Minutes of Meetings

The Proceedings of the meeting of the Scrutiny Committee of the Tripura JICA Project held on the 10th February 2009 at Agartala for evaluation and finalization of the contract for Project area mapping through GIS Technology.

   The Four short listed firms whose names are mentioned below were invited at Agartala on the 10^th February 2009 for presentation and remaining present at the time of opening of financial bids, submitted by the Firms on earlier occasion to the Project Management Unit, Tripura JICA Project at Aranya Bhavan Agartala. Accordingly representative of the four Firms remained present during the proceedings of the Scrutiny Committee

   The representatives through powerpoint presented the methodologies proposed to be adopted by their respective Firms before the Members of the Scrutiny Committee where the Member of the Project Management Consultant was also present to assist the Members of the Scrutiny Committee in examining the bids for arriving at decision. Each firm was separately given 30-40 minutes’ time for the presentation and discussion, which was followed by questions and clarifications. 

The observations as recorded are listed below:

CES Technologies Ltd.:

1. Proposed SOI Topographical maps as input data source for most of the data layers, including contours
2. Committee asked alternative options for creation of DEM but the representative could not answer and could not show previously executed stereo satellite image based DEM. Although committee has asked the representative to clarify from technical staff about the same and after clarification the representative informed that it can be done through stereo satellite images too.

INRIMT:

Good experience of executing similar projects

1.     Cartosat-1 based DEM proposed as one option for creation of DEM

2.     Proposed SOI Topographical maps only as reference, mainly for identifying names of villages.

3.     Proposed three months’ timeframe for completion of work.

4.     The representative was well prepared and showcased hard copy plots also to show cased the quality of maps prepared.

Luminous Engineering and Technology Services Pvt., Ltd.:

1.     Good experience of executing similar projects

2.     Proposed DGPS and Landsat (Pre-Geo-referenced images) for geo-referencing of IRS LISS-III and Pan Images.

3.     Proposed LISS III-Pan merged images for Land use / land cover creation which is in line to 1:50,000 scale mapping required for the Project Area mapping.

4.     ASTER satellite images of 15 meter spatial resolution were proposed and the accuracy of DEM derived is comparable to 1:50 k topographical maps. Also procurement of Cartosat-1 images would be time taking and ASTER images of 2006 onwards are available, as checked by Luminous with the image providing agency.

5.     Proposed Hybrid classification technique, which is better in comparison to solo visual or spectral classification system.

RMSI Private Limited:

1.     Good experience of executing similar projects

2.     Proposed DGPS data as one of the reference for geo-referencing of IRS LISS-III and Pan Images.

3.     Proposed LISS III-Pan merged images for Land use / land cover creation which is in line to 1:50,000 scale mapping required for the Project Area mapping.

4.     ASTER satellite images of 15 meter spatial resolution were proposed and the accuracy of DEM derived is comparable to 1:50 k topographical maps. Also procurement of Cartosat-1 images would be time taking and ASTER images of 2006 onwards are available, as checked by RMSI with the image providing agency.

5.     RMSI agreed that Survey of India topographical maps are not mandatory but would be better if can be provided access to for reference purpose within the premises of TFD.

6.     RMSI proposed existing 1:1 million and 1:250,000 scale maps as one option for capturing watershed boundaries. Since at such a scale micro watersheds would not be depicted on map, RMSI agreed to use satellite image, DEM and would refer topographical maps to prepare drainage map and micro-watershed map.

7.       The reply of the RMSI was affirmative on whether or not  small habitations/hamlets can be identified using IRS Panchromatic images and captured.

Based on the Technical Presentation on proposed methodology the markings were given to each Firm in scale of 0-10 (for details Refer Annexure-B). After the technical presentation and before opening the financial bids the Scrutiny Committee spelt out  the selection criterion in  presence of all the above mentioned representatives (Refer Annexure-A). The scrutiny committee next  opened the financial bids in presence of the representatives of all four firms and the final quoted price was brought to the notice of everyone. The final quoted price by each firm was checked with the appropriate alternative options quoted by each respective firm to know if there is any impact on the total price. For all the financial bids the final quoted price stands in line to the technical option felt suitable by the scrutiny committee. The final standing after summing up the total scores of Technical Bid, Technical presentation and financial bid was also shared by the committee in front of all representatives of the firms (for details Refer Annexure-B).

     Finally the top ranked firm, RMSI Private Limited, Noida has been decided to be invited for discussion and finalization of contract based on the total scores of all three level selection criteria.

Sd/                                                                                                                    Sd/-

D.K Sharma                                                                                                    P Biswas

Director(Monitoring&Evaluation)                                                            Director(Adm.&Fin.)
                                                                                                                  

“ANNEXURE-A”

Evaluation Criteria for Selection of Firm for Project Area Mapping

 1.      Based on the Assessment of Technical Bid Project has shortlisted 4 (four) firms found eligible firms by the scrutiny committee for an individual presentation and assessment of technical bids.

2.      Each firm will be individually invited for making a presentation on their proposed methodologies and a scrutiny committee will assess the same.

3.      After the presentation/clarification, the scrutiny committee will assess the financial bids of all firms.

4.      Based on the above mentioned selection criterion the scrutiny committee will select the first ranked firm and will recommend it to the PD.

5.      After PD’s approval, PMU and the first-ranked firm will discuss and finalize the contract.