Preparation of Bid Document
The generic bid document will be prepared by the Consultants, and approved by HLTG for adoption by the State GWDs. The bid document will specify data generation requirements, methodology to be followed, and qualification of vendors as part of evaluation procedure. Particularly important is the qualification of vendors by assigning weights to financial strength (annual turnover) to undertake large job, years of experience in the mapping and digitization activity, experience in mutitheme mapping in the same region, adequate computer hardware and software, supporting facilities such as soil lab, trained manpower (academically qualified, previous experience in thematic mapping) and certification of successful completion of past work. Selection of qualified vendors by weighting is essential in view of past experience where unqualified vendors were selected based on lowest quotation, and work was not completed successfully.
Bids will be invited for ‘minimum lot’ of data sets (perhaps regional coverage of all themes which is cost effective from field visit angle, and ensures internal consistency between themes and theme matching across map sheets). The proposed internal QC procedure (at different stages of data set preparation) needs to be detailed by the bidder.
Joint venture between bidding companies (with the responsibilities of each agency to be listed) would be encouraged so that the whole State is covered by one such group. The bid would include penalty clauses for delayed delivery and poor map quality.
Bid Evaluation and Issue of Order
The responses received from vendors will be evaluated as per the weighting procedure defined in the bid document, and the successful bidder identified for issue of order.
External Quality Audit and Acceptance of data sets from vendor
In addition to the internal QC of the selected vendor generating the dataset an independent quality audit on sample basis by State GWD, supported by the Consultant, is proposed at specific stages of dataset generation. The Consultant will develop necessary procedural mechanism. The products delivered by the contract agency will be accepted by the State GWD as per the criteria defined in the bid document.
Integration of Spatial Data Sets in the Data Centres
The State GWD will be responsible for the integration of spatial data sets in the State Ground Water Data Centre, and for providing a copy of the data sets to the State surface water agency, which in turn will be responsible for integration in the State Surface Water Data Centre.
The State GWDs will also provide a copy of data sets to the Central Water Commission and Central Ground Water Board, for integration in the respective National Data Centres.
Staff and Training
Additional staff are not identified for this activity, which will be outsourced. Training required for selected existing staff for integration of spatial data sets in the Data Centres will be included in the GIS training planned under the over-all training programme of HP. A Core Team of about 6 members need to be identified in each State ground and surface water agencies, and in CWC and CGWB, who could be provided necessary training.
Decisions requested from HLTG
Approval to be provided for:
- Proposed approach to GIS data set generation, covering selection of minimum spatial data sets, acceptance mechanism for existing products and definition of fresh product requirements, executing agency, bidding procedure, external Quality Audit, acceptance and integration of spatial data sets in the Data Centres.
- Preparation of standard methodology manual on data generation and bid document by the Consultant
- State GWDs to initiate action on procurement of GIS data sets
- Constitution of State level Technical Committee to support State GWD in defining fresh spatial data generation, bid evaluation, external independent quality audit of data products and integration of spatial data sets into the State Surface and Ground Water Data Centres.
- Inclusion of training modules on GIS for selected staff in State surface and ground water agencies, and in CWC and CGWB.