REQEST FOR PROPOSAL (RFP)

DOCUMENT
FOR

Appointment of Consultant for

Preparation of
Local Area Plan (LAP) & Town Planning
Scheme (TPS)

(Price: Rs. 10,000, Ten Thousands Only)

(Last Date of Submission: 10.07.2020, 15:00 Hrs)
E-tender website: https://etender.up.nic.in

Varanasi Development Authority

Raja Uday Pratap Marg, Panna Lal Park
Varanasi-221102
Email: vdavaranasi@gmail.com
Web: www.vdavns.org
Varanasi Development Authority

Contents
1. Background:........................................................................................................................ 3
2. Objectives: .......................................................................................................................... 3
3. Scope of Work: ................................................................................................................... 4
4. Eligibility/ Evaluation Criteria: .............................................................................................. 5
5. Procedure for Selection of Consultant ................................................................................. 9
6. Approval of LAP/TPS .........................................................................................................10
7. Deliverables .......................................................................................................................11
8. Time Frame .......................................................................................................................12
9. Submission of Offers ..........................................................................................................12
10. Agreement......................................................................................................................14
11. Terms of Payment ..........................................................................................................14
12. Obligations of Development Authority.............................................................................14
13. Language .......................................................................................................................15
14. Jurisdiction .....................................................................................................................15
15. Arbitration .......................................................................................................................15
16. Contacts: ........................................................................................................................16

Appendix-1 Format-1 (Curriculum Vitae of Technical Personnel)

Appendix-2 Format-2 (Experience in Urban Planning)
Appendix-3 Format-3 (Format for Submission of Offers)

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Varanasi Development Authority

1. Background:

The Smart Cities Mission of the Ministry of Housing & Urban Affairs (MoHUA)
has followed an Area Based Development approach to address the lack of
infrastructure and services in the brownfield and Greenfield areas of Indian cities.
The Local area Plan (LAP) and Town Planning Scheme (TPS) are two micro-
level planning and implementation mechanisms have been formulated under
AMRUT (Atal Mission for Rejuvenation and Urban Transformation) to enable
planning for developing infrastructure in the brownfield areas and the greenfield
areas.
The 'Pilot on Formulation of Local area Plan (LAP) and Town Planning Scheme
(TPS) in selected 25 cities was launched by the Ministry of Housing and Urban
Affairs (MoHUA), Govt of India under AMRUT in July 2018. The goal of the pilot
is to support the preparation of LAP and TPS on a pilot basis in identified 25
States/Cities and build local capacity for undertaking such tasks. Varanasi is one
of the cities selected for 'Pilot on Formulation of Local area Plan (LAP) and Town
Planning Scheme (TPS). The maximum area of 300 hectares each for TPS and
LAP has been targeted by VDA. The sites could either be one site or more than
one site. This assignment is financially supported by MoHUA and the consultant
shall be paid as per financial grant is received from MoHUA.

2. Objectives:

Varanasi Development Authority (VDA) is situated in the state of Uttar Pradesh

and covers an area of approximately 800 sq. kms. The area has a total
population of approximately 14.23 lakhs as per the 2011 Census. VDA intends to
promote systematic and orderly development within the Varanasi Metropolitan
Area and to this end intends to utilize the Town Planning Scheme mechanism for
promoting development.

VDA is inviting proposals in e-tender mode for the Appointment of Consultants

for Preparation and Implementation of the Town Planning Scheme (TPS) and
Local Area Plan (LAP) in select areas within the Varanasi Development Area.

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Varanasi Development Authority

The scope of work will be as mentioned in Section-3 Terms of Reference in this

RFP document (“Assignment”).

The Bidders are invited to submit a Technical Proposal as per the annexure-3 (to
be uploaded on the e-tender website only) and Financial Proposal as per the
excel sheet uploaded on the e-tender website. The Proposal will be the basis for
contract and ultimately for execution of the Contract (hereinafter referred to as
“Consultancy Agreement”) with the selected bidder.

The Bidders should familiarize themselves with local conditions and take them
into account in preparing their Proposals. To obtain first-hand information on the
assignment and local conditions, planning process and legal framework before
submitting their bid/ Proposal.

The Bidders shall bear all costs associated with the preparation and submission
of their Proposals. VDA is not bound to accept any Proposal and reserves the
right to annul the selection process at any time prior to Contract award, without
thereby incurring any liability to the Bidders.

Important Note:
a) Last Date of Submission of offers: 09.07.2020, 15:00 Hrs
b) Date of Opening of Technical Bid: 10.07.2020 , 11:00 Hrs
c) Cost of RFP Document: Rs. 10,000 (Ten Thousand Only)

3. Scope of Work:

The scope of work includes:

3.1 Assisting the VDA to firm up the planning area for TPS and LAP.
3.2 Undertaking the total station survey/ survey of the areas for TPS and
LAP, collecting land records and preparing accurate Base Map.
3.3 Existing situation analysis of the planning area for TPS and LAP.
3.4 Preparing planning proposals, including street network/circulation
layout, infrastructure layout (schematic with block cost estimates), land

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Varanasi Development Authority

reconstitution, valuation, Development Regulations and other

Guidelines.
3.5 Prepare TPS/LAP detailed Maps and Report.
3.6 Advice the Authority for conducting Stakeholders and Property
Owners consultations.
3.7 Advice the Authority on techno-legal issues during preparation and
submission stages for TPS/LAP.
3.8 Implementation Plan/ Schedule.
Note: While the consultant will do the Survey and prepare the base
map, the Authority will help the consultant in procuring the appropriate
land records from the revenue department and base map related data
information such as land acquisition details, NA permissions, building
permissions etc. Authority will also manage the process of approval of
the Base map and area statement and bear the charges for it if
applicable; the consultant will support this process by providing the
appropriate drawings and statements.

4. Eligibility/ Evaluation Criteria:

The Consultant may be a Government, Semi-Government, Public Sector

Undertaking or registered private firm/company having experience of executing
similar work/s to its credit. The Evaluation Committee appointed will carry out the
technical evaluation of Proposals on the basis of the following evaluation criteria
and points system. Each evaluated Proposal will be given a technical score (St)
as detailed below. The minimum technical score required to qualify technical
evaluation is 60 (Sixty) Points out of 100 (hundred). A proposal will be
considered unsuitable and will be rejected at this stage if it does not respond to
important aspects of RFP Document and the Terms of Reference or if it fails to
achieve the minimum technical score. The Authority will notify Applicants who fail
to score the minimum technical score about the same and their Financial
Proposals shall not be opened.

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Varanasi Development Authority

The maximum points/ marks to be given under each of the evaluation criteria are:

Item Maximum
Parameter Criteria for Marking
Code Marks
≥ 20 million but < 50 million –
Average Annual Turnover in INR in each of
1 05 03 Marks
the last 3 Years
≥ 50 million – 05 Marks
Experience of the Firm in carrying out similar
2 25
assignment
Preparation and implementation of Town
Planning Schemes in accordance with the
relevant State legislation for a minimum area Up to 2 assignments – 05
of 100 Ha. including street network/ Marks
2a 15
circulation layout, infrastructure layout 3 to 5 Assignment – 10 Marks
(schematic with block cost estimates), land > 5 assignments – 15 Marks
reconstitution, valuation and Development
control Regulations
Experience of use of geo-coded land data, 1- 2 assignment – 05 Mark
2b interpretation of satellite imageries /aerial/ 10 > 2 assignments – 10 Mark
Lidar /Drone Photography.
a) A & M – 15 marks
Presentation on i) Approach Methodology ii)
3 30 b) Staffing – 10 marks
Team Composition iii) Work Plan
c) Work plan – 5 marks
4 Relevant Experience of the Key Personnel 40 See table below
100

The presentation shall be focused on understanding the area in question, detail

of Approach and Methodology and stages involved in the preparation of Town
Planning Scheme/ Local Area Plan along with time-schedule for completion of
each stage. The interested Consultant are advised to study the site conditions
and other statutory provisions, the development pattern in the city and other
factors that can affect the development of these city prior to preparation of
Approach and Methodology.

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Varanasi Development Authority

Note: The date and time for presentation will be informed to the
participating consultants/firms/companies on 10.07.2020 while opening of
technical proposals.

Qualification and Competence of Key Personnel

The list of Key Personnel who will be required during the Project, are as shown below;

Sr. Expertise Minimum Qualification Minimum Experience on Eligible

No. Professional Assignments
Experience
1. Team Leader Postgraduate in Urban 15 years She / He should have
and Regional Planning/ experience of minimum two
Urban Planning / Town urban planning assignments of
and Country Planning/ an area not less than 200 Ha.
Town Planning as a Team Leader. Experience
of working on a Town Planning
Scheme is preferable.
2. Senior Urban Postgraduate in Urban 05 years She / He should have
Planner/ and Regional Planning/ experience of minimum one
Designer Urban Planning / Town urban planning assignment of
and Country Planning/ an area not less than 50 Ha.
Town Planning Experience of working on a
Town Planning Scheme is
preferable.
3. Infrastructure Postgraduate in 08 years She / He should have
Planning Expert Infrastructure experience of minimum two
Planning / Engineering infrastructure planning,
OR designing and implementation
Postgraduate in Planning of urban planning assignments
with of an area not less than 50 Ha.
graduation in Civil/
Infrastructure
Engineering
4. Valuation Expert Chartered Engineer/ 05 years She / He should have
Valuer experience of valuation of urban
land parcels

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Varanasi Development Authority

Sr. Expertise Minimum Qualification Minimum Experience on Eligible

No. Professional Assignments
Experience
5. CAD/ GIS Qualified professional with 05 years She / He should have
Expert degree/ diploma experience of image
certificate in GIS / Remote processing, mapping, data base
Sensing or relevant creation & analysis in GIS/
subject CAD, and data management
with AutoCAD and other
platforms
6. Senior Surveyor Graduate in Civil 05 years She /He should have
Engineering experience of DGPS/GPS and
survey work for Town Planning
Schemes is preferable.
Support staff (not to be evaluated)
7. Support Team Graduate/Postgraduate in 02 years She/ He should have
(4 to 5 Planning / Engineering (at experience urban planning /
personnel) least 3 personnel should be design related assignments.
Graduate/Postgraduate in
urban planning)

 Consultant shall have to depute a 2-member team comprising of one Urban

Planner and one GIS/ AutoCAD technician at VDA for the duration of the
project which may not be the key personnel mentioned in the above table.

 Personnel proposed against positions 1,2,3, 6 and 7 above should have been
full time employees with the Applicant for at least 12 months prior to proposal
due date.

 In case of a Consortium, one-third of the proposed personnel particularly the

Team Leader should be associated with the Lead Member.

 Age of the Key Personnel proposed should not be more than 65 (sixty-five)
Years on the last day of submission of proposal.

 The Authority reserves the right to ask for the details regarding the proof of
age, qualification, experience and association of the Key Personnel with the
firm.

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Varanasi Development Authority

 Consultants, who are executing ongoing mandates from Authority, must

propose a separate team of Key Personnel while bidding for this project.

 The Key Personnel proposed above should be available for presentations/

discussions/ meetings with the Authority.

 A summary of experience (in one page) is to be provided by the consultant for

each of the Key Personnel.

 The consultant may propose deploy additional manpower for the project as
they may feel necessary. However, the CV’s of only the above-mentioned
experts shall be used for the purpose of technical evaluation.

 The details of experience of experts mentioned above are given in the Format
attached as Appendix-1 of the document.

5. Procedure for Selection of Consultant

The selection would be based on Quality cum Cost Based System (QCBS). A
committee headed by Vice Chairman of the Authority shall evaluate the
proposals and the final decision of the selection would be done by the committee
based on Quality cum Cost Based System formula. The committee would have
following members:

 Vice Chairman, Varanasi Development Authority- Chairperson

 Secretary, Varanasi Development Authority- Member
 Finance Controller, VDA- Member
 Associate Planner, Town and Country Planning Dept, Varanasi- Member
 Executive Engineer (In Charge-Engineering) VDA- Member
 Town Planner (In Charge-Planning) VDA- Member Convener

The selection would be based on QCBS with 70% Technical and 30% financial
criteria.

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Varanasi Development Authority

Marking:

1. Technical Marks would be scaled to 10 Marks (St) as per the table given in
section-4. The Technical Evaluation includes Presentation, methodology,
innovative tools proposed to be used in implementation of Local Area Plan
(LAP) and Town Planning Scheme (TPS).
2. Financial quotation to be submitted by bidder on e-tender website only in the
excel sheet uploaded on the website. The financial bids of only technically
qualified bidders shall be opened after technical evaluation.
3. The Lowest Financial Offer (Fm) would be given a financial score of 10
points. The Financial Score (Sf) of the other proposal will be determined using
the formula:
Sf= 10XFm/F

in which Sf is the financial score, Fm is the lowest Financial Proposal, and

F is the Financial Proposal ( per hectare) under consideration. Proposals
will be finally be ranked in accordance with their technical (St) and
financial (Sf) scores:

S = St x Tw + Sf x Fw;

where S is the combined score, and Tw and Fw are weights assigned to

Technical Proposal and Financial Proposal that will be 0.70:0.30.

The Applicant achieving the highest combined technical and financial

score will be considered to be the successful Applicant and will be issued
the work order (the Successful Applicant).

6. Approval of LAP/TPS

The Consultant shall be required to make a presentation at of base map, existing

land use analysis, preparation of Draft TPS/ LAP. The Consultant shall
incorporate the recommendations emerged during the presentation and submit

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Varanasi Development Authority

the Draft TPS/LAP to the Development authority for approval. The consultant
shall also present it before the Housing and Urban Planning Department GoUP
at Lucknow and Development Authority Board and incorporates any
changes/modifications suggested by the GoUP/ Board in the draft TPS/ LAP. The
Development Authority shall invite objections and suggestions from the public on
the Draft TPS/LAP. The consultant shall have to assist the Authority in the
stakeholder’s consultation and all the process involve in the approval of
TPS/LAP. The TPS/LAP shall also be submitted Ministry of Housing and Urban
Affairs, Govt of India for approval.

7. Deliverables

As per the scope of work, the Consultant shall deliver the following outputs to the
Development Authority.
7.1 Five sets of Report of TPS/LAP on Compact Disc (CD/ DVD)/ USB
Drive and hard copy.
7.2 Original sheets comprising existing land use map (Scale 1:500/
suitable scale) and Sajra Plan superimposed on it. Final Plan with
FP/OP marked on it for implementation.
7.3 All the maps shall be delivered in digitized form (GIS format and on
AutoCAD Format) on a Disc (CD/DVD) compatible, with G.I.S.
application especially with regard to :

(a) Use Zone Code, area of use zone and land use with OP/ FP
numbers.
(b) Road network with attributes such as name of road,
existing/proposed road, hierarchy, existing and proposed widths,
etc.

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Varanasi Development Authority

8. Time Frame

The Consultant is required to complete the entire project in a period mentioned

below of nine months from the date of signing of Agreement as per schedule
given below:

# Milestone Time (In Days)

Assist the VDA in firming up the T*+15 Days
1 planning areas for TPS and LAP and
submit Inception Report.
Undertake the Total Station Survey for 60 Days from above.
TPS and LAP area, collection of base
2 data from various departments,
prepare the Base Map and submit to
VDA for approval.
30 Days from from approval of Base
3 Preparation of Concept Plan
map from the Authority
60 Days from from receiving Final
Preparation of Draft Proposals for
4 approval of the Concept from the
public/ owners’ consultations
Authority
45 Days from receiving Final
statement with decisions from the
Prepare Proposals for Publication of
5 Authority on Objections and
Scheme
Suggestions received during public/
owners’ consultations
60 Days from receiving Final
statement with decisions from the
Prepare Proposals for Submission to
6 Authority on Objections and
State Govt.
Suggestions received on the
Published Scheme
* - T is the date of the signing of Agreement.

9. Submission of Offers

9.1 Consultants may submit their offers on e-tender UP website

https://etender.up.nic.in the prescribed format given at Appendix-3
on or before 09.07.2020, 15:00 hours. All the supporting documents

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should be attached to the application (Apppendix-3) and uploaded

along with the technical proposal in the prescribed tab on the e-
tender website. On the e-tender website https://etender.up.nic.in,
interested firms/ consultants can visit the tab Tenders by
Organisation and select Varanasi Development Authority to get all
the details. The bidders may open this tender to complete all the
formalities before prescribed date.
9.2 Non-refundable processing fee of Rs. 10,000/- (Rs. Fifty thousand
only) to be deposited electronically (NEFT/ RTGS) in favour of
Secretary Varanasi Development Authority, Varanasi. An Earnest
Money of Rs. 2,00,000/- (Rupees Two Lakh only) either to be
deposited electronically (NEFT/ RTGS) or pledged in the form of
FDR/ NSC/ KVP in favour of Secretary Varanasi Development
Authority, payable at Varanasi. The receipts of both to be attached
with the technical proposal. The bank details of Varanasi
Development Authority are mentioned below.
A/C No: 4762000100002211
IFSC Code: PUNB0476200
Bank: Punjab National Bank, Pannalal Park, VDA Campus,
Varanasi
9.3 The procedure for opening of the offers shall be as follows:-
The technical offers shall be opened on 10.07.2020 11:00 hours in
the office of Vice-Chairman, Varanasi Development Authority,
Panna Lal Park, Raja Udai Pratap Marg, Varanasi. The Consultants
or their authorized representatives may be present at the time of
opening of the offers. The procedure for opening of the offers shall
be as follows:-

(a) Technical Proposal first to verify the deposit of processing fee/

EMD then the proposal shall be evaluated technically.
(b) The consultant shall be invited for Presentation on approach and
methodology, work plan etc.
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Varanasi Development Authority

(c) Financial Proposal of qualified consultants shall be opened after

the technical evaluation (including evaluation of presentation)
on the same day after the presentation.
9.4 The financial offers submitted by the Consultants shall be valid for
90 days.

10. Agreement

Selected Consultant shall be required to execute and agreement with Varanasi

Development Authority.
11. Terms of Payment

The payments to the consultant shall be made once the work of corresponding
stage is approved by evaluation committee and the fund is released by Ministry
of Housing and Urban Affairs, Govt of India. Payment schedule of the
consultancy fee will be as follows:
% of Contract
# Milestone
Value
1 Mobilization payment 5%
2 Firming up the TPS and LAP Areas, Inception Report. 10%
3 Survey and submission of Base Map for approval 10%
4 Preparation of Concept Plan 20%
5 Preparation of Draft Proposals/ Draft Report. 30%
6 Publication of Scheme and Land Owners Meeting. 15%
Submission of TPS and LAP Report to State Govt for
7 10%
approval.
Total 100%

12. Obligations of Development Authority

12.1 To provide Master Plan Report and maps, Sajra Plans, of

respective villages and other available plans/data necessary for
preparation of LAP/TPS to the Consultant.

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Varanasi Development Authority

12.2 To make available to the Consultant the location and extent of land
use changes carried out by the Government (Notification number
and date, name of revenue village, sajra numbers and their area,
nature of land use change, etc.) and land use change proposals
submitted to the government by the Development Authority.
12.3 To make available to the Consultant copies of Policy decisions and
Government orders relevant to TPS/LAP.
12.4 To get the Base Map and Area Statement approved.
12.5 To convene meetings of the Review Committee and Authority Board
for ensuring adherence to the time frame given in Para-6.

13. Language

The project report shall be in English language.

14. Jurisdiction

In case of any dispute, Varanasi (Uttar Pradesh) shall be the jurisdiction for any
legal matter.

15. Arbitration

15.1 All disputes or differences, in respect of which the decision is not

final and conclusive, shall on the initiative of either party be referred
to the adjudication of three arbitrators and it shall be settled through
arbitration. One arbitrator is to be nominated by Consultant, one by
Varanasi Development Authority and the third by the mutual
consent of the Development Authority and the Consultant. The
decision of the majority of the Arbitrators shall be final and binding
upon both the parties.
15.2 The expenses of the Arbitrators shall be borne by both the parties
equally.
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Varanasi Development Authority

15.3 Performance under the assignment shall, if reasonably possible,

continue during the arbitration proceeding and payments due to the
Consultant, by Varanasi Development Authority shall not be
withheld, unless they are the subjects of the arbitration proceedings.
15.4 Neither party is entitled to bring a claim to arbitration if its Arbitrator
has not been appointed within 30 days of expiry of the time span of
180 days.
15.5 The arbitration shall be carried out as per the Arbitration and
Reconciliation Act, 1996 with any statutory modifications. The
arbitration shall be held at Varanasi, Uttar Pradesh.

The Vice-Chairman Varanasi Development Authority reserves the right to reject

all or any of the offers without assigning any reason whatsoever.

16. Contacts:

For further clarification, the interested consultants/ agencies/firms may contact at

the following persons/ address:
Shri Manoj Kumar, Town Planner (Mob: +91-7518102811)
Varanasi Development Authority
Panna Lal Park, Raja Udai Pratap Marg
Varanasi-221002
Ph: 0542-2280326, 2282455 Fax: 0542-2283307
Email: vdavaranasi@gmail.com/ ar.ymanoj@gmail.com
Website: www.vdavns.com

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Varanasi Development Authority

Appendix-1

Format-1: Curriculum Vitae of Technical Personnel

Name of Consultant :
Name of Staff :
Present Position :
Profession :
Date of Birth :
Year with Consultant/Firm :
Nationality :
Membership with Professional Bodies:
Key Qualifications:
(Give an outline of staff member’s experience and training most pertinent to take
on assignment. Describe degree of responsibility held by staff member on
relevant previous assignment and give dates and locations. Use upto half page)
Education:
(Summarize college/ University and other specialized education of staff member,
giving name of the institution attended with dates and degree obtained. Use up to
half page)
Employment Record:
(Starting with present position, list in relevant order, every employment held. List
all the positions held by staff member since graduation/post graduation giving
dates name of employed organization, title of position held and location of
assignment. For experience in last ten years, also give type of activities
performed and Authority references, where appropriate, use upto one page)
Languages:
(Indicate proficiency in speaking, reading and writing of each language by
“Excellent” “Good” “Fair” and “Poor”)

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Certification:
I, the undersigned certify that to the best of my knowledge and belief, this bio-
data correctly describe myself, my qualifications and my experience and also I
give my consent to work on the proposed project with the company for the entire
project period.

Signature of Staff member

Date:
Place:

Note: Use additional sheets if required.

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Varanasi Development Authority

Appendix-2
Format- 2: Experience of Urban Planning

The following information should be provided project wise in the format below for
the project completed and projects in hand during last 15 years.
1. Name of the Plan/Project :
2. Location (Country, State, City) :
3. Name of Client and Address :
4. Type of Plan (Eg. Layout Plan/ TPS/LAP)
5. Project Area (Hectares) :
6. Project period:
 Start : Date/Month/Year
 Completed : Date/Month/Year
7. Consultancy fee charged : INR
8. Name of Associated Consultant, if any :
9. Narrative Description of the Plan/Project :

Note: 1. attach documentary evidence in support of above experience

2. Use additional sheet if required

Signature of Authorized Signatory of Consultant/Firm

Date:
Place:

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Appendix-3
Format- 3: Format for Submission of Offers

From: To,
…………………………. The Vice-Chairman
………………………… Varanasi Development Authority
…………………………. Panna Lal Park, Raja Udai Pratap
Marg, Varanasi-221002

Subject: Offer of Consultancy Services for Preparation of Town Planning Scheme/ Local
Area Plan within Varanasi Development Area.

Sir,
I/ We……………………..Consultant herewith submitting/uploading the Technical
Proposal for selection of my/ our agency/firm for the above job along with all the
supporting documents as mentioned in the RFP document.

Yours faithfully
Signature
(Full Name and Designation)
Postal Address:
Phone:
Email:

Name of Authorized representative

Mobile No:
Phone:
Email:

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