATION OF BIDS During the bid evaluation, ARSAC / ASTEC may, at its discretion, ask the Bidder for a clarification of its bid. The request for clarification and the response shall be in writing, and no change in the price or substance of the bid shall be sought, offered, or permitted. 3.17 BID EVALUATION 3.17.1 Preliminary Examination of Bids ARSAC / ASTEC will examine the bids to determine whether they are complete, whether any computational errors have been made, whether required sureties have been furnished, whether the documents have been properly signed, and whether the bids are generally in order. a. Arithmetical errors will be rectified on the following basis. If there is a
discrepancy between the components price and the unit price, which is obtained by adding all the components, the component price shall prevail, and the total unit price shall be corrected. If there is a discrepancy between words and figures, the amount in words will prevail. If a Bidder does not accept the correction of errors, its bid will be rejected and EMD forfeited.
b. ARSAC / ASTEC may waive any minor informality, nonconformity, or irregularity in a bid that does not constitute a material deviation, provided such waiver does not prejudice or affect the relative ranking of any Bidder.
c. Prior to the detailed evaluation, ARSAC / ASTEC will determine whether each bid is of acceptable quality, is complete, and is substantially responsive to the Qualifications and Bidding Documents. For purposes of this determination, a substantially responsive bid is one that conforms to all the terms, conditions, and specifications of the Qualification and Bidding Documents without material deviations, exceptions, objections, conditionality, or reservations. A material deviation, exception, objection, conditionality, or reservation is one: i. that limits in any substantial way the scope, quality, or performance of the
works; or ii. that limits, in any substantial way that is inconsistent with the Qualification and
Bidding Documents, ARSAC / ASTEC’s rights or the successful Bidders obligations under the Contract; and
iii. that the acceptance of which would unfairly affect the competitive position of other Bidders who have submitted substantially responsive bids.
If a bid is not substantially responsive, it will be rejected by ARSAC / ASTEC and may not subsequently be made responsive by the Bidder by correction of the nonconformity. ARSAC / ASTEC’s determination of bid responsiveness will be based on the contents of the bid itself and any written clarifications submitted by the Bidder.The Bid Evaluation criteria with assigned marks for Essential Requirements, Information Form, Annexure and Sample Work may be referred in Annexure – F. 3.18 CONTACTING ARSAC From the time of bid opening to the time of Contract award, if any Bidder wishes to contact ARSAC / ASTEC on any matter related to the bid, it should do so in writing.
If a Bidder tries to directly influence ARSAC / ASTEC or otherwise interfere in the bid evaluation process and the Contract award decision, his bid will be rejected.
SECTION – IV
POST QUALIFICATION AWARD 4.1 POST QUALIFICATION ARSAC / ASTEC will determine at its own cost and to its satisfaction whether the Bidders that are selected, are qualified to perform the Contract satisfactorily. ARSAC / ASTEC will determine in the manner described above that no material changes have occurred after the qualification process that negatively affect the ability of the Bidders to perform the Contract.
ARSAC / ASTEC will evaluate the Bidder’s financial, technical, design, integration, customization, production and management capabilities and will be based on an examination of the documentary evidence, as well as other information, which ARSAC deems necessary and appropriate. This determination may include visits or interviews with the Bidder’s clients referenced in its bids, site inspections, and any other measures.
An affirmative post-qualification determination will be a prerequisite for award of the Contract to the Bidders. A negative determination will result in rejection of the Bidders. 4.2 AWARD CRITERIA ARSAC / ASTEC will evaluate and award the Contract to the Bidders whose bid has been determined to be substantially responsive based on the given criteria, and provided further that the Bidder is determined to be qualified to perform the Contract satisfactorily. 4.2.1 Award/Selection of Division No bidder other than L1 can be awarded more than 2 divisions. L1 can pick up two or more divisions; L2 will then pick up the job of next two divisions at L1 rate; and L3 will do the work of one division at L1 rate subject to necessity and recommendation of tender committee and approval of the chairman i.e the DIRECTOR, ASTEC. 4.3 ARSAC /ASTEC ’S RIGHT TO VARY QUANTITIES ARSAC / ASTEC reserves the right at the time of Contract award to increase or decrease the allocation of the volume of work. Initially one district will be allocated to one vendor and based upon their work performance appraisal subsequent work allocation will be made. 4.4 ARSAC /ASTEC ’S RIGHT TO ACCEPT OR REJECT BIDS ARSAC / ASTEC reserves the right to accept or reject any bid or to annul the bidding process and reject all bids at any time prior to Contract award, without thereby incurring any liability to the Bidders. 4.5 NOTIFICATION OF AWARD Prior to the expiration of the period of bid validity, ARSAC will notify the successful Bidders by email. a. The notification of award will constitute the formation of the Contract. Upon the successful Bidders furnishing of the signed Contract Form and the performance security, ARSAC / ASTEC will promptly notify each successful Bidder and will discharge its EMD. 4.6 SIGNING OF CONTRACT a. At the same time as ARSAC notifies the successful Bidders that their bid have been
accepted, ARSAC / ASTEC will send the Bidders the Contract Form (Sample contract form is in Annexure D of Appendix IV of Section IX), however a detailed contract form incorporating all agreements between the parties is required to be signed by the bidder.
b. As soon as practically possible, but no more than thirty (30) days following receipt of the Contract Form, the successful Bidders shall sign and date the Contract Form (Annexure D of Appendix IV of Section IX) and return it to ARSAC / ASTEC
SECTION – V
Contract Condition 5.1 RELEASE OF PAYMENT Payment will be made in three installments depending upon the stage of completion of the work. 30% of the payment shall be paid upon completion of digitization of village cadastral maps, QC and correction by the vendor and submission of QC approval certificate by respective Directorate of Land Records, Revenue and Disaster Management Department, Govt. of Assam and/or district authorities. The next 60% payment will be released after completion of georeferencing, mosaicing all Quality Checks and if required correction of village maps. The last 10% payment will be released after final submission of all deliverables by the concerned vendor and its acceptance and certification by the concerned competent authority (Directorate of Land Records, Revenue and Disaster Management Department) and also after submitting undertaking by the vendor that after final submission the data has been destroyed and would not be used for any purpose by him. 5.2 PERFORMANCE SECURITY CUM BID SECURITY As soon as practically possible, but not more than thirty (30) days following receipt of notification of award from ARSAC / ASTEC , the successful Bidders shall furnish the performance security, using the Performance Security Form provided in the Bidding Documents or another form acceptable to ARSAC / ASTEC. Failure of the successful Bidders to comply with the requirements of Clause 4.6 or Clause 5.2 shall constitute sufficient grounds for the annulment of the award and forfeiture of the EMD. 5.3 RESPONSIBILITIES a. The selected bidder (vendor) shall conduct all contracted activities with due care
and diligence, in accordance with the Contract and with the skill and care expected of a competent provider of information technologies, or in accordance with best industry practices. In particular, the vendor shall provide and employ only technical personnel who are skilled and experienced in their respective callings and supervisory staff who are competent to adequately supervise the work at hand.
The vendors shall be responsible for timely provision of all resources, information, and decision making under its control that are necessary to reach a mutually Agreed and Finalized Project Plan within the time schedule specified in the Implementation schedule. Failure to provide such resources, information, and decision-making may constitute grounds for termination.
b. The vendors shall acquire in their name all permits, approvals, and/or licenses
from all local, state, or national government authorities or public service undertakings that are necessary for the performance of the Contract.
The vendor shall comply with all laws. The laws will include all national, provincial, municipal, or other laws that affect the performance of the Contract and are binding upon the vendors. The vendors shall indemnify and hold harmless ARSAC / ASTEC from and against any and all liabilities, damages, claims, fines, penalties, and expenses of whatever nature arising or resulting from the violation of such laws by its personnel. The vendors shall not indemnify ARSAC / ASTEC to the extent that such liability, damage, claims, fines, penalties, and expenses were caused or contributed to by a fault of ARSAC / ASTEC .
ARSAC / ASTEC shall ensure the accuracy of all information and/or data to be supplied by ARSAC/ ASTEC to the vendors, except when otherwise expressly stated in the Contract.
5.4 SECURITIES The successful Bidder shall furnish Security Deposit of 10% of contract value in the form of Bank Guarantee, within 30 days of the receipt of notification of award / Letter of intent from ARSAC . The Security Deposit shall be valid up to 12 months after final submission of the work. The vendors shall provide a Performance Security cum Bid Security in favor of ARSAC as specified below.
i. The vendors shall, within thirty (30) days of the notification of Contract award, provide a security for the due performance of the Contract amounting to 10 % of the contract value per lot or in multiples thereof depending on the number of lots being executed simultaneously.
ii. The security shall be a bank guarantee, in the form provided in the Sample Forms Section of the Bidding Documents (Annexure E of Appendix IV of Section IX).
iii. No interest will be paid against the amount retained against the Performance Security cum Bid Security deposit.
5.5 INTELLECTUAL PROPERTY 5.5.1 Copyright a. The Intellectual Property Rights in all Standard Software and Standard Materials
shall remain vested with ASSAM REMOTE SENSING APPLICATIONS CENTER of ASTEC..
b. ARSAC / ASTEC’s contractual rights to use the Standard Software or elements of the Standard Software may not be assigned, licensed, or otherwise transferred to the vendors.
5.5.2 Confidential Information a. ARSAC / ASTEC and the vendors (“the Receiving Party”) shall each keep
confidential and shall not, without the written consent of the other party to this Contract (“the Disclosing Party”), divulge to any third party any documents, data, or other information of a confidential nature (“Confidential Information”):
i. furnished directly or indirectly by the Disclosing Party in connection with this Contract; or
ii. where the Vendor is the Receiving Party, generated by the Vendors in the course of the performance of its obligations under the Contract and relating to the businesses, finances, vendors, employees, or other contacts of ARSAC or ARSAC ’s use of the data, whether such information has been furnished or generated prior to, during, or following termination of the Contract (“Confidential Information”).
b. Notwithstanding the above:
i. the vendor may furnish to their Personnel Confidential Information of ARSAC / ASTEC to the extent reasonably required for their personnel to perform its work under the Contract; and
ii. ARSAC / ASTEC may furnish Confidential Information of the vendors: to its support service vendors to the extent reasonably required for them to
perform their work under their support service contracts; and to its affiliates and subsidiaries, in which event the Receiving Party shall
ensure that the person to whom it furnishes Confidential Information of the Disclosing Party is aware of and abides by the Receiving Party’s obligations as if that person were party to the Contract in place of the Receiving Party.
c. The vendors shall not, without ARSAC/ ASTEC’s prior written consent, use any Confidential Information received from ARSAC/ ASTEC for any purpose other than those that are required for the performance of the Contract. Any publicity by the Bidder in which the name of the ARSAC / ASTEC and/or Indenter is to be used should be done only with the explicit written permission of ARSAC / ASTEC .
d. The obligation of a party, however, shall not apply to that information which: i. now or hereafter enters the public domain through no fault of the Receiving
Party; ii. can be proven to have been possessed by the Receiving Party at the time of
disclosure and that was not previously obtained, directly or indirectly, from the Disclosing Party;
iii. otherwise lawfully becomes available to the Receiving Party from a third party that has no obligation of confidentiality.
e. The provisions of this Clause shall survive the termination, for whatever reason, of
the Contract for three (3) years.
SECTION – VI TERMINATION OF CONTRACT
6.1 TERMINATION a. Termination for ARSAC /ASTEC’s Convenience If the vendor is not executing the contract to the satisfaction of the Tendering Authority then he may invoke any or all of the following clauses.
Forfeit the performance security amount. OR Impose a penalty of 10% of the delivered price of unperformed services. OR Levy a penalty of Rs. 1000/- per day or part thereof for every day of the delay
of the deliverables. Terminate the contract without giving any notice.
Or invoke all the above i. ARSAC / ASTEC may at any time terminate the Contract for any reason by giving
the vendor a notice of termination that refers to this Clause 6.1.
ii. Upon receipt of the notice of termination under Clause 6.1 a, the vendors shall either as soon as reasonably practical or upon the date specified in the notice of termination
cease all further work, except for such work as ARSAC / ASTEC may specify in the notice of termination for the sole purpose of protecting that part of the Project which is already executed
terminate all subcontracts remove all Equipment from the site, repatriate the vendors and its personnel
from the site in addition, the vendor, subject to the payment specified in Clause 6.1a ii,
shall deliver to ARSAC / ASTEC the parts of the project executed by the vendor
up to the date of termination; to the extent legally possible, assign to ARSAC all right, title, and benefit of
the vendor to the project, as at the date of termination. deliver to ARSAC / ASTEC all nonproprietary drawings, specifications, and
other documents prepared by the vendor as on the date of termination in connection with the project.
iii. In the event of termination of the Contract under Clause 6.1a i, ARSAC / ASTEC shall pay to the vendor the following amounts:
the Price, properly attributable to the parts of the project executed by the vendor as on the date of termination;
b. Termination for vendor’s Default i. ARSAC / ASTEC , without prejudice to any other rights or remedies it may possess,
may terminate the Contract forthwith in the following circumstances by giving a notice of termination and its reasons, there of to the vendor, referring to this Clause 6.1b: if the vendor becomes bankrupt or insolvent, has a receiving order issued
against it, compounds with its creditors, or, if the vendor is a corporation, a resolution is passed or order is made for its winding up (other than a voluntary liquidation for the purposes of amalgamation or reconstruction), a receiver is appointed over any part of its undertaking or assets, or if the vendor takes or suffers any other analogous action in consequence of debt;
if the agency assigns or transfers the Contract or any right or interest therein in violation of the provision of Clause 6.2 (Assignment); or
if the agency, in the judgment of ARSAC / ASTEC , has engaged in corrupt or fraudulent practices in competing for or in executing the Contract, including but not limited to willful misrepresentation of facts concerning ownership of Intellectual Property Rights in, or proper authorization and/or licenses from the owner to offer, the data, information, media, or materials provided under this Contract.
ii. If the agency: has abandoned or repudiated the Contract; has without valid reason failed to commence work on the project promptly; persistently fails to execute the Contract in accordance with the Contract or
persistently neglects to carry out its obligations under the Contract without just cause;
refuses or is unable to provide sufficient Materials, Services, or personnel to execute and complete the project in the manner specified in the Agreed and Finalized Project Plan at rates of progress that give reasonable assurance to ARSAC / ASTEC that the vendor can attain the completion of the project;
then ARSAC / ASTEC may, without prejudice to any other rights it may possess under the Contract, give a notice to the vendor stating the nature of the default and requiring the vendor to remedy the same. If the vendor fails to remedy or to take steps to remedy the same within thirty (30) days of its receipt of such notice, ARSAC / ASTEC may terminate the Contract forthwith by giving a notice of termination to the vendor that refers to this Clause 6.1 b
iii. Upon receipt of the notice of termination under Clauses 6.1 b or 6.1 b (ii), the vendor shall, either immediately or upon such date as is specified in the notice of termination: Cease all further work, except for such work as ARSAC / ASTEC may specify
in the notice of termination for the sole purpose of protecting that part of the project which is already executed or any work required to leave the project in a safe condition;
Deliver to ARSAC / ASTEC the parts of the project executed by the vendor up to the date of termination;
To the extent legally possible, assign to ARSAC / ASTEC all right, title and benefit of the vendor to the project as at the date of termination, and, as may be required by ARSAC / ASTEC .
Deliver to ARSAC / ASTEC all drawings, specifications, and other documents prepared by the vendor at the date of termination in connection with the project.
iv. ARSAC / ASTEC may, expel the vendor, and complete the project itself or by awarding the work to other vendor. Upon completion of the project or at such earlier date as ARSAC / ASTEC thinks appropriate, ARSAC / ASTEC shall give notice to the vendor that such vendor’s Equipment will be returned to the vendor in accordance with such notice. The vendor shall, thereafter, without delay and at its cost, remove or arrange removal of the same from the site.
v. The vendor shall be entitled to be paid the Contract Price attributable to the portion of the project executed as at the date of termination and the costs, if any, incurred in protecting the project and in leaving the site in a clean and safe condition. Any sums due to ARSAC / ASTEC from the vendor accruing prior to the date of termination shall be deducted from the amount to be paid to the vendor under this Contract.
vi. Force Majeure: For purposes of the clause, “Force Majeure” means an event beyond the
control of the Service Provider and not involving the Service Provider’s fault or negligence and not foreseeable. Such events may include, but are not limited to, acts of the Purchase either in its sovereign or contractual capacity, wards or revolutions, fires, floods, epidemics, earthquake, quarantine restrictions and freight embargoes.
If a force Majeure situation arises, the Service Provider shall promptly notify ARSAC / ASTEC in writing of such conditions and the cause thereof. Unless otherwise directed by the Tendering Authority in writing, the Service Provider shall continue to perform its obligations under the Contract as far as it reasonably practical, and shall seek all reasonable alternative means for performance not prevented by the Force Majeure.
c. Termination by agency/ bidder If: ARSAC has failed to pay the vendor any sum due under the Contract within
the specified period; has failed to approve any invoice or supporting documents without just cause, or commits a substantial breach of the Contract, the vendor may give a notice to ARSAC / ASTEC that requires payment of such sum, with interest on this sum, requires approval of such invoice or supporting documents, or specifies the breach and requires ARSAC /ASTEC to remedy the same, as the case may be. or
the vendor is unable to carry out any of its obligations under the Contract for any reason attributable to ARSAC / ASTEC ; then the vendor may give a notice to ARSAC / ASTEC of such events, and if ARSAC / ASTEC has failed to pay the outstanding sum, to approve the invoice or supporting documents, to give its reasons for withholding such approval, or to remedy the breach within thirty (30) days of such notice, or if the vendor is still unable to carry out any of its obligations under the Contract for any reason attributable to ARSAC / ASTEC within thirty (30) days of the said notice, the vendor may by a further notice to ARSAC / ASTEC referring to this Clause 6.1c i, forthwith terminate the Contract.
i. The vendor may terminate the Contract immediately by giving a notice to ARSAC / ASTEC to that effect, referring to this Clause 6.1 c ii, if ARSAC becomes bankrupt or insolvent, has a receiving order issued against it, compounds with its creditors, or, being a corporation, if a resolution is passed or order is made for its winding up (other than a voluntary liquidation for the purposes of amalgamation or reconstruction), a receiver is appointed over any part of its undertaking or assets, or if ARSAC takes or suffers any other analogous action in consequence of debt.
ii. If the Contract is terminated under Clauses 6.1 c i or 6.1 c ii, the vendor shall immediately:
cease all further work, except for such work as may be necessary for the purpose of protecting that part of the project already executed, or any work required to leave the project in a safe condition;
terminate all work, except those to be assigned to ARSAC / ASTEC pursuant to Clause 6.1 c iii;
remove all vendor’s Equipment from the site and repatriate the vendor’s and its Subcontractor’s personnel from the site.
In addition, the vendor, subject to the payment specified in Clause 6.1 c iv, shall: deliver to ARSAC / ASTEC the parts of the project executed by the vendor
up to the date of termination; to the extent legally possible, assign to ARSAC / ASTEC all right, title, and
benefit of the vendor to the project, or Subsystems, as of the date of termination, and, as may be required by ARSAC / ASTEC .
to the extent legally possible, deliver to ARSAC / ASTEC all drawings, specifications, and other documents prepared by the vendor as on the date of termination in connection with the project.
iii. If the Contract is terminated under Clauses 6.1c i or 6.1c ii, ARSAC / ASTEC shall pay to the vendor all payments specified in Clause 6.1a ii, and reasonable compensation for all loss, except for loss of profit, or damage sustained by the vendor arising out of, in connection with, or in consequence of such termination.
iv. Termination by the vendor pursuant to this Clause 6.1c is without prejudice to any other rights or remedies of the vendor that may be exercised in lieu of or in addition to rights conferred by Clause 6.1c.
d. In this Clause 6.1, the expression “portion of the project executed” shall include all work executed, Services provided, and all Information, data, media, or other Goods acquired (or subject to a legally binding obligation to purchase) by the vendor and used or intended to be used for the purpose of the project, up to and including the date of termination.
e. In this Clause 6.1, in calculating any amount due from ARSAC / ASTEC to the vendor, account shall be taken of any sum previously paid by ARSAC / ASTEC to the vendor under the Contract.
6.2 ASSIGNMENT Neither ARSAC / ASTEC nor the vendor shall, without the express prior written consent of the other, assign to any third party the Contract or any part thereof, or any right, benefit, obligation, or interest therein or there under, except that the vendor shall be entitled to assign either absolutely or by way of charge any amount due and payable to it or that may become due and payable to it under the Contract. 6.3 GOVERNING LAW The Contract shall be governed by and interpreted in accordance with the laws of the country and in the courts under the jurisdiction of Guwahati High Court only. 6.4 SETTLEMENT OF DISPUTES a. ARSAC / ASTEC and the vendor shall make every effort to resolve amicably by
direct informal negotiation any disagreement or dispute arising between them under or in connection with the Contract.
b. If the parties fail to resolve such a dispute or difference by mutual consultation within thirty (30) days from the commencement of such consultation, either party may require that the dispute be referred for resolution to an arbitrator mutually agreed upon.
c. Arbitration proceedings shall be conducted: (i) in GUWAHATI and (ii) in the
language in which this Contract has been executed. d. All questions, disputes or differences arising under and out of, or in connection
with the contract, shall be referred to an Arbitrator who will be nominated by the Commissioner and Secretary to Govt. of Assam, Science and Technology Deptt. in consultation with both the parties- ARSAC / ASTEC and Bidder. Consent of the Principal Secretary, Department of Revenue, Government of Assam will also be obtained for the appointment of an arbitrator. Both the parties will have liberty to have representatives to be present before the Arbitrator. The award of arbitrator shall be final and binding on the parties. The Arbitration and Conciliation Act, 1996, shall apply to the arbitration proceedings and the venue of the arbitration shall be at Guwahati.
e. Notwithstanding any reference to the arbitration in this clause, the parties shall continue to perform their respective obligations under the Contract unless they otherwise agree.
SECTION – VII
DELIVERABLES AND DELIVERY OF PRODUCTS 7.1 DELIVERY AND TRANSPORT a. The vendors shall deliver and transport all the Information, Data, Materials, Media,
and other Goods in an expeditious and orderly manner to ARSAC / ASTEC. b. Delivery of the Information, Data, Media, Materials, and other Goods shall be made
by the vendors in accordance with the Technical specifications and Quality Procedures.
c. The vendors will bear responsibility for and cost of transport etc. for computer hardware, software and other required material to ARSAC / ASTEC .
7.2 Transfer of Ownership a. With the exception of Software and Materials used during the execution, the
ownership of the Information, data, media and other Goods shall be transferred to ARSAC / ASTEC at the time of Delivery or otherwise.
b. Ownership of the vendor’s Equipment used by the vendor’s in connection with the Contract shall remain with the company.
7.3 CHANGES TO THE PROJECT ARSAC / ASTEC shall have the right to propose, and make any change, modification, addition, or deletion to, in, or from the project (interchangeably called “Change”), provided that such Change falls within the general scope of the project, does not constitute unrelated work, and is technically practicable, taking into account both the state of advancement of the project and the technical compatibility of the Change envisaged with the nature of the project as originally specified in the Contract. 7.4 PENALTY The bidder has to start the setup along with complete equipment within 30 days from the Date of entering into contract agreement. In case the bidder fails to start the work within this period, then the ARSAC shall be entitled in its opinion to levy the penalty at its discretion not exceeding Rs.1,000/- per day or part there of. If the bidder fails to complete the allocated work at the rate of 12000 maps in 3 months from the date of delivery of cadastral maps, ARSAC / ASTEC at its discretion will levy a penalty of Rs.1,000/- per day or part there of, for every day of the delay in delivery of the deliverables. The Performance Security and EMD deposited may also be forfeited.
SECTION – VIII
DATABASE DESIGN AND STANDARDS 8. 1 SCOPE OF WORK Assam Remote Sensing Applications Center (ARSAC ) of ASTEC has decided to digitize all the village cadastral maps covering entire State. The cadastral map for each village is available on varying scale but mostly in 16 inch = 1 mile or 1: 3960. These maps depict the survey boundaries with survey numbers, cultural features like transport network and natural features like drainage, etc. These cadastral maps have been prepared using plane table surveying and chain surveying. These maps have to be brought under standard projection/coordinate system for effective linkage of the plans generated in the G1S environment. The following is a general description of the scope of work with indicative quantities to be performed by the Vendor.
The scope specifically includes the (i) Scanning of cadastral maps, tracing of cadastral maps if required, (ii) Georeferencing of scanned map (image) with 2’’ Grid coordinates, (iii) Digitization of grid corrected scanned maps (image), label assignment, creation of Replica of village cadastral sheets, (iv) Georeferencing of digitized Village Cadastral Maps with Satellite Imageries, (v) Edge matching and Mosaicing digitized maps at Village/Mouza /Circle/ District Level.
The village cadastral maps will be grid corrected and digitized and labeled parcel wise. The parcel wise information will then be attached uniquely to identify with the help of key identifier to obtain the details of each parcel. A true replica of the original sheets has to be provided in hard copy format. These digitized maps will then have to be registered to the rectified satellite data. After transformation the sheets will be edge matched/mosaiced and topology created as per the conventions specified in this document. The accuracy standards should be maintained as per the pre-specified spatial framework, projection system, co-ordinate units, tolerances, feature coding scheme, etc. Cadastral Maps (to be provided by the Dept. of Revenue and Land Reforms, Govt. of Assam to ARSAC) and satellite images, as well as the database design specifications shall be provided by ARSAC / ASTEC. The Vendors should maintain utmost secrecy while executing the works. The Vendors or their personnel, without prior permission of ARSAC / ASTEC, should not disclose proprietary or confidential information relating to the project, the services being rendered or details about this contract. The Vendors will have to deliver ready to use, village layer(s), along with associated look-up tables for feature codes, descriptions and display symbols in double precision format. Media on which the data is to be supplied in is in External Hard Disk and DVD created to use under standard windows XP or Windows 7 platform. Vendors will have to make necessary arrangements for supply of deliverables along with media to ARSAC / ASTEC .
8.1.1 Introduction A data design provides a comprehensive architecture for the database to be viewed in its entirely and evaluated how the various aspects of it need to interact. A good design results in a well constructed, functionally and operationally efficient database that –
Satisfies the objectives and supports requirements Contains required data without redundancy Organizes data so that different users can access the same data Accommodations of different versions of the data Distinguishes applications that maintain data for those who use it. Appropriately represents codes and organizes geographical features.
Database standards are an important element of the database design. Standards enable applications and technology to work together, they encourage efficiency and effectiveness, help reduce costs in investments, protect data against technological change and lead to availability of accurate, complete and current data. Tools, applications and data affect each other and standards are established with this condition.
8.1.2 Procedures for Building the Database The elements of the database are to be created as per the standards herein and Vendors/ Service Provider have to take care that the digitization is as per the standards. The inputs are subject to validation at each stage and will include qualitative as well as quantitative checks for input accuracy. The creation of a clean digital database is the most important and complex task upon which the usefulness of the database lies. Two aspects need to be considered here: one is the geographic data necessary to define where the parcel of land or for that matter any other feature is located and second is its unique identification for associating attributes that link to the features. At every stage, there should be compulsory and proper data verification to ensure that the resultant database is free from error. Errors would generally be of the following types.
1. Spatial data are incomplete or double (Zerofills or duplicate errors) 2. Spatial data are in the wrong place. 3. Spatial data are at the wrong scale. 4. Spatial data are distorted (Geometric Distortion). 5. Spatial data are linked to wrong attributes (Attribute Mismatch). 6. Non-spatial data are incomplete.
For evaluating the digital data the following guidelines/ parameters would be checked.
1. Comparison of the total area of the village from unprojected to projected basis by aggregating the parcels, etc. vis-à-vis the area reported in available with Land Records Dept.
2. Attribute verification providing the correctness of feature coding by listing it out and comparing with the manuscript maps. Complete checking of parcels for shape and form listing of polygons with zero/no attribute.
3. Verification of co-ordinate system. 4. Checks for digitization errors like slivers, dangles, etc. (after generating the
appropriate topology) 5. Verification of registration points and RMS error for the transformation
model. The RMS error should not exceed 1 Pixel of supplied data. 6. Verification of edge matches with adjacent maps by displaying them side by
side. The errors in edge matching > 1.0 m will not be acceptable. In case of edge matching error is > 1.0 m, georeferencing should be redone.
7. Checks for mosaicing of maps and overlay on the satellite data.
8.2 DATABASE CONSTRUCTION GUIDELINES The Cartosat-I satellite data will be used for transforming the cadastral boundaries. The image depicts field bunds, cart tracks, small nullahs besides the settlement, tanks and other cultural features like roads, railway network and canals. This gives an advantage in identifying ground control points for developing transformation model for the vector maps. After detailed analysis and study, a methodology has been developed. The sequence of steps includes:
Gridbase generation 2. Mapgrid generation 3. Satellite data preparation 4. Creation of raster cadastral images 5. Creation of Grid Network 6. Grid correction of cadastral images. 7. Digitisation of Scanned grid corrected images 8. Quality check 9. Rectify errors 10. Rectification/ transformation 11. Quality assurance 12. Metadata
8.2.1 Gridbase Generation Construction of image to map transformation model is a time consuming and tedious job, and the accuracy of the registration is dependent upon the GCP characteristics and their distribution. To facilitate better GCP acquisition and to maintain satisfactory GCP distribution, a new technique has been evolved to generate referencing scheme for entire Assam State, i.e. gridbase. The regional referencing scheme, i.e. gridbase is generated for entire Assam State consisting of latitude and longitude of 3 minutes interval. The gridbase has the characteristics of Lambert Conformal Conic (LCC) projection. The Gridbase is generated to register the scanned maps with high accuracy and to bring projection properties to the scanned maps.
8.2.2 Mapgrid Generation In this approach, the existing maps containing information of cultural features, notified forest boundaries, and drainage on 1:50,000 scale are used and registered with already generated grid base with lines of 3 min. interval, to generate map grid. This output facilitates accurate collection of GCP's.
8.2.3 Satellite data preparation (Ready data has to be supplied by ARSAC to the vendors) The IRS P6 LISS-IV merged with CARTOSAT 1 PAN satellite data needs to be georeferenced with the Mapgrid. The LISS-IV image depicts field bunds, cart tracks, small nullahs besides the settlement, tanks and other cultural features like roads, railway network and canals. This gives an advantage in identifying ground control points for developing transformation model for image - image tic down.
8.2.4 Creation of raster cadastral images The cadastral maps are scanned using A0 size raster scanner. While scanning, the-important parameter dpi (Dots per inch) of 200 is selected for scanning cadastral maps. ARSAC has already scanned 12000 maps which are ready to use for subsequent activity within scope of work. 8.2.5 Creation of a Grid Network A grid network / fishnet of 1 inch by 1 inch has to be created covering an area of A0 size paper 8.2.6 Grid Correction of cadastral images
The tics on cadastral images (at 2 inches interval) have to be registered with the 1 inch grid network generated, using all the tics from cadastral image (marking at least 16 tic points distributed uniformly in the grid) and thereby eliminating the possible warping effect of cadastral maps. High accuracy and low residual error is to be achieved while during grid correction of cadastral images.
8.2.7 Digitization of scanned grid corrected cadastral images Digitization is the process of capturing the point, line, and polygon features as vectors. The scanned “Reference sheet” is displayed in the background, the required environment settings for digitization are set and the required features are captured into different layers. During digitization, attribute allocation to the features will also be done. Only heads up manual digitization should be carried out. Auto-vectorisation is not permissible. Error should be within advisable limits for digitization with respect to:
Element registration into system (RMS) Weed Tolerance Coordinate movement tolerance Sliver polygon tolerance Coordinate units Planimetric errors Fuzzy Tolerance, etc.
The uniformity in layers, line type, color, units etc. during digitization will be maintained and use the template developed by ARSAC / ASTEC will be given subsequently to captures the entire feature on their respective layers as per template. The Final output of this process will be a digital map which will be an exact replica of the provided paper maps along with necessary legends, scale bar, north arrow, borders, etc.
8.2.8 Quality Check After 9.2.7 step one copy (check plot map) / digital data at sheet level for QAS-I, along with their Metadata containing all details like total no. of layers parcels, scale, software used, data etc, has to be submitted. The vendor/Agency is also required to highlight the error fields such as duplicate Dag/Parcel No., Missing Dag/Parcel no. or any other missing / required information on the check plots.
8.2.9 Rectify Errors Once the error / correction is marked and check plots are back from District / Circle office, changes will incorporated in all marked suggestion in digital data at sheet level and then mosaic the same upto village level. The mosaic data at village level will have to be provided in digital vector format by conversion and topology generation in ARC/INFO environment following appropriate steps.
8.2.10 Georeferencing (Rectification / Transformation) of Village Cadastral Maps a) The GCP’s are chosen such that there are present on both village vector maps
and satellite image. These GCP’s are numbered as 1, 2……….. and their respective x, y values are noted down from rectified satellite image. A minimum of 16 GCP’s should be taken and they must be uniformly distributed on a map.
b) Create a master template layer from the collected latitude and longitude or X and Y from the rectified satellite data (minimum of 4 numbers of the Ground Control Points) and incorporate the unique identifiers to these Ground Control Points.
c) Check that unique identifiers of the Ground Control Points of the digitized vector layers are exactly same as that of the master template layer. Edit the values incase these are not same.
d) Use the map transformation tool to convert the digitized vector layer into the real-world coordinate system of the master template layer.
e) Make sure that the Root Mean Square error is within the permissible limit, which is 0.005 or as provided by ARSAC / ASTEC .
f) The digitized sheet wise village data will, thus, be transformed to an updated coverage based on the GCP’s taken from the satellite data, like wise each sheet will have to be transformed to the same coordinate system so as to make it compatible with spatial data. Once all sheet wise vector maps are in the same coordinate system they will have to be appended to a single village/Mouza and district coverage by mosaicing the coverage at Mouza /Block /Circle level.
In general an accuracy of around 4 to 8 meters in real coordinates of residual error and standard deviation is achieved during the process of transformation of vector cadastral maps onto the satellite data. If the study area is generally flat and good control points are available on the satellite data. In the extreme circumstances like highly undulating terrain and lack of good control points, an error of 4 pixels can be achieved.
8.2.11 Quality Assurance A comprehensive quality control program for ensuring the quality of data has to be followed based on the criteria provided and permissible accuracy. The measure of accuracy derived is based on the allowable limits and would fall under one of the following heads:
Physical accuracy Logical accuracy
Physical accuracy In any data conversion, some amount of variations would creep into the data sets depending on the type of digitization procedures followed and the subsequent projection and transformation methods followed. Following tests would be made to ensure that all the features in a dataset are within the permissible limits:
Point Features 1. Location of a feature with reference to a standard layer would be the
same or within the prescribed limits. 2. A feature carries the same information after migration to GIS
environment. Line Features Variation in length of a line segment selected based on an attribute or combination of attributes. Polygon Features Variation in the amount of area.
Logical Accuracy This accuracy corresponds to completeness and correctness of data when a data set is analyzed. Following tests would be performed to ensure the logical accuracy of the data sets: An attribute query run on the datasets should give a consistent result in terms of
Number of features selected The content of the features selected
Any data set resulting out of analysis of two or more datasets should be logical. Any spatial query run on the datasets should give the same result in terms of
Number of features selected The content of the features selected
Quality Assurance for Mosaics 1. When more than one layer is to be mosaic it would be ensured that edge
matching is carried out for the respective lines in the adjacent layers to avoid the shifts, before proceeding with the mosaicing.
2. In case of polygons, after mosaicing, the polygons with common data would be dissolved / merged so as to maintain the integrity of the data across adjacent layers.
3. Quality check routines would ensure that there is no data loss in the process of mosaiking (parcel erosion or dialation)
4. Random checks would be carried out to ascertain that the attribute data is correct, for all features in the periphery after mosaicing vis-a-vis the individual tiles of data. The quality assurance / quality control process eventually will comply with the following aspects: 1. Positional accuracy 2. Attribute accuracy 3. Logical consistency 4. Completeness & 5. Mosaiking and fit of the dataset.
Materials offered should strictly confirm to our specifications. Test Certificates wherever necessary should be forwarded along with the supplies. Whenever options are called for in our specifications, the vendor should address all such options. Wherever specifically mentioned by us, the vendor should suggest changes to specifications with appropriate response for the same. Even in such cases, the vendor should state why he cannot meet our specifications and why he is suggesting the changes. The ARSAC / ASTEC only has the authority to incorporate any changes, if otherwise required, in the standard document. Vendor/Agency has to comply to the standards in all respect before making the final submission. 8.2.12 Metadata Finally develop a Metadata tool, which will store information pertaining to the map layer and tabular data available from all sources. 8.2.12.1 Process Flow and Responsibility Sr. No. Activity Responsibility Remarks
1. Scanning of cadestrial maps/Tracing if required
ARSAC /ASTEC Extract relevant feature use consistent methods for drawing as specified. This will be the ASTEC and DLR responsibility.
2. Quality checking of tracing/hard copy maps & scanned maps
Vendor/ARSAC /DLR
Check for features, missing lines, skewness, warping, folding, etc.
3. Vectorise the maps & label with unique ids.
Vendor As per specifications to follow Quality standards.
4.
Quality check of digitized maps/Replica of Original Cadastral sheets
Vendor /DLR /ARSAC
Check for ‘0’ duplicate polygons get correct ids check for completeness. Approval & certification.
5. Identify GCPs on village map & imagery and build transformation model
Vendor Check GCPs w/o ambiguity 6-8 GCPs for control and 2-4 GCPs for check.
6. Check GCPs, model and RMS
Vendor Follow Quality standards and guidelines
7. Transform village map & add projection parameters
Vendor As per projection parameters provided
8. Overlay of map & image to check for fitting
Vendor Check for feature matching and overlay.
9. Edge match & mosaic on Anchal basis
Vendor Check for feature matching and overlay.
10. Generate check plots Vendor 100% check plots of the map 11. Check for edge match
distortion Vendor As per Quality Standards
12. Incorporate changes, Build the metadata and submit
Vendor Ship data soft copy and random plots/ hard copy.
13. Check metadata include in database and append as required
Vendor/ ARSAC Final QAS and check for global integrity.
14. Final QC of Georeferenced and Mosaiced Maps
ARSAC /Vendor Post QC rectification are to be done by VENDOR
8.4 DATABASE SPECIFICATIONS The database on geo-referencing village maps and Mouza / Circle wise mosaics is to be generated as per the following standards and guidelines. 8.4.1 Scanning of Village maps by VENDOR (IF REQUIRED) The maps are to be scanned with the following specifications:
1. Maps to be scanned at suitable dpi or more as per requirement in colour mode.
2. The image should be stored in *.jpeg or *.tiff format 3. The image orientation should be upright. 4. The image should be cleaned and despeckled to remove noise. 5. Feature legibility at 2X should be good. 6. Measured length and width within the bounding box of map should be +/-
0.1% of the map manuscript measurements. 7. The image should not be skewed or warped.
8.4.2 Digitization The input will be the scanned map in the form of a .jpeg or .tiff image along with the paper manuscript, if required and any other information that may be of use to the vendor. The output required at this stage would be the vectorised drawing export format file for each village, mosaiced in case of multiple sheets, as per the layering scheme, symbology, color coding specified below along with the metadata information and quality forms. The village maps should be digitized in software like ArcGIS, Arc-view, Autocad, etc. The map template provided by ARSAC is to be used to have uniformity in layers, line type, colors, etc for digitisation of the village maps. The template will contain layers described in Appendix II of Section IX. Note : If any other feature are found in any particular village, then a separate vector layers and symbology are to be created separately after having discussion and certification from ARSAC / ASTEC .
The default settings for all the layers are to be used for creating the layers. The default settings assume that scanning/paper coordinates are in inches/cm. If the scanning/ paper coordinates are in some other units then the symbols, fonts, etc may have to be proportionately scaled. The symbols, standard legend and logo block for use in the digitisation process have been created as symbol libraries and are available both as insertable blocks within the AutoCad / ARC template drawing and also as separate drawings in the blocks directory. All digitization is to be done using this template. All the features have to be captured on the respective layers as per the template. After completion of digitization, symbols have to be inserted as per their location on village maps. Text is to be inserted for Parcel/ Dag /Patta numbers following UNICODE system for text insertion.
The final output of this process has to be a digital map, which is an exact replica of the paper map along with the necessary legends, scale bar, north arrow, borders, etc. output in AutoCad DWG files and conversion of the same to ARC INFO format.
8.4.3 Map Cleanup and topology building After the vectorisation/digitization process one copy of the Replica of cadastral map is to be submitted to ARSAC / ASTEC for Quality Check (QC) by the Directorate of Land Records, Dept. of Revenue. Govt. of Assam. Directorate of Land Records, Dept. of Revenue will carry out QC of the data for completeness, laying scheme, symbology, etc. On incorporation of the necessary corrections after QC, the final drawings are to be submitted in soft and hard copies and subsequently the next process of topology creation in a GlS environment can be taken up.
S.N Topology Name
Topology Type Layers (in AutoCad)
1. POLY_T Polygon TEXT_MAP POLY_PARCEL/PATTA/DAG POLY_RIVER POLY_ROAD V_BOUND_LINE V_BOUND_STREAM_LINE ETC.
Map cleanup at this stage is to be done to remove errors such as dangles, undershoots, overshoots, duplicate objects, other errors, etc. Following details are to be used while building up topology. 8.4.4 Guidelines for feature digitization The maps may be digitized in a CAD environment like AUTOCAD or Micro station or ARC INFO or any other software, however eventually the vendor has to create the topology and check for dangles, slivers, 'O' polygons, duplicate labels, etc. in ARCGIS environment. Optimum tolerances and fuzzy values shall be used to clean the data. The general specifications for digitization are given below:
The data is to be digitized using heads up digitization The features are to be captured such that the polygon features are put in one
layer, the line features are in another layer while the points are in a different layer.
The lines are to be digitized as poly lines only, coincident lines are to be digitized once and copied to appropriate layer.
Feature specific codes are to be assigned uniquely as given in the format Duplicate values or 'O' values are to be coded as given in the specifications and
a note of it made in the comments section IX Database Design & Standards. The data should be topologically correct for each of the layer.
CORRECT WRONG
The accuracy requirement and specifications for each of the type of coverage is indicated below: Polygon Feature Specifications
1. The PARCEL/PATTA/DAG boundary should be digitized in such a manner
that the resulting vector line falls in the center of the raster data image element being vectorised.
2. The parcel boundaries are generally straight, and, hence should be digitized using 2 nodes/ vertices in keeping with the shape of the polygon.
3. The feature should be digitized such that there is no overshoot or undershooting of arcs or duplicate arcs.
4. The feature should be captured with specked symbol. 5. The feature should be digitized with minimal number of vertices while at the
same time maintaining the smoothness or angularly of the lines as the case may be.
6. The feature should be a neatly closed polygon without any dangles or sliver. 7. Each polygon should have a unique feature ID (FID) as per the coding
scheme indicated below. 8. The tolerance values for arcs, node snapping and vertices should be such
that the features snap within the pixels defining that feature and do not snap out side as illustrated below in Figure:
9. All features like parcels, roads, rivers, etc which form polygons are to be digitized and coded as per the coding scheme.
10. The connectivity of the rivers/roads is to be maintained and should not be disjointed as illustrated below except where a river feature is meeting a road feature, there should be no dangles or open ended polygons, especially at the boundaries.
11. One edge in such cases may be the parcel defining edge. 12. The label should be placed in the center of the feature. 13. All the polygons forming parcel features should be digitized with the symbols
specified, as also other features like roads, rivers etc with symbols as specified below.
WRONG CORRECT
WRONG CORRECT
14. Nodes are to be added wherever they are depicted on the map with Δ or any such symbols depicted on the parcel boundaries.
The coding scheme is given below:
Tri-junction Δ 1
Outer Traverse Station
2
Inner Traverse Station 3
…….
15. Whenever an area feature cuts across a parcel, it should be digitized as it is and coded as per the feature coding scheme/error coding scheme.
Feature coding for polygons Unique identification of features plays a major role in linking attribute data to feature data and hence generation of a unique id for each of the parcel in the state is essential and will be extremely useful in query.ling and application development. The following scheme for generating the parcel identification number is to be followed. The PIN (26, 26, char) field is to be added to the polygon coverage. The PIN would be 26 characters long and will be composed of the following: NIC census code (18 char) and PPPPPPPP (8 chars) Total 26 chars Where: NIC code is the census code of the village and PPPPPPPP is the representation of the survey/ DAG number in character format as illustrated below. It is observed that generally no survey/ Dag number in any village would exceed 500. Hence the first four characters are to be used for depicting the survey/ Dag no, the fifth character is be kept 'O' for single parcel number. Where a parcel is subdivided the last four characters are to be used for designating the subdivision number 1, 2, 3 or a, b, c, etc. The coding is to be continuous starting with 00010000.
The coding scheme for non-parcel features like lake, river etc, is to start with a letter denoting the feature type as shown below :
Feature PIN River S0000000 River-1 S0000001 River-2 S0000002 Road-1 R0000001 Road-4 R0000004 Lake/reservoir L0000001 Pipeline P0000001 Island I0000001 Canal C0000001 Railway Y0000001 Bund B0000001 Mining area M0000001 ‘O’ label O0000001 Duplicate-1 PPPPU001 Duplicate-2 PPPPU002 Continued Parcel-1 PPPPP01 Continued Parcel-2 PPPPP02 Long name Parcel PPPPZ001 The census code for the villages will be provided by ARSAC at the time of
allocation of work. The NIC census code as per the 1991 and 2001 census is illustrated below : Census 1991 NIC Code 10 – 0010 – 0010 – 0010 – 0001 A B C D E Where : A - District B - Circle C - Block D - Panchayat E - Village Census 2001 NIC Code 20 – 14 – 0007 – 024775 – 00 A B C D E
(PLCN) Permanent Location Code No. is depicted in D and E. Where : A - State B - District C - Block D - Village code E - For addition of new villages The arc symbols for each of the feature area are indicated below :
Feature Symbol Parcel / Patta boundaries 1 Outer boundary of village 2 Roads 3 Rivers 4
Point Feature Specifications The feature shown on maps as points like wells, temples, trees, etc. are to be digitized as point features the digitizing rules and coding scheme are given below:
1. The feature should be digitized as a point placed at the center of the raster
image defining it. 2. There should only be one point at one location. 3. Each feature should have a unique feature ID.
The coding scheme for the point coverage should be on PIN (6, 6, C) field. The coding scheme to be followed for point features is given below:
Feature PIN Well in use 010101 Well disused 010201 Well with pump 010301 Trees 020101 Building 030101 School 030201 Religious place 030301 Poles 040101 … …
The features should be coded in such a manner that if more than one similar
feature is located in a single parcel it should be sequentially numbered for eg. 3 wells located in a parcel would be 010101, 010102, & 010103, while for two trees in different parcels would have the same code of 020101. Thus, prefixing these codes with the parcel code in which the feature is located can uniquely identify the features. Line Feature Specifications:
The linear features shown as single line arcs on the map as well as linear double line features like rivers, roads, pipelines, etc. are to be digitized and incorporated into the line coverage for the village.
The single line arc features whether shown as continuous lines or broken
lines are to be captured from the map image. In addition to this, the double line roads, rivers, pipelines etc. from the polygon coverage are also to be put into the line coverage. The feature coding guidelines are given below:
1. The river/roads depicted on the scanned image represent the outside edges in case of double line features and should be digitised as such. The resulting vector should not deviate from the pixels defining it. These features should be captured only once and copied into the appropriate layers before building the topological relationships.
2. The feature should be vectorised in such a manner that the shape is captured and retained as it is.
3. The feature should be vectorised using optimum number of nodes/vertices so that the shape is retained and does not appear jagged.
4. The connectivity of the features should be logical with respect to each other i.e. a river should not end or join on to a road, etc.
5. At crossings the features should be digitised in such a manner that they do not cross over as illustrated below:
WRONG CORRECT
6. In case of single line features, they should be captured as a single
continuous feature from one end of the feature to the other end without break.
7. In case of double line features, the centerline should not be digitized this line will be repeated with double line symbol.
8. There should not be any gap between two connecting features nor any over shoots; the features should be snapped to connecting features.
9. The features should be coded as per the coding scheme. 8.4.5 Naming Conventions There will be three coverages for each of the villages. The polygon, line and point features are to be put in the respective coverages. The file naming conventions to be followed for each of the coverages is given below:
Polygon feature coverage - aDDAARRHHHVVV Line feature coverage - lDDAARRHHHVVV Point feature coverage - pDDAARRHHHVVV
Where : ‘a’ denotes polygon (area) feature ‘l’ denotes line feature ‘p’ denotes point feature ‘DD’ denotes district number character code ‘AA’ denotes revenue circle block/anchal number code ‘RR’ denotes block number code ‘HH’ denotes panchayat number code ‘VVV’ denotes village number code
The coding system will be standardised by ARSAC subject to availability. 8.4.6 Geo-referencing / Transformation The satellite image along with the projection parameters will be provided by ARSAC . The coverage (village maps) has to be transformed/registered into the new co-ordinate system, the projection transformed coverages so as to make it compatible with the satellite data. Guidelines and Accuracy Standards
The guidelines and accuracy standards for geo-referencing of village maps are given below:
1. Identify common points on the image and coverage where the TICs/ GCPs are to be located.
2. To select TICs/ GCPs the following priority should be followed: i. Intersection of parcel boundaries. ii. Intersections of river/stream with parcel boundary, iii. Intersection of roads with parcel boundaries, iv. Intersection of roads and rivers.
3. Not less than 16 TICs/GCPs distributed uniformally should be taken to generate the transformation model.
4. The error contribution for each of the TICs/GCPs in X & Y should be less than 5 meters in realtime.
5. On overlay of image and coverage, the positional accuracy of any feature should be not more than 5 meters away from its location with respect to the image.
6. The features and underlying image should have a good match when viewed on a larger scale.
Coding Scheme for TICs/GCPs The coding scheme for TICs/GCPs is indicated below:
TIC/GCP ID - DDDAAAVVVii Where:
'ii' is the unique number starting with 01 'DDD' denotes district code 'AAA’ denotes block/ circle code 'VVV’ denotes village code
Guidelines for Sub-maps within Village map In some of the village maps some areas of the maps are enlarged and displayed outside the main map on a different scale. The digitisation and transformation of these sub-maps is also to be carried out simultaneously along with the main map. The work is to be done as indicated below:
1. ‘0’Place tic points at the bounds of the area defined by the sub maps in the main map.
2. Place the tic points with same ids at the same position on the sub maps.
3. Transform the sub maps on to the main map. 4. Clean the main map of the extra arcs along the edges with the sub
map, by retaining the boundary of the smaller scale map. 5. Follow the feature coding guidelines so that the codes for these
sub maps are in sequence with those of the main maps and there is no repetition of codes.
6. After this the main map and the sub maps are to be treated as one entity only.
8.4.7 Edge Matching and Mosaicing The transformed maps will have to be consolidated on mouza/block/circle basis by mosaicing and merging the outer boundaries of villages to have a seamless data for each mouza/block/circle. GUIDELINES AND ACCURACY STANDARDS The following guidelines and accuracy standards have to be considered for this activity.
1. The satellite image is to be displayed in the backdrop during the edge matching process.
2. The boundary feature that best fits the image is to be taken as reference.
3. The boundary feature that is under lapping or overlapping on the fitting feature is to be adjusted using the background image as the reference.
4. If the displacement is more than 5 m then that feature is not to be edge matched and an entry of the same is to be made in the comment section of metadata for that village.
5. After edges matching the duplicate boundary has to be eliminated to keep only one single boundary. The features meeting this boundary are to be adjusted and cleaned so that dangles, overshoots or slivers are eliminated and feature geometry and unique coding scheme is maintained.
6. Along the boundary of mouza/ block/circle, the edge matching is to be done with a reference circle boundary cover, which will be given by ARSAC .
7. If the village boundary overlaps or under laps the mouza/block /circle boundary by more than 5 m then the boundary should not be adjusted and an entry of the same be made in metadata comments section.
8. In the edge matching process the shapes of the features should be maintained. The relative positions of features on both sides of the boundary should also be the same.
9. Care should be taken where the boundary is a river / road feature so that the double line is edge matched without any slivers or gaps.
10. The edge matching has to be carefully tracked and recorded in the metadata for each village for solving the edge matching problems.
After the edge matching process the village maps should be mosaiced into one single mouza / circle cover. Another coverage containing only the village outer boundaries along with a label of the village code should also be created separately by extracting the outer boundaries of villages from the mosaiced cover. The feature ids for this coverage should be maintained as described earlier. 8.5 ACTIVITIES TO BE PERFORMED BY VENDOR
1. Scanning of Village Cadastral/Revenue Sheets if necessary 2. Digitize the individual sheets after registration of scanned 'tif’ or
‘.jpeg’ image with the standard 1:4000 scale grid with inch coordinate system.
3. Get QC approval by DLR/ARSAC . 4. Take print in actual scale of each sheet with scanned sheet (after
grid correction) in the background with digitized vector in the foreground.
5. Take print in actual scale with proper map composition & legends including error notations and send for QC to Directorate of Land Record, Revenue Deptt., Govt. of Assam by ARSAC / ASTEC.
6. Incorporate the correction attempted by Directorate of Land Record, Revenue Deptt.. Get the approval of Replica of Cadastral sheet from Directorate of Land Record, Revenue Deptt. Govt. of Assam of concerned district.
7. Mosaic the sheets into one single village and generate topology. 8. Convert the DWG to DXF and finally to coverage for separate line,
point and polygon coverages. Check the topology again 9. Geo-reference & partially update whenever required the coverage
with respect to the geo-referenced satellite data provided by ARSAC and perform the QC at vendor’s end before submitting. It may be asked to process the georeferencing of village maps with satellite data in ARSAC premises. In this case, the vendor needs to install necessary hardware and software in ARSAC / ASTEC office premises.
10. Perform the QC on each geo-referenced individual village at ARSAC 11. Incorporate the suggested correction, if any, and perform QC
again. 12. Once the individual coverage is O.K., mosaic the village to mouza /
circle level. 13. Care should be taken that the boundary matching is done for all
mosaic operations. 14. The above procedures hold well when the first mouza mosaic of the
village is performed. Note that for all subsequent mouza, the boundary of the adjacent mouza should be taken into consideration. Regarding this discuss with the Project coordinators, if required.
15. For finalization of the mouza boundary, especially in the forest area where no village is found for the boundary, use the mouza / circle boundary provided by ARSAC only for those areas.
16. Dissolve the inside parcel to generate the vaDD coverage. Note that this coverage will have lots of pseudo nodes. Remove them and generalize the arc without deforming the arc shape.
17. All the matched boundaries layers/coverages should be kept in the MOSDDDAAA directory. Vendors can keep all their unaltered coverages in the separate folder VMOSDDDAAA directory for future use and reference.
18. QC approval certificate of Replica of Cadastral sheet from Directorate of land Records, Revenue Deptt. /District Authority should be produced at the time of QC for Georeferenced maps as well as along with the final submission of maps.
8.5.1 Flow Chart of Methodology: The flow chart of Methodology is given below:
QA/QC-1
Digitization (cadastral sheet)
Attribute data attachment/correction
QA/QC- 2
Mosaic & database generation for GIS
Final Hardcopy evaluation & Acceptance by DLR
Hardcopy evaluation by DLR
QA/QC- 4
Acquisition of GCPs for Geo-referencing
Geo-referencing of Cadastral maps
Validation of the individual village
Edge matching with neighbouring villages
Mosaics at MOUZA/CIRCLE & District levels
QA/QC- 5
QA/QC- 6
Submission of Deliverables
IMAGE PROCESSING
GEO
-REF
ER
ENC
ING
CCCRRRDDD --- MMM EEETTTHHHOOODDDOOOLLLOOOGGGYYY
Hard copy output generation – (first copy Replica)
Tiling cadastral map w.r.t. GRID
Acquisition of village maps from land record department
Indexing, Coding & by the Vendor
Softcopy evaluation of cadastral data by ARSAC
DIGITIZATION
Acquisition of Satellite data – IRS P6 LISS-IV
GRIDBASE Generation
MAPGRID Generation
Rectification of Satellite data
Merged product Generation
QA/QC 3
8.6 FINAL DATA After the completion of digitization, geo-referencing, cleaning, editing & topology creation, the following should be ensured before archiving the data and sending it to ARSAC .
1. The final data should be checked for topology. Topologically incorrect or incomplete data will not be accepted.
2. The various layers in the data should have unique feature id and should be checked by vendor before submission.
3. The data should be perfectly edge matched and mosaiced. 4. The mosaiced coverages and the individual village coverages should
have same feature coding and topology, they should not vary. 5. The vendor should ensure to fill in the various data quality check
forms duly signed from the vendor side. 6. The metadata for the data coverages should also be completely filled
in with necessary comments wherever required. 8.6.1 Deliverables to be Supplied by Vendor To be delivered in properly labeled CD’s as per the standards nomenclature mentioned in the document.
A. SOFTCOPY on CD: 1. SHEET-WISE RAW SCANNED TIFF/JPEG FILES (WITH LIST):IF NECESSARY 2. SHEET-WISE RECTIFIED TIFF FILES (WITH LIST) 3. SHEET-WISE DWG FILES (WITH LIST) 4. VILLAGE-WISE DWG SHEET MOSAIC FILES (WITH LIST) 5. SHEET-WISE DXF FILES (WITH LIST) 6. VILLAGE-WISE DXF FILES (WITH LIST) 7. VILLAGE-WISE RAW COVERAGES WITH TICS (Area, line and point coverages) 8. VILLAGE-WISE GEOREFERENCED COVERAGES WITH TICS (Area, line and point
coverages) 9. CIRCLE LEVEL MOSAIC OF GEOREFERENCED COVERAGE 10. MOUZA LEVEL MOSAIC OF GEOREFERENCED COVERAGE. 11. VILLAGE COVERAGE (vaDDTT) – (only the village boundary with removed pseudo nodes
and generalized coverage without changing the arc shape) 12. METADATA IN *.XLS FORMAT 13. METADATA OF TICS with GCPs ERROR REPORT – RMSEX, RMSEY, RMSE 14. GEODATABASE / SHAPE FILES – ALONG WITH METADATA
B. HARDCOPY PRINTS & SOFTCOPY on CD:
1. REPLICA OF CADASTRAL SHEET WITH PROPER LEGEND. 2. REPLICA OF CADASTRAL SHEET WITH ERRORS IN TABULAR FORMAT TO BE
CORRECTED BY DIRECTORATE OF LAND RECORDS. 3. VILLAGE-WISE A2/A0 SHEETS WITH DUPLICATE/BLANK PARCELS – corrected by
DLR 4. VILLAGE-WISE A2/A0 SHEETS – after corrections 5. VILLAGE-WISE LIST OF DUPLICATE/BLANK PARCELS 6. INVENTORY REPORT (WITH DATE) 7. QUALITY CHECK REPORT QC-1 to QC-6 8. QUALITY CHECK CERTIFICATES.
8.6.2 Media All the deliverables in the form of district-wise data have to be submitted on DVD-ROM / EXTERNAL HDD properly catalogued containing details of the vendor’s name, work order number, district, block/circle / mouza names, etc. The metadata files have to be submitted along with the corresponding deliverables.
Steps to be followed while generating various outputs in the project
1. Acquisition of village maps from LRD department, 2. Indexing, Coding and Scanning of village maps followed by QC-1 3. Digitize the individual sheets after registration of scanned ‘tif’ image with the
standard 1:4000 scale gird with meter coordinate system. 4. Take print in actual scale and send for QC2 to LRD department, ASSAM. 5. Incorporate the correction attempted by the LRD department, ASSAM. 6. Generate the A4 error sheets and send for the correction of the remaining
errors for zero fills and duplicate errors. 7. Incorporate the A4 sheet corrections. 8. Mosaic the sheets into one single village and generate topology. 9. Convert the DWG to DXF and finally to coverage for separate line, point and
polygon coverage. Check the topology again. 10. Generate the individual coverage/shape file to check zero-fill and duplicate
parcels (QC3 & QC4). 11. Geo-reference the coverage with respect to the satellite data provided by ARSAC
and performs the QC at vendor’s end before submitting. 12. Perform the QC5 on each geo-referenced individual village at ARSAC . 13. Incorporate the suggested correction, if any, and perform QC5 again. 14. Once the individual coverages are O.K., mosaic the village to Mouza / Circle level.
If Circle is big, the mosaic is to be performed at the MouzaI level. 15. If the mosaic is done at the Mouza level, care should be taken that the
boundary matching is done. 16. The above procedures hold good when the first Circle mosaic of the village is
performed. Note for all subsequent Circles, the boundary of the adjacent Circle should be taken into consideration. Regarding this discuss with the Project Managers, if required.
17. For finalization of the Circle boundary, especially in the forest area where no village is found for the boundary, use the Circle boundary provided by ARSAC only for that area. Districts follow the state boundary of the village and will not get altered.
18. Dissolve the inside parcel to generate the vaDDTT coverage. Note that this coverage will have lots of pseudo nodes. Remove them and generalize the arc without deforming the arc shape.
19. Where the village is as fragmented polygons and does not form single universal polygon; the tentative boundary will be provided by ARSAC . Vendors are suggested to finalize the boundary before generation of vaDDTT coverage especially in the forest area.
20. All the matched boundaries layers/coverages should be kept in the MOSDDDAAA directory. Vendors can keep all their unaltered coverages in the separate folder VMOSDDDAAA directory for future use and reference.
21. Send/present deliverables for QC-6 for the outputs of the activities from 16 to 20.
The criteria and acceptance levels for various parameters are given below: i. File naming 100% ii. Directory structure 100% iii. Data readability 100% iv. Data structure 100% v. Data format 100% vi. Topology 100% vii. Attribute correctness 100% viii. Attribute completeness 100% ix. Data mosaicing 99%
The vendors will have to document the data conversion process to be followed by it so as to produce the data as per the specifications mentioned. The vendors will also have to prepare a quality control and assurance plan that would be adopted by them. They shall prepare checklists and all activities should be logged and recorded at each step. These documents are to be submitted to ARSAC at the time of submission of data. 8.6.3 Project Communication For project related technical issues and states monitoring there shall be a single point of contact on the vendors’ side whose name, designation and contact details shall be provided initially. To have an effective communication flow to all Vendors, ARSAC shall follow the answer to all vendors approach. In this the response to any technical question/ query raised by one vendor will be communicated in a standard communication format. If there are any changes in project specifications the change shall be communicated to all vendors. All the vendors must adopt the changes whenever communicated.
