SURAT MUNICIPAL CORPORATION

GARDEN PROJECT CELL

'Expression of Interest' (EOI) For "Empanelment of Civil, Electrical and Horticultural

Landscape Consultants for Beautification of Surat City".

PERIOD OF ONLINE
DOWNLOADING OF
EOI DOCUMENT
FROM : 09/01/2024 TO 20/01/2024 UP TO 17.00 Hrs

PHYSICAL SUBMISSION OF
EOI, TENDER FEES, EMD ETC. : “Chief Accountant, Surat Municipal
Corporation, Muglisara, Surat”

PHYSICAL SUBMISSION DATE : 22/01/2024 TO 29/01/2024 UP TO

17.00 Hrs

EARNEST MONEY DEPOSIT : Rs. 5,000.00

TENDER FEE :Rs. 1062.00

To be submitted at,
Chief Accountant,
Surat Municipal Corporation.
Muglisara,
Surat – 395 003.
 SURAT MUNICIPAL CORPORATION
GARDEN PROJECT CELL

Name of work: - "Expression of Interest' (EOI) For "Empanelment of

Civil, Electrical and Horticultural Land scape Consultants
for Beautification of Surat City".

INDEX

Sr.No. Description Page No.

1. NOTICE 3
2. 'Expression of Interest' (EOI) For "Empanelment of Civil, 4
Electrical and Horticultural Landscape Consultants for
Beautification of Surat City'.– OBJECTIVE
3. SCHEDULE OF SERVICES 5
4. SPECIAL CONDITIONS & ELIGIBILITY 8
5. INSTRUCTIONS AND GUIDELINES FOR SUBMISSION 10
OF APPLICATION FORM FOR EMPANELMENT
6. APPLICATION FOR EMPANELMENT 13
7. ANNEXURE - I TO VI 14 to 19

2
 Surat Municipal Corporation
Executive Engineer Garden Project Cell
Garden Project Cell Rangupavan,
Beside Gandhi Baug
Nr.Makai Pool,
Surat.
Gujarat, INDIA..
E-Mail: exen.p.i.cell@suratmunicipal.org
Mob.No.:- 9879676207
PPG(Pro. Cell)/Outward/no. 509
Date:01/01/2024
SHORT NOTICE

Name of work: - 'Expression of Interest' (EOI) For "Empanelment of Civil,

Electrical and Horticultural Land scape Consultants for
Beautification of Surat City".
Dear,
In context to above subjected work, Surat Municipal Corporation has sought to
'Expression of Interest' (EOI) For "Empanelment of Civil, Electrical and Horticultural Land
scape Consultants for Beautification of Surat City". The description/details are attached
herewith. So, please give consequent as mentioned in the prescribed format attached
herewith.
You are requested to send your duly signed & sealed quotation cover to
“Chief Accountant, Surat Municipal Corporation, Muglisara, Surat on or before
Dt.29/01/2024 up to 17:00 Hr. Please note that you have to submit the Earnest Money
Deposit Rs. 5000/- and tender/quotation fee Rs.900/- + 18% (GST) Rs.162 = Rs.1062/-
(Non-Refundable) by pay order/ Demand Draft issued in favour of " Commissioner, Surat
Municipal Corporation" Payable at Surat from the Approved Banks to SMC only. The
EOI/Tender/Quotation without tender fee and EMD shall be treated as rejected.

SD/-
Executive Engineer
Garden Project Cell
Surat Municipal Corporation

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 Notice Inviting Expression of Interest for:
Expression of Interest (EOI) are invited by Surat Municipal Corporation, Muglisara, Surat
395003.
"Empanelment of Civil, Electrical and Horticultural Land scape Consultants
for Beautification of Surat City".

1 Empanelment of Civil, Electrical and Horticultural Land scape Consultants

1.1 Scope of Work – Objectives

The Scope of Services includes, but is not limited to, any or all activities incidental to and
required for the development of the proposal at each stage (not limited to participation in
collaborative meetings and presentations with SMC to develop and present the proposal).

a) The Scope of Services to be provided by the Consultant, acting as the Civil, Electrical and
Landscape Architect, shall include the design and required systems for the landscaping for
the following:

I. Open Space Design – Hard & Soft Areas

II. Landscape Structures & Features
III. Illumination Design (including light fixtures, light poles etc.)
IV. Irrigation System, Surface Drainage & Water Management
(Rainwater harvesting)
V. Signage & Graphic Design and Artefacts/ Sculpture (Local
Architecture elements)
VI. Approach Road & Car Parking Beautification
VII. Vehicular & Pedestrian Movement
VIII. Kiosks & Recreation Area
IX. Street Furniture (including Garbage Bins)
X. Planting Design
XI. Co-ordination of External Services
XII. Periodic Inspection & Evaluation of Works at site
XIII. Methodology for Execution & Maintenance
XIV. Terrace garden / Vertical garden / Indor garden planning / Designing work etc.
XV. Seasonal Flower garden design etc.
XVI. Horticultural Plantation design / Scheme for gardens etc.

1.2 All Scope of Services shall be undertaken in accordance with the terms of the
Agreement; and in coordination and collaboration with SMC for the development of
the design for the various elements of the Project through the noted stages.

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2 Schedule of Services
STAGE 1:

CONCEPT STAGE

1. Draft Concept Landscape Framework Planning

a. Concept Landscape Framework plan with a broad plant palette.

b. Prepare a Concept Landscape framework Plans, indicating proposed provision for
pedestrian and vehicular movement, service accesses, incorporating access as per
Architectural requirement, and general principles to be followed for grading and
landscape of roads, parking, open areas, footpaths, Parks /Gardens/ /Islands/ Dividers
and incorporation of service elements.
c. Identification of functionally and aesthetically strategic areas, such as entrance,
around major activities, etc. and their conceptual treatment,
d. Concept scheme for hard landscape elements such as boundary walls and gates,
driveways and parking areas, paths, paving, terraces, steps, ramps, planters, etc.
railings, barriers and gates, pergolas, street furniture, lighting scheme etc.
e. Concept scheme for planting trees, shrubs, groundcover plants, and grass areas, to
fulfil environmental, aesthetic, and functional needs.
f. Presentation of final Concept Landscape Framework Plan with illustrative details of
specific strategic areas.

Deliverables:

Landscape Framework Plan and above mentioned drawings.

2. Final Concept Landscape Framework Planning

a. Modify / detail the selected conceptual design incorporating required changes and
prepare full set of concept drawings, sketches, study model, 3D views, Walk
through(if required) etc. along with Parking details with preliminary cost estimates.
b. The Concept shall be in compliance with the local regulations, codes and standards
and local availability of the material. The Consultant shall present analysis and
approach considerations with detailed reasoning of the basis of the concept design.
c. The concept shall be presented to the SMC in a hard printed report and soft
presentation format and give the presentation before SMC authority, if required.
d. The Concept stage includes revision and reworking as desired by the SMC on the
presented / selected option in the previous task.
e. Prepare presentation drawings for Site Plan, incorporating landscape design as per
requirement of the SMC team.
f. Consultant shall provide the deliverables in at least 3 hard copies in a presentation
report form and the high resolution soft copy of the same.

Deliverables
Final Landscape Horticultural Concept Plan
3 D renderings to explain the scheme
Receive Final signoff on the Concept from the SMC.
Landscape Concept Master Plan as per SMC requirements highlighting all the
major elements and detailing.
Representative images and renderings

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Report on Landscape Design parameters and assumptions in coordination with
the specialist Consultant.
Attend and participate in any design conferences, workshops and design review meetings, as
suggested by the SMC and prepare minutes of such meetings for information by the next
working day.
STAGE 2
SCHEMATIC DRAWINGS (Including Pre-Tender Stage Documentation):
a. Incorporate inputs received at concept stage, and prepare schematic drawings
incorporating Architecture and services requirements and detailed specifications for-
 Gardens/ Dividers/ BRTS/ C C Roads / Circles etc.
 Special Areas including Main Entrances to make an impressive impact.
 Hardscape / Hard Landscape Elements such as boundary walls and gates,
driveways and parking areas ,paths, paving, terraces, steps, kerbs, ramps,
planters, railings, barriers, pergolas, pavilions etc.
 Drainage and Grading Schemes for landforms and levels for all hard and soft
areas.
 Landscape Lighting Scheme including location and design of outdoor light
fixtures.
 Landscape Irrigation Schemes specifying the various irrigation systems
appropriate for different landscape / plantation areas
 Waterscape Plans giving details of water features including water bodies,
fountains, etc.
 Street Furniture including benches / seats, garbage bins, etc.
 Planting Scheme including planting plans and details with species, sizes,
location and planting procedures

b. Prepare Tender documents and drawings for Landscape Civil, Electric works and
Landscape Horticulture works incorporating schedule of quantities, estimate of cost
including code of practice covering aspects like mode of measurement, method of
payments,quality control procedures on materials and works, analysis of rates
whereverrequired, time schedule and other conditions of contract.
c. Assist in inviting, receiving and analysis of tenders; issue clarifications and changes
for queries raised during tendering process and advise SMC on appointment of
contractors.

Deliverables
 All documents & drawings related to Schematic Design Stage required in
Communicating the landscape scheme fully.

 Detailed Design report on site infrastructure for landscape design to be

coordinated by the Consultant before submission to the SMC.

 Tender Drawings, Specifications, BoQ’s, Rate Analysis and any other technical
information required in the draft tender documentation (For clarity the Pre-
Tender stage requirements would necessarily be based on completion of all
requirements in the Tendering stage. No area variation would be permitted
beyond this stage including a variation of not more than 5% in other tender
items like BoQ’s, specifications & rate analysis etc.

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STAGE 3

DETAILED DRAWING AND TENDER DOCUMENTS

a. Detailed design development of individual sections of the site outlined in Schematic

Stage in close coordination with Architectural and services schemes.
b. Prepare tender document based on detail drawings for Landscape Civil, Electric
works and Landscape Horticulture works.
c. Consultant shall provide the required list of drawings and documents along with
schedule of dates to SMC prior to the commencement of the “Good for Construction”
preparation and shall follow the same for the issuance for execution.
d. Assist in finalisation of contractor and award of contract.

Deliverables
 Detailed Drawings for landscape including all hard & soft elements, final
plantation plan and palette, irrigation scheme and water requirements,
incorporation of any specialist landscape element and their specifications.
 Tender Drawings, Specifications, BoQ’s, Rate Analysis and any other technical
information required in the final tender documentation (For clarity the Tender
stage requirements would necessarily be based on 100% completion of all
requirements in the Tendering stage. No area variation would be permitted
beyond this stage including no variation in tender items like BoQ’s,
specifications & rate analysis etc.
 Final Report on Landscape Design parameters and assumptions in coordination
with SMC.
 Receive final approval from the SMC on appointment of the contractor as
completion of the stage.

STAGE 4

CONSTRUCTION:
a. Preparation of working drawings for landscape civil, Electric works and horticultural
works, including setting out, incorporating special requirements for landscape over
basement such as screed plan etc.
b. Coordination with SMCs, architects and other Consultants working on the project.
c. Periodic site visits to ensure execution of work as per drawings and instructions.

Deliverables

 Full GFC drawing set to be delivered as per the time schedule agreed with the
selected Consultant.
 All discrepancies during execution and not as per the original design intent to be
brought to the notice of SMC in writing.
 A site visit report after every scheduled site visit.
 Receive stage completion certificate from SMC after successful delivery of the
last GFC after due acknowledgement from the contractor.
 Issue Methodology for maintenance of executed works and prepared tender
documents for maintenance work.

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Special Conditions
 All drawings to be delivered in hard and soft copies (CAD & PDF)
 All renderings to be submitted in Hard and Soft (Jpg & PSD)
 All final stage wise presentation / meetings / workshops to be attended by the project
director who would issue a certificate at the end of each stage stating that the original
design intent is being maintained.
 All variations / additions / alterations etc. beyond the current scope and listed
deliverables should be incorporated after written communication from the SMC.
 Any detailed model & walk throughs if required during the assignment would be paid
on actuals on mutually agreed terms however the Consultant will need to coordinate
and provide all necessary inputs and details as may be required.
 Coordinating with all sub-Consultants and specialist Consultant would be the prime
responsibility of the Consultant. Any points of conflicts or disagreements in such
coordination should be communicated to the SMC in writing to ensure an early
resolution.
 Any other requirement beyond the current scope of work that may arise during the
course of this assignment needs to be communicated in writing to the SMC well in
advance so as to preserve the agreed timelines of the project.
 Consultant is expected to maintain a timeline / schedule of the project deliverables
pertaining to the current scope in any compatible scheduling / Project management
software. Any ensuing delays / deviations in the agreed timelines would be brought
to the notice of the SMC in writing.

4 Eligibility

4.1 The applicant must be a reputed consulting firm with multiple specializations,
experience and expertise in Civil, Electrical and Horticulture Landscape Consultancy
Services for Planning & Development of Parks / Gardens / Islands in Municipal
Corporations, Municipalties, Metro Cities, Urben Development Authorities Airports,
Five Star Hotels, Township & Big Corporate office projects in India or abroad for the
period of minimum 7 years ending 31.03.2023.

4.2 The applicant should have provided Civil, Electrical and Horticulture Landscape
Consultancy Services for at least three projects each of Rs. 40 Lakhs or Two works
each of Rs. 50 Lakhs or One work of Rs. 80 Lakhs in single contract of similar
nature (Soft/ Hard Scape work) in last 7 years ending 31.03.2023.
Attested/Notarised copies of completion certificates for each completed work
from the client mentioned above shall have to be attached.

4.3 The consultant submitting experience certificate in JV should indicate amount of

percentage of each firm supported with required documents and also in case of
experience certificate submitted for the work executed abroad, the value of work
will be converted to Indian Currency and it should be duly self-certified. If the
completion certificate is in other foreign language it should be translated in English
and duly self-certified.

4.4 No JV firm is allowed to participate for the empanelment.

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4.5 The applicant should be an individual consultant and either have a registered firm or
having a valid registration in council of Architects in India or consulting firm
registered in India or Consultant shall get himself registered in India after being
shortlisted/ empaneled.

4.6 The applicant should have valid PAN No. and G.S.T. Registration No.

4.7 The consultant shall obtain PAN No. and G.S.T. Registration No. in India
after being shortlisted/ empanelled.

4.8 The Consultant should have average annual turnover of at least Rs. 30 Lakhs
(Thirty Lakhs) in the last three financial years ending 31st March, 2023.
Total Turnover of the firm per year with adequate documents for last 3 years duly
certified by Chartered Accountant.

4.9 The eligible consultants shall be required to submit Attested/Notarised copies of the
following along with the application:

4.10 Documents verifying the claim as per above including the appointment letter or
work order or contract agreement or letter of successful completion from the client.
Alternatively, an affidavit of genuineness of such certificates needs to be submitted
by the firms.

4.11 Copy of audited Balance Sheet along with Profit and loss Account statement of
the firm for the last three financial years (Year 2020-21, Year 2021-22 & Year
2022-23)

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5 Instructions and Guidelines for Submission of Application Form for
Empanelment

5.1 The applicant must submit a non-refundable processing fee (tender fee) of
Rs.1062/- (Rupees One thousand sixty two only) in the form of DD/Pay order drawn
in favour of ‘Commissioner of Surat Municipal Corporation’ payable at Surat.

5.3 The applicant shall submit duly filled application with Annexures – I to VI in the
prescribed format and all other relevant documents by speed post/RPAD latest by
17:00 hrs. on 29.01.2024 at the following address:

Chief Accountatnt,
Surat Municipal Corporation,
Muglisara, Surat - 395003.

The documents shall be placed in a single cover and include the following in separate
envelopes mentioning the name of work.

ENVELOPE : containing non-refundable Processing Fee of Rs. 1062/- (Rupees One

Thousand sixty two only) and EMD of Rs.5000/- (Rupees Five Thousand only) In form of
Account Payee Demand Draft/ Pay order payable in favour of “The Commissioner,
Surat Municipal Corporation” and containing all other Documents along with Application
form.

5.4 The application shall be signed by the authorized person (s) of the firm. All pages of the
documents shall be stamped & signed by the applicant. Power of Attorney of the authorized
person shall be attached.

5.5 The application shall be submitted only as per the enclosed formats (Refer Annexure I to
VI), attested documentary proof(s) as asked in various annexures, in respect of the
details furnished in the application form shall be submitted along-with the application.
Suppression of any information in this regard may lead to cancellation of empanelment of
the Firm concerned, if such information comes to the notice of SMC even after
empanelment.

5.6 The empanelment shall be valid for a period of 07 (Seven) years from the date of issue of
letter of empanelment. The panel may be extended further at the discretion of SMC.

5.7 Applicants who have successfully fulfilled specified minimum criteria shall be eligible to
apply. Certified copies of Award letters, or work order or completion certificates etc. should
be enclosed.

5.8 All future communication/ changes/ additional information with respect to this website
advertisement shall be notified through e-mail and hard copy.

5.9 Since the SMC is in the Service of development of Parks / Gardens / Islands / Dividers /
other place etc. Infrastructure, experience in developments in such areas nationaly &
internationally is desirable.

5.10 All Annexures duly completed should be submitted.

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5.11 Surat Municipal Corporation (SMC) reserves the rights to accept or reject any or all
applications without assigning any reason. SMC reserves the right to call off process of
Empanelment of Landscape Consultant at any stage without assigning any reason.

5.12 SMC shall not be responsible for any delay/ loss of document or incorrect filling of
Application form & Annexure-I to VI of the Application form. Also, SMC shall not be
responsible for delay/ loss/ non-receipt of filled-in Application form along-with
documentary proofs sent by post.

5.13 Surat Municipal Corporation reserves the right to modify the criteria and take its own
decision if so required.

5.14 CONFLICT OF INTEREST

5.14.1 An ‘Applicant’ (Sole Proprietor Firm or Any member of the Consortium) shall not have a
conflict of interest, as defined hereunder that may affect the Selection Process.

5.14.2 Applicant shall provide professional, objective and impartial advice and at all times hold
SMC’s interests paramount, avoid conflicts with next level of assignments for carrying out
Consultancy. The Applicant shall not accept or engage in any assignment with SMC, that
would be in conflict with its prior or current obligations to other employers, or that
may place it in a position of not being able to carry out the assignment in the best
interests of SMC.

5.14.3 Without limiting the generality of the above, an Applicant shall be considered to have a
Conflict of Interest, if;

Such applicant (or any constituent thereof) and any other Applicant (or any constituent
thereof) have common controlling shareholders or other ownership interest, provided that
this qualification shall not apply in cases where the direct or indirect shareholding in an
Applicant or a constituent thereof and in other Applicant(s) (or any of its constituents) is
less than 5% of its paid up and subscribed capital; or

A constituent of such Applicant is also a constituent of another Applicant; or

Such Applicant has the same authorized representative for purposes of this
Application as any other Applicant; or

Such applicant has a relationship with the prospective developer (to be engaged by SMC)
either directly or through third parties who may bid as developer based on the proposal
prepared by SMC’s empaneled consultant for that particular assignment. The applicant or
its subsidiaries shall not take up any assignment which results in conflict with the present
assignment.

5.14.4 If at any time during evaluation of proposals or during execution of consultancy

contract, any Applicant is found to have a Conflict of Interest, he shall be disqualified. In
the event of disqualification, SMC shall forfeit and appropriate the Bid Security
compensation and damages payable to SMC for, inter alia, the time, cost and effort of
SMC including consideration of such Applicant’s Proposal, without prejudice to any other
right or remedy that may be available to SMC hereunder or otherwise.

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6. Consultancy Fee:

1 % of the total Estimated Project Cost. ( As per Standing Committee resolution

no.65/2017, dated: 12/01/2017)

By submiting the EOI bid by consultant, it is to be assumed that the consultant is agreed to do
the job as mentioned consultancy fee.

7. The successful consultant shall have to enter into an agreement and undertaking on a
non-judicial stamp paper of Rs. 300/- .

SD/-
Seal and Signature of consultant Executive Engineer
Garden Project Cell
Surat Municipal Corporation

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 APPLICATION FOR EMPANELMENT
INFORMATION TO BE FURNISHED BY THE APPLICANTS

"Empanelment Civil, Electrical and Horticultural Landscape Consultants for Beautification

of Surat City".

Sr.No. Particulars Details to be Filled in

1 Name of Organization
2 Address

Telephone No.

Fax No.

E-mail ID

3 Organization Details Annexure-I

4 List of Consultancy Assignments completed in the last Annexure-II
seven years ending 31-03-2023
5 List of Consultancy Assignments in progress Annexure-III
6 Financial Status Annexure-IV
7 Undertaking Annexure-V
8 Submitted in the covering letter Annexure-VI

Place: Signature of the applicant

Date: Name & Designation

13
 Annexure -I

ORGANIZATIONAL DETAILS

Sr.No. Parameter Details

1 Year of Establishment

2 Status of Firm (Proprietorship/Partnership/Any Other)

3 Details of Enlistment as Consultancy Firm

4a Name of Directors / Partners / Proprietors with

Designations

4b Academic Qualification of Directors / Partners /

Proprietors

4c Address and Phone Nos. of Directors / Partners /

Proprietors

Place: Signature of the applicant

Date: Name & Designation

14
 Annexure -II

List of Consultancy Assignments Completed in Last 7 Years Ending 31-03-2023

S.N. Name Short Name Cost of Date of Start of Date of Bonus / Any other
of Work Description and Work Work / Project Completion Liquidated Relevant
/ Project of address Project of Work / Damages Informatio
With Consultancy of Project if any n
address assignment Owner / imposed
Client on
Consultant
Stipu Actual Stip Actual
lated ulat
ed

Note :-

Work / Project means Civil, Electrical and Horticultural Landscape Consultancy work. The list of
Works/ Project mentioned should be substantiated with documentary evidence such as work
orders or contract agreement of completion certificates from the owner / client. Alternatively, an
affidavit of genuineness of such certificates needs to be submitted by the firms.

Place: Signature of the applicant

Date: Name & Designation

15
 Annexure -III

List of Major Consultancy Projects in Progress

S.N. Name Short Name Cost of Date of Date of Status of Expected Any other
of Work Description and Work Start of Completi Work date of Relevant
/ Project of address Project Work / on of completi Information
With Consultancy of Project Work / on
address assignment Owner / Project
Client

Note :-

Work / Project means Civil, Electrical and Horticultural Landscape Consultancy work. The list of
Works/ Project mentioned should be substantiated with documentary evidence such as work
orders or contract agreement of certificates. Alternatively, an affidavit of genuineness of such
certificates needs to be submitted by the firms.

Place: Signature of the applicant

Date: Name & Designation

16
 Annexure -IV

FINACIAL STATUS

S.NO. Finacial year turnover (Rs. in Lakh) by way of Professional Fee profit / loss
(-)
1. 2022-23

2. 2021-22

3. 2020-21

Note:

Certified copies of audited Balance Sheets/ Chartered Accountants'"Certificates to be

enclosed for each financial year

Date:
Signature of the applicant

Place: Name & Designation

17
 Annexure -V

TO WHOM SO EVER IT MAY CONCERN

1. It is certified that our firm is having in-housc

capability of carrying out Civil, Electrical and Horticultural Landscape consultancy
services as laid down in Inviting Expression of Interest (EOI) for 'Empanelment of Civil,
Electrical and Horticultural Landscape Consultants for Beautification of Suart City.’

2. It is certified that our firm is not black-listed by

SMC.

3. It is further certified that all information/ data furnished in the ' Application form and
Annexures' for Empanelment are true to the best of our knowledge and belief.

Date: Signature of the applicant

Place: Name & Designation

18
 Annexure -VI

Details to be submitted in the covering letter of the applicant

1) Name of firm: _________________________________________________________

2) Mailing Details of Firm

a) Address: _____________________________________________________________

____________________________________________________________________

b) Tel. No. : ____________________________________________________________

c) Fax No : ____________________________________________________________

3) E-mail ID of firm: ____________________________________________________

4) Contact details of the applicant: _________________________________________

a) Name: _____________________________________________________________

b) Designation: ________________________________________________________

c) Mobile No.: ________________________________________________________

d) Tel.NO.: ___________________________________________________________

5) Details of non-refundable processing fee paid: _____________________________

a) Amount: ___________________________________________________________

b) DD NO.: ___________________________________________________________

c) Details of Bank: ______________________________________________________

Date: Signature of the applicant

Place: Name & Designation

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