News RFP H.P

RFP for Preparation of GIS based Existing Land Use Map & Digital Register of Planning/Special Areas in Himachal
Pradesh
TOWN AND COUNTRY PLANNING DEPARTMENT

HIMACHAL PRADESH
REQUEST FOR PROPOSAL (RFP)

FOR
SELECTION OF CONSULTANTS FOR PREPARATION

OF GIS BASED EXISTING LAND USE MAP AND
DIGITAL REGISTER
FOR
Aut, Hinner, Additional Bilaspur Planning Areas

and Sangla-Kamru Special Area
IN
HIMACHAL PRADESH
Issued by:
TOWN AND COUNTRY PLANNING DEPARTMENT
HIMACHAL PRADESH
Block No. 32-A, SDA Complex, Kasumpti, Shimla-171009
Ph.0177-2622494, 2625752
www.tcp.hp.gov.in
February 2018
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RFP for Preparation of GIS based Existing Land Use Map & Digital Register of Planning/Special Areas in Himachal Pradesh
CONTENTS
DISCLAIMER 4
SCHEDULE OF BIDDING PROCESS 5
INFORMATION TO BIDDERS 6
1 INTRODUCTION 6
2 CLARIFICATIONS AND AMENDMENT TO RFP DOCUMENT 6
3 SELECTION PROCESS 6-7
3.1 TECHNICAL PROPOSAL 7-8
3.2 FINANCIAL PROPOSAL 8
3.3 PRE-BID CONFERENCE 8
3.4 SUBMISSION 9
4 EVALUATION OF PROPOSALS 9
4.1 EVALUATION OF TECHNICAL PROPOSAL 9
4.2 EVALUATION CRITERIA 9
4.3 MINIMUM ELIGIBILITY CRITERIA 10
4.3.1 TECHNICAL ELIGIBILITY CRITERIA 10
4.3.2 FINANCIAL ELIGIBILITY CRITERIA 10
4.4 KEY PROFESSIONALS 10-11
4.5 EVALUATION OF FINANCIAL BIDS 11
4.6 FINAL EVALUATION 11
4.7 AWARD OF CONTRACT 11
5 TERMS OF REFERENCE 11
5.1 BACKGROUND 11-12
5.2 DESCRIPTION OF THE PLANNING AREAS OF THE 12
ASSIGNMENT
5.2.1 AUT PLANNING AREA 12-13
5.2.2 HINNER PLANNING AREA 13-14
5.2.3 ADDITIONAL BILASPUR PLANNING AREA 15
5.2.4 SANGLA-KAMRU SPECIAL AREA 15-16
5.3 OBJECTIVES 17
5.4 SCOPE OF WORK 17
5.4.1 BROAD SCOPE OF WORK 17
5.5 FINAL DELIVERABLES 17
5.5.1 DESCRIPTION OF THE DELIVERABLES 18
5.5.2 PUBLICATION OF DRAFT DEVELOPMENT PLAN AND 18
SUBMISSION U/S 19 OF TCP ACT, 1977
5.5.3 SANCTION OF DEVELOPMENT PLANS U/S 20 OF TCP ACT, 1977 18
5.6 THE STREERING COMMITTEE 19
5.6.1. ROLE AND RESPONSIBILITY OF THE STEERING COMMITTEE 19
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5.7 THE COORDINATION COMMITTEE 19

5.8 OBLIGATIONS OF CLIENT 20
5.9 OBLIGATIONS OF CONSULTANT 20
5.10 SCHEDULE OF COMPETION OF TASKS 20-21
6 PAYMENT SCHEDULE 21
7 OTHER CONDITIONS OF CONTRACT 21
7.1 PAYMENT AUTHORITY 21
7.2 PERFORMANCE SECURITY 21
7.3 TERMINATION 21
7.3.1 TERMINATION BY THE CLIENT 21
7.3.2 TERMINATION BY THE BIDDER 22
7.4 PAYMENT UPON TERMINATION 22
7.5 SETTLEMENT OF DISPUTES 22
7.6 INCENTIVES & PENALITIES 22
7.6.1 PENALTY FOR DELAY 22
7.6.2 INCENTIVE FOR EARLY COMPLETION 22
7.7 PROPRIETARY RIGHTS 22
7.8 NO ASSIGNMENT 22
7.9 NO SUB CONSULTANCY / CONTRACT 22
7.10 UNDERSTANDING OF TERMS 23
ANNEXURES
Annexure 1 Financial Proposal Submission format 24
Annexure 2 Format for Performance Guarantee 25-26
Annexure 3 Form of Contract 27
Annexure 4 Organizational details and financial statement 28
Annexure 5 List of Survey Instruments and Others 29
Annexure 6 Information regarding, and Agreement of , Consortium 30
(if any)
Annexure 7 Description of Approach, Methodology and work Plan 31
Annexure 8 Team composition and Task Assignment 31
Annexure 9 Time schedule for Professional staff 32
Annexure 10 Activity Schedule 32
Annexure 11 Comments / suggestions of consultants 32
Annexure 12 Summary of Firm’s References 33
Annexure 13 Firm’s References - Detailed 33
Annexure 14 Team Composition 34
Annexure 15 Format of Curriculum Vitae (CV) For Proposed 34-35
Professional Staff
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DISCLAIMER
The information contained in this Request for Proposal (RFP) document or subsequently
provided to Consultants, whether verbally or in documentary or any other form as
appropriate, by or on behalf of Town and Country Planning Department, Government of
Himachal Pradesh, or any of its employees, provides the terms & conditions set out in this
RFP document for the selection of firms/consultants to prepare the Existing Land Use Map of
various Planning Area namely Aut , Hinner, Additional Bilaspur Planning Areas and Sangla-
Kamru Special Area, in Himachal Pradesh.
This RFP document is neither an Agreement nor an offer or invitation by the TCP Department,
GoHP, to any person or firm including consultants. The purpose of this RFP document is to
provide information to assist the formulation of proposal or submission. This RFP document
includes statements which reflect various assumptions and assessments arrived at by the TCP
Department, GoHP in relation to the work. This RFP document does not purport to contain all
the information each Bidder/Consultant may require. This RFP document may not be
appropriate for all persons/consultants, and it is not possible for TCP Department, GoHP, and
its employees to consider the investment objectives, financial situation and particular needs of
every Consultant. The Consultants should conduct own site investigations, studies and
analysis, and check the accuracy; reliability and completeness of the information provided in
this RFP document and obtain an independent advice/information from appropriate sources.
“TCP Department.” at all times with regard to all the references in this RFP, or any other
Addendum attached thereto shall mean the Town and Country Planning Department, GoHP,
TCP Department. and its employees make no representation or warranty and shall have no
liability to any person or firm including any consultants under any law, statute, rules or
regulations, principles of restitution or unjust enrichment or otherwise for any loss, damages,
cost or expense which may arise from or be incurred or suffered on account of anything
contained in this RFP document or otherwise. This includes the accuracy, adequacy,
correctness, reliability or completeness of the RFP and any assessment, assumption, statement
or information contained therein or deemed to form part of this RFP document or arising in
any way in the selection process.
TCP Department may in its absolute discretion, but without being under any obligation to do
so, update, amend or supplement the information in this RFP document at any stage.
This RFP and the information contained herein are confidential and for use only by the person
to whom it is issued. It may not be copied or distributed by the recipient to third parties (other
than in confidence to the recipient's professional advisor). In the event that the recipient does
not continue with the involvement in the project in accordance with RFP the information
contained in the RFP shall not be divulged to any other party. The information contained in
the RFP must be kept confidential.
The issue of this RFP document does not imply that TCP Department is bound to select a firm
/ consultant or appoint one, as the case may be, for the consultancy. TCP Department reserves
the right to reject any or all the proposals without assigning any reason whatsoever.
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SCHEDULE OF BIDDING PROCESS
Sr. No. Event Description Date
1 Advertising date of RPF Document 07.02.2018
RPF download date (from official website of TCP Deptt.,

2 07.02.2018
http://www.tcp.hp.gov.in)
19.02.2018
3 Pre-bid Conference
(at 1100 hrs)
05.03.2018
4 Last date for submission of bids to Director (TCP)
(upto 1500 hours)
05.03.2018
5 Opening of Technical Proposals
(at 1530 hours)
Shall be intimated after
6 Opening of Financial Proposals Evaluation of Technical
Proposals
Within 10 days from

7 Letter of Award (LOA) opening of Financial
Proposals
120 days from the Due

8 Validity of Bids
Date of proposals/bids
within 15 days from the

9 Signing of Agreement
issue of LOA
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INFORMATION TO BIDDERS
1 INTRODUCTION
Town and Country Planning Department, Government of Himachal Pradesh, henceforth
referred to as Department, will select consulting firm/ Consultant to prepare the GIS based
Existing Land Use Maps and Digital Registers of Aut, Hinner, Additional Bilaspur Planning
Areas and Sangla-Kamru Special Area in Himachal Pradesh.
The Consultants are invited to submit a Proposal, accompanied with the prescribed EMD, split
in the form of Technical Proposal and a Financial Proposal, all placed in separate sealed covers
for consultancy services. The proposal will be the basis for contract negotiations and ultimately
the sole ground for a signed contract with the selected consulting firm/ Consultant. A bid not
accompanied with the EMD shall be rejected ab-initio.
The assignment shall be completed in accordance with the time schedule indicated in the RFP.
For clarification purposes assignment, Existing Land Use Map, denotes the process involved in
the preparation of Existing Land Use Map as per provisions of Section 15 of the Himachal
Pradesh Town and Country Planning Act, 1977, as amended till date.
The Bidders must acquaint themselves with the areas as a whole, local condition and other
factors/parameters influencing the growth/development of the areas and take them into
account in preparing their Proposals.
The Department will provide the inputs specified and assist the firm in obtaining permissions
needed to carry out surveys/services.
The costs of preparing the proposal and of negotiating the contract, including a visit to the site
& to the Department, are not reimbursable as a direct cost of the Assignment; and the
Department is not bound to accept any of such Proposals even if submitted.
The bids/proposals submitted shall be valid for a period of 120 days from Due date of proposal
submission. The Department may request for an extension in the validity of the proposal by up
to 30 days.
Department shall observe and also expect Consultants to observe highest standards of ethics
during the selection and execution of this contract.
The Department is not bound to accept any proposal; and reserves the right to annul the
selection process at any time prior to award of contract, without incurring any liability to the
Consultants.
The proposal of selected Bidders shall be the basis for contract negotiation and ultimately for a
signed contract with the selected Consultants.
The Department can reject a proposal for award if it determines that the firm recommended for
award has engaged in corrupt or fraudulent activities in competing for the contract in question
and also by suppressing or misleading while furnishing facts during the period of contract. The
Department reserves the discretion to declare any firm ineligible without assigning any reason.
2 CLARIFICATIONS
Telephonic enquiries may be made to seek any clarification relating to this Bid from State Town
Planner and Town & Country Planner (HQ), Town & Country Planning Department, Himachal
Pradesh, Block No. 32-A, SDA Complex, Kasumpati, Shimla-09 in person or on Phone No. 0177-
2625752 & 2621450 or through e-mail:- tcp-hp@nic.in.
3 SELECTION PROCESS
Selection will be done on the basis of 2-stage process. In the 1st stage, the Technical proposal of
each Consultant will be evaluated based on following three quality parameters.
1. Technical competence of the firm/consultant in carrying out similar assignments
2. Adequacy of the proposed Approach, Methodology and Work Plan for preparing
GIS based Existing Land Use Map & Digital Register of said Planning/Special Areas.
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3. Qualification and competence of the key professional staff for the assignment
The Bids submitted by the applicant consultants will be judged and evaluated by an Evaluation
Committee notified by the Director, Town and Country Planning Department and marks will
be awarded to various proposals. The Committee may comprise of Director (TCP) Himachal
Pradesh, State Town Planner, TCP (HQ), ATP (HQ) and/or an expert from field/academics or a
retired State Town Planner as the Department may like to associate with it.
The combined total technical score will be arrived at by adding scores of all three quality
parameters. Only those who qualify this stage by scoring not less than 70% marks will be
considered for the 2nd stage, i.e. Financial Proposal/Bid. The final selection of the firm will be on
the basis of lowest financial bid/quote in the 2nd stage. The Bids shall be considered separately
for each Planning/Special Area. Thus, Consultant shall be selected on the basis of L1 Bid for
each Planning Area separately. There shall be no bar if a Bidder is awarded work for more than
one Planning area. The Consultant(s) with the L1 Bid for each Planning Area shall be called for
further discussion to sign a Contract Agreement.
3.1 TECHNICAL PROPOSAL

3.1.1 In preparing the Technical Proposal, Consultants are expected to examine the documents
comprising this RFP in detail. Material deficiencies in providing the information requested may
result in rejection of Proposal.
3.1.2 While preparing the Technical Proposal, Firms/Consultants must give particular attention to
the following:
i. If a Firm/Consultant considers that it does not have all the expertise for the Assignment, it
may obtain a full range of expertise by associating with individual Consultant (s) and or
other firms or entities in a Joint Venture (JV) relationship or sub-consultancy. Consultants
entering into joint venture with other entities should furnish documentary proof to that
effect in the technical proposal. The MoU shall be furnished as a proof for JV or Consortium
formation. Where a bidder is not in a position to arrange for a MoU, a letter of intent may
be submitted as an immediate alternative. However after the award of Contract, MoU shall
have to be submitted.
ii. The proposal shall be based upon man-hours of the key professional staff to be estimated
by the Consultant.
iii. It is desirable that the majority of the key professionals proposed are permanent/ on
contract employees of the firm, the status shall be specified in the columns as
permanent/contract, and an undertaking shall be furnished to the effect that he/she is not
under contract with any other consultancy in order to avoid duplication. In case of
duplication, that professional shall not be considered in the evaluation.
iv. Proposed key professional staff must have the minimum experience and qualifications as
defined in the Evaluation Criteria.
v. All reports, documents, proposals, analysis, design and drawings to be issued by the
selected Consultant as part of this assignment shall be in English.
vi. The Department may envisage the need for continuity for downstream work. It will be the
exclusive discretion of the Department whether or not to have the downstream assignment
carried out.
3.1.3 The Technical Proposal should provide the following information failing which the proposal
may summarily be rejected.
i. A brief description of the firm, its structure, constitution, etc. and an outline of recent
experience on assignments of similar nature. In case of consortium or joint venture the
assignment of similar nature by the joint partners should be provided describing the part to
be handled by each partner.
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ii. Project Appreciation and recommendations including any comments or suggestions on the
Terms of Reference (ToR) and on the data, a list of services, and facilities to be provided by
the Department, which can improve quality/effectiveness of the assignment.
iii. A description of the ‘Approach, Methodology and Work Plan’ for performing the
assignment which shall consist of up to 10 pages including charts, diagrams and comments
& suggestions if any, on terms of reference and key professional positions.
iv. The list of the proposed professional staff team by speciality and the tasks that would be
assigned to each staff team member along with duration/period for working on the
assignment.
v. Detailed Activity Schedule specifying inter alia the tasks, and duration of each component
of assignment.
vi. CVs recently signed by the proposed key professional staff and the authorized
representative submitting the proposal. Key information should include educational
qualification, professional experience, number of years working for the firm/entity, degree
of responsibility, and scope of work handled in various assignments during the required
experience period
vii. Estimates of the total staff effort (professional and support staff; staff time) to be provided
to carry out the assignment, with in the scheduled time.
viii. Proof of relevant experience shall be furnished, failing which, such projects shall not be
considered for the technical evaluation.
3.1.4 The Technical Bid, if reflects financial proposal or accompanies financial proposal, shall be
summarily rejected.
3.2 FINANCIAL PROPOSAL

While submitting the Financial Proposal, Bidders are required to take into consideration the
proposed requirements for preparation of Existing Land Use Map based upon field surveys and
investigations as per details included hereinafter and according to requirements of Himachal
Pradesh Town and Country Planning Act, 1977 and Himachal Pradesh Town & Country
Planning Rules 2014, as amended up to date including incorporation of suggestions/comments
of the Department at various stages.
The Bidder shall indicate a lump sum amount for the task in the Format for Financial Proposal
Submission Form (Annexure 1) exclusive of all taxes, duties and levies payable for the
assignment, which shall be indicated separately. It is the lump sum amount, exclusive of all
taxes, which shall be basis of bid.
3.3 PRE-BID CONFERENCE

3.3.1 A pre-bid conference will be held on 19.02.2018 at 11.00 A.M. in the Conference Hall of Town &
Country Planning Department, Block 32-A, SDA Complex, Kasumpati, Shimla-9. Consultants
are encouraged to attend the Pre-bid Conference before submitting their proposals.
3.3.2 Clarifications of the RFP may be requested by the Consultants (in writing only, by mail, fax or
email) which will be accepted up to the pre-bid conference date. The address for requesting
clarifications is:
State Town Planner,
Town & Country Planning Department,
Block 32-A, SDA Complex, Kasumpati, Shimla-9.
Phone: 0177-2625752
Fax: 0177-2625787
Email: tcp-hp@nic.in
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3.4 SUBMISSION
 The Proposal shall be sent to the Director, Town and Country Planning Department, Block
No. 32-A, SDA Complex, Kasumpati, Shimla-09 by 1500 hours, on 05.03.2018 Proposals
received after lapse of submission time shall be rejected.
 The proposal should be signed by authorized signatory, accompanied with written Power of
Attorney attested by public notary.
 Earnest Money Deposit of Rs. 50,000/- (Rupees fifty thousand only) in the form of Bank
Draft/ Bank Guarantee in favour of Director, Town & Country Planning Department,
Himachal Pradesh, payable at Shimla should be enclosed. Earnest money of unsuccessful
Bidders shall be refunded on assignment of task to the successful Bidder. A bid not
accompanied with EMD shall be rejected summarily. The EMD amount shall be same
whether the Consultant bids for one or two or for all the Planning/Special Areas.
 Each original proposal should be accompanied by two copies. In the event of any
discrepancy found in original & copies, the original proposal shall prevail.
 The original and all copies of the technical proposal as mentioned shall be placed in a sealed
envelope clearly marked as Technical Proposal, and the original and all copies of the
Financial Proposal shall be placed in a sealed envelope clearly marked as Financial
Proposal. Both envelopes shall be placed in outer envelope marked ‘Proposal for
Consultancy Services for Preparation of GIS based Existing Land Use Map & Digital
Register of Aut, Hinner, Additional Bilaspur Planning Areas and Sangla-Kamru
Special Area in Himachal Pradesh’, which shall be opened by the Evaluation Committee
or the officers/officials authorised by the Director only.
 Separate bids, technical and financial, shall be submitted. Financial bids shall be submitted
in the format appended at Annexure 1: ‘Financial Proposal Submission Format’ with the
price indicated against the work.
 The consultant shall use the formats appended with this document to submit the
information.
4 EVALUATION OF PROPOSALS
4.1 EVALUATION OF TECHNICAL PROPOSAL
The Evaluation Committee shall evaluate the technical proposals on the basis of their
responsiveness to the Terms of Reference (ToR), applying the evaluation criteria as detailed in
4.2 below. Each responsive proposal shall be given a technical score. A proposal shall be
rejected at this stage if it does not respond to the important aspects of RFP and if it fails to
achieve the minimum technical score indicated in the evaluation criteria.
4.2 EVALUATION CRITERIA
The Technical Proposal shall be evaluated on the below noted criteria. The work will be
awarded as mentioned in 4.7 below.
Technical Evaluation Criteria Marks
(i) Technical Competence in Urban Planning i.e. experience of carrying out 40
similar assignments
1. Experience in preparation of at least two Existing Land Use Maps and 20
Registers or GIS based Property Surveys or GIS based City Base Maps
or GIS based pan city Infrastructure/Utilities mapping.
2. Experience in the use of GIS applications 10
3. Experience of planning work in the hill areas 10
(ii) Adequacy of the proposed Approach, Work Plan and Methodology 15
1. Approach, Methodology & Work Plan 10
2. Organization (in-house infrastructure, equipments, software etc.) 5
(iii) Qualification and competence of the key professional staff for the 45
assignment ( as listed in 4.4 below)
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4.3 MINIMUM ELIGIBILITY CRITERIA

4.3.1 TECHNICAL ELIGIBILITY CRITERIA
1) The applicant firm can be a Company, Partnership firm, Limited Liability Partnership
(LLP) or a Proprietorship as prescribed under Indian Government laws.
2) The applicant firm must have following full time qualified planning staff on its rolls:
a) One or more qualified professionals with Masters in Urban and Regional Planning
or Bachelor’s Degree in Planning/Civil Engineering/Architecture its equivalent
with minimum 10 years of professional experience in the field.
b) One of the staff should be a GIS expert.
c) A qualified Surveyor with knowledge in Surveying, levelling, total station, GPS
etc.
3) The applicant firm must have got completed at least two (2) Existing Land Use Maps
and Registers or GIS based Property Surveys or GIS based City Base Maps or GIS
based pan city Infrastructure/Utilities mapping in last ten (10) years under statutory
provisions of Central Government or any State Government in India.
4.3.2 FINANCIAL ELIGIBILITY CRITERIA
1) The applicant shall have Average Annual Turnover of at least Rs. Twenty Lacs through
Professional fees during the last three financial years (Financial Year 2014-15, 2015-16
and 2016-17).
2) Audited Annual Account of last three years shall be submitted along with the bid.
3) The Average Annual Turnover so submitted shall be required to be duly supported by
certificate from the Chartered Accountant.
4.4 KEY PROFESSIONALS

Sr. Expert Educational Qualification / Specific experience on project of
No. experience Development Plan of city
1. Team Masters in Urban/ Town &  At least 10 years’ of professional
Leader/Proje Country Planning experience in the field of Urban and
ct OR Regional Planning/Architecture/
Coordinator Bachelor’s Degree in Civil Engineering with knowledge of
Planning/Civil GIS.
Engineering/Architecture.  Should have worked on preparation
of Existing Land Use Maps and
Registers or GIS based Property
Surveys or GIS based City Base Maps
or GIS based pan city
Infrastructure/Utilities mapping.
2. Remote Qualified professional with  5 years’ professional experience in
Sensing/ GIS degree / certificate in relevant applications of GIS and
Expert Remote Sensing & remote sensing in Urban and
Photogrammetry/ GIS Regional Planning, Town
Applications/ Masters in Development Schemes, CDPs/
Urban Planning with GIS CMPs/ Zonal Plans and Existing
and Remote sensing as a Land Use Maps and Registers or GIS
subject. based Property Surveys or GIS based
City Base Maps or GIS based pan city
Infrastructure/Utilities mapping.
3. Surveyor Qualified Surveyor  5 years’ experience in surveying,
levelling, total station and GPS etc.
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The maximum marks for each expert shall be as per following table.
Sr. No. Expert Marks
1. Team Leader/Project Coordinator 15
2. Remote Sensing/ GIS Expert 15
3. Surveyor 15
Total 45
The marks to be assigned to each expert shall be determined on the basis of the percentage
weights accorded to the following sub-criteria.
Sr. No. Sub-Criteria Weight age

1 General qualification: Education, 30%
Experience and Positions held
2 Adequacy of relevant assignments; 60%
type of projects handled; size of
(decremental factor of 25% to be
project and years of experience in
applied for each less year of
similar works
experience than that prescribed above
subject to the satisfaction of Director)
3 Experience of working in hill areas 10%
and knowledge of local conditions and
language
The Minimum Qualifying Technical Score shall be 70%.
4.5 EVALUATION OF FINANCIAL PROPOSALS

Financial proposals of technically qualifying Consultants only shall be opened by the
Evaluation Committee publicly in the presence of Consultants’ representative who may choose
to attend. The total Financial Quote/Price/Fee shall be read out and recorded. The Evaluation
Committee will correct any computational error. The liability to fulfil obligations as per scope of
work within the total quoted fees shall rest solely with the applicant firm.
4.6 FINAL EVALUATION

The lowest evaluated financial proposal/quote/price/fee shall be the final criterion for
selection of Consultant for each Planning Area.
4.7 AWARD OF CONTRACT

The contract shall be awarded to the Bidder quoting least quote for individual Planning/Special
Areas. Accordingly the successful Bidder will be invited for negotiations and contract with TCP
Department., where upon successful negotiation; the work will be awarded to the firm. In case
the negotiations fail, TCP Department reserves the right to call the next firm in succession for
negotiation. Director, TCP shall be the competent authority in this regard whose decision shall
be final and binding to all. TCP Department reserves the right to accept or reject any or all the
proposals without assigning any reason thereof. TCP Department also reserves the right to call
for additional information from applicant firms.
5 TERMS OF REFERENCE
5.1 BACKGROUND
Himachal Pradesh which is one of the highly developed States of India is spread over a
geographical area of 55,673 square kilometres and has a total population of 68, 64,602 persons as
per 2011 Census. Of this nearly 10.05 % only resides in the urban areas. As per Census 2011, the
State has 49 Urban Local Bodies and a total of 59 census towns. Shimla is the only class I town
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in the State. It accounts for nearly 25% of the gross urban population in the State. The State has
a literacy rate of 82.8%. Per capita income of Himachal Pradesh at current rates is Rs. 1,04,943.
In the wake of rapid urbanisation and economic growth, the Government of Himachal Pradesh
(GoHP) intends to regulate the development process in its urban settlements, to ensure that
these urban settlements continue to serve their purpose without causing inconveniences and
difficulties to the population, and the administration. As the Department is not in a position to
match its planning effort with the growing number of towns, it becomes imperative to go in for
outsourcing of planning jobs on select and competitive basis. As at present there are 35
Planning Areas and 35 Special Areas notified under the provisions of the Himachal Pradesh
Town & Country planning Act, 1977. Against these Planning/Special Areas there are just 1
Interim Development Plans and 29 Development Plans approved and notified by the State
Government. Moreover Existing Land Use Maps in respect of 20 Planning Areas and 21 Special
Areas only have been prepared so far.
5.2 DESCRIPTION OF THE PLANNING/SPECIAL AREAS OF ASSIGNMENT

GIS based Existing Land Use Map and Digital Register of Aut, Hinner, Additional Bilaspur
Planning Areas and Sangla-Kamru Special Area is required to be prepared under
provisions of the Himachal Pradesh Town & Country Planning Act, 1977. It is significant to
mention that Hinner, Aut and Sangla-Kamru have been selected as Rural Clusters by the Govt.
of India under Dr. Shyama Prasad Mukherji Rurban Mission (SPMRM). Funding is being done
by the Govt. of India for developing these Clusters with Urban facilities and amenities.
Sr. Planning District Area in No of Mohals Population

No. Area/Special Area Hectares (2011 Census)
1 Aut Planning Area Mandi 3166.00 17 mohals 15,098
2 Hinner Planning Solan 6064.00 74 mohals 10,961

Area
3 Additional Bilaspur Bilaspur 1457.88 16 mohals 5,190
Planning Area
4 Sangla-Kamru Kinnaur 56612.00 57 mohals 8,231
Special Area
5.2.1 Aut Planning Area

Aut Planning Area falls in Mandi District of Himachal Pradesh. It is spread over a geographical
area of 3166 hectares and has a population of 15098 persons as per 2011 census.
Sr. Name of Hadbust Area Population Patwar Circle/Post
No. Mohal No. (in hectares) (2011) Office
1 Palsed 507 157 683 Nagwain/Nagwain
2 Jhiri 508 171 1816 Nagwain/Nagwain
3 Nagwain 509 205 2471 Nagwain/Nagwain
4 Takoli 510 160 1485 Nagwain/Nagwain
5 Shil Mashora 511 208 1310 Nagwain/Nagwain
6 Sansoi 519 129 447 Panarsa/ Panarsa
7 Kota Dhar 520 250 1877 Panarsa/Panarsa
8 Kingsh 521 164 1042 Panarsa/Panarsa
9 Sozha 522 216 1073 Panarsa/Panarsa
10 DPF Bhatmar 523 308 Nil Panarsa/ Aut
11 DPF Nau 526 110 21 Aut/Aut
Doghari
12 Aut 527 210 772 Aut/Aut
13 DPF Katiras 528 270 91 Aut/Aut
14 Kashna 529 170 649 Aut/Aut
15 Khini 532 210 655 Aut/Aut
12
16 Thalot 533 69 411 Aut/Thalot

17 Khamratha 534 158 295 Aut/ Aut
- Total - 3166 15098 -
Aut Planning Area was notified under provisions of the Himachal Pradesh Town & Country
Planning Act, 1977 vide State Government Notification No. TCP-F(5)-10/2016, dated 06.03.2017.
Section 15-A of the Act ibid too was extended to this Planning Area vide Notification No. Even
dated 06.03.2017. Aut Planning Area comprises of 17 revenue mohals with a population of
15098 persons as per 2011 census.
5.2.2 Hinner Planning Area

Hinner Planning Area falls in Solan District of Himachal Pradesh. It is spread over a
geographical area of 6064.00 hectares with a population of 10,961 persons as per 2011 census.
Hinner Planning Area
Sr. Name of Hadbast Area in Name of Name of Remarks
No. revenue No. Hect Gram Patwar
Village Panchayat circle
1. Bharech 469 38 Sakori Chail Beyond 100
2. Chauki 413 12 Sakori Nihara mtr on
3. Chiunth Sub- - - Sakori Chail Kandaghat-
Village Chail road.
4. Dhraiyan 412 61 Sakori Nihara Upto 100 mtr
5. Dunti 466 30 Sakori Chail on both sides
6. Dunno 467 39 Sakori Chail of Kandaghat
7. Gharechi Sub- - - Sakori Nihara –Chail road
Village already
8. Nihara 411 45 Sakori Nihara covered under
9. Pujarli 414 15 Sakori Nihara Chail Special
10. Sakori 470 35 Sakori Chail Area.
11. Sona Khurd 465 14 Sakori Nihara
12. Dochi 412 103 Sakori Nihara
13. Kot 468 29 Sakori Chail
14. Anji 450 58 Jhaja Chohra
15. Chabri 452 20 Jhaja Chohra
16. Chirgada Sub- - - Jhaja Chohra
Village
17. Chohra 476 355 Jhaja Chohra
18. Jhaja 451 151 Jhaja Chohra
19. Kathla 454 45 Jhaja Chail
20. Kohla 473 20 Jhaja Chail
21. Koron 478 50 Jhaja Chohra
22. KyaarSub- - - Jhaja Chohra
Village
23. Kanewla sub - - Jhaja Chohra
village
24. Mahog 471 37 Jhaja Chail
25. Pawash 475 108 Jhaja Chohra
26. Shakog 453 23 Jhaja Chail
27. Nahar 455 05 Jhaja Chail
28. Anji 459 33 Banjani Nihara
29. Banjani 456 117 Banjani Chail
30. Binnu 462 45 Banjani Nihara
31. Dhar-ki-Ser 464 20 Banjani Nihara
32. Dharotey 457 08 Banjani Chail
33. Khinna 458 21 Banjani Nihara
34. Narud 461 07 Banjani Nihara
13
Hinner Planning Area

Sr. Name of Hadbast Area in Name of Name of Remarks
No. revenue No. Hect Gram Patwar
Village Panchayat circle
35. Shillai 460 56 Banjani Nihara
36. Tharola 463 45 Banjani Nihara
37. Badhet 500 121 Nagali Chail
38. Ghewa 495 24 Nagali Chail
39. Bagher 496 40 Nagali Chail
40. Hukkal 493 53 Nagali Chail
41. Jadiyal 498 53 Nagali Chail
42. Jethna 499 120 Nagali Chail
43. Kanodi 502 376 Nagali Chail
44. Kano 492 75 Nagali Chail Beyond 100
mtr on -Chail
–Gaura road
45. Mouri - - Nagali Chail
46. Nagali 497 146 Nagali Chail
47. Tikker 501 110 Nagali Chail
48. Bakhor 482 149 Dhangil Chohra
49. Banehar 485 76 Dhangil Chohra
50. Bhuira 488 375 Dhangil Chohra
51. Chhob 491 153 Dhangil Gaura
52. Dhangil 485 78 Dhangil Chohra
53. Damdhar 483 43 Dhangil Chohra
54. Ghainti 480 36 Dhangil Chohra
55. Ghrain 478 50 Dhangil Chohra
56. Jakhed 484 208 Dhangil Chohra
57. Kadela 478 26 Dhangil Gaura
58. Kadog 490 136 Dhangil Gaura
59. Kharanji 487 75 Dhangil Chohra
60. Reh-ka-Katal 409 13 Dhangil Gaura
61. Thethu 479 22 Dhangil Chohra
62. Sewla 486 76 Dhangil Chohra
63. Chagaon 505 108 Hinner Gaura
64. Dahar 464 40 Hinner Gaura
65. Gaura 513 75 Hinner Gaura
66. Hinner 507 126 Hinner Gaura
67. Kurgal 509 251 Hinner Gaura
68. Nawag 512 135 Hinner Gaura
69. Noura 508 64 Hinner Gaura
70. Rahed 505 491 Hinner Gaura
71. Takrayana 510 112 Hinner Gaura
72. Tananji 503 246 Hinner Gaura
73. Tikkri 504 137 Hinner Gaura
74. Sawagaon - - Hinner Gaura
Sub-Village
Total - 6064
Hinner Planning Area was notified as such under provisions of the Himachal Pradesh Town &
Country Planning Act, 1977 vide State Government Notification TCP-F(5)-7/2016, dated
07.12.2016. Section 15-A of the Act ibid too was extended to this Planning Area vide Notification
No. even dated 07.12.2016. Hinner Planning Area comprised of 74 revenue mohals/sub-mohals.
14
5.2.3 Additional Bilaspur Planning Area

The Additional Bilaspur Planning Area falls in Bilaspur District of Himachal Pradesh. It is a
contiguous area of Bilaspur Planning Area and spreads over a geographical area of 1457.88
hectares and has a population of 5190 persons as per 2011 census.
Sr. Name of Mohal Hadbast No. Area Population
No. (in Hectare) (as per census, 2011)
1. Mohal Khansra 219 10.87 76
2. Mohal Rampur 220 16.07 41
3. Mohal Garnal 222 64.97 68
4. Mohal Sai Pharryan 223 40.84 224
5. Mohal Nauni 224 99.83 209
6. Mohal Mandlohu 225 13.01 52
7. Mohal Mandi 226 58.93 98
8. Mohal Bharari 227 112.55 212
9. Mohal Kothipura 228 91.93 266
10. Mohal Parangal 229 99.48 405
11. Mohal Gowahan 230 23.96 136
12. Mohal Changar Palasiyan 231 120.93 836
13. Mohal Rat 232 68.00 373
14. Mohal Niahi Sahrli 233 166.00 551
15. Mohal Noa 234 223.22 892
16. Mohal Rajpura 235 247.29 751
- Total 1457.88 5190
The limits of Additional Bilaspur Planning Area has been redefined vide Govt. Notification No.
TCP-F(5)-2/2016, dated 8.6.2016. The Additional Planning Area is contiguous to the existing
Blaspur Planning Area and comprises of 16 new Mohals with total population of 5190 persons
as per 2011 Census. Section 15-A of the Act ibid too has been extended vide Notification No.
even dated 14.6.2016.
5.2.4 Sangla Kamru Special Area

Sangla Kamru Special Area falls in Kinnaur District of Himachal Pradesh. It is spread over a
geographical area of 56612 hectares and has a population of 8231 persons as per 2011 census.
Sangla Kamru Special Area
Sr. Sr. Name of Revenue Hadbast Area Population
No. No. Mohals/G.P s No. (in (As per
Gram Mohal Hect.) 2011
Panchayat Census)
1 Chhitkul 1 Chhitkul 63 335 582
2 DharRani Kanda 70 8668 7
3 Dhar Shoncheo 71 4962 4
4 Dhar noshing uprli 64 4746 0
Total 18771 593
2 Rakkcham 5 Rakkcham 59/1 352 597
6 Kharogla 59/2 275 125
7 Mastrang 59/3 280 52
8 Dhar hanya uprli 39 2347 0
9 Dhar singan 53 1443 0
10 Dhar hanya Nichli 40 674 0
11 Dhar badri 47 1283 0
12 D.P.F.C-160 49 3 0
13 D.P.F.C-161 48 20 0
14 D.P.F.C-162(A) 50 43 0
15 D.P.F.C-163 (C) 51 11 0
15
16 Dhar Kali kutang nichli 54 61 0

17 Dhar Kali kutang uprli 55 1057 0
18 Dhar kamkampur 56 3119 0
19 Dhar shoshla 60 2444 0
20 Dhar gelep 61 2301 0
21 Dhar tawla 62 1571 0
22 Dhar noshang nichli 58 122 0
23 Dhar noshing pshchimi 57 30 0
24 D.P.F.C. hurua C-156 41 174 0
25 D.P.F.C. 162 44 93 0
26 Dewar kanda 34/6 121 0
Total 17824 774
3 Batseri 27 Batseri 43/1 166 471
28 D.P.F.C. 157 Basering 42 236 1
29 Seringche 43/2 36 75
30 D.P.F.C. 159 batseri 52 115 0
31 Dhar bhujlang 67 1427 0
Total 1980 547
4 Themgarang 32 Boning saring 34/4 152 628
Total 152 628
5 Sangla 33 Sangla 34/1 309 2244
34 D.P.F.C. 154,155 36 236 135
35 Sangla Kanda 34/5 875 5
36 Thapa saring 34/2 887 476
37 D.P.F.C. 153 Chindo 35 165 7
38 Panpo kanda 34/3 1074 12
39 Dhar rupan 37 6378 0
40 Dhar dewar 38 2582 0
41 D.P.F.C. 162 B 45 50 0
Total 12556 2879
6 Kamru 42 Kamru 33/1 117 936
43 D.P.F.C. 164 25 4 1
44 Dhar badang 26 640 144
45 Lachonden 33/4 425 34
46 Goroden 33/5 805 155
47 Kupa 33/2 166 521
48 D.P.F.C. 152 (A) 30 106 0
49 D.P.F.C. 152 (B) 31 95 0
50 Regsthang 33/3 1068 0

51 D.P.F.C. 166 Wadang 23 120 0
52 D.P.F.C. 165 24 76 0
53 D.P.F.C. 151 (A+B) 22 271 0
Total 3893 1791
7 Chansu 54 Chansu 32/1 309 540
55 Cimoden 32/2 32 22
56 Jaryo 32/3 218 457
57 Dhar Dambar 29 877 0
Total 1436 1019
Grand Total - 56612 8231
The Sangla Kamru Special Area was notified under provisions of the Himachal Pradesh Town
& Country Planning Act, 1977 vide State Government Notification No. TCP-F(5)-2/2010, dated
06.03.2017 The Special Area comprises of 57 Mohals/submohals of seven Gram Panchayats
namely Chhitkul, Rakkcham, Batseri, Themgarang, Sangla, Kamru and Chansu.
16
5.3 OBJECTIVES
It is proposed to hire consulting firms/Consultants to prepare to prepare the GIS based Existing
Land Use Map and Digital Register of Aut , Hinner, Additional Bilaspur Planning Areas
and Sangla-Kamru Special Area in Himachal Pradesh. The Maps shall be prepared as per
the requirements of section 15 of the Himachal Pradesh Town & Country Planning Act, 1977.
5.4 SCOPE OF WORK

Consultants are advised to visit/inspect, at their own cost, Aut , Hinner, Additional Bilaspur
Planning Areas and Sangla-Kamru Special Area and acquaint/apprise themselves of the
ground conditions, present status, development activities, local environment etc., before
bidding for the consultancy services. The selected Consultants shall maintain a sub office or
appoint a duly authorized representative at each of the aforesaid Planning Areas throughout
the currency of the contract in order to have desired liaison with the Department and ensure
attending of regular / unscheduled meetings convened by the Department and/or other
committees constituted for the purpose and compliance to decision/ advice as may be issued by
them. There shall be two kinds of Committees notified by the Director (TCP) for this purpose
viz., Steering Committee at Directorate level and Coordination Committee to be constituted at
field level. These Committees shall have members as per clauses 5.6 and 5.7 below.
5.4.1 Broad scope of work

1. Procurement of Satellite imagery for preparation of GIS based Existing Land Use Map
and overlaying of same on Revenue Maps/Cadastral Maps.
2. Collection of Revenue maps and papers.
3. Preparation of Existing Land Use Map on the contoured Base Map to be prepared by
the Consultant showing the existing pattern and extent of development within the
Planning/Special Areas.
4. Demarcation of individual Mohal boundaries and complete study area boundary.
5. Conducting field surveys to collect information as per the requirements detailed in the
forthcoming paras.
6. Preparation of GIS based Existing Land Use Register of buildings existing in the said
Planning Area.
7. Preparation of Digital Register on a web based interactive facility/application already
developed by TCP Department.
8. Conducting still photography of the existing buildings/structures from all four sides
wherever possible.
9. To arrange meeting for hearing of objections/suggestions on Existing Land Use Map of
the said Planning Area.
10. Incorporation of changes/modification and finalisation of the Existing Land Use Map
under Section 15 of the Himachal Pradesh Town & Country Planning Act, 1977.
5.5 FINAL DELIVERABLES

The Consultants shall furnish all details, data, information, facts, photographs, various survey
records and documents along with the Existing Land Use Map and Register, and other
deliverables as described in the next paras.
All the original Maps shall be prepared on Garware sheets and five (5) sets of the same shall be
supplied along with the original sets and also their soft copies in CDs/Pendrives. All soft copies
shall be in their native formats, accompanied by a copy in PDF. All drawings shall be provided
in DWG format and PDF and in their native GIS formats as the case may be.
17
The Existing Land Use Register shall be provided in hard as well as well as soft/Digital
formats. Five sets of the Existing Land Use Register shall be made available.
Photographs of buildings/structures in soft as well as hard format shall be linked with the
Existing Land Use Digital Register.
5.5.1 Description of the Deliverables:

1. Existing Land Use Map: The Consultants shall develop and prepare GIS based Existing Land
Use Map (in hard and soft format). For preparation of base map selected bidder shall procure
satellite imagery of the Planning/Special Areas at their own cost. The Existing Land Use Map
(Draft) is to be submitted within 135 days from the date of procurement of Satellite imagery on
a scale of 1:1,000 unless decided mutually otherwise. The Consultants shall undertake to
incorporate the modifications, changes, amendments as may be directed by the Department,
under provisions of the Act. The Final Existing Land Use Map shall be submitted within 180
days from the date of award of work. These periods shall not include the time taken by the
Department for undertaking statutory actions at its end. A portfolio of the maps shall be
prepared. The individual buildings shall be assigned serial numbers and their shape and size
shall match as per actual structures existing at site. Adequate features like rivers, khads,
nallahs, forests, green areas, water bodies etc., along with man-made features like roads,
towers, landmarks etc. shall be marked on the Map. The maps shall depict all structures duly
geo-referenced. Each sheet shall carry the signatures of the in charge of survey party as well as
the officers of the Department.
2. Existing Land Use Digital Register: A Digital Register shall be prepared in respect of all the
structures/buildings existing within the Planning Area. The individual buildings shall be
surveyed and all relevant details as per the web based interactive facility/application already
developed by TCP Department, shall be collected and entered on the web based facility.
Detailed descriptions like building shape and size in metric system, number of storeys, built up
area of individual floors, use of buildings (floor wise), date of field survey, name of the owners
as per field enquiry, total height of the building along with their footprint plan and
photographs etc.. The Digital register so prepared and finalised will generate a report which
will be compiled as hard format of the ELU register. The hard format of ELU Register shall bear
the signatures of the field survey in-charge as well as the officers of the Department. The
consultant may suggest improvements and modifications in the format with proper
consultation with the Department.
3. Photography: Still Photographs of the buildings/structures from all four sides showing the
elevation in terms of overall height of the building including basements, sloping roofs etc. The
photographs shall be linked with the Existing Land Use Register.
4. The Consultants shall follow detailed sequence of activities/contents for each of the above
deliverables as mentioned in the Himachal Pradesh Town and Country Planning Act, 1977 and
Rules 2014 as amended up to date.
5.5.2 Publication of Existing Land Use Map and Register u/s 15 of TCP Act, 1977
Preparation of reply/comments on objections/suggestions received on the Existing Land Use
Map published for this purpose.
Incorporating the suggestions/objections received on the Existing Land Use Map and Register
as deemed fit by Director (TCP).
Submission of Final Existing Land Use Map and Register to the Department.
5.5.3 Adoption of Existing Land Use Map u/s 15 of TCP Act, 1977
To assist the TCP Department in incorporating any suggestions/objections.
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5.6 THE STEERING COMMITTEE

The Consultant’s work will be monitored and reviewed by the Steering Committee(s) at
Directorate Level under the Chairmanship of the State Town Planner. The composition of the
Committee for respective Planning/Special Areas will be as follows:
(i) State Town Planner Chairman

(ii) Town & Country Planner concerned Member
(iii) Assistant Town Planner concerned Member
(iv) Town & Country Planner (HQ) Member
(v) Assistant Town Planner-II (HQ) Member-Convener
The selected Consultant shall submit deliverables as per clause 5.10 i.e. Schedule of Completion
of tasks of the RFP Document. This will be followed by a presentation to the Steering
Committee within a week, wherein, the Steering Committee members shall give their comments
and suggestions in the form of feedback. Subsequently, the Consultant will incorporate all such
comments and suggestions in their next stage report. No expenses of any sort shall be borne by
the Consultant for organising/arranging the meetings of the Steering Committee. All
instructions of the Steering Committee shall be complied with for proper progress and
execution on the work.
The Steering Committee shall have and hold its meetings once every 30 (thirty) days or during
such regular intervals as may be reasonably prescribed by Department, in order to monitor the
quality progress of the Project.
5.6.1 Role and responsibility of the Steering Committee shall be:

i. To function as a rapid dispute resolution group to ensure smooth implementation of the
Agreement.
ii. To resolve any difficulties in execution of the Project/Consultancy and give Project level
decisions on various issues.
iii. To monitor and review the progress of the Project/Consultancy as per the Agreement and
call for explanation in case of deviation if any.
iv. To facilitate and co ordinate the development of the Project/Consultancy to achieve the
desired objectives
5.7 THE CO-ORDINATION COMMITTEE

The Co-ordination Committee shall be responsible to render guidance and advice at the
local/field level with regard to conducting surveys & studies holding discussions with
stakeholders and formulating proposals. The composition of the Co-ordination Committee for
respective Planning/Special Areas will be as follows:
(i) Town and Country Planner/Assistant Town Planner concerned Chairman

(ii) Executive Officer, Municipal Council Bilaspur Member
(iii) Secretary Nagar Panchayat, Aut Member
(iv) Member Secretary, SADA Sangla-Kamru Member
The Town and Country Planner/Assistant Town Planner concerned may include/nominate
any other officers or retired town planning professionals and or experts/academicians for this
purpose.
No expenses of any sort shall be borne by the Consultant for organising/arranging the
meetings of the Co-ordination Committee.
19
5.8 OBLIGATIONS OF DEPARTMENT

The following data/services /facilities will be furnished by the Department: -
a. Notification of the aforesaid Planning Areas.
b. Copies of TCP Act and Rules.
c. Space for sitting in the TCP field offices at Mandi, Bilaspur and Solan as well as SADA
Sangla-Kamur, if required.
d. Sample check and verification of 10% of the structures along major roads and 5% of the
structures in remaining Planning/Special Areas shall be done by the concerned Town
Planner/Assistant Town Planner/Planning Officer/Member Secretary. The representative
of the Consultant shall accompany the Department during all field verification visits. The
expenses on account of transportation during these sample checks shall be borne by the
field offices/SADA.
5.9 OBLIGATIONS OF CONSULTANTS

(a) To prepare GIS based Existing Land Use Map drawn on the contoured Base Map to be
prepared by procuring latest satellite imagery, showing the existing pattern of
development within the Planning/Special Areas.
(b) The Consultants shall perform the services as detailed and carry out their assignment
with all due diligence, efficiency and economy in accordance with generally accepted
professional standards and practices and shall observe sound management techniques
and practices.
(c) The reports at all stages of work as defined in section–5 under deliverables shall be
accompanied with requisite details, data, maps and descriptions. The Consultants shall
keep in touch with the Department throughout the currency of the Assignment.
(d) The Consultants shall revise, amend, modify the GIS based Existing Land Use Map and
Digital Register to incorporate comments, directions and advice given by the
Department at all stages of the assignment.
(e) The Consultants shall attend all meetings as may be convened by the Department or
any committee constituted for the purpose of review of work done by the Consultants.
The Team Leader and all such Key Professionals as may be relevant at that stage of
assignment shall be present in such meetings.
(f) The Consultants shall incorporate all comments and observations as may be made by
the Department on the (draft) Existing Land Use Map, Digital Register and other
deliverables to facilitate finalisation of the same.
(g) The Consultants shall stick to the time schedule set out for the deliverables at all stages
of assignment.
(h) The Consultants shall undertake requisite surveys and investigations for collecting as
well as updating the information and data.
(i) The Consultants shall work in coordination with various agencies/government
departments involved in this assignment to accomplish it in a successful manner.
5.10 SCHEDULE OF COMPLETION OF TASKS

Total time for the consultancy shall be 180 days. The periods given below shall not include the
time taken by the Department for undertaking statutory actions at its end. The periods shall
also not include the time taken, if any, for arranging/procuring Satellite imagery of
Planning/Special Areas by the Consultant.
Sr. No. Activity/Deliverables Time duration
1. Inception report: 0 + 15 Days
Shall broadly cover the status of available data, data
20
Sr. No. Activity/Deliverables Time duration

gaps, detailed approach and methodology, detailed
work plan and schedule, staff deployment and
schedule.
2. GIS based Existing Land Use (ELU) Map and Digital 0 + 60 days
Register along all Highways & Major Roads of
3. Draft GIS based Existing Land Use (ELU) Map and 0 + 135 days
Digital Register of complete Mohals of the Planning/
Special Areas.
4. Final GIS based Existing Land Use (ELU) Map and 0 + 180 days
Digital Register of Planning/Special Areas.
6 PAYMENT SCHEDULE
The agreed lump sum amount shall be released as under for individual Planning Areas.
Sr. Activity / assignment as submitted Percentage of agreed
No. amount (%)
i. On Approval of Inception Report 10%
ii. On approval of GIS based Existing Land Use Map and 20%
Digital Register for all Highways & Major Roads of
iii. On approval of draft GIS based Existing Land Use Map and 40%
Digital Register of complete Mohals of Planning/Special
Areas.
iv. On approval of Final GIS based Existing Land Use Map and 30%
Digital Register of Planning/Special Areas.
TOTAL 100%
7 OTHER CONDITIONS OF CONTRACT

7.1 PAYMENT AUTHORITY
The Director, Town & Country Planning Department, H.P. will be the payment authority.
Agreement shall be executed with, and work orders issued by the Director, TCP for the said
work.
7.2 PERFORMANCE SECURITY
The successful Consultant shall furnish as performance security, an irrevocable, unconditional
Bank Guarantee in the prescribed format issued by a Scheduled Bank at Shimla valid for a
period of 12 months for an amount equal to 5% of the contract value. This shall be furnished at
the time of award of contract.
7.3 TERMINATION
7.3.1 Termination by the Department
The Department may terminate this contract, by not less than 30 days’ written notice to the
Consultants in case of occurrence of any of the events specified below:
a) If the Consultant does not remedy a failure in the performance of their obligations within
30 days after being notified;
b) If the Consultant fails to comply with any decision given by the Department, at any stage;
21
c) If the Consultant becomes insolvent or bankrupt;

d) If the Consultant is unable to perform a material portion of its services for a period of
more than 60 days.
7.3.2 Termination by the Consultants
The Consultants may terminate the contract by not less than 30 days’ written notice to the
Department if the Department fails to pay any money due to the Consultant within 60 days
after receiving written notice from the Consultant, provided all the obligations have been met.
7.4 PAYMENT UPON TERMINATION
Upon termination of the contract pursuant to clause 7.3 above, the Department shall make the
following payments to the Consultants:
i. Payment for the services satisfactorily performed prior to the date of termination
ii. Reimbursement of any reasonable cost towards studies/surveys and field investigations.
7.5 SETTLEMENT OF DISPUTES
The parties shall use their best efforts to settle amicably all disputes arising out of or in
connection with the agreement or its interpretation.
Any dispute between the parties which cannot be settled amicably within 30 days after receipt
by one party of the other party’s request for such amicable settlement shall be submitted to
arbitration by sole Arbitrator to be appointed by the Secretary (Town & Country Planning) to
Govt. of H.P. The arbitration proceedings shall be conducted in accordance with the provisions
of the Arbitration and Conciliation Act, 1996. The arbitration proceedings shall be held at
Shimla and the Courts at Shimla shall have the jurisdiction.
7.6 INCENTIVES & PENALTIES
7.6.1 Penalty for Delay
In case of delay in completion of services, a penalty equal to 0.10% of the contract price per day
subject to a maximum of 5% of the contract price will be imposed on the consultant, and shall
be recovered from the performance security/outstanding payments. However, in case the delay
is due to reasons beyond the control of the consultant, suitable extension of time will be granted
provided that the delays were brought into the client’s notice within 10 days of such occurrence.
7.6.2 Incentive for early completion

In case of early completion of services adhering to the required quality, an incentive equal to
0.10% of the contract price per day subject to a maximum of 5% of the contract price shall be
paid to the consultant.
7.7 PROPRIETARY RIGHTS
All works done by the consultant for the assignment including data, maps, registers and
photographs etc. shall be the sole property of the Department. The consultant shall not divulge
the contents of the same or the details of the assignment to any other party at any time
whatsoever.
7.8 NO ASSIGNMENT
Neither party shall assign or transfer all or any of its obligations under this arrangement
including any Statement of Work to any person without the prior written consent of the other
party, which consent shall not be unreasonably withheld or delayed.
7.9 NO SUB CONTRACT
The consultant shall not be entitled to sub contract the work or any part thereof. Such
arrangement shall be considered as material breach of the agreement.
22
7.10 UNDERSTANDING OF TERMS

By submitting a proposal, each Applicant firm shall be deemed to acknowledge that it has
carefully read all parts of this RFP, including all forms, schedules and annexures hereto, and
has fully informed itself as to all existing conditions and limitations.
23
ANNEXURES
Annexure 1 Financial Proposal Submission Format
To
The Director,
Town and Country Planning Department
Block No. 32-A, SDA Complex
Kasumpti, Shimla-171009
Dear Sir,
We, the undersigned, offer to provide the consultancy services for [insert title of the assignment] in
accordance with your Request for Proposal and our Technical Proposal. Our Financial Proposal is as
quoted in the table below.
Our Financial proposal shall be binding on us subject to modification resulting from contract
negotiations, up to the expiry of the validity period of the proposal unless extended by us.
We understand that you are not bound to accept any proposal you receive.
Name & title of signatory

Name of firm
Yours sincerely
(Authorized Signatory)
Sr. Name of Financial Bid Amount (In Rupees)

No. Town/PA/SA (in figures & words)
Bid Amount Applicable Total
Taxes/GST
1 Aut Planning Area
2 Hinner Panning Area
3 Additional Bilaspur
Planning Area
4 Sangla-Kamru Special
Area
Grand Total
Note: The Financial Proposal shall be considered separately for each Planning/Special Area. Thus,
Consultant shall be selected on the basis of lowest financial proposal for each Planning/Special
Area separately. There shall be no bar if a Bidder is awarded work for more than one
Planning/Special area.
(Authorized Signatory)
Name & title of signatory
Name of firm
24
Annexure 2 Format for Performance Guarantee
UNCONDITIONAL AND IRREVOCABLE BANK GUARANTEE

Bank Guarantee No.________ Dated____________
Issuer of Bank Guarantee:
__________________(Name of the Bank)

__________________________________
__________________________________
(Hereinafter referred to as the “Bank”)
Beneficiary of Bank Guarantee:
________________,
on behalf of
Director,
(Concerned Division/Sub-Division),
_________________________,
Context of Bank Guarantee:
Performance Security in pursuance of Clause 7.2 of the Contract Agreement dated___________
(hereinafter referred to as the “Agreement”), executed between
the________________________________________________________________________ acting through
______________________________ (hereinafter referred to as the “Department”) and
______________________________________________ (hereinafter referred to as the “Consultant”) for
Consultancy Services for Preparation of GIS Based Existing Land Use Map and Digital Register for
___________________ Planning Area of Himachal Pradesh (hereinafter referred to as the “Work and
services”), provided however, such context of the Bank Guarantee or reference to the Agreement in this
Bank Guarantee shall in no manner to relied upon at any stage to adversely affect or dilute the
unconditional and irrevocable nature of this Bank Guarantee.
Operative part of the Bank Guarantee:
At the request of the Consultant, we ________________________, ___________________ (name and address
of the bank), (hereinafter referred to as the “Bank”), do hereby unconditionally and irrevocably affirm
and undertake that we are the Guarantor and are responsible to the Department i.e. the beneficiary on
behalf of the Consultant, upto a total sum of Rs. ______________________ (Rupees
_________________________ Only), such sum being payable by us to the Department immediately upon
receipt of first written demand from the Department.
We unconditionally and irrevocably undertake to pay to the Department on an immediate basis, upon
receipt of first written demand from the Department and without any cavil or argument or delaying
tactics or reference by us to Consultant and without any need for the Department to convey to us any
reasons for invocation of the Guarantee or to prove the failure to perform the Services as per
requirements on the part of the Consultant or to show grounds or reasons for the demand or the sum
specified therein, the entire sum or sums within the limits of Rs.______________________________
(Rupees ___________________________ Only)
We hereby waive the necessity of the Department demanding the said amount from Consultant prior to
serving the Demand Notice upon us.
We further agree and affirm that no change or addition to or other modification to the terms of the
Agreement, shall in any way release us from any liability under this unconditional and irrevocable
25
Guarantee and we hereby waive notice of any such change, addition or modification. We further agree
with the Department that the Department shall be the sole and the exclusive judge to determine that
whether or not any sum or sums are due and payable to him by Consultant, which are recoverable by
the Client by invocation of this Guarantee.
This Guarantee will not be discharged due to the change in constitution of the Bank or the Consultant.
We undertake not to withdraw or revoke this Guarantee during its currency/ validity period, except
with the previous written consent of the Department.
We unconditionally and irrevocably undertake to pay to the Department any amount so demanded not
exceeding Rs. ________________________ (Rupees ________________________ Only) notwithstanding
any dispute or disputes raised by Consultant or anyone else in any suit or proceedings before any
arbitrator, court, tribunal or other authority, our liability under this Guarantee being absolute,
unconditional and unequivocal. The payment so made by us under this Guarantee to the Department,
shall be a valid discharge of our liability for payment under this Guarantee and the Consultant shall
have no claim against us for making such payment.
This unconditional and irrevocable Guarantee shall remain in full force and effect and shall remain
valid until ______________
Notwithstanding any clause contained herein:
Our liability under this Bank Guarantee shall not exceed Indian Rs. _______ lakhs (Rupees
________________ Lakhs Only).
This unconditional and irrevocable Bank Guarantee shall be effectively valid from __________ to
____________.
We are liable to pay the guaranteed amount or any part thereof under this unconditional and
irrevocable Bank Guarantee only and only if the Department serves upon us a written claim or demand
on or before ________.
__________________
Authorized Signatory
For Bank
26
Annexure 3 Form of Contract
This CONTRACT (hereinafter called the “Contract”) is made the [day] day of the month of [month],
[year], between, on the one hand, ______________, Govt. of Himachal Pradesh, India. (Hereinafter caller
the “Department”) and, on the other hand, [name of Consultants] (hereinafter called the “Consultants).
WHEREAS
1. The Department has requested the Consultants to provide certain consulting services as
defined in this contract (hereinafter called the “Services”);
2. The Consultants, having represented to the Department that it has the required professional
skills, and personnel and technical resources, has agreed to provide the Services on the terms
and conditions set forth in this Contract;
NOW THEREFORE the parties hereto hereby agree as follows:
1. The following documents attached hereto shall be deemed to form an integral part of this
contract
a) The RFP document and any amendment issued thereto
b) Technical & Financial Proposal of the Consultants
c) The description of services as shall be agreed to between the Department and
Consultants as a result of negotiations
2. The mutual rights and obligations of the Department and the Consultants shall be as set
forth in the contract, in particular:
a) The Consultants shall carry out services in accordance with the provisions of the
Contract; and
b) The Department shall make payments to the Consultants in accordance with the
provisions of the Contract.
IN WITNESS WHEREOF, the parties hereto have caused this contract to be signed in their respective
names as of the day and year first above written
For and behalf of [name of Department]____________________________________
For and behalf of [name of Consultants]_________________________________
27
Annexure 4 Organizational details and financial statement

The organizational structure shall be clearly depicted by means of an organizational chart, and a brief
narrative description. In case of International companies, the worldwide operational structure shall also
be shown. In case of consortium, the functional and managerial relationship between the consortium
members shall be clearly shown. Names and responsibilities of the key personnel in the
company/members of the consortium shall also be provided.
Audited Balance sheet and Profit and Loss account for the last three financial years shall be submitted
along with.
Format for Financial Details of the Firm
Financial Capacity
The information regarding the Turnover from Consulting Services in last three years should be
provided in the format below.
Financial Year Ended Turnover in Crores (INR)
FY 2014-15
FY 2015-16
FY 2016-17
Average Annual Turnover
(Seal of Chartered Accountant)
28
Annexure 5 List of Survey Instruments and Others

Sr. Name, make, model of survey instruments and other
Proof of Possession
No. equipments
1.
2.
3.
4.
5.
6.
7.
8.
9.
List of Computers, Peripherals & Survey / CAD/GIS Software/Camera
Proof of possession
Sl. Name, type and configuration of hardware and software
CAD/ Survey / GIS
No. (version/release)
software/Camera
1.
2.
3.
4.
29
Annexure 6 Information regarding, and Agreement of, Consortium (if any)

Information regarding Consortium/sub-consultants/associates, if any, shall be furnished in the format
specified below.
1. Name of Lead Consultant

Name of Contact Person
Address
Telephone Office
Residence
Mobile
Fax
Email
2. Name of members of consortium (if any)
Address
Telephone Office
Residence
Mobile
Fax
Email
3. Name of sub consultants/associates (if any)
Address
Telephone Office
Residence
Mobile
Fax
Email
4. Role of each member/sub consultant/associate
Name of member/ sub consultant/associate Role in the assignment
5. Attested Copy of Agreement between consortium members and sub-consultants.
30
Annexure 7 Description of Approach, Methodology and Work Plan

A clear and detailed Approach and methodology towards the assignment shall be given, not exceeding
10 pages. A work plan on how the methodology will be executed in the given time shall be attached.
Annexure 8 Team composition and Task Assignment

Composition of Key Professionals with the position of each team member and the respective duties
assigned
Key Professional
Name Position Role/Duties assigned
Support Staff
Name Position Role/Duties assigned
31
Annexure 9 Time schedule for Professional staff

Detailed week wise break-up of staff allocation for key staff and support staff.
Weeks
Name Position Activity 1 2 3 4 5 6 7 8 9 … n To
tal
Total
Annexure 10 Activity Schedule

A detailed schedule for the activities towards completing the assignment with deliverables indicated.
Weeks
Activity 1 2 3 4 5 6 7 8 9 … n Total
Annexure 11 Comments/suggestions of consultants

Comments and suggestions of the consultants on the RFP/ToR/Contract documents and on the
services/facilities/data to be given by the client.
Comments and suggestions on the RFP/ToR/Contract documents

1.
2.
3.
Comments and suggestions on the services/facilities/data to be given by the client

1.
2.
3.
32
Annexure 12 Summary of Firm’s References

Furnish a summary of the Firm’s References in the format below
Sr. No. Name of Nature of Assignment Completion Date Proof Enclosed
Assignment
[Development Plan/Local [Month and Year] [Completion Certificate
Plan/Zonal Plan etc] /Agreement /Work
order]
Existing Landuse Maps and
Registers, GIS based Property
Surveys or GIS based City
Base Maps or GIS based pan
city Infrastructure/Utilities
mapping
Annexure 13 Firm’s References - Detailed

Project Sheets of relevant services carried out in the last ten years that best illustrate qualifications.
Using the format below, provide information on each reference assignment for which your firm/entity was legally
contracted.
Note: The relevant proof of each project, as listed in the summary table above, shall be placed
immediately after the corresponding Project Sheet.
Assignment Name: Country:
Location within Country: Professional Staff Provided by Your

Firm:
Name of Client: No. of Staff :
Start Date Completion Date No. of Staff-Months :

(Month/Year) (Month/Year)
Approx. Value of Services (in
Current INR)
Name of Associated Consultants, if any: No. of Months of Professional Staff

Provided by Associated
Consultants :
Name of Senior Staff involved:

Narrative Description of Project:
Description of Actual Services Provided by Your Staff:
33
Annexure 14 Team Composition

Sr. Position Name of Qualification Years of Name of Firm (In case of
No. Professional Experience JV/Consortium, mention the
name of the entity working
for)
Annexure 15 Format of Curriculum Vitae (CV) For Proposed Professional Staff
Proposed Position
Name of Firm
Name of Staff
Profession
Date of Birth
Years with Firm/Entity
Nationality
Membership of Professional Societies
Detailed Task Assigned
Key Qualifications`
[Give an outline of staff member’s experience and training most pertinent to tasks on assignment. Describe degree of
responsibility held by staff member on relevant previous assignments and give dates and locations. Use about six lines.]
Education
[Summarise college/university and other specialised education of staff member, giving their names, dates attended, and
degrees obtained. Use about one quarter of a page.]
Degree Specialisation College/University Year (From - To)
Employment Record
[Starting with present position, list in reverse chronological order every employ ment held. List all positions held by staff
member since graduation, giving dates, name of employing organisations, titles of positions held, and locations of
assignments. For experience in last ten years, also give types of activities performed and client references, where
appropriate. Use about three-quarters of a page.]
Employer Position Year (From - To)
Activities performed
Employer Position Year (From - To)
Activities performed
Languages
34
[For each language indicate proficiency: excellent, good, fair, or poor; in speaking, reading, and writing]
Language Read Write Speak
Certification
I, the undersigned, certify that to the best of my knowledge and belief, these data correctly describe my
qualifications, my experience and me.
............................................................................................................Date :..................
[Signature of staff member]

Day/Month/Year.
............................................................................................................Date :..................
[Signature of authorised representative of the Firm]

Day/Month/Year
35

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RFP for Preparation of GIS based Existing Land Use Map & Digital Register of Planning/Special Areas in Himachal

TOWN AND COUNTRY PLANNING DEPARTMENT

REQUEST FOR PROPOSAL (RFP)

SELECTION OF CONSULTANTS FOR PREPARATION

Aut, Hinner, Additional Bilaspur Planning Areas

5.7 THE COORDINATION COMMITTEE 19

SCHEDULE OF BIDDING PROCESS

Sr. No. Event Description Date

1 Advertising date of RPF Document 07.02.2018

RPF download date (from official website of TCP Deptt.,

Within 10 days from

120 days from the Due

within 15 days from the

3.1 TECHNICAL PROPOSAL

3.2 FINANCIAL PROPOSAL

3.3 PRE-BID CONFERENCE

4.3 MINIMUM ELIGIBILITY CRITERIA

4.4 KEY PROFESSIONALS

Sr. No. Sub-Criteria Weight age

The Minimum Qualifying Technical Score shall be 70%.

4.5 EVALUATION OF FINANCIAL PROPOSALS

4.6 FINAL EVALUATION

4.7 AWARD OF CONTRACT

5.2 DESCRIPTION OF THE PLANNING/SPECIAL AREAS OF ASSIGNMENT

Sr. Planning District Area in No of Mohals Population

2 Hinner Planning Solan 6064.00 74 mohals 10,961

5.2.1 Aut Planning Area

16 Thalot 533 69 411 Aut/Thalot

5.2.2 Hinner Planning Area

Hinner Planning Area

5.2.3 Additional Bilaspur Planning Area

5.2.4 Sangla Kamru Special Area

16 Dhar Kali kutang nichli 54 61 0

50 Regsthang 33/3 1068 0

5.4 SCOPE OF WORK

5.4.1 Broad scope of work

5.5 FINAL DELIVERABLES

5.5.1 Description of the Deliverables:

5.6 THE STEERING COMMITTEE

(i) State Town Planner Chairman

5.6.1 Role and responsibility of the Steering Committee shall be:

5.7 THE CO-ORDINATION COMMITTEE

(i) Town and Country Planner/Assistant Town Planner concerned Chairman

5.8 OBLIGATIONS OF DEPARTMENT

a. Notification of the aforesaid Planning Areas.

b. Copies of TCP Act and Rules.

5.9 OBLIGATIONS OF CONSULTANTS

5.10 SCHEDULE OF COMPLETION OF TASKS

Sr. No. Activity/Deliverables Time duration

7 OTHER CONDITIONS OF CONTRACT

c) If the Consultant becomes insolvent or bankrupt;

7.4 PAYMENT UPON TERMINATION

7.5 SETTLEMENT OF DISPUTES

7.6 INCENTIVES & PENALTIES

7.6.1 Penalty for Delay

7.6.2 Incentive for early completion

7.10 UNDERSTANDING OF TERMS

Name & title of signatory

Sr. Name of Financial Bid Amount (In Rupees)

Annexure 2 Format for Performance Guarantee

UNCONDITIONAL AND IRREVOCABLE BANK GUARANTEE

__________________(Name of the Bank)

Annexure 3 Form of Contract