SELECTION OF CONSULTANTS

DRAFT REQUEST FOR PROPOSAL

(Bid/Tender Document)

E-TENDER REFERENCE No.10563/2023/TCP- 5, 07.11.2024

Development of GIS based Software Application for Automated Detection and

Guided Action Against Unauthorized Developments and Encroachments For

Directorate of Town and Country Planning

(DTCP)

Date of Release of Bid Document 07-11-2024

Start of Bid Submission Date 15-11-2024
Last Date for Submission of Bid 05-12-2024
Date of Opening of Bid 06-12-2024

November 2024

Directorate of Town and Country Planning (DTCP)

Government of Tamil Nadu
CMDA Office Complex (3rd Floor), E&C Market Road, Koyambedu, Chennai 600 107,
Tamil Nadu, India

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 Table of Contents
1 LETTER OF INVITATION ...................................................................................................... 7
2 INSTRUCTION TO CONSULTANTS ..................................................................................... 8
3 PREAMBLE ..........................................................................................................................10
4 TERMS OF REFERENCE.....................................................................................................11
4.1 Introduction ............................................................................................................................. 11
4.2 Problem Statement ................................................................................................................. 11
4.3 About Coimbatore City ........................................................................................................... 11
4.4 Scope of Work......................................................................................................................... 12
4.5 Development of Centralized Platform for Automated Detection & Enforcement Action for
Tamil Nadu ......................................................................................................................................... 14
4.5.1 Data Collation and Generation ................................................................................................................. 15
4.5.2 Geo Database Creation ........................................................................................................................... 16
4.5.3 Satellite data Ingestion, hosting, Automation ........................................................................................... 17
4.5.4 AI/ML based Land Change Detections .................................................................................................... 17
4.5.5 Geoportal .................................................................................................................................................. 17
4.5.6 Mobile Application .................................................................................................................................... 20
4.5.7 Alerts and Workflow Module .................................................................................................................... 21
4.5.8 Advanced Analytical Tools ....................................................................................................................... 22
4.5.9 Reports & Analytics .................................................................................................................................. 23
4.5.10 Development of operational dashboards ............................................................................................. 23
4.5.11 MIS Report ........................................................................................................................................... 23
4.5.12 Licensing .............................................................................................................................................. 24
4.6 Development of GIS Based Dashboards for Monitoring & Identification of UAC & Building
Deviations Modules for Coimbatore City ......................................................................................... 24
4.6.1 Satellite based Layout Monitoring ............................................................................................................ 24
4.6.2 Drone Based Assessment for Pilot Area .................................................................................................. 25
4.6.3 Green Cover Monitoring ........................................................................................................................... 26
4.6.4 Integration with Key datasets and existing Systems ................................................................................ 27
4.6.5 Customization & Configuration for other cities in Tamil Nadu.................................................................. 28
4.7 User Management ................................................................................................................... 28
4.8 Program management. ........................................................................................................... 28
4.9 Hosting and Go-live ................................................................................................................ 29
4.10 Support from DTCP ................................................................................................................ 29
4.11 Operation and Maintenance ................................................................................................... 29
4.12 Capacity Building.................................................................................................................... 30
4.13 Project Timelines .................................................................................................................... 31
4.14 Intellectual Property ............................................................................................................... 31
5 QUALIFICATION CRITERIA ................................................................................................34
6 LANGUAGE OF THE TENDER ............................................................................................36
7 PREBID MEETING ...............................................................................................................37
8 CLARIFICATION ON THE TENDER DOCUMENT ..............................................................38
9 AMENDMENT OF TENDER DOCUMENT............................................................................39
10 AUTHORIZATION OF THE BIDDER ................................................................................40
11 SUBMISSION OF TENDER ..............................................................................................41

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12 EARNEST MONEY DEPOSIT ...........................................................................................42
13 PRICE BID.........................................................................................................................43
14 VALIDITY ..........................................................................................................................44
15 OPENING AND EVALUATION OF THE PROPOSAL ......................................................45
16 EVALUATION OF TECHNICAL PROPOSAL ...................................................................46
17 EVALUATION OF THE PRICE BID ..................................................................................49
18 NEGOTIATION ..................................................................................................................50
19 AWARD OF CONTRACT ..................................................................................................51
20 SECURITY DEPOSIT ........................................................................................................52
21 AGREEMENT ....................................................................................................................53
22 ISSUE OF LETTER OF ACCEPTANCE ...........................................................................54
23 TIMELINE WITH DELIVERABLES ...................................................................................55
24 FORCE MAJEURE ............................................................................................................57
25 PAYMENT TERMS ............................................................................................................58
26 PENALTY ..........................................................................................................................60
27 TERMINATION OF CONTRACT .......................................................................................61
28 GENERAL CONDITIONS ..................................................................................................62
29 ARBITRATION ..................................................................................................................63
30 JURISDICTION OF THE COURT ......................................................................................64

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 ANNEXURES

ANNEXURE – I: PQ FORM 1: ANNUAL TURN OVER STATEMENT .......................................65

ANNEXURE – II PQ FORM 2A SUMMARY OF FIRM’S EXPERIENCE. ....................................66
PQ FORM 2B: DETAILS OF SIMILAR ASSIGNMENTS ............................................................67
PQ FORM 2C: DETAILS OF SIMILAR ASSIGNMENTS ............................................................68
ANNEXURE III: FORM TECH 1: TECHNICAL PROPOSAL SUBMISSION FORM ...................69
ANNEXURE – IV: FORM TECH 2: DETAILS OF THE BIDDER.................................................70
ANNEXURE – V: FORM TECH 3: COMMENTS AND SUGGESTIONS .....................................71
ANNEXURE – VI: FORM TECH 4: DESCRIPTION OF THE APPROACH AND
METHODOLOGY AND WORK PLAN FOR PERFORMING THE ASSIGNMENT ......................72
ANNEXURE – VII FORM TECH 5: TEAM COMPOSITION AND TASK’S ASSIGNMENT .........73
ANNEXURE – VIII: FORM TECH 6: FORMAT OF CURRICULUM VITAE (CV) FOR
PROPOSED PROFESSIONAL STAFF .......................................................................................74
ANNEXURE – IX - FORM TECH 7, 8: STAFFING SCHEDULE FOR KEY PROFESSIONALS
AND TECHNICAL SUPPORT PERSONNEL ..............................................................................76
ANNEXURE –X: SELF DECLARATION FOR NON-BLACKLISTING........................................78
ANNEXURE – XI DECLARATION FORM ...................................................................................79
ANNEXURE – XII PRICE BID .....................................................................................................80
ANNEXURE-XIII: FORM FIN 1: FINANCIAL PROPOSAL SUBMISSION FORM ......................81
ANNEXURE-XIV: FORM FIN 2 -DEVELOPMENT COST FOR SOFTWARE APPLICATION ....82
ANNEXURE – XV: INSTRUCTIONS TO BIDDERS FOR SUBMISSION OF ONLINE BIDS IN E-
TENDER ......................................................................................................................................84

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 ABBREVIATIONS AND ACRONYMS

 BCP: Business Continuity Process

 BOQ: Bill of Quotation
 DTCP: Directorate of Town and Country Planning
 EMD: Earnest Money Deposit
 CC: Completion certificate
 CMMI: Capability Maturity Model Integration
 CR:Change request
 UAC: unauthorized constructions
 GIS: Geographical Information Systems
 AI/ML: Artificial Intelligence and Machine Learning
 WFS: Web Feature Service
 WMS: Web Map Service
 WCS: Web Coverage Service
 OGC: Open Geospatial Consortium
 DEM: Digital Elevation Model
 EEC: Encroachment Eviction Committee
 DSC: Digital Signature Certificate
 CCA: Controller of Certifying Authorities
 EMD: Earnest Money Deposit
 MSME: Micro, Small & Medium Enterprises
 MIS: Management Information System
 O&M: Operation & Maintenance
 QCBS: Quality cum Cost Based Selection
 LOA: Letter of Acceptance
 KPI: Key Performance Indicator

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 IMPORTANT NOTICE

This tender procedure is governed by the Tamil Nadu Transparency in Tenders Act,
1998 and the Tamil Nadu Transparency in Tender Rules, 2000 as amended from time
to time. In case of any conflict between the terms and conditions in the tender
document, the Tamil Nadu Transparency in Tenders Act, 1998 and The Tamil Nadu
Transparency in Tender Rules, 2000 the Act and Rules shall prevail.

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 1 LETTER OF INVITATION

Development of GIS based Software Application for Automated Detection and Guided Action
Against Unauthorized Developments and Encroachments.

Lr. No 10563/2023/TCP- 5 Date: 07-11-2024

1. Government of Tamil Nadu through Directorate of Town and Country Planning intends to
engage Consultants to provide consultancy services for the “Development of GIS based
Software Application for Automated Detection and Guided Action Against Unauthorized
Developments and Encroachments” in accordance with the provisions of the Tamil Nadu
Town & Country Planning Act, 1971. More details on the required services are provided in
the attached Request for Proposal (RFP).
2. The Director of Town and Country Planning, DTCP, Tamil Nadu invites RFP from eligible
bidders for “ Development of GIS based Software Application for Automated Detection and
Guided Action Against Unauthorized Developments and Encroachments” as per the terms
and conditions laid down in this Request for Proposal (RFP). Interested applicants are
requested to submit their responses before 2.00 PM (IST), 05-12-2024.

Yours sincerely,
Sd/-
Director of Town and Country Planning
Government of Tamil Nadu

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2 INSTRUCTION TO CONSULTANTS

2.1 Definitions (a) ―Affiliate(s) ‖ means an individual or an entity that directly or indirectly
controls, is controlled by, or is under common control with the Consultant.
(b) ―Applicable Law ‖ means the laws and any other instruments having the
force of law in the Client’s country,or in such other country as may be specified
in the Data Sheet, as they may be issued and in force from time to time.
(c) “Consultant” means any entity or person that may
provide the Services to the Client under the Contract.

(d) ―Contract‖ means the Contract signed by the Partiesand all the attached
documents listed in its Clause 1, that is, the General Conditions (GC), the
Special Conditions (SC), and the Appendices.
(e) ―Data Sheet ‖ means an integral part of the Instructions to Consultants
(ITC) Section 2 that is used to reflect specific country and assignment
conditions to supplement, but not to over-write, the provisions of the ITC.
(f) ―Day ‖ means a calendar day, unless otherwise specifiedas ―Business Day‖.
A Business Day is any day that is an official working day of the Client. It
excludes the Client’sofficial public holidays.
(g) “Employer/Client” means Directorate of Town and Country Planning
(DTCP) and its representatives. (h)“Employer’s Representative” means the
person / personnel of consultant appointed by the client to act as the
Employer’s representative to oversee theactivities of
consultant from time to time and as directed by DTCP.
(i) ―Government ‖ means the state government of TamilNadu
(j) ―in writing‖ means communicated in written form([Link] mail, e-mail, fax,
including, if specified in the Data Sheet, distributed or received through the
electronic- procurement system used by the Client) with proof of receipt.
(k) ―Information to Consultants ‖ (Section 3 of the RFP) means the
document, which provides Consultants with all information needed to prepare
their Proposals.
(l) ―Joint Venture (JV) ‖ means an association with or without a legal
personality distinct from that of its members, of more than one Consultant
where one member has the authority to conduct all business for and
on behalf of any and all the members of the JV, and

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 where the members of the JV are jointly and severally liable to the Client for
the performance of the Contract.
(m) ―Key Expert(s)‖ means an individual professional whose skills,
qualifications, knowledge and experience are critical to the performance of the
Services under theContract and whose CV is taken into account in the technical
evaluation of the Consultant’s proposal.
(n) “LOI” means the Letter of Invitation extended by the
Client to the prospective Bidders.
(o) ―ITC‖ means the Instructions to Consultants that provides the Consultants
with all information needed to prepare their Proposals.
(p) “Personnel” means professionals and support staff provided by the
Consultant Associate(s) and their associates and assigned to perform the
Services or any part thereof. “Local Personnel” means such professionals and
support staff who at the time of beingso provided had their domicile inside the
Government’s country.
(q) ―Proposal‖ means the Technical Proposal and theFinancial Proposal of the
Consultant.
(r) ―RFP‖ means the Request for Proposals to be prepared by the Client for the
selection of Consultants.
(s) ―Services‖ means the work to be performed by the Consultant pursuant to
the Contract.
(t) ―Sub-consultant‖ means an entity to whom the Consultant intends to
subcontract any part of the Services while the Consultant remains responsible to
the Client during the whole performance of the Contract.
(u) “Associate(s)” means any person(s) or entity with whom the Consultant
delivers/provides any part of the Services.
(v) “Terms of Reference” (ToR) means the document included in the RFP
which explains the objectives, scopeof work, activities, tasks to be performed,
respective responsibilities of the Client and the
Consultant, and expected results and deliverables of theassignment.

2.2 Clarifications & (a) Consultants may request clarification on any of the points contained in RFP
Amendments of RFP documents up to the number of days as indicated in the Data Sheet before
Documents the Proposal submission date. Any request for clarificationmust be sent in
writing by post, mail or electronic mailto the Client’s address indicated inthe
Data Sheet. TheClient will respond by electronic mail to such requests.
(b) At any time before the submission of Proposals, the Client may for any
reason, whether at its own initiative or in response to a clarification
requested by an firm, modify the RFP documents by amendment. Any such
amendment shall be issued in writing through addenda. Addenda will be
published in the website and shall be sent by mail or electronic mail to all
consultants and will be binding on them. The Client may at its discretion
extend the deadline for the submission of Proposals.
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 3 PREAMBLE

The Directorate of Town and Country Planning (DTCP), Tamil Nadu, is responsible for planning,
development, and management of urban and rural areas across the state. Over the last three decades,
Tamil Nadu has experienced rapid urbanization, with cities contributing significantly to its economic
growth. This urban expansion has led to a surge in construction activities to accommodate the rising
population. However, divergent patterns of urban growth across regions have presented unique
challenges in ensuring balanced and sustainable development. By leveraging technology, including
satellite imagery, GIS, and data science, DTCP aims to optimize urban and rural planning, delivering
substantial economic and social benefits to the state. The Tamil Nadu Town and Country Planning
(TNTCP) Act of 1971 serves as a key legal framework, enabling the preparation of master plans, issuing
planning permissions, and regulating development to ensure orderly urban growth. To address the
growing issue of unauthorized constructions, DTCP envisions the implementation of an advanced
platform utilizing AI, machine learning, and mobile applications to enhance monitoring, enforcement,
and management of developments, with a pilot in Coimbatore.
In this context, DTCP invites e-tenders from experienced agencies under “Two Cover System” for the
“Development of GIS based Software Application for Automated Detection and Guided Action Against
Unauthorized Developments and Encroachments”. The details of the tender are furnished in the
following sections.

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 4 TERMS OF REFERENCE

4.1 Introduction
The Directorate of Town and Country Planning (DTCP), Tamil Nadu is tasked with the role of planning,
development, management, and improvement of urban and rural areas. In the last three decades, the
state's urbanization has increased rapidly, and cities have contributed more to the state's economic
development. Rapid urbanization has triggered mass construction activities in recent years to meet the
needs of cities' growing populations. Regional trends show that major regions with varying levels of
economic development have divergent patterns of urban growth. Using technology to ensure planned
development will result in greater economic and social benefits for the state.
The department has enacted the TNTCP Act, 1971 (Tamil Nadu Town and Country Planning), which
contains important provisions concerning the declaration of planning areas, the transfer of development
rights, and exemptions, with the goals of:
 Preparation of Regional Plan, Master Plan, New Town Development Plan and Detailed
Development Plan
 Issuance of planning permissions for layouts and buildings
 Regulation of development in hill areas
 Regularization of unapproved layouts, unapproved educational buildings in non-plan areas,
unauthorized buildings
 Fund for the development projects.
 Regulation of development through enforcement of regulations
The Department plays a critical role in the effective planning and development of state infrastructure.

4.2 Problem Statement

The identification of unauthorized constructions (UAC) and enforcement action against them pose
challenge to the district offices. To identify unauthorized constructions and to take enforcement action
in a timely manner, a customized software platform and database shall be developed using cutting-edge
technologies like satellite imagery, Geographical Information Systems (GIS), and data science. A
Geodatabase shall be created and upon which application of Artificial Intelligence, Machine learning
with Mobile application will enable automated detection and enforcement action.
Such a Platform and features in GO shall be developed for the entire state of Tamil Nadu. Currently,
Coimbatore city should be taken up as a pilot area for the development. Later, the other urban local
bodies and Municipal Corporation should be easily onboarded to the platform after required
customization and configuration.

4.3 About Coimbatore City

Coimbatore’s growth story reflects a transformation from a textile-centric city to a diversified urban
center driven by industrialization, IT, healthcare, and educational sectors. Spatial expansion has spread
from the city’s core to its peripheries, encompassing formerly rural areas. To address these, Coimbatore
has been focusing on sustainable urban planning, including Smart City initiatives and metro rail projects
aimed at easing congestion and improving city infrastructure.

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The total area of Coimbatore city is 257.81 [Link]. Population of Coimbatore city in 2021 is
approximately 19,54,575 as per consented Coimbatore Master Plan. The city’s core is densely
populated, with commercial activities concentrated in central areas like RS Puram and Town Hall. Areas
like Peelamedu, Saravanampatti, and Singanallur have become new urban centers due to IT parks,
educational institutions, and residential complexes. Urbanization has spread to rural fringes, converting
agricultural land into residential and industrial zones.

4.4 Scope of Work

The broad scope of work for the plan preparation shall include, but not be limited to the following:

i. To develop a single window platform for automated detection, guided enforcement action of
unauthorized/ deviated developments and encroachments in urban local body.
ii. To create a database with spatial and non-spatial data from various data sources of building and
land datasets. The database should be comprised with plot boundaries, existing building
footprints and associated attribute data. The unified database shall be integrated with information
obtained from existing data sources including creation of newly formed/ customized database
and existing digital systems like:
o Tamil Nadu State Single Window Portal for Planning Permission (various existing data
sources via web-services, APIs, transfer mechanism etc.)
o Masterplans of the city
o Detailed Development plans
o Building and layout approval system issued prior to online planning permission process.
o Building and layout approvals by local bodies under their power delegation.
o Digitized parcel boundaries and associated attribute data including both planned and non-
planned area of the district.
iii. As a part of project execution, several data required and shall be collected, pruned, and processed
to achieve the above requirements. A Cloud and Web based UAC detection system shall be
developed to monitor and track land use changes in the area of interest using high resolution
satellite imageries, to be acquired on monthly/quarterly basis to provide stakeholders with
insights into unauthorized construction of buildings and deviations. The System should be
comprised with GIS and MIS dashboards that will enable the user to derive spatial and statistical
data such as:
o Identification of progressive changes of land use within Govt. lands and private lands.
o The platform should integrate the existing details of cadastral plot boundaries such as the
extent of Govt. and private lands, land use, approval status, reclassification process, etc.
On clicking each plot, entire details with regard to the land parcel shall be shown in the
information panel.
o The system shall provide customizable report of downloadable data fields such as
complaints against unauthorized constructions, date and other details of complaint, action
taken, status of the complaint, relating court orders etc. in a spreadsheet format.

12
 iv. To integrate ortho-rectified multi-spectral Satellite imagery of 0.5 m or higher resolution for
identifying land use changes on the field monthly/quarterly/half yearly or periodically as decided
by Department basis as deemed necessary and raising an alert when there is a change in land use
for taking further action like site inspection, data validation, encroachment detection within
Govt. and private lands and any unauthorized construction in private lands, etc.
v. During the development phase, the Bidder is expected to procure the satellite imagery (0.5 m or
higher resolution) for three different time periods for Coimbatore region (257.81 [Link]), first
time during the development of the platform, second and third time before Go-Live of Satellite
based Layout Monitoring Module. Subsequent Satellite imagery will be procured by the
Department as and when required as per Department’s decision.
vi. During the development phase, the Bidder is expected to procure the drone data for three
different time periods, Drone based building deviation and monitoring system for a pilot area of
5 [Link] in the city of Coimbatore.
vii. The system shall use data from satellites/drones, integrate existing systems, and available data
(historical data, base maps, cadastral plot etc.) to provide stakeholders with insights into
unauthorized buildings and deviations and other informational insights.
viii. Using Artificial intelligence and Machine learning, the solution and platform shall identify and
generate alerts to the department of unauthorized constructions.
ix. The workflow of the UAC detection portal should be aligned with the workflow of the single
window portal. The complaints received through the enforcement module of single window
portal to be seamlessly integrated into the Geodatabase to carry out the consequential
enforcement actions such as inspection, filing case and sending notice and then the actions taken
by the competent Authority.
x. All complaints received on the unauthorized construction within the Govt. and private lands
through online portal must be intimated to the competent authority at the head office and advice
the authorities to forward the alerts to the respective officials.
xi. Mobile application should collate all data from the users across the administration boundaries
and assimilated in the database. All alerts must be received by the concerned officers and after
site inspection, provision to forward information to DTCP (head office), Coimbatore and if the
unauthorized construction is found to be under local body’s power delegation, provision to
forward to respective officials to take further action and report back to the portal shall be
provided.
xii. During the site visit/Inspection /physical verification of the land/building, the concerned official
must be able to Geo-tag the co-ordinates, take snaps and upload the same in portal.
xiii. For certain verification and data validation, more than one department may be involved. In those
Scenarios, the successful bidder must ensure the interface between the two or more department
workflow must be hassle free without change in the records. The integration shall be seamless.
xiv. For execution of the project, setting up the required infrastructures such as Workstations,
Monitors, Hardware specific to stereo pair image processing, other necessary accessories etc.
Necessary Hardware and software should be procured by the selected bidder.

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4.5 Development of Centralized Platform for Automated Detection & Enforcement Action for
Tamil Nadu
The bidder shall be required to design, develop, installation, testing, deployment, integration and
maintenance of Centralized platform against unauthorized constructions, deviated developments and
encroachment detection to ensure effective enforcement of development and building construction
regulations in Tamil Nadu state.
While the ultimate goal is to deploy this platform across the entire state of Tamil Nadu, Coimbatore city
has been chosen as the pilot area for the development and implementation of the modules. The pilot
phase will enable the refinement and validation of the platform's capabilities in a real-world
environment, ensuring it is robust, scalable, and adaptable to the unique challenges of urban planning
and land management in Tamil Nadu.

Key Aspects of the Platform Development:

1. State-Wide Implementation with Coimbatore Pilot:
o The platform shall eventually be rolled out across all urban local bodies (ULBs) and
municipal corporations in Tamil Nadu. This will allow consistent monitoring and
enforcement across the state, regardless of geographic region or local governance
structure.
o Coimbatore has been selected as the initial test area due to its complex and varied urban
development, providing a rich environment to test the system's ability to detect
unauthorized developments and monitor land use changes in real time.
2. Pilot Testing in Coimbatore:
o Initial Development: The system will first be developed and tested in Coimbatore,
focusing on the integration of satellite and drone imagery to detect unauthorized
construction, land use changes, and encroachments.
o Refinement and Feedback: Insights and feedback from the Coimbatore pilot will guide
necessary adjustments and improvements to ensure the platform is fully equipped to
handle state-wide monitoring.
o Scalability: The platform shall be designed with scalability in mind, ensuring that once
the Coimbatore pilot is successful, the system can be extended to cover other cities with
minimal additional development effort.
A Cloud based platform shall monitor and track land use changes in the area of interest using high
resolution satellite Imageries of 50 cm or higher resolution on a monthly/quarterly basis of Coimbatore
region (257.81 [Link]) and drone data for a pilot area of 5 [Link] within the area of interest in Coimbatore
city as decided by the department.

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The system will use cutting-edge technology such as artificial intelligence and machine learning
(AI/ML) and mobile applications to assist the DTCP in monitoring and safeguarding layouts, building
deviations, unauthorized construction and encroachment.
The envisaged system deployed by the System Integrator should have the following features.
a. This should act as a unified platform to further work with land and building database.
b. The platform should implement industry standard OGC protocols such as Web Feature Service
(WFS), Web Map Service (WMS), and Web Coverage Service (WCS). It should be used for
creating and managing GIS Web services, applications and data.
c. System shall provide advanced analytical tools such as buffer, proximity, aggregate and density
analysis.
d. System shall provide access to free base map or imagery services for location references over
geoportal
e. System shall support various open source databases to integrate spatial and non-spatial data.
f. System shall support rule-based symbology and cartographic representations of map entities.
g. System shall support geo-visualization tools like swipe, compare to visualize and analyze
temporal data.
h. System shall support seamless integration with external databases so as to bring near real-time
view in the geoportal.
i. The users shall be allowed to toggle between map and data views.
j. The platform should be interoperable and scalable.
k. The platform should be readily deployable in data center as recommended by the government

4.5.1 Data Collation and Generation

Data collation is described as the process of assembling and summarizing data points from a single or
multiple data sources over a period of time. As a part of project execution, lots of data is required to be
collected, cleaned, and processed.
i. All historical data stored in the different existing applications should be integrated into the
database and UAC platform.
ii. The GIS database should be published data using OGC open standards.
iii. The mobile applications should be designed to enter minimal, but all the required data even when
the mobile application is offline so that the data can be uploaded when the user comes online.
The frequency of updating the data input from the mobile could be anything from every few
minutes to once every month depending on the source and type of the data.
iv. The system should be designed to accommodate any frequency of data submissions and inputs.
v. All the data integrated from web sources, state government databases and other sources as
provided by the Department should be stored in a unified UAC database.
vi. The data input modules should be designed to web and mobile ready platform so that it facilitates
collaboration among the users.
vii. The database should be designed to scale so that it cannot only hold all the historical and real
time data but can also scale as the data grows in the coming years.

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4.5.2 Geo Database Creation
A Unified Geo Database shall be developed and created to bring together spatial and non-spatial data
from different data sources of building and property data. This should include data from city layout
plans, Drone survey of pilot area, High resolution orthorectified satellite data, city base map, other
existing data provided by the Department which shall be integrated through APIs, file uploads, FTP and
web portals, crowd sourced data and data generated through department.
The Geodatabase shall store various entities and attributes pertaining to the portal using a OGC data
model. The database shall be designed to store different types of data in different servers to leverage the
efficiencies of each type of database.
The unified database shall integrate information from existing data sources like:
i. Layout Basemap (available with the Department)
ii. Tamil Nadu State Single Window Portal for Planning Permission (various existing data sources
via web-services, APIs, transfer mechanism etc.)
iii. Regional Plans
iv. Master Plans
v. Detailed Development Plans
vi. Building and layout approvals issued prior to online planning permission process.
vii. Local bodies approval data
viii. Building and layout approvals by local bodies under their power delegation.
ix. Crowd Sourced Data from Mobile Application
x. Digitized and geo-referenced parcel boundaries and associated attribute data including both
planned and non-planned area of the district.
Satellite data Procurement
The high-resolution data is an important component of this system. The bidder will procure and provide
50 cm or high resolution ortho-rectified imagery for enabling on Web GIS solution. For the first time,
the bidder shall be responsible for procuring the necessary high-resolution orthorectified satellite
imagery from reputable providers during three different time periods i.e first time during the
development of the platform, second and third time before Go-Live of Satellite based Layout Monitoring
Module. The bidder must ensure that the procured imagery meets the specified resolution and quality
standards required for the project. The technical specification of satellite data is described below.

No. Parameter Description

Any Satellite Data with Native Spatial Resolution of

1 Product Type
0.5m or higher.

Both Pan & Multispectral Resolution - 0.5m or

2 Resolution
higher

3 Bands 4 Bands (RGB, NIR)

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 4 Fresh Tasking / Archive data Fresh Tasking

5 Period of interest Month wise Satellite Data

6 Cloud% acceptable < 10%

7 Off Nadir Angle (ONA) acceptable < 10 degrees

8 Delivery Media Online

9 Datum / Projection WGS84

10 Resampling NN (Nearest Neighborhood)

11 Format GeoTiff/Tiff
12 Bit Depth 16-bit Only

4.5.3 Satellite data Ingestion, hosting, Automation

The system shall use data from ortho rectified and multi-spectral satellites/Drones’ data, integrate with
existing systems, and available GIS database (e.g., historical data, base maps, master plan, cadastral plot
etc.) to provide stakeholders with insights into encroachment, unauthorized building constructions,
deviations and other informational insights.
System should be able to migrate/upload required data from local system to private Cloud environment.
System should be able to transfer data, and other technology-related business processes from on-
premises infrastructure to the cloud platform.

4.5.4 AI/ML based Land Change Detections

The system will use cutting-edge technology such as artificial intelligence and machine learning
(AI/ML) and mobile applications to assist the Directorate of Town and Country Planning in monitoring
and safeguarding layouts, unauthorized building constructions, deviations, and encroachment. Further,
the ML based change detection system should have the following features/requirements

 The ML system must be adaptable so that, custom models developed by DTCP must be able to
accommodate.
 The system must have model inventory dashboard in which user should be allowed to visualize
side-by-side comparison of models based on performance, and prediction outcomes.
 Interactive visualization of land use change alerts, their status, customized reports for
authorities‟ and user specific actionable dashboard should be available under analytics.

4.5.5 Geoportal
The geoportal provides a spatial view of alerts for a given ward, zone or city based on the roles of the
users. Along with the map view, the user can also view the alerts information in tabular format using
the data tab. The figure below displays geoportal view for a super admin role. A super admin can be a
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senior supervisor, an apex level officer, District Collector or any other official within the Department.
The Geoportal shall have the following features, but not limited to
i. GIS visibility of data in both macro and micro views
ii. Should provide the capability to user to select satellite images from different dates for
comparison using swipe functionality.
iii. Shall allow for visualization of vector layers of the Department with simple layer on/off features.
iv. Swipe functionality - Detect land use changes by comparing the historic data with the current
data
v. Shall show the land use changes in different icons based on type of change and status of change
with statistics showing the areas of changes for different land use change.
vi. Tools like measurement, Pan, Zoom, Zoom Previous, longitude/latitude display shall also be
available
vii. Appropriate Legends must be provided for easy comprehension of the encroachment hotspots
viii. Integration with high resolution orthorectified satellite imagery
ix. GIS Content Management Module should be provided where users can manage spatial layers
like map, asset, and thematic layers
x. Archive data module should allow user to archive historical data in standard format.
xi. Geo-processing tools should be used to model the attributes geographically and derive results by
using spatial associations and mathematical modelling and the results shall be aggregated in
estimating and predicting outcomes, interpreting, and understanding change and detecting
important patterns hidden in the information.
xii. Audit Logs: Track user activities and dashboard interactions for transparency and
accountability.
xiii. The portal should be in Bilingual (Tamil/English).
xiv. The application must support standard browsers like Firefox, Chrome and Internet Explorer 11.0
and above, Opera, Safari etc., and also compatible with prevalent mobile browsers.
Geoportal should consist of the following components:
i. Map View
ii. Tool Bar
iii. Navigation Tools
iv. Data Tab
v. Search Bar

i. Map View: Map view should display the cadastral, satellite/ Drone data and alert information.
The features are displayed based upon the zoom level. The content should be displayed in the
map view also depends on the Level of user.
 Level-I: Can visualize information related to vacant plots, buildings, alerts, and satellite
imagery for the ward assigned to the ward officer. Clicking on the alert would show the
details associated with the alert in the data tab.

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  Level-II: Clicking on the zone in the map view would show all the wards that are within
the zone and clicking on any ward would show all the alerts within that ward.
 Level-III: Can visualize information related to vacant plots, buildings, zones, wards,
alerts, and satellite imagery for the entire city.

ii. Alert Management Tool bar:

It should provide the following sub modules:
a. Base Layers: The base layers present a gallery of basemaps and allows user to select one from
the gallery as the basemap for your application.
b. Layers: This module allows user to control the visibility of layers. It also allows the user to
add the most frequently used layers as favourites.
c. Visualization Tool: These tools are used to visualize the changes detected by the system in
each area for two different time periods. The visualization tools provide two tools, Swipe and
Compare, to visualize the changes.
d. Measure: Measure tools allow the user to get point coordinates (latitude and longitude),
measure distance between points or length of line feature in the various measure units or
calculate area of the polygons.
e. Draw Tool: This tool allows the user to draw features on the map denoting a topographical
feature or any other place on the map. One can place a point, line, rectangle, circle or a
polygon. User can also add text denoting names of the locations.
f. Select Tool: This tool is available only to super admin users. This tool allows users to select
multiple alerts in the map view and perform a delete operation.
g. Add Alert

iii. Navigation tools:

The map tools are provided on the top right corner of the geospatial map and allows user to customize
the view of the map. All the map navigation must be present along with Search Tools and Filter tool
as mentioned below:
a. Search Tool: The search tool allows user to search based upon zone, ward number, village
name and Alert ID. The availability of search tools depends upon the type of user. For Ward
level officer, only search by alert id. For zone level officers, only search by Ward, Village
and Alert ID is available and for supervisory, apex and DTCP users search by Zone, Ward,
Village and Alert ID is available.

b. Filter Tool: The filter tool allows user to search the alerts month wise. The filter tool is
available for all users. Select the month and year from the dropdown and click on apply
button. Alerts of the selected month and year will display.

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 iv. Data Tab:
Like the map view, the content displayed in the data tab differs based on the type of user.
a. Level-I: Officials can only view alert information for his or her assigned ward. The Changes
frame shows the images of the time series data along with the detected change. The Changes
frame is collapsible. The Audit Trail frame gives you the details of the various transactions
that are associated with the alert as per the standard operations guidelines. The Audit frame
is also collapsible. Click on the “Open Gallery” button to view the images, videos and
document uploaded during the field validation.
b. Level-II: Officials can view alert information of different wards along with the status for all
the wards that fall in his zone.
c. Level-III: These users would be able to view alert for all the zones

v. Search Bar
Users will be able to perform multiple queries on the dashboard and results should be visualized on
the map. Some of the queries would be:

i. Spatial queries with user attributes such as Building ID, Plot number, Mobile Number or any
unique ID etc.
ii. Query the hierarchical administrative boundaries such as Ward, Locality and Assessment etc.

4.5.6 Mobile Application

 All the mobile input data should be collated from the users entering different types of data from
across the admin boundaries and assimilated in the appropriate database.
 The frequency of updating the data input from the mobile can be anything from every few
minutes to everyday depending on the source and type of the data.
 The system should be designed to accommodate any frequency of data submissions and inputs.
 Alerts for the officials should contain the land parcel details with latitudes and longitudes and
land-use change related satellite image.
 Mobile App should support both iOS and Android operating Systems.
 It shall support the following workflows:

i. Land-use change alerts generated by satellite imagery shall be automatically available in

Mobile Apps based on the user Profiles as per the jurisdictions.
ii. Land parcel details with latitudes and longitudes, as well as land-use change related
satellite image, shall be included in alerts for officials.
iii. Department officials shall be able to easily navigate to hotspots using the Mobile App and
report their actions using Texts, Geotagged Photos, and Videos on the Mobile App.
iv. The mobile app shall display and allow the user to update the status of identified hotspots
based on the actions listed below.

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 o Identified
o Validated
o Case Filed
o Resolved
 Vernacular Support: App shall support for the English and Tamil Language
 Offline Support: Should be able to save the data locally on the mobile and sync the data
whenever internet connection is available in remote areas with limited network connectivity.
 Should provide filtering of alerts based on attributes
 The basic workflow of using Mobile Apps by officials in various government Departments
dealing with Land Utilization is as under:
a. User should register for creating the OTP-verified mobile number, name & jurisdiction
Validation into the system
b. Shall login into his/her account via OTP-based mobile number.
c. Can view the data that he/she had previously uploaded.
d. Can report incident relating to Land infrastructure development, encroachments,
Construction and work progress.
e. The data collected in the field with the help of mobile application shall update the
database server
f. The mobile app should have built-in validation to ensure that all required fields are filled
in before the submission of alerts by the ward officer
g. Once the ward officer submits an alert, the app communicates with the server to upload
the information into the master database.
h. As soon as the data is updated in the master database, it could trigger notifications for
the officer concerned responsible for addressing the alert.
i. Ward officers should receive real-time updates through the mobile app when a
submitted alert shall be resolved or requires further action.

All alerts shall be received by the concerned officers and after site inspection, there shall be a provision
to forward information to head office, Coimbatore and if the unauthorized construction is found to be
under local body’s power delegation. The provision to forward to local body to take further action and
report back to the portal shall be provided.

4.5.7 Alerts and Workflow Module

Alerts Dashboard shall allow its users to view alert analytics and reports in graphical and tabular format.
Escalation mechanism to track any delay at the stage of evidence upload or follow up shall be embedded
in the system.
An alert shall be assigned the following status:
i. Identified: This status defines the alerts which are newly generated automatically through
machine learning.
ii. Change Observed: The alert is assigned a change observed status if it is found to be a valid alert
by the ward officer.
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 iii. No Change Observed: If the given alert is found to be a temporary change or no change
iv. Permissible Activity: If a given alert is found to be valid with proper permission from the
authority, then it will be defined as permissible activity by the ward officer and referred to the
concerned officer for further review.
v. Legal Verification: An alert found to be valid by the Concerned officer will be sent to the
Department to verify if there are legal issues associated or not.
vi. Case Filed: If the legal cell finds that there are no legal issues, the case is transferred to a
Concerned officer and the alert status would be marked as case filed.
vii. Stay: In case the legal cell finds that there is a legal binding, and a stay is already in place, in
such scenarios the status is set to Stay.
viii. Referred to Encroachment Eviction Committee (EEC): If a concerned authority finds difficulty
in evicting construction corresponding to a given alert, he will transfer the case to the
Encroachment Eviction Committee
ix. Encroachment Eviction Committee (EEC): The alert will be then assigned ‘Referred To EEC’
status.
x. Revert and Reverification: If the collected evidence is not proper or satisfactory, then the zonal
level officer can revert the status for further verification to the ward officer.
xi. Resolved: If the encroachment corresponding to the alert is cleared, the alert is assigned resolved
status.
xii. Editing an Alert Information: A Zonal level officer or Supervisory Level officer or Apex level
Officer or Super Admin can edit the alert information.
xiii. Deleting an Alert: Only a super admin can delete an alert.

4.5.8 Advanced Analytical Tools

The system shall have the following advanced analytical tools, but not limited to

 GIS Operations: The platform offers a comprehensive set of multi-layer GIS operations,
including intersection, union, overlay, intersection and more. These operations can be performed
on various data types, such as points, lines, and polygons for intersection.
The intersection tool should extract location information from spatial data (Grid) by calculating
the overlap of different grids at a specific geographic point. This process combines data from all
the included layers, incorporating both overlapping and non-overlapping areas into a new
polygon.
 Density maps: The platform supports the visualization of data using density maps. Density maps
are usually generated from point data that represents some form of density. However, it's worth
noting that choropleths can also be created from point data. The size of these grid cells can be
specified by the cartographer but is consistently calculated.
 Zonal Statistics, Associations, and Aggregations: Spatial zonal statistics, associations, and
aggregations services available in the platform applies to identify the patterns of data or
information in the geographical space. This analysis aims to understand the distribution patterns,
uncover similarities in distribution, and perform spatial associations and aggregations of data
points. These actions provide a statistical perspective on the collected and aggregated data points
using relevant statistical methods.
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  Proximity Analysis: Calculate distances and additional proximity information between input
features and the nearest feature in another layer.
 Buffer - The system should allow users to create buffer zones around spatial features (points,
lines, or polygons) at a defined distance.
 Attribute Query: Retrieve records based on desired attribute values from a database.
 Spatial Query: Define spatial queries against SQL spatial types in a spatial database.

4.5.9 Reports & Analytics

The System shall provide informational insights in the form of GIS/MIS dashboards and reports. The
GIS/MIS dashboard shall be able to provide stakeholders with easy-to-understand, easy-to-use reports
that use appropriate info graphics (Charts), filters and download options to monitor the performance.
Following reports to be made available in downloadable xls/pdf format:
i. Unauthorized construction, building deviations
ii. Encroachment/eviction report of land as on particular date
iii. Ward/zone/city wise legal verification report
iv. Monthly / annual alerts report
v. Illegal Verification report
vi. Issue report analysis with delay in resolution, priority and eviction plan
vii. Others

4.5.10 Development of operational dashboards

i) The bidder should develop an operational dashboard for the DTCP department.
ii) The dashboard should let administrators know, percentage of detected unauthorized constructions
and encroachments.
iii) Statistics on changed features and their timelines should be mapped properly so that it can be viewed
and analyzed using this dashboard.
iv) This dashboard should also provide a summary of actions taken by the administrators and the
subsequent visualizations should be configured.
v) The functionality will be finalized by DTCP during the requirements gathering.

4.5.11 MIS Report

1. Multiple Reports have to be designed according to the stakeholders (Master list) and the users. It can
be broadly classified into:

a) Masters/ Services/ Stakeholders

b) Transactions
c) Pendency

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2. The drill down reports should have at least as many levels as the organization admin unit’s levels.
3. The Successful bidder should finalize the requirements of MIS reports during the SRS phase in
consultation with the DTCP department and prepare the reports. Any additional reports as requested by
the DTCP if arises before Go-Live, shall also be prepared within the same cost.

4.5.12 Licensing
The system should be provided with unlimited perpetual licenses.

4.6 Development of GIS Based Dashboards for Monitoring & Identification of UAC &
Building Deviations Modules for Coimbatore City

Coimbatore city has been identified as the pilot area for the development and implementation of this
system. Upon successful deployment in Coimbatore, the platform shall be extended and customized and
configured for other urban local bodies and municipal corporations across Tamil Nadu. The proposed
solution shall serve as a scalable and adaptable model for the monitoring of urban development
activities, ensuring efficient regulatory oversight and compliance.
This platform shall facilitate real-time monitoring and automated detection of unauthorized
constructions, building deviations and green cover changes for better planning and decision-making.
The dashboards should have the following features for interactive visualization, analysis of temporal
satellite images and management of all alerts coming from different sources.
The system shall provide a unified mapping and monitoring dashboard like:
i. Encroachment Detection: Automated alerts for unauthorized construction of buildings, man-
made structures, illegal encroachment using high resolution satellite imagery or drone data and
crowd sourcing information.
ii. Heatmaps: Visualize land use intensity or pressure in specific areas to identify frequent
encroachment or low encroachment zones.
iii. Drill-down Capabilities: Allow users to drill down from a ward, zone or any other
administrative level.
iv. Custom Reports: Generate on-demand reports on Monthly, cumulative, encroachment, legal
verification, and source report.
v. Near Real time alerts visualization: Integration with mobile application and crowd sourcing
data for near real time updates of alerts status
vi. Customizable Dashboards: Display KPIs such as land use change alerts: source wise, zone
wise, delay in resolution etc.

4.6.1 Satellite based Layout Monitoring

The Satellite-Based Layout Monitoring Module is envisioned as a critical component for the real-
time monitoring of land encroachments and unauthorized constructions within the jurisdiction of
Coimbatore city. The selected bidder shall be responsible for designing and implementing this module

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using advanced satellite imagery, Geographic Information Systems (GIS), and data science
technologies. The module shall be capable of detecting various types of land use, including new
constructions, under-construction sites, and other man-made structures, through the application of
georeferenced and ortho rectified satellite data, along with land deviation models.

The system shall provide the following key functionalities:

 Visualization of Land Use Changes:
The system shall enable the visualization of land use changes, particularly in unapproved layouts
and unauthorized constructions on both government and private land parcels. The solution shall
assist in detecting and highlighting areas where unauthorized development has occurred or is
ongoing.
 Integration with the Building Permission Portal:
The system shall be integrated with the existing online building permission portal through the
use of APIs, web services, or other mechanisms. The integration shall provide near real-time
access to building permission statuses for various zones or areas, along with relevant analytics.
This integration shall allow authorities to monitor ongoing constructions in relation to approved
permissions.
 Real-Time Updates of New Permissions:
Any new building permissions granted in a particular area shall be automatically updated within
the system. The system shall ensure the data is refreshed in near real-time, providing up-to-date
information on the current status of building permissions.
 Monitoring of Construction Activities:
The system shall continuously monitor construction activities on both government and private
land parcels where permissions have been granted. The module shall track whether construction
activities align with the approved plans and permitted usage as per regulatory guidelines.
 Automated Detection of Deviations:
The solution shall utilize data science techniques, such as machine learning and artificial
intelligence, to detect deviations from approved building plans. It shall compare ongoing
construction with the permissions granted by the building permission portal and alert authorities
to any discrepancies, such as unauthorized extensions or non-compliance with zoning
regulations.
 Visibility of Construction Status:
The system shall provide authorities with detailed visibility into whether construction is actively
occurring on approved parcels. It shall also flag instances where no construction activity has
taken place, enabling timely enforcement actions.

4.6.2 Drone Based Assessment for Pilot Area

For a pilot region of 5 [Link] in the Coimbatore city, Drone/UAV data with a resolution of 5-10 cm and
high-resolution Digital Elevation Model (DEM) shall be used to determine the vertical growth of the
buildings. The system shall integrate the existing building plan approval system and identify / report
buildings with deviations in built-up area, additional height, or unauthorized construction without prior
permission approvals using this drone data for the identified pilot region.
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The purpose of the Drone Based Building Compliance Dashboard is for bringing spatial visibility into
the buildings that are compliant with the permission management and provides a comparative view of
building changes within a time period.

 The platform shall integrate multi-temporal drone- data for a pilot region of 5 [Link] along with
the high-resolution Digital Elevation Model (DEM) data to identify the deviations, offsets etc.
 The platform also integrates the existing building plan deviation system.
The system shall categorize the layout and buildings that were/are constructed as:

 Being fully compliant

 Building Built up deviation.
 Unauthorized construction
 Deviation corrected.

The system shall provide visibility into decision makers and stakeholders to compare current land use
variation (city/town approved plan) by leveraging multi-temporal drone data and existing building and
layout plan approval system in GIS/MIS dashboard. The dashboard shall have the following features,
like

 Use layers for zoning, approved layouts, road networks, and building footprints as per the
information available (in GIS compatible format) with DTCP authority.
 The system must provide the user with information such as Owner Name, Building ID, height,
No. of floors present, Offsets, floor area, approved purpose, Contact Information etc. pertaining
to each building available in existing Building and Layout plan approval system provided by
DTCP Authority.
 Apply machine learning models to detect likely violations based on historical non-compliance
trends and flagged areas.
 Provide tools to compare approved layout plans with actual construction to identify
discrepancies.
 The user must visualize the buildings that were previously deviating from the building
management compliance data, subsequently corrected, and complying with the property
information.
 The user must be able to detect changes by comparing the historic data with the current data
using swipe functionality.

4.6.3 Green Cover Monitoring

The Green Cover Monitoring Module is a key component for the ongoing assessment and
management of green spaces within Coimbatore city. The module shall also support change detection,
and report generation to aid in effective urban planning and environmental conservation efforts.

The system shall provide the following functionalities:

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 1. Monitoring of Green Cover Density:
The system shall enable the continuous monitoring of green cover across different geographic
regions. It shall track changes in vegetation over time. This functionality shall help urban
planners and environmental authorities visualize the health and spread of vegetation, as well as
monitor deforestation or urban expansion.
2. Change Detection Layers:
The system shall incorporate change detection layers to highlight areas with significant changes
in green cover over specified periods. These layers shall provide a visual representation of areas
where green cover has notably increased or decreased, assisting authorities in identifying regions
of concern or areas where green cover restoration may be necessary.
3. Green Cover Change Rate Analysis:
The system shall include functionality to calculate and display the rate of green cover change
over various timeframes, such as monthly, quarterly, or yearly periods. This feature shall allow
stakeholders to assess the percentage increase or decrease in green cover over specific intervals,
offering insights into long-term environmental trends and the effectiveness of conservation
efforts.
4. Custom Report Generation:
The module shall support the generation of custom reports based on user-selected regions,
timeframes, or other parameters. These reports shall include detailed metrics, maps, and
graphical representations of green cover changes, providing stakeholders with actionable
insights. The system shall allow for the generation of reports in different formats (e.g., PDF,
Excel) to facilitate sharing and analysis across departments.
5. Integration with Existing Systems:
The Green Cover Monitoring Module shall be capable of integrating with other relevant
platforms and databases, such as land use monitoring systems, environmental databases, and
urban planning tools. This integration shall ensure that green cover data can be seamlessly
combined with other data sets to provide a holistic view of land use and environmental health.

4.6.4 Integration with Key datasets and existing Systems

To ensure continuous monitoring of man-made changes and unauthorized constructions, all existing
relevant systems of city /state shall be integrated. The system should support interoperability so that,
data can be pushed to other systems. Key datasets and their attributes should be stored in:
i. Tamil Nadu State Single Window Portal for Planning Permission (various existing data sources
via web-services, APIs, transfer mechanism etc.)
ii. Local bodies approval data
iii. Master plans and building shape files
iv. Detailed development plans
v. Cadastral layer, government land and plot details
vi. Parcel and property details
vii. Geo-Spatial Data integration: Admin Boundaries, Geo-Tagged Data, and any other building
layout plan

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viii. Drone and High resolution orthorectified Satellite Data
ix. Data integration and its derived themes (Plot area/plinth area, height etc.)
x. Integration with other time series data and existing systems

4.6.5 Customization & Configuration for other cities in Tamil Nadu

 The platform shall be extended and customized for other urban local bodies and municipal
corporations across Tamil Nadu.
 As required, the modules shall be configured and customized for the other cities of Tamil Nadu
after the pilot phase.
 Recurring costs for custom module customization and configuration vary significantly based on
the tier classification of cities mentioned in the table below

Tier Classification Cities

Tier 1 Chennai
Tier 2 Coimbatore, Madurai, Trichy, Salem, etc
Tier 3 Tirunelveli, Erode, Vellore, Thanjavur, Tuticorin,
Tirupur, Hosur etc.

4.7 User Management

The user management module will help the administrative users to create and manage users with specific
role-based access to various content within the web portal and mobile app. The user can register through
web portal. The User Management module will be specific to authorization level configurations where
the authorized personnel or an admin shall be allowed to do required configurations for the set of data
in the database.
a. User and Role management
b. To enable admins to control user access and on-board and off-board users to and from IT
resources
c. This module should allow users to add/update/upload, georeferenced/ Ortho corrected satellite
data, government parcel shape files in the database. System should also be able automatically
download satellite data from a specific location
d. The software platform supplied by the Bidder should be customizable to the requirements of
DTCP.
e. The proposed solution should use the Workflow engine to define workflow to the user
management processes.

4.8 Program management.

There should be a component of project management which includes QA/QC, testing, levelling as well
as both technical and functional training to users on all parts of the system. Help and Troubleshooting
guidebooks shall be provided for each section. All training material shall be web-enabled with easy
diagrams, screen shots, videos, and help menus in the decision support systems.

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The Bidder should ensure the data preparation by integrating data sets to load into data warehouse. The
Bidder should also ensure the processing and analysis of raw data is accurate and consistent. Correcting
data errors, validating data quality and consolidating data shall also be the responsibility of the Bidder.

4.9 Hosting and Go-live

The platform will be hosted on cloud, managed, and supported by the bidder from development to
stabilization period of up to one year. All the components of the UAC Platform shall be directly hosted
on cloud including AI models to support autonomous workflows. The detailed testing of acceptance
procedure shall be followed to test the full functionality of the System on cloud. The bidder should
provide a free warranty for a period of 12 months post Go-Live.
Post stabilization, the platform shall be hosted in the private cloud environment. The bidder has to
provide the required infrastructure specification details to DTCP. The hosting will be done at State Data
Centre hosting or specified cloud environment.
The Bidder should be carried out Unit Testing, Integration Testing and System Testing as per the
approved plans and should submit the Test-completion reports to the Department after the end of each
testing phase.
The entire system after going beta live should be audited by NIC/MEITY empaneled auditor for security
compliances, and any observations made during the auditing will be incorporated.

4.10 Support from DTCP

i. Providing base map for planning area with building footprint, land use and other basic attributes.
ii. Providing digitized and geo-referenced land parcel data
iii. Providing base map for non-planning area with the basic attributes such as dryland/ wetland/
Natham land.
iv. Providing link to Single window portal to assimilate the data on planning permission.
v. Providing digitized building and layout approvals issued prior to online planning permission
process.
vi. Provide APIs of existing online applications
vii. Digitized urban Local bodies approval data.
viii. Providing detail Masterplans, DD plans and other plans

4.11 Operation and Maintenance

During the maintenance support for one year post Go-Live and handing over of the system, maintenance
activity includes upkeep of the system, bug-fixes and any new data format or report within the modules
developed during this project and on call technical support to the users to clarify their doubts.
The scope of work for O&M consists of the comprehensive regular timely operations, maintenance, CR
implementation, H/W and S/W installation & support, commissioning of H/W and S/W components,
managing the system alerts & events, SSL implementation and maintenance, UIDAI license/key
management support (if required) etc.,

 System Maintenance: The Bidder shall be responsible for the complete operations and

29
 maintenance of all goods supplied under this contract. All the Software related bugs and errors
are to be maintained during this O&M period. It is the complete responsibility of the bidder
Software related problems, testing and regression testing etc.
 Addition/Removal/Update of content (static or dynamic) or layers including its authoring; where
content includes, but is not limited to: Web pages, Style sheets, Images, Audio, Video, Maps,
Animation, Scripting, AJAX interfaces, Flash interfaces/content etc. and authoring includes but
is not limited to: capturing, development, testing, processing etc.
 Server side activities required for proper functioning, but not limited to: configuration, fine-
tuning, optimization, scripting, and addition/deletion/updation of features for the applicable web
server(s), application server(s), database server(s) etc.
 Application server(s), database server(s) etc. d) Replacing any content (photos, videos, text etc.)
derived from public domain with the official content as and when they are developed or made
available for a given asset.
 Feedback-based continuous improvement.
 Identification of Preventive and corrective measures with the respect to the changes occurring.
 Maintain a log for the operations being done which can be used for further action.
 BCP management
 Dedicated Operational Team: The Bidder must position 1 dedicated resource so that the
operation and maintenance works are attended without problem and efficiency of the system is
at its best.

4.12 Capacity Building

Ensuring that existing information and knowledge i.e., both technical and functional are made accessible
to and shared among all the stakeholders. It is the responsibility of the agency to provide required
capacity building activities to all stake holder or participating departments. The Bidder shall provide
Capacity building activity for participants from each stake holding department. An overall plan for
Capacity Building across the locations has to be prepared based on the training objectives. The major
components of capacity building and training programs are:-

 Workshops: The agency shall conduct at least one workshop within 3 months from the date of
issuing work order at DTCP premises that completely explains workflow and mechanism to the
higher officials of the respective Departments.
 Classroom based Training: 2 days classroom training for each stakeholder department with
complete practical training about the concerned module pertaining to the concerned
department/stakeholder. Further, the Bidder shall provide “Help and Troubleshooting
guidebooks” to all the participants both hard and soft copy format.
 Initial Data Entry: During the classroom training, the agency shall provide the following
activities:
o Land resources data creation, validation, and verification.
o Initial data entry creation, validation, verification for few units
o Stakeholder wise template training.

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  Online Support: The agency shall provide online support for the Decision Support System that
has been designed, developed, and delivered to all the participating stakeholders

Training Requirements:

 Identification training objectives

 Planning and scheduling
 The Bidder shall provide “Help and Troubleshooting guidebooks” to all the participants in
both hard and soft copies during the training session for all trainees
 Address the user issues and resolve if required
 Get feedback and close the feedback loop.

The successful bidder should be responsible for providing snacks, tea/coffee and lunch (Veg) for the
participants at the time of training. The venue only will be provided by the respective department.
The audio and visual communications tools should be arranged by the successful bidder if required.
The Laptop/desktop, LCD projector, network, internet etc., should also be arranged by the successful
bidder based on requirement. The successful bidder should work out a training and capacity building
plan with proper schedule and submitted as part of the overall plan for the project.

4.13 Project Timelines

The Development of the Development of Centralized Platform for Automated Detection & Enforcement
system should be completed and shall Go-Live within 6 Months and operation and maintenance will be
carried out for 12 months, with a free warranty covering a duration of 12 months from the post Go-live
period.

4.14 Intellectual Property

Any / all Intellectual Property Rights owned by the Bidder prior to the execution date and/ or applied
for prior to the execution date (pre-existing IPR) can be continued to be owned by the Bidder. After the
execution date Department shall own/ have rights/ title and have right in perpetuity to use all Intellectual
Property that:
i) Are newly created (including customizations) and developed by the Bidder during execution
of this Contract and/ or for the exclusive use of Department or primarily in connection with
Department’s Assets.
ii) Was developed exclusively or primarily for the conduct of Department’s Project or in
connection with Department’s Assets.
iii) Arose from funding by Department, or exclusively or primarily for the benefit of/ the conduct
of, Department’s Project or in connection with Department’s Assets.
Project related raw data, satellite images, any other Geospatial data should not be transferred over
internet or any other medium to any other place except DTCP office. Any transfer of data from dedicated
workspaces by any means would require prior approval from the client on email/ letter.

31
 a. Key Experts
The list of key experts required for carrying out the assignment is summarized below. The bidders may
engage the list of key experts and ensure their availability till the completion of the project. (The key
experts are available for the entire duration of the project)
SI. Educational Qualification &
NO Professional Experts Professional Certification
1 Project Manager / Team Leader B.E /[Link] preferred experience in
(Minimum Experience – 12 years) commissioning of AI/Machine learning
 Experience in GIS domain out of which 10+ years’ based applications (or)
experience in managing GIS application Post Graduate in Earth
development projects. Science/Engineering/Computer Science
 Development Exposure to different GIS technology & Geo Informatics.
platforms like ArcGIS, ERDAS Apollo, Open-
Source GIS etc.
 Experience in development technologies like Java,
JavaScript, Python etc.

Experience in documentation including FRS, SRS,

Architecture Design, Test Plan, Deployment, Release etc.

2 GIS Software Developer Any Development related certifications/

(Minimum Experience – 5 years) API or Enterprise certifications
 Experience in application development/Data handling
and processing on GIS technology platforms mainly PG/Graduate – Earth
ArcGIS, ArcGIS (PFA), ERDAS, ENVI, etc. Science/Engineering/Computer Science
 Development technologies: Oracle, ArcGIS (Server, & Geo Informatics.
JavaScript API), JEE (Servlet, Spring), ArcSDE,
ArcObjects, Python, Android, iOS etc.
 Experience in drafting FRS, SRS, Architecture
Design, UAT, Deployment etc.
3 GIS Analyst Enterprise certifications / Any
(Minimum Experience – 5 years) Remote Sensing certification.
 Experience in GIS data handling /Digitization Tools
mainly ArcGIS Desktop and others like Auto CAD, PG/Graduate – Earth Science/
MapInfo, Geomedia etc. Engineering/ Computer Science
 GIS data QA/QC & Geo-Informatics.
 Exposure to Spatial and linked attribute Data
Management and Digital Image Processing
4 Sr. Software developer MCA or [Link]/B.E degree in
 Overall Experience of 14 years in IT Computer Science / Information
 Experience of 10 years or more in IT Software tech./Electrical/Electronics/ Any other
design, development, unit testing and Arts degree in Computer science
implementation.

32
 The consultants shall include necessary support staff for fulfilling the objectives and
requirements of this project.
 The above team should be supported by adequate relevant support staff/experts/specialists to
ensure that the objectives of the project are achieved within the timelines
 The proposed Team leader shall be assigned full-time for this project and shall not be associated
with any other full-time ongoing assignment with the same/any other client. The Team Leader
shall be a full-time professional to be stationed in Chennai till the completion of the Study.

33
5 QUALIFICATION CRITERIA

Supporting
[Link] Qualification Criteria
Documents/Remarks

The Bidder/s shall be required

The Bidder/s shall be a private company, firm
to submit a true copy of its
1 incorporated in India under the (Indian) Companies Act
incorporation Certificate /
1956/2013.
MSME certificate

The Bidder/s must have a valid Goods and Service Tax Copy of GST Registration &
2 registration & a valid PAN number as on last date of PAN Signed by bidder's
submission. authorized signatory

Details of Business Premise

address, landline Telephone
The Bidder/s must have at least one office in India which Number, Geo-tagged Photos
3
has been operational for the least Seven years or more and necessary legal documents
etc. are to be provided to prove
its existence.

The bidder should not have been blacklisted /

debarred/termination of contract except for reasons of
convenience of client by any Government / Government Self-declaration certificate
4 Board / Corporation I Company/ Statutory Body / PSU signed by the authorized
company/ Non-Government/ Government of any signatory
sovereign countries /private Agencies and Multi-Lateral
Funding Agencies

Copy of a audited balance sheet

along with Profit and Loss
account for the financial years
2O21-22 ,2022- 2023 and
The bidder should have a minimum average annual
2O23- [Link] duly
turnover from Indian IT Business of Rs. 10 crores during
5 signed by statutory auditor of
last three (3) financial years 2021-22 ,2022- 2023 and
the bidder or certified chartered
2023- 2024.
accountant for average annual
turnover & Net worth for last
three years. (Format as per PQ
FORM 1)

34
 The Bidder should have a Positive net worth during each
Certificate from CA or audited
6 of the last three financial years 2021-22, 2022- 2023 and
financial statements
2023- 2024.

The bidder must have experience in Development of Copy of Work Order or

7 automated change detection software using AI/ML based Completion certificate from
Web GIS Systems using remote sensing data Client.

The Bidder should have at least ISO 9001:2008/2015 &

CMMI in IT/ICI Software certificate Development GIS Copy of the valid relevant
8
related activities /Cloud hosting and Spatial Decision certificate.
Support System.

Bidder should have Completed Development and

Commission of minimum two numbers of Live Web GIS
Application for Central Govt. of India/any Indian State
Govt. Organization/ Indian public sector undertakings in
the last five years Copies of work orders or
9 agreement copies and URL
Supporting documents need to be produced. Application Details.
must be live in web (Must be internet based but shall not
be shown from internet or Local host) in order to be
verifiable, and only live applications will be considered
for eligibility.

*Joint Venture/Consortium Not Allowed

35
6 LANGUAGE OF THE TENDER

The Tender prepared by the bidder as well as all correspondences and documents relating to the Tender
shall be in English only. If the supporting documents are in a language other than English/Tamil, the
notarized translated English version of the documents should also be enclosed. Tender received without
such translation copy will be rejected.

36
7 PREBID MEETING

a. There will be a pre-bid meeting on 13.11.2024 at 3.00 P.M via. Video conferencing
[Link] during which the prospective bidders can get
clarifications about the tender.
b. The bidders are advised to check [Link] for up-to-date information like change
in date of pre-bid meeting as DTCP may not be able to identify and communicate with the
prospective bidders at this stage. Not attending of pre-bid meeting is not a disqualification.

37
8 CLARIFICATION ON THE TENDER DOCUMENT

Any discrepancies, omissions, ambiguities, or conflicts in the tender document or any doubts as to their
meaning and any request for clarification may be sent in writing to “The Director, Directorate of Town
& Country Planning, DTCP Office, E&C Market Road, Koyembedu, Chennai 600107” or through e-
mail to dtcpgisapplication@[Link] as per Annexure-V.

Clarifications to the queries (if any) by the bidders and corrigendum’s (if any) will be published in the
websites in [Link]

38
9 AMENDMENT OF TENDER DOCUMENT

a) DTCP whether on its own initiative or as a result of a query, suggestion or comment of an

Applicant or a Respondent, may modify the tender document by issuing an addendum or a
corrigendum at any time before the opening of the tender. Any such addendum or corrigendum
will be communicated through mail to all the bidders who had purchased the tender documents
and also will be uploaded on [Link] and the same will be binding on all
Applicants or Respondents or Bidders, as the case may be.

b) A Pre-bid meeting will be held for addressing the clarifications on the date and time mentioned in
the Tender Data Sheet or any other date to be decided by DTCP. The Bidders are requested to
participate in the Pre-bid meeting and get the clarifications.

c) Before closing of the Tender, clarifications and corrigendum (if any) will be notified in the
websites mentioned in the Tender Schedule. The Bidders shall periodically check for the
amendments or corrigendum or information in the websites till the closing date of this Tender.
DTCP will not make any individual communication and will in no way be responsible for any
information missed out by the bidders.

d) No clarifications would be offered within 48 hours prior to the due date and time for submitting
the Tender.

e) Before the closing of the Tender, DTCP may amend the Tender document as per requirements or
wherever it feels that such amendments are absolutely necessary.

f) Amendments also may be given in response to the queries by the prospective Bidder(s). Such
amendments will be notified in the websites mentioned in the tender schedule. It is bidder
responsibility to keep checking the website for any changes or clarifications or corrigendum to the
tender document.

g) DTCP at its discretion may or may not extend the due date and time for the submission of bids on
account of any amendments.

h) DTCP is not responsible for any misinterpretation of the provisions of this tender document on
account of the Bidder failure to update the Bid documents on changes announced through the
website.

39
10 AUTHORIZATION OF THE BIDDER

The Tender should be signed on each page by the bidder or by the person who is duly authorized for the
same by the bidder.

40
11 SUBMISSION OF TENDER

a) The eligible bidders shall participate in bidding only in online mode through the website
[Link] following the two-cover system [i.e. (i) Technical Bid and (ii) Financial
Bid) in the prescribed format].

b) Bidders are allowed to bid until the time of bid closing. The e-Procurement website will not allow
any bidder to attempt bidding after the scheduled date and time of bid submission. The submission
of bids physically is not permitted.

c) All the documents in support of eligibility criteria are to be scanned and uploaded along with the
tender documents in the designated website.

d) The bidder should quote the price in the Price-Bid as per the format given in the E-tender portal.

e) To participate in the bid, the bidder shall have a valid Class 3 Digital Signature Certificate (DSC),
obtained from the certifying authorities enlisted by Controller of Certifying Authorities (CCA).

f) Every page of the terms and conditions of the tender document should be signed and uploaded, in
token of having accepted the tender conditions. Failing which the tender will be rejected summarily.

g) The bidders shall be responsible for all of the costs associated with the preparation of their bids and
their participation in the Bid Process. DTCP will not be responsible or in any way liable for such
costs, regardless of the conduct or outcome of the Bidding Process.

h) DTCP shall not be liable for any omission, mistake or error in respect of any of the above or on
account of any matter or thing arising out of or concerning or relating to the tender document or the
Bidding Process, including any error or mistake therein or in any information or data given by DTCP.

41
12 EARNEST MONEY DEPOSIT

a) The Tender should be accompanied by an Earnest Money Deposit (EMD) to the value of Rs.4,00,000
(Rupees Four Lakhs Only). The EMD shall also be remitted online through e-tender portal only.

b) MSME registered bidders can avail EMD exemption by uploading the MSME certificate.

c) Non-submission/Non-remittance of EMD within the stipulated date and time will entail outright
rejection of bids.

d) The Earnest Money Deposit will be retained in the case of successful bidder and it will not earn any
interest and will be dealt with as provided in the terms and conditions of the tender.

e) The amount remitted towards EMD is liable to be forfeited in case the bidder fails to execute the
contract after submission of the tender or after acceptance of the offer by DTCP or fail to sign the
Agreement.

42
13 PRICE BID

a) The price bid should be submitted only in electronic form as per the prescribed format given in
ANNEXURE XII.

b) The rate should be quoted in Indian Rupees (INR) in the column highlighted as blue colour in the
price bid format.

c) The rate quoted by the bidder shall be kept firm for a period specified in the tender from the date of
opening of the tender. The bidder should keep the Price firm during the entire period of Contract
including extension of time if any. Escalation of rate will not be permitted during the said periods
whether extended or not for reasons other than increase of taxes payable to the Governments in India
within the stipulated delivery period.

d) The price bid should not be altered and should not contain any commercial conditions. Variation in
the commercial terms and conditions of the tender will not be accepted.

43
14 VALIDITY

The rate quoted in the Tender should be valid for the acceptance by DTCP for a minimum period of 6
Months from the date of opening of the Tender. Escalation in the rates will not be entertained under any
circumstances.

44
15 OPENING AND EVALUATION OF THE PROPOSAL

a) The tenders received up to 2.00 PM on 05.12.2024 will be taken up for opening. The pre-
qualification proposal will be opened online at 4.00 PM on 06.12.2024 by the Director, DTCP or by
the persons / committee authorized by him.

b) Proposal evaluation will be done on basis of 3-stage process. In the 1st Stage, Technical Proposal
Part 1 - Prequalification Proposal submitted by interested Bidders will be evaluated. Only those who
meet the pre-qualification criteria will qualify 1st stage and will be considered for 2nd stage, i.e.,
Technical Proposal Part 2 Evaluation. To those firms who are not qualified in 1st Stage, the
Technical Proposal part 2 and Financial Proposal will be returned unopened.

c) Evaluation of Pre-Qualification Proposal

The Evaluation Committee appointed by the DTCP shall carry out evaluation of Pre- Qualification
Proposal based on the documents submitted against each of the criteria.

d) In the 2nd stage, Technical Proposals will be opened and evaluated and Technical scores will be
given. The Technical bid will be evaluated by the committee of DTCP in terms of the qualification
criteria. The committee reserves the right to disqualify any of the tender in case the Committee is
not satisfied with the documents furnished, including the past performances.

e) Any adverse / not satisfactory remarks on the performance from the clients of previous supplies will
entail disqualification of the tender and price bids will not be opened.

f) In case there is a tie in the final score of two or more bidders, the bidder that has secured higher
marks in the Technical Evaluation process will be selected.

g) In case sufficient number of bids is not received for the tender, then the DTCP reserves the right to
opt for re-tendering. Alternatively, the DTCP may at their discretion invite any one of the technically
qualified bidders in this Tender for negotiation and award of the tender.

45
16 EVALUATION OF TECHNICAL PROPOSAL

a) The Technical Proposal will be evaluated based on the bidder’s experience, presentation on its
understanding of Tender, proposed methodology and Work Plan, which will be evaluated by a
committee.
b) The criteria for evaluation of technical bid are as follows:

Maximum
[Link] Parameter Score Details
Total Score
Specific experience of the bidder relevant to the
1
assignment / job
Sub-Criteria
Bidder having the average annual turnover for (2021-22,
2022-23 & 2023-24) from software development and
associated Services components only.

Average annual turnover for last three years is.

1.1 10 marks
 Greater than ₹10 Cr and less than ₹15Cr – 5 marks
 Greater than ₹15 Cr and less than ₹25 Cr – 7 marks
 Greater than ₹25 Cr – 10 Marks

Audit reports to be submitted certified by CA

The Bidder having experience development of single
cloud-based Web GIS System for any central / state
government department in last 5 years in India.
The application should have the features such as 35 Marks

a. Auto detection, Feature extraction and classification

of Encroachment/Change Detection – 4 Marks
1.2 10 marks
b. Cloud computing platforms and big data analytics
tools – 4 Marks
c. Mobile and Web based workflow for real-time
monitoring, reporting and management – 2 marks

Work orders/ Agreements/Completion Certificates from

Government Departments
The Bidder having experience development of single
cloud-based Web GIS System using AIML for
encroachment or change detection in urban local bodies
1.3 10 Marks
for any central / state government department in last 5
years in India.

46
 Each year of experience of providing analytics to the
Government Departments will get 2 marks to a maximum
of 4 marks.

Work orders and completion certificates to be provided

Bidders having experience in developing machine

learning-based automatic detection systems for
identifying Points of Interest, such as solid waste
monitoring and green cover, using remote sensing or
1.4 drone data. 5 marks
 Each city developed will earn 1 mark, with a
maximum of 5 marks available

Work orders and completion certificates to be provided

Proposed Methodology and work plan in response

2
to the terms of reference.
Sub Criteria
Proposed Solution and Approach and Methodology:
Technical solution shall clearly describe the process,
tools and platform proposed, satellite systems, usage of
RS and GIS tools, use of AI/ML tools for specific
functionalities, description of current existing
mechanism, additional customization to be done to meet
2.1 15 marks
the technical requirements of RFP etc. (Flowchart to be
provided)

40 marks
(Details to be presented in RFP response) Power Point
Presentation to be given as per the instructions of the
Authorities.

Live Demonstration using Automated AI/ML tools on a

Live System for
a. Auto Detection of civil land area changes, Auto
generation of alerts based on changes using Satellite
2.2 25 Marks
Imageries with native resolution (<1m) – 3 Marks
b. Auto Identification of Point of Interest for Solid
Waste using Drone or High-resolution satellite
imageries – 3 marks

47
 c. Auto Identification of Point of Interest for Green
Cover using Drone or High-resolution satellite
imageries – 3 marks
d. Road Quality Monitoring using AI/ML from Drone
or High-resolution satellite imageries and Roads can
be ranked based on the severity of detected defects -
2 Marks.
e. Alerts triggering on-ground actions within the
workflow – 3 marks
f. Auto Detection of alerts through Crowd Sourcing- 3
Marks
g. Detailed Workflow for functionalities of various
admin hierarchy (Navigation, Judicial process,
Evection Process Etc.)- 2 Marks
h. Interactive visualization and constructive reports for
authority- 2 m
i. QA/QC for the satellite-based alerts by leveraging
multi-temporal high-resolution data to verify
accuracy - 2 Marks.
j. Role based user access management based on the
users' role functions, responsibilities, and authority
levels - 2 Marks.

Demonstration on Live System

3 Key Professionals
1. Project Manager / Team Leader – 10 Marks
2. GIS Software developer – 5 Marks 25 Marks 25 Marks
3.1
3. GIS Analyst – 5 Marks
4. Sr. Software developer – 5 Marks

c) Only bidder’s whose Technical Proposals get a score of 75 (seventy-Five) shall be qualified and
shall be ranked from highest to the lowest on the basis of their technical score (Tn).

d) Joint Venture Not Allowed

e) All the qualified bidders in technical round will be called for financial opening. The final selection
will be based on the Quality cum Cost Based Selection (QCBS) Method.

f) The bidders declared as qualified by the Committee, will be informed the date of opening of Part
III (Price bid).

48
17 EVALUATION OF THE PRICE BID

a) The criteria for evaluation of financial bids is given hereunder:

The commercial scores will be calculated as

Fn = Fmin / Fb * 100

Where,
Fn = Normalized financial score of the bidder under consideration
Fb = Evaluated cost of the bidder under consideration
Fmin = Minimum evaluated cost of any bidder

b) Evaluation of Bid - Final Evaluation

The overall score will be calculated as follows: -

Bn = 0.80 * Tn + 0.20* Fn

Where
Bn = Overall score of bidder under consideration
Tn = Normalized Technical score obtained by the bidder
Fn = Normalized financial score of the bidder under consideration

c) The proposals will be ranked in terms of the overall scores obtained from Highest to Lowest.

d) The bidder who has the highest combined score will be adjudged as the H1.

49
18 NEGOTIATION

a) Prior to the expiration of period of validity of proposal, the DTCP shall notify the successful firm
who submitted the highest scoring proposal in writing through registered letter, facsimile or email
and invite them to negotiate the contract.

b) Negotiations normally take two to five days. The invited consultant will, as a pre-requisite for
attending negotiations, confirm availability of all nominated experts / key personnel and satisfy other
pre negotiation requirements as the DTCP may specify. The aim is to reach agreement on all points,
and initial a draft contract by the conclusion of negotiations.

c) Negotiations shall commence with a presentation on the proposed methodology (work plan), staffing
and any suggestions, which may have been made to improve the ToR. These will be discussed.
Agreement must then be reached on the final ToR; the staffing that shall indicate staff months,
logistics and reporting. These documents then can be incorporated in the contract as “description of
services”. Special attention shall be paid to clearly defining the required inputs and facilities required
from the client to ensure satisfactory implementation of the [Link] client shall prepare
minutes of negotiations, which will be signed by the client and consultant.

d) It is the responsibility of the Consultant, before starting financial negotiations, to contact the local
tax authorities to determine the local tax amount to be paid by the Consultant under the Contract.
The financial negotiations will include a clarification (if any) of the firm‟s tax liability in the Client‟s
country, and the manner in which it will be reflected in the Contract; and will reflect the agreed
technical modifications in the cost of the services. Unless there are exceptional reasons, the financial
negotiations will not involve any discussions on neither the remuneration rates for staff nor other
proposed unit rates.

e) Changes agreed upon shall then be reflected in the Financial Proposal, using proposed unit rates (no
negotiation of the unit rates, including the man month rates).

f) The negotiations shall be concluded with a review of the draft Contract. The DTCP and the firm will
finalize the agreed contract.

g) If negotiations fail, the DTCP will invite the second ranked consultant, whose proposal received the
second highest score, to negotiate the contract.

50
19 AWARD OF CONTRACT

a) The bidder who is adjudged as H1 will be invited for price negotiations.

b) Upon finalization of negotiated rate, DTCP will issue the Letter of Acceptance (LoA) to the
successful bidder.

c) However, the client reserves the right to extend the project period to an extent necessary beyond the
date of completion of the project period without any changes to the cost of the project, for any
reasons if considered necessary.

d) Any provision not mentioned in the contract agreement but mentioned in the TTT act and Rules,
notified by the Government from time to time will be applicable to this contract agreement.

e) The locations provided in the tender document for survey work is only tentative and DTCP reserves
the right to change the location during the validity of the contract.

51
20 SECURITY DEPOSIT

a) On receipt of the Letter of Acceptance from DTCP, the successful bidder should remit a Security
Deposit (SD) of 5% of contract value, in the form of a Demand Draft or Banker’s cheque drawn on
any Indian Nationalized/Scheduled Commercial Bank or irrevocable Bank Guarantee in favour of
“Assistant accounts officer DTCP Chennai”, payable at Chennai, within 10 (Ten) working days from
the date of receipt of letter of acceptance. The EMD shall be adjusted with the Security Deposit.

b) Any amount pending with DTCP will not be adjusted under any circumstances, against the Security
Deposit if so requested.

c) EMD & Security Deposit amount remitted will not earn any interest.

d) If the Security Deposit amount is not paid within the time specified, the EMD remitted by the bidder
shall be forfeited, besides cancelling the communication of acceptance of the Tender.

52
21 AGREEMENT

a) The successful bidder should execute an agreement as may be drawn up to suit the conditions on a
non-judicial stamp paper of value, as prescribed in law and shall pay for all stamps and legal
expenses incidental thereto. In the event of failure to execute the agreement, within the time
prescribed, the SD/EMD amount remitted by the bidder will be forfeited besides cancellation of the
Tender.

b) In the event of non- performance of the contractual provisions and if the selected bidder, has not
fulfilled the contractual obligation with DTCP in any manner during the currency of the contract or
also found on later date, DTCP reserves the right to disqualify such bidder to participate in future
tenders or blacklist the company upto a maximum period of 3 years besides forfeiture of SD.

53
22 ISSUE OF LETTER OF ACCEPTANCE

After signing the Letter of Acceptance shared by DTCP, the bidder shall send back one copy of the
Letter of Acceptance along with the Security Deposit as per the Clause 20(a) of the RFP. Upon
successful remittance of the SD, Agreement shall be signed with the successful bidder.

54
23 TIMELINE WITH DELIVERABLES

a) The successful bidder shall adhere to the following timelines for each land parcel:

Cummulative Cumulative
Stage Deliverable Timeline (in Timeline (in
days) months)

Date of Executing the agreement/ Issuance of Work order

D0 T
whichever is earlier

Project Initiation & Requirement Gathering

D1
1. Kick-off meeting with all stakeholders 30 T+1
2. Inception report with System Requirement Specifications
and Complete Project Plan

Development and Deployment of Centralized Platform for

Automated Detection & Enforcement Action on Staging System

1. Geoportal Development
D2 2. Mobile Application 60 T+ 2

3. Alerts & Workflow Module

4. Report & Analytic Dashboard
5. Admin Dashboard

 Satellite Data Procurement - Time 1

D3 60 T+ 2
 Drone Data Procurement – Time 1

Go-Live of Centralized Platform for Automated Detection &

Enforcement Action

1. Geoportal Development
2. Mobile Application
D4 90 T+ 3
3. Alerts & Workflow Module
4. Report & Analytic Dashboard
5. Admin Dashboard
6. Integration with existing application

55
  Satellite Data Procurement – Time 2
D5 90 T+3
 Drone Data Procurement – Time 2

 Satellite Data Procurement – Time 3

D6 120 T+4
 Drone Data Procurement – Time 3

Development & UAT of GIS Based Dashboards for

Monitoring & Identification of UAC & Building Deviations
Modules for Coimbatore City

D7 1. Satellite based Layout monitoring 150 T+5

2. Drone based assessment for 5 [Link] as pilot for Building

Deviation modules.
3. Green cover Monitoring

D8 Go Live of the Project 180 T+6

D9 Capacity Building & Training 180 T+6

D10 Cloud Hosting for 1 year 360 T+12

D11 Technical Support and Maintenance 540 T+18

D12 Platform Migration to State data center After Maintenance

b) However, the client reserves the right to extend the project period to an extent necessary beyond the
date of completion of the project period without any changes to the cost of the project, for any
reasons if considered necessary
c) If the contract is not completed within the stipulated time or extended time at any stage, DTCP will
deemed fit to the occasion at the risk and cost of the successful bidder. Such cancellation will entail
forfeiture of Security Deposit or penalty clause as mentioned in Clause 26 will be imposed. Delays
beyond that period will result in termination of the project,

56
24 FORCE MAJEURE

a) The bidder shall not be liable for penalty or termination for default if and to the extent that it’s delay
in performance or other failure to perform its obligations under the Contract is the result of an event
of Force Majeure.

b) For purposes of this clause, “Force Majeure” means an event beyond the control of the bidder and
not involving the bidder/ fault or negligence, and not foreseeable. Such events may include, but are
not restricted to, acts of the DTCP Chennai in its capacity as a buyer, wars or revolutions, terrorist
attacks, fires, floods, epidemics, quarantine restrictions and freight embargoes.

c) If a Force Majeure situation arises, the bidder shall promptly notify the DTCP Chennai in writing of
such condition and the cause thereof. Unless otherwise directed by the DTCP Chennai in writing,
the tenderer shall continue to perform its obligations under the Contract as far as is reasonably
practical and shall seek all reasonable alternative means for performance not prevented by the Force
Majeure event.

57
25 PAYMENT TERMS

a) No advance is permissible. Stage-wise payment will be released based on the milestone

deliverables completed and approved by Competent Authority.

b) The payment will be released in stages on achieving the milestones and approved by Project
Evaluation Committee as per the following table.

[Link] Milestones % of Total Fee

1 Upon Submission of Inception Report (Deliverable - D1) 10%

Upon Deployment of Centralized Platform for Automated

Detection & Enforcement Action on Staging System (Deliverable
– D2)

1. Geoportal Development
2 10%
2. Mobile Application
3. Alerts & Workflow Module
4. Report & Analytic Dashboard
5. Admin Dashboard

Upon Go-Live of Centralized Platform for Automated Detection

& Enforcement Action (Deliverable D-4)

1. Geoportal Development
2. Mobile Application
3 15%
3. Alerts & Workflow Module
4. Report & Analytic Dashboard
5. Admin Dashboard
6. Integration with existing application

Upon Development & UAT of GIS Based Dashboards for

Monitoring & Identification of UAC & Building Deviations
4 35%
Modules for Coimbatore City (Deliverable D-7)

1. Satellite based Layout monitoring

58
 2. Drone based assessment for 5 Sq. Km as pilot for Building
Deviation modules.
3. Green cover Monitoring

5 Security audit clearance and Performance testing 10%

6 Go Live of the Project (Deliverable D-8) 10%

7 Capacity Building & Training (Deliverable D-9) 10%

On completion of 1 year Technical Support and Maintenance

8 10%
and Platform Migration to State data center

a) The Bidder should obtain signoff after each milestone from the DTCP and raise invoice against the
same. The payments shall ordinarily be made within 15 days from the date of receipt of invoice.

b) Upon successful completion of the entire contract as per scope of work, Security Deposit SD will be
released.

c) DTCP also reserves the right to recover any dues from the bidder, which is found on later date,
during audit/excess payment, after final settlement is made to them. The bidder is liable to pay such
dues to DTCP immediately on demand, without raising any dispute/protest.

Operation & Maintenance

After successful completion of 12 months warranty period, paid maintenance support should be provided
by the successful bidder.

Based on the satisfactory report from the department, the quarterly payment shall be made to the
successful bidder.

59
26 PENALTY

The successful bidder should adhere to project milestones as per clause 23 (a), failing which a penalty
@1% per week on the value of the delayed work will be levied up to a maximum of 5%. Delays beyond
that period will result in termination of contract.

60
27 TERMINATION OF CONTRACT

DTCP reserves the right to terminate the contract at any time during the validity period on account of
non-fulfilment of contractual obligations and SLA.

61
28 GENERAL CONDITIONS

a) DTCP reserves the right to relax or waive or amend any of the tender conditions.

b) The bidders are advised to check [Link] for up-to-date information on the
submissions and other process of the tender as DTCP may not be able to identify and communicate
with the prospective bidders throughout.

c) The right of final acceptance of the tender is entirely vested with DTCP and reserves the right to
accept or reject any or all the bidder in part or in totality or to negotiate with any or all the bidders
or to withdraw/ cancel/ modify this tender without assigning any reason whatsoever.

d) After acceptance of the tender by DTCP, the bidder will have no right to withdraw his tender.

e) The bidder shall not transfer the contract to any other service provider.

f) The consultant team must be available at any time of requirement at the DTCP Head Office to
facilitate discussions with the client, both at the head office and in local body offices, as necessary.

g) If performance of the bidder is not as per the schedule, then DTCP reserves the right to reallocate
full/part order to other qualified bidders. Any additional cost incurred by DTCP due to such
reallocation should be borne by the bidder.

h) DTCP will not have any liability towards the manpower appointed by the bidder for implementation
of the project.

i) The Bidder shall make all arrangements as part of the contract to Develop Software Applications of
Government Departments and Applications to the beneficiaries at various locations at their own cost
and transport.

j) All the expenses incurred during the stakeholders engagement at all levels in the “Development of
GIS based Software application for automated detection and guided action against unauthorized
developments and encroachments” shall be borne by the consultant only.

k) Any notice regarding any problems, to the bidder shall deemed to be sufficiently served, if given in
writing at his usual or last known place of business.

62
29 ARBITRATION

a) In case of any dispute in the bid, including interpretation if any on the clauses of the bid or the
agreement to be executed, the matter, if not resolved through amicable settlement, shall be referred
to arbitration by an arbitral tribunal constituted in accordance with Clause 27. Such arbitration shall
be proceeded as per the provisions of the Arbitration and Conciliation Act, 1996 or under any statute
in force at that point of time.

b) There shall be an arbitral tribunal comprising three arbitrators, of whom each Party shall select one,
and the third arbitrator shall be appointed by the two arbitrators so selected together and in the event
of disagreement between the two arbitrators, the appointment shall be made in accordance with the
Rules.

c) The venue of the Arbitration shall be at the Head office of Directorate of Town and Country
Planning, Chennai. The decision of the arbitral tribunal shall be final and binding on both the parties
to the Arbitration.

d) The arbitral tribunal may with the mutual consent of the parties, extend the time for making the
award. The award to be passed by the arbitral tribunal is enforceable in the Court at Chennai city
only.

63
30 JURISDICTION OF THE COURT

Any dispute arising out of non-fulfilment of any of the terms and conditions of this Agreement or any
other dispute arising out of the arbitration award will be subject to the jurisdiction of the Courts in the
City of Chennai only.
______________________________________________________________

We agree to the above terms and conditions.

SIGNATURE OF THE BIDDER:

DATE:

NAME IN BLOCK LETTERS:

DESIGNATION:

ADDRESS:

64
 ANNEXURE – I: PQ FORM 1: ANNUAL TURN OVER STATEMENT

Certify that Annual turnover of M/s ............................... for the past three years (HSN Code:… ....) as
per the book of accounts verified by me is as follows:

SN Year Turnover (In Lakhs)

1 2021-2022
2 2022-2023
3 2023-2024
Total
Average annual turnover

Note: Average Turnover of three consecutive financial years will be considered i.e., FY 2021-22, FY
2022-23 and FY 2023-24.

DATE:

SIGNATURE OF THE BIDDER

SIGNATURE OF CHARTERED ACCOUNTANT

(With UDIN, seal and Address)

Note:
All the PQ Forms to be combined together in pdf format and merged with FORM TECH 1
While uploading FORM TECH 1 Cover in the e-tender website.

65
 ANNEXURE – II PQ FORM 2A SUMMARY OF FIRM’S EXPERIENCE.

Experience in development of cloud-based system with workflow, alerts, Cloud computing and Big Data
Analytics with option to retrieve historical satellite data, Machine Learning based detections, alerts and
analytics for any state or Central Government in last 5 years in India

SN Name of Location Client Start Date End Date Technology

Assignment Details Used

66
 PQ FORM 2B: DETAILS OF SIMILAR ASSIGNMENTS

(Please provide the details for each project along with work order and completion certificate from
client)

Experience in development of cloud-based system with workflow, alerts, Cloud computing and Big Data
Analytics with option to retrieve historical satellite data, Machine Learning based detections, alerts and
analytics for any state or Central Government in last 5 years in India

a. Completed Project

Assignment Name: Country:

Location within Country: Professional Staff Provided by Your

Firm/ Entity (Profiles).
Name of Employer: No. of Staff:

Address: No. of Staff-Months: Duration of

Assignment:
Start Date (Month/ Completion Date Approx. Value of
Year): (Month/ Year): Services (in
Current US$/INR):
Name of Associated Consultants, if No. of Months of Professional
any: Staff, provided by Associated
Consultants:
Name of Senior Staff (Project Director/ Coordinator, Team Leader) involved
and functions performed:
Narrative Description of Project:

Description of Actual Services Provided by Your Staff:

SIGNATURE OF THE BIDDER

(With seal and address)

67
 PQ FORM 2C: DETAILS OF SIMILAR ASSIGNMENTS

(Please provide the details for each project along with work order and completion certificate from
client)

Experience in development of cloud-based system with workflow, alerts, Cloud computing and Big Data
Analytics with option to retrieve historical satellite data, Machine Learning based detections, alerts and
analytics for any state or Central Government in last 5 years in India

b. On-Going Project

Assignment Name: Country:

Location within Country: Professional Staff Provided by Your

Firm/ Entity (Profiles).
Name of Employer: No. of Staff:

Address: No. of Staff-Months: Duration of

Assignment:
Start Date (Month/ Completion Date Approx. Value of
Year): (Month/ Year): Services (in
Current US$/INR):
Name of Associated Consultants, if No. of Months of Professional
any: Staff, provided by Associated
Consultants:
Name of Senior Staff (Project Director/ Coordinator, Team Leader) involved
and functions performed:
Narrative Description of Project:

Description of Actual Services Provided by Your Staff:

SIGNATURE OF THE BIDDER

(with seal and address)

68
 ANNEXURE III: FORM TECH 1: TECHNICAL PROPOSAL SUBMISSION FORM

Location, Date
To:
Director,
Directorate of Town and Country Planning (DTCP),
CMDA Office Complex, E&C Market Road, Koyambedu,
Chennai 600 107, Tamil Nadu, India
Email: dtcpgisapplication@[Link] ;
Ph: 044-29585161, 044-29585229 & 044-29585247

Sir/Mam

Subject: Development of GIS based Software Application for Automated Detection and Guided
Action Against Unauthorized Developments and Encroachments.
We, the undersigned offer to provide the consulting services for the above in accordance with your
Request for Proposal dated [date], and our Proposal. We are hereby submitting our Proposal which
includes this Technical Proposal and a financial proposal.
We understand that you are not bound to accept any Proposal you receive.

We remain,
Yours Sincerely,

Authorized Signature (in Full and Initials)

Name and Title of Signatory:
Name of Firm:
Address:

Encl: As stated above

69
ANNEXURE – IV: FORM TECH 2: DETAILS OF THE BIDDER

[Link]. Particulars Description/Details

A Name of Bidder
B Contact Details
Registered Office Address
Telephone No.
Fax
Email
Website
C Incorporation Details
Incorporation Number
Date of Incorporation
Authority
D Name of Authorized
Signatory
Position
Telephone
Fax
Mobile
Email
E Number & Address of
Offices
a) In Chennai

b) Outside Chennai

SIGNATURE OF THE BIDDER

70
 ANNEXURE – V: FORM TECH 3: COMMENTS AND SUGGESTIONS
(OF CONSULTANTS ON THE TERMS OF REFERENCE AND ON DATA, SERVICES, AND FACILITIES
TO BE PROVIDED BY THE EMPLOYER AND APPRECIATION OF ASSIGNMENT)

A. On the Terms of Reference:

1.

2.

3.

4.

5.

B. On the Data, Services, and Facilities to be provided by the Employer 1.

2.

3.

4.

5.

C. Appreciation of Assignment 1.

2.

3.

4.

5.

71
ANNEXURE – VI: FORM TECH 4: DESCRIPTION OF THE APPROACH AND
METHODOLOGY AND WORK PLAN FOR PERFORMING THE ASSIGNMENT

a) Technical Approach and Methodology. In this chapter, the consultants explain

their understanding of the objectives of the assignment, approach to the services,
methodology for carrying out the activities and obtaining the expected output, and
the degree of detail of such output. Theconsultants shall highlight the problems
being addressed and their importance, and explain the technical approach they
would adopt to address them. The consultants shall also explain the methodologies
they propose to adopt and highlight the compatibility of those methodologies with
the proposed approach.

b) Work Plan. In this chapter, the consultants shall propose the mainactivities of the
assignment, their content and duration, phasing and interrelations, milestones, and
delivery dates of the reports. The proposedwork plan shall be consistent with the
technical approach and methodology, showing understanding of the ToR and ability
to translate them into a feasible working plan. A list of the final documents,
including reports, drawings, and tables to be delivered as final output, shall be
included here. The work plan should be consistent with the Work Schedule.

c) Organization and Staffing. In this chapter, the consultants shall propose the
structure and composition of the team. The consultants shall list the main disciplines
of the assignment, the key expert responsible, andproposed technical and support
staff.

72
 ANNEXURE – VII FORM TECH 5: TEAM COMPOSITION AND TASK’S
ASSIGNMENT

1. Key personnel and Managerial staff

[Link] Name Position Task

11

2. Technical support staff

[Link] Name Position Task

73
 ANNEXURE – VIII: FORM TECH 6: FORMAT OF CURRICULUM VITAE (CV) FOR
PROPOSED PROFESSIONAL STAFF

Position Title and No. {e.g. TEAM LEADER}

Name of Expert: {Insert full name}
Date of Birth: {day/month/year}
Country of
Citizenship/Residence

Education: {List college/university or other specialized education, giving names ofeducational

institutions, dates attended, degree(s)/diploma(s) obtained}

Employment record relevant to the assignment: {Starting with present position, list inreverse
order. Please provide dates, name of employing organization, titles of positions held, types of
activities performed and location of the assignment, and contact information of previous clients
and employing organization(s) who can be contacted forreferences. Past employment that is not
relevant to the assignment does not need to beincluded.}

Period Employing organization and your Country Summary of activities

title/position. Contact information for performed relevant to the
references Assignment
[e.g., May [e.g., Ministry of ……, advisor/consultant
2005-present] to…

For references: Tel ............ /e-mail……; Mr.

Hbbbbb, deputy minister]

Membership in Professional Associations and Publications:

Language Skills (indicate only languages in which you can work):

74
Adequacy for the Assignment:

Detailed Tasks Assigned on Consultant‟s Reference to Prior Work/Assignments that Best

Team of Experts: Illustrates Capability to Handle the Assigned
Tasks
{List all deliverables/tasks as in TECH- 5in
which the Expert will be involved}

Expert‘s contact information: (e-mail …………………., phone ............ )

Certification:

I, the undersigned, certify that to the best of my knowledge and belief, this CV correctly describes
myself, my qualifications, and my experience, and I am available, as and when necessary, to undertake
the assignment in case of an award. I understand that any misstatement or misrepresentation described
herein may lead to my disqualification or dismissal by the Client, and/or sanctions by the Bank.

{day/month/year}

Name of Expert Signature Date

{day/month/year}
Name of authorized Signature Date
Representative of the Consultant
(the same who signs the Proposal)

75
ANNEXURE – IX - FORM TECH 7, 8: STAFFING SCHEDULE FOR KEY PROFESSIONALS
AND TECHNICAL SUPPORT PERSONNEL

Months (in the Form of a Bar Chart)

S. Name Position 1 2 3 4 5 6 7 - - - Number
No. of
Months
Sub Total (1)
Sub Total (2)
Sub Total (3)
Sub Total (14)
Sub Total (15)

Signature
(Authorized
Representative)
Full Name:
Title:
Address:

76
 FORM TECH 7, 8: WORKS SCHEDULE

A. Field Investigation and Study Item

Item of Work / Month-wise Program (in form of Bar Chart)

[Link]. Task/ (1st, 2nd, etc. are months from the start of assignment)
Sub-Task
st nd rd th th th th
1 2 3 4 5 6 7 8th

B. Completion and Submission of Reports

S. No. Report* Programme (Date)

1
2
*As indicated in ToR and may be additionally added by Consultants based on
Approach and Method as required for the Assignment.

77
 ANNEXURE –X: SELF DECLARATION FOR NON-BLACKLISTING

CERTIFICATE
Date:

Certified that M/s.........................................................../ the firm /company or its

partners / shareholders had not been blacklisted by Directorate of Town & Country Planning
(DTCP), or by any Government Agencies

SIGNATURE OF THE BIDDER

(with seal and address)

78
 ANNEXURE – XI DECLARATION FORM

Date:……………….

a) I/We …………………………………………………………………….. Having our office at

…………….. Do declare that I/We have carefully read all the conditions of tender sent to me/us by DTCP,
for the e-tenders floated vide e-tender [Link]. for the Development of GIS based software application for
automated detection and guided action against unauthorized developments and encroachments for DTCP and
complete the contract as per the tender conditions.

b) I/We have downloaded the tender document from the internet site [Link] and I /We have
not tampered / modified the tender document in any manner. In case, if the same is found to be tampered /
modified, I/ We understand that my/our tender will be summarily rejected and full Earnest Money Deposit
will be forfeited and I /We am/are liable to be banned from doing business with DTCP or prosecuted.

SIGNATURE OF THE BIDDER

(with seal and address)

79
 ANNEXURE – XII PRICE BID

in ₹

Total
[Link]. Description Base Rate GST

Development of GIS based Software Application

1. for Automated Detection and Guided Action
against Unauthorized Developments and
Encroachments for DTCP

Grand Total

80
 ANNEXURE-XIII: FORM FIN 1: FINANCIAL PROPOSAL SUBMISSION FORM

Location, Date

To:
Director,
Directorate of Town and Country Planning (DTCP),
CMDA Office Complex, E&C Market Road, Koyambedu,
Chennai 600 107, Tamil Nadu, India
Email: dtcpgisapplication@[Link] ;
Ph: 044-29585161, 044-29585229 & 044-29585247

Sir/Madam

Subject: Development of GIS based Software Application for Automated Detection and Guided Action
against Unauthorized Developments and Encroachments Financial Proposal.

We, the undersigned, offer to provide the consulting services for the above in accordance with your Request
for Proposal dated [Date], and our (Technical and Financial Proposal). Our attached financial proposal is for
the sum of (Amount in words and figures), which is inclusive of all taxes excluding service tax. Amount of
Service Tax we have estimated at [Amounts(s) in words and figures].

Our financial proposal shall be binding upon us subject to the modifications resulting from contract
negotiations, up to expiry of the validity period of the Proposal, i.e., [Date].

We undertake that, in competing for (and, if the award is made to us, in executing) the above contract, we
will strictly observe the laws against fraud and corruption in force in India namely―Prevention of Corruption
Act 1988‖.

We understand that you are not bound to accept any Proposal you receive

We remain,

Yours Sincerely,

Authorized Signature:[in Full and initials]

Name and Title of Signatory:
Name of Firm:
Address:

81
 ANNEXURE-XIV: FORM FIN 2 -DEVELOPMENT COST FOR SOFTWARE
APPLICATION

Unit of Base
SN Description Unit GST Total
Measurement Rate
A- Development of Centralized Platform for Automated Detection & Enforcement Action for
Tamil Nadu
Platform
 Spatial and Non-Spatial
Database
 integration
 Machine Learning Engine
 Geoportal and Mobile App
 ML Engine
1 Number Lumpsum
 Alerts Dashboard
 Workflow Integration
 Mobile Workflow
Integration
 Reports and Analytics
 Integration with existing
system
Sub total Cost of Development of Centralized Platform for Automated Detection &
Enforcement Action for Tamil Nadu A=
B- Development of GIS Based Dashboards for Monitoring & Identification of UAC & Building
Deviations Modules for Coimbatore City
 Customization and
configuration for
Coimbatore city
 Satellite based Layout
2 monitoring Number Lumpsum
 Drone based assessment for
5 [Link] as pilot for
Building Deviation modules.
 Green cover Monitoring

82
 Satellite Data Procurement 3
Times for 257.81 [Link] for Both
Pan & Multispectral Resolution,
3 [Link] 773.43
50 cm or higher, Spectral Bands
- Bands 4 Bands (RGB, NIR),
Bit Depth- 16-bit Only.
Drone Data Procurement 3
Times for pilot region of 5 [Link]
4 [Link] 15
(Orthorectified and resolution 5
to 10 cm)
Sub total Cost of Development of GIS Based Dashboards for Monitoring &
Identification of UAC & Building Deviations Modules for Coimbatore City B =
C- Customization and configuration of the system for cities based on Tier Classification
5 For Tier 1 Cities like Chennai City Lumpsum
For Tier 2 Cities like Madurai,
6 City Lumpsum
Trichy, Salem etc…
For Tier 3 Cities like Tirunelveli,
7 Erode, Vellore, Thanjavur, City Lumpsum
Tuticorin, Tiruppur, Hosur etc.
Subtotal Customization and configuration of the system for cities based on Tier
Classification C=
D- Training Capacity Building & Security Audit
8 Security Audit charges Lumpsum

9 Training and Capacity Building Lumpsum

Subtotal of Training Capacity Building & Security Audit D =

Grand Total for Software Development (A+B+C+D) =

E- Cloud hosting & Annual Maintenance

10 Cloud Hosting Month 12

AMC of software platform for

11 Month 12
12 Months post development
Sub total Cloud hosting & Annual Maintenance E=
Grand Total (A+B+C+D+E) =

83
ANNEXURE – XV: INSTRUCTIONS TO BIDDERS FOR SUBMISSION OF ONLINE
BIDS IN E-TENDER

Bidders are required to submit only soft copies of their bids electronically on the
TAMILNADU GOVERNMENT E PROCUREMENT Portal, using valid Digital
SignatureCertificates. The instructions given below are meant to assist the bidders in
registeringon the TAMILNADU GOVERNMENT E PROCUREMENT Portal, prepare
their bids in accordance with the requirements and submitting their bids online on the
TAMILNADU GOVERNMENT E PROCUREMENT Portal. More useful information for
submitting online bidson the TAMILNADU GOVERNMENT E PROCUREMENT Portal
may be obtained at:

[Link]

A. REGISTRATION

Bidders are required to enroll on the e-Procurement module of the Tamil Nadu
Government E procurement Portal (URL: [Link] )

1. By clicking on the link “Online bidder Enrolment” on the TAMILNADU

GOVERNMENT
E -PROCUREMENT Portal which is free of charge.

2. As part of the enrolment process, the bidders will be required to choose a unique
username and assign a password for their accounts.

3. Bidders are advised to register their valid email address and mobile numbers as part
of the registration process. These would be used for any communication from the
TAMILNADU E PROCUREMENT Portal.

4. Upon enrolment, the bidders will be required to register their valid Digital Signature
Certificate(DSC) (Class III Certificates with signing key usage) issued by any
CertifyingAuthority recognized by CCA India (e.g. Sify /nCode / eMudhra etc.), with
their profile.
5. Only one valid DSC should be registered by a bidder. Please note that the bidders are
responsible to ensure that they do not lend their DSC‟s to others which may lead to
misuse.

6. Bidders can then log in to the site through the secured log-in by entering their user
ID / password and the password of the DSC / e-Token.

84
B. SEARCHING FOR TENDER DOCUMENTS

1. There are various search options built-in in the TAMILNADU

GOVERNMENT E PROCUREMENT Portal, to facilitate bidders to search active
tenders by several parameters. These parameters could include Tender ID,
Organization Name, Location,Date, Value, etc. There is also an option of advanced
search for tenders, wherein thebidders may combine a number of search parameters
such as Organization Name, Form of Contract, Location, Date, Other keywords etc. to
search for a tender published on the TAMILNADU GOVERNMENT E
PROCUREMENT Portal.

2. Once the bidders have selected the tenders they are interested in, they may downloadthe
required documents / tender schedules. These tenders can be moved to the respective
„My Tenders‟ folder. This would enable the TAMILNADU GOVERNMENT E
PROCUREMENT Portal to intimate the bidders through SMS / e-mail in case there is
any corrigendum issued to the tender documents.

3. The bidder should make a note of the unique Tender ID assigned to each tender, in
case they want to obtain any clarification / help from the Helpdesk.

C. PREPARATION OF BIDS

1. Bidder should take into account any corrigendum published on the tender document
before submitting their bids.

2. Please go through the tender advertisement and the tender document carefully to
understand the documents required to be submitted as part of the bid. Please note the
number of covers in which the bid documents have to be submitted, the number of
documents - including the names and content of each of the document that needto be
submitted. Any deviations from these may lead to rejection of the bid.

3. Bidder, in advance, should get ready with the bid documents to be submitted as
indicated in the tender document / schedule and should be in PDF formats. Bid
documents may be scanned with 100 dpi with Black and White option which helps in
reducing size of the scanned document.

4. To avoid the time and effort required in uploading the same set of standard documents
which are required to be submitted as a part of every bid, a provision of uploading
such standard documents (e.g. PAN card copy, annual reports, auditor certificates etc.)
has been provided to the bidders. Bidders can use “My Space” or “Other Important

85
 Documents‟‟ are available to them to upload such documents. Thesedocuments may
be directly submitted from the “My Space” area while submitting a bid, and need not
be uploaded again and again. This will lead to a reduction in the time required for bid
submission process.

D. ELECTRONIC SUBMISSION OF BIDS

The bidder shall submit online the requirements under qualification criteria and technical
documents required and Price Bid. All the documents are required to be signed digitally
by the bidder. After electronic online bid submission, the system generates a unique bid
reference number which is time stamped. This shall be treated as acknowledgment of bid
submission.

E. PROCEDURE FOR SUBMISSION OF BIDS

1. Bidder should log-in to the site well in advance for bid submission so that they can
upload the bid in time i.e. on or before the bid submission time. Bidder will be
responsible for any delay due to other issues.

2. The bidder has to digitally sign and upload the required bid documents one by one as
indicated in the tender document.

3. Bidder has to select the payment option as “offline/online” to pay the tender fee /
EMD as applicable and enter details of the instrument.

4. Bidder should prepare the EMD as per the instructions specified in the tender
document.

5. Bidders are requested to note that they should necessarily submit their financial bidsin
the format provided and no other format is acceptable. If the price bid has been given
as a standard BoQ format with the tender document, then the same is to be downloaded
and to be filled by the bidder. Bidders are required to download the BoQfile, open it
and complete the white coloured (unprotected) cells with their respective financial
quotes and other details (such as name of the bidder etc). No other cells should be
changed. Once the details have been completed, the bidder should save it and submit
it online, without changing the filename. If the BoQ file isfound to be modified by
the bidder, the bid will be rejected.

6. The server time (which is displayed on the bidders‟ dashboard) will be considered as
the standard time for referencing the deadlines for submission of the bids by the

86
 bidders, opening of bids etc. The bidders should follow this time during bid
submission.

7. All the documents being submitted by the bidders would be encrypted using PKI
encryption techniques to ensure the secrecy of the data. The data entered cannot be
viewed by unauthorized persons until the time of bid opening. The confidentiality of
the bids is maintained using the secured Socket Layer 128 bit encryption technology.
Data storage encryption of sensitive fields is done. Any bid document that is uploaded
to the server is subjected to symmetric encryption using a system generated symmetric
key. Further this key is subjected to asymmetric encryption using buyers/bid opener’s
public keys.

8. The uploaded bid documents become readable only after the tender opening by the
authorized bid openers.

9. Upon the successful and timely submission of bids (i.e. after Clicking “Freeze Bid
Submission” in the portal), the portal will give a successful bid submission message
&a bid summary will be displayed with the bid no. and the date & time of submission
of the bid with all other relevant details.

10. The bid summary has to be printed and kept as an acknowledgement of the submission
of the bid. This acknowledgement may be used as an entry pass for any bid opening
meetings.

11. In all cases, bidder should use their own ID and Password along with Digital Signature
certificate at the time of submission of their bid.

12. During the entire e-tender process, the bidders will remain completely anonymous to
one another and also to everybody else.

13. The e-tender floor shall remain open from the pre-announced date & time and for as
much duration as mentioned above.

14. All electronic bids submitted during the e-tender process shall be legally binding on
the bidder. Any bid will be considered as the valid bid offered by that bidder and
acceptance of the same by DTCP will form a binding contract between DTCP and the
Bidder for execution of supply.

15. It is mandatory that all the bids are submitted with digital signature certificate
otherwise the same will not be accepted by the system.

87
16. DTCP reserves the right to cancel or reject or accept or withdraw or extend the tenderin
full or in part as the case may be without assigning any reason thereof.

17. The server time shall be treated as final and binding. Bids recorded in the server before
the bid closing time will only be treated as valid bid. Bidders are, therefore, advised to
submit their bids well before the closing time of e-tender. If any bid reaches the server
after the bid closing time as per server time, the same will not berecorded and no
complaint in this regard shall be entertained. The DTCP will not be held responsible
for any sort of delay or the difficulties faced during the submissionof bids online by
the bidders due to local issues.

18. Bidders are advised to exercise caution in quoting their bids in e-tender to avoid any
mistake. Bids once submitted can’t be recalled.

19. Any order resulting from this bidding process shall be governed by the terms and
conditions mentioned in the tender documents.
20. No deviation to the technical and commercial terms & conditions are allowed.

F. ASSISTANCE TO BIDDERS:

1. Any queries relating to the tender document and the terms and conditions contained
therein should be addressed to the DTCP, Chennai for a tender or the relevant contact
person indicated in the tender.

2. Any queries relating to the process of online bid submission or queries relating to
Tamil Nadu Government e-Procurement Portal in general may be directed to the 24x7
Tamil Nadu Government e-Procurement Portal Helpdesk.

Approved By
Director
DTCP

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