Request for Proposal
For
Scanning, Digitization of Files/Documents and Data
Entry for
City & Industrial Development Corporation Ltd.
(CIDCO)
Ref No.: C.A. No. 01/CIDCO/SM/2014-15
Date: 11
thAug, 2014
Amount: Rs. 5,250 (Including 5% VAT)
CIDCO Ltd.
CIDCO Bhavan
CBD Belapur, Navi Mumbai - 400 614
Contact number: 02267918699
Contents
1 INVITATION FOR PROPOSAL ... 5
1.1 Bidding Schedule... 6
1.2 Other Important Information Related to Bid ... 7
2 INSTRUCTIONS TO BIDDERS ... 9 2.1 Introduction of CIDCO ... 9 2.2 Purpose ... 9 2.3 Cost of RFP ... 10 Consortium... 10 2.4 Conditions ... 10 2.5 Sub-contracting ... 11 2.6 Completeness of Response ... 11
2.7 Proposal Preparation Costs ... 12
2.8 Bidder Inquiries ... 12
2.9 Amendment of RFP Document ... 12
2.10 Supplementary Information to the RFP ... 12
2.11 CIDCO’s right to terminate the process ... 12
2.12 Earnest Money Deposit (EMD) ... 12
2.13 Authentication of Bid ... 13
2.14 Language of Bids... 13
2.15 Patent Claim ... 13
2.16 Application/Documents Prepared by the Service Provider to be the Property of the CIDCO ... 13
2.17 Instructions for Online submission ... 14
2.18 Procedure for Submission of Bids ... 15
2.19 Bid Submission Format ... 15
2.20 Bid Submission Instructions ... 15
2.21 Late Bids and Bid Validity Period ... 16
2.22 Modification and Withdrawal of Proposals ... 17
2.23 Non-conforming Proposals ... 17
2.24 Acknowledgement of Understanding of Terms ... 17
2.25 Bid Opening ... 17
2.26 Evaluation Process ... 18
2.26.1 Pre-Qualification criteria ... 18
2.26.2 Evaluation of Pre-qualification Proposals... 19
2.26.3 Evaluation of Technical Proposals... 19
2.26.4 Technical Evaluation Methodology ... 20
2.26.5 Technical Evaluation Criteria ... 20
2.26.6 Commercial Bid Evaluation ... 21
2.26.7 Negotiations... 21
2.27 Award of Contract ... 21
2.28 Change of Consortium Partner ... 23
3 SCOPE OF WORK ... 25
3.1 Part I - Scanning and Digitization ... 25
3.1.1 Location of Documents and ... 25
3.1.2 Document Size ... 26
3.1.3 Approach & Methodology ... 26
3.1.4 Metadata Entry ... 31
3.1.5 Indexing ... 31
3.1.6 Data Storage and Upload ... 31
3.1.7 Data Migration ... 32
3.1.8 Reporting Requirements ... 32
3.2 Part II - Data Entry of legacy systems/files/documents and Development of Data Entry Application ... 32
3.3 Project Planning and Management ... 34
3.4 ICT Infrastructure... 34
3.6 Other General Requirements ... 35
4 GENERAL CONDITIONS OF CONTRACT... 37
4.1 Applicable Law... 37
4.2 Officer In-charge ... 37
4.3 Project Timelines ... 37
4.3.1 Payment Terms ... 37
4.3.2 Payment Schedule ... 38
4.4 Taxes and Duties... 38
4.5 Confidential Information ... 38
4.6 Change in Laws and Regulations ... 38
4.7 Force Majeure... 39
4.8 Change Orders and Contract Amendments ... 39
4.9 Settlement of Disputes ... 39
4.10 Extensions of Time ... 40
4.11 Termination ... 40
4.11.1 Termination by CIDCO ... 40
4.11.2 Termination by Bidder ... 41
4.12 Payment upon Termination ... 42
4.13 Assignment ... 42
4.14 Service Level Agreement ... 42
4.14.1 Penalty Terms for Quality of Scanning Service ... 42
4.14.2 Penalty Terms for Quality of Metadata entry service ... 43
4.14.3 Penalty Terms for Quality of Data Entry ... 43
5 ANNEXURE - GUIDELINES FOR PRE-QUALIFICATION BID ... 45
5.1 Pre-Qualification Cover Letter ... 45
5.2 Check-list for the documents to be included in the Pre-Qualification Envelope ... 46
5.3 Format to share Bidder’s and Bidding Firms Particulars (both - Lead Partner and Consortium Partner(s) in case of Consortium) ... 47
5.4 Format for Declaration by the bidder for not being Blacklisted / Debarred ... 48
5.5 Format for Statement of Deviation from the RFP Requirements ... 49
6 ANNEXURE – GUIDELINES FOR TECHNICAL PROPOSAL ... 50
6.1 Technical Bid Cover Letter... 50
6.2 Format to share Project Details ... 52
6.2.1 Format for Scanning & Digitization / Data Entry Services ... 52
6.3 Format for Acceptance Certificate ... 53
6.3.1 Acceptance Certificate from the Nodal officials for Scanning & Digitization ... 53
6.3.2 Acceptance Certificate from the Nodal officials for Metadata Entry ... 54
6.3.3 Acceptance Certificate from the Nodal officials for Data Entry... 55
6.4 Project Implementation Methodology ... 56
6.5 Format of sending pre-bid queries ... 57
7 ANNEXURE – GUIDELINES FOR COMMERCIAL PROPOSAL ... 58
7.1 Commercial Proposal Cover Letter ... 58
7.2 Commercial Proposal Format & Instructions ... 59
8 ANNEXURE – PERFORMANCE BANK GUARANTEE... 60
9 ANNEXURE - BANK GUARANTEE FOR EARNEST MONEY DEPOSIT... 63
ANNEXURE ... 64
10 CONSORTIUM DECLARATION ... 64
Abbreviations
Terms
Definitions
CIDCO City & Industrial Development Corporation Ltd.
DMS Document Management System
Document Files, All types of papers, Map, Book
EMD Earnest Money Deposit
GCC General Conditions of Contract
GOI Government of India
GOM Government of Maharashtra
MIS Management Information System
1
Invitation for Proposal
1. CIDCO hereby invites Proposals from reputed, competent and professional firms / organisations, who meet the minimum eligibility criteria as specified in this bidding document for the “Scanning, Digitization of Files/Documents and Data Entry” as detailed in the "Scope of Work" section 3 of this RFP document.
2. The complete bidding document shall be published on
https://cidco.maharashtra.etenders.in for the purpose of downloading. The downloaded bidding document shall be considered valid for participation in the electronic bidding process (e-Procurement/ e-Tendering) subject to the submission of required tender/ bidding document fee in the form of Demand Draft and EMD through Bank Guarantee and in favor of “CIDCO Ltd” payable at Mumbai/Navi Mumbai and must be submitted physically as per date and venue mentioned in the section 1.1 of the RFP, failing which the bid will be summarily rejected..
3. Bidder/ Agencies are advised to study this RFP document carefully before submitting their proposals in response to the RFP Notice. Submission of a proposal in response to this notice shall be deemed to have been done after careful study and examination of this document with full understanding of its terms, conditions and implications.
1.1 Bidding Schedule
S. No.
Item
Description
1 Name of the Project Request for Proposal for Scanning, Digitization of
Files/Documents and Data Entry
2 RFP Document Download Start /
Expiry Date & Time
Start Date: 11/08/2014 at 2:00 pm Expiry Date: 04/09/2014 at 5:00 pm
Please visit the below mentioned website https://cidco.maharashtra.etenders.in 6 Last date to send in requests for
clarifications
The Bidders are requested to send their Pre-bid queries by email to
[email protected] not later than 20/08/2014
7 Date, Time and place of pre- bid
meeting
21/08/2014, 3:00 pm Conference Hall,
2nd Floor, CIDCO Bhavan, CBD Belapur, Navi Mumbai - 400 614
8 Release of response to clarifications would be available at
The official website:
https://cidco.maharashtra.etenders.in 9 Last date (deadline) for submission of
bids
4/09/2014, 5:00 pm
10 Date Time and Place of opening of
pre-qualification proposals
5/09/2014 at 3.00 pm at the aforementioned address of Pre bid meeting
11 Date Time and Place of opening of
Commercial Proposals
Will be intimated later to the technically qualified bidders
12 Physical submission of EMD and
Demand Draft for Tender fee as mentioned in section 1.2 of the RFP document
4/09/2014, 5:00 pm Address:
CIDCO, Data Center, First Floor, CIDCO Bhavan CBD Belapur, Navi Mumbai - 400 614
Contact number: 022-67918699 Fax: 022-67918166
Email id: [email protected]
13 Detail of the contact person Officer: Mr. Faiyaz Khan
System Manager
Contact number: 022-67918699 Fax: 022-67918166
1.2 Other Important Information Related to Bid
S. No. Item
Description
1.
Earnest Money Deposit (EMD) in the form of Bank Guarantee from a Nationalized/ Scheduled Bank in the name of CIDCO Ltd. as per ANNEXURE 9 of the RFP.
Rs.2 (Two) Lakhs
2. Bid Validity Period 180 days from the date of submission of Bid
3. Last date for signing contract As intimated in work order of CIDCO
4. RFP Document Fees Rs. 5,250/- (including 5% VAT)
2
Instructions to Bidders
2.1 Introduction of CIDCO
City and Industrial Development Corporation of Maharashtra Ltd. (CIDCO) is a premier New Town Development Authority. CIDCO was specially set up by the Government of Maharashtra as its fully owned company to plan and develop Navi Mumbai in a systematic manner.
CIDCO’s aim is to plan and create environment friendly, model urban settlements with full-fledged physical and social infrastructure to meet residential, commercial and industrial need of population at present and in the years to come.
CIDCO began the city development process with the emphasis on development of road network, railway corridor, agriculture produce market, steel market, office complexes, mass housing, schools and colleges, community centers, gardens, playgrounds etc. The benefits of this development have been shared with the Project Affected Persons. The proposed Navi Mumbai International Airport will further enhance the accessibility. The Navi Mumbai Special Economic Zone (NMSEZ) being developed at Dronagiri in southern Navi Mumbai is expected to tremendously boost the economic activity in this region.
Planned and built by CIDCO, Navi Mumbai has the distinction of being the only city of India that has featured in the National Geographical Channel’s Super cities of the World Series (2007). Navi Mumbai, which is considered as the counter magnet to Mumbai, spreads over 344sq.km. This is being developed as a series of 14 self-contained nodes strung along an efficient Mass Transport System.
A host of unique projects such as Integrated Seawoods railway station commercial complex, the CIDCO Exhibition Centre at Vashi, Central Park at Kharghar, Golf course and Country club at Kharghar and the like are expected to catapult Navi Mumbai on the World map.
CIDCO is a self-sustaining organization, which gets its revenues mainly from sale of plots, and built-up units for different uses such as residential, commercial, industrial, etc.
CIDCO's expertise extends across all disciplines involved in urban development: a) Urban Planning & Architecture
b) Transportation & Communication c) Housing & Urban Infrastructure d) Economics & Finance
e) Marketing & Town Services
Navi Mumbai strategically located on the proposed Mumbai Pune ‘Knowledge Corridor’ has been receiving a lot of thrust with respect to Information Technology. CIDCO, currently, is in the process of improving efficiency and effectiveness in day-to-day operations and services by implementing state-of-the-art technologies and best practices. This initiative will cover the aspects of urban planning, development and administration in alignment with existing departmental processes and goals while ensuring a cohesive workflow between departments and collaboration amongst various stakeholders within and outside the organization.
2.2 Purpose
1. CIDCO desires to convert its existing paper records into electronic form duly catalogued and indexed in a manner and form which facilitates easy retrieval as and when required. For this purpose, the CIDCO has proposed to scan and digitize these paper records with built in robust query/search system for quick retrieval of documents.
2. CIDCO seeks the services of a reputed agency, for Scanning, Digitization of Files/Documents and Data Entry”. This document provides information to enable the bidders to understand the broad requirements to submit their bids. The detailed scope of work is provided in Section 3 of this RFP document.
3. In addition to Scanning and Digitization activities, CIDCO wants to conduct structured data entry of various data sets across its departments.
2.3 Cost of RFP
1. RFP document will be made available to the Bidders in the public domain. RFP document will not be issued manually from CIDCO office. The RFP document can be downloaded from the CIDCO e-Tender Portal https://cidco.maharashtra.etenders.in.
2. Bidders shall submit, along with their bids, RFP Document Fee of Rs. 5,250 (including 5% VAT) in the form of a Demand Draft issued by any Nationalized/Scheduled bank in favour of ‘CIDCO Ltd.’ payable at Mumbai/Navi Mumbai, Maharashtra but as a separate instrument. For details please refer to Bidding Schedule as given in Section 1.1 & 1.2 of the RFP.
2.4 Consortium Conditions
The Bidders are allowed to form Consortium subject to the following conditions: 1. The number of Consortium members cannot exceed two, including the Lead Partner.
2. The Lead Partner should have the majority stake in the Project; stake being calculated from the detailed roles and responsibilities defined for the Consortium and as declared in the Proposal. The value for various services provided would be verified from the Commercial Proposal after opening of the Commercial Proposal.
3. Lead Partner should be responsible for executing at least 50% of the scope of work - The Lead Partner must carry out 50% of the scope of work of the project from the following two components:
a. Scanning and Digitization of files/documents and upload into Document Management System (DMS) provide by CIDCO
b. Data Entry of legacy systems/files/documents and Development of Data Entry Application 4. Only the Lead Partner will submit the Proposal and sign the Contract with CIDCO.
5. The sole responsibility of execution of the Contract would be that of the Lead Partner only. 6. No Consortium member can be a part of more than one Consortium. Only one Bid will be
allowed from a Consortium. The Consortium partner is not allowed to bid individually. 7. The Consortium members will have joint and several liabilities.
8. In case of a Consortium Bid, the Lead Partner would need to submit the Consortium Declaration in the format provided in ANNEXURE 10 of the RFP. The Lead Partner would also need to submit the Agreement between the Consortium members for the Contract clearly indicating their scope of work and relationship. Such Agreement should be prepared on a stamp paper of requisite value and is required to be submitted along with the Pre-qualification Proposal. In the event that the Lead Partner does not submit the Agreement it will be considered as an individual bid.
9. All the signatories of the Consortium Agreement shall be authorised by a Power of Attorney signed by the respective Managing Director or Board resolution and authorization letters of Board of Directors of the Companies.
10. Each Consortium member shall execute and submit along with the Pre-qualification Proposal, a registered power of attorney in the format provided in ANNEXURE 11, of the RFP in favour of the Lead Partner which shall inter-alia, authorize the Lead Partner to act for and on behalf of such member of the Consortium and do all acts as may be necessary to or for the performance under the contract.
11. The Consortium Agreement shall provide at least the following information in respect of the Consortium members that the Bidder will engage to provide any of the services required under this RFP.
a. Brief description of nature of products/services to be provided by Consortium member; b. Head and Branch offices (if responsible for work under the contract) (provide mailing
addresses, phone, fax and email);
c. Date, form and state of incorporation of Consortium member; d. Company Principals (Name, title and business address); and,
e. Current or prior successful partnerships with proposed Consortium member including Client reference (Contact name, phone number, dates when services were performed). 12. The Consortium Agreement concluded by the Lead Partner and Consortium member(s) should also be addressed to the CIDCO clearly stating that the Agreement is applicable to the contract executed out of this RFP and shall be binding on them for the Contract Period. Notwithstanding the Agreement, the responsibility of completion of job under the contract will be with the Lead Partner.
13. CIDCO reserves its right to subject the Consortium members and all their personnel who are to be deployed on this Project to security clearances as it deems necessary.
14. Change in members of the Consortium of the successful Bidder anytime during the Contract will be as per section 2.28 of the RFP.
15. The Lead Partner shall be solely liable to and responsible for all obligations towards the CIDCO for performance of works/services including that of its partners/associates under the contract.
2.5 Sub-contracting
Only named contracting will be permitted for the project limited to a maximum of 2 sub-Bidders. The bidder will have to furnish all the details of the sub-contracting partner at the time of the bid clearly defining the sub-contractor’s scope of work under the project. The Bidder (Lead Partner in case of Consortium) shall be solely responsible for meeting the service level and other requirements of the RFP. The Bidder (Lead Partner in case of Consortium) will give a declaration of Sub-Contracting to CIDCO. In case of a Consortium, only the Lead Bidder can name Sub Contractors, Consortium members cannot apportion any scope of work to Named Sub Contractors.
2.6 Completeness of Response
1. Bidders are advised to study all instructions, forms, terms, requirements and other information in the RFP documents carefully. Submission of bid shall be deemed to have been done after careful study and examination of the RFP document with full understanding of its implications. 2. The response to this RFP should be full and complete in all respects. Failure to furnish all
information required by the RFP document or submission of a proposal not substantially responsive to the RFP document in every respect will be at the Bidder's risk and may result in rejection of its Proposal and forfeiture of the Bid EMD
2.7 Proposal Preparation Costs
1. The bidder shall submit the bid at its cost and CIDCO shall not be held responsible for any cost incurred by the bidder. Submission of a bid does not entitle the bidder to claim any cost and rights over CIDCO and CIDCO shall be at liberty to cancel any or all bids without giving any notice.
2. All materials submitted by the bidder shall be the absolute property of CIDCO and no copyright /patent etc. shall be entertained by CIDCO.
2.8 Bidder Inquiries
Bidder shall send in their written queries as prescribed in the ANNEXURE 6.6 to the contact address at which the bids are to be submitted. The response to the queries will be published on https://cidco.maharashtra.etenders.in. No telephonic/ e-mails queries will be entertained. This response of CIDCO shall become integral part of RFP document.
2.9 Amendment of RFP Document
1. All the amendments made in the document would be published on the CIDCO website and shall be part of RFP.
2. The bidders are advised to visit the aforementioned website on regular basis to check for necessary updates. The CIDCO also reserves the rights to amend the dates mentioned in this RFP.
2.10 Supplementary Information to the RFP
If CIDCO deems it appropriate to revise any part of this RFP or to issue additional data to clarify an interpretation of provisions of this RFP, it may issue supplements to this RFP. Any such corrigendum shall be deemed to be incorporated by this reference into this RFP.
2.11 CIDCO’s right to terminate the process
CIDCO may terminate the RFP process at any time and without assigning any reason. CIDCO reserves the right to amend/edit/add delete any clause of this Bid Document. This will be informed to all and will become part of the bid /RFP and information for the same would be published on the CIDCO website.
2.12 Earnest Money Deposit (EMD)
1.
Bidders shall submit, along with their bids, EMD of Rs.2 Lakhs in the form of a Bank Guarantee issued by any Nationalized/ Scheduled bank in favour of CIDCO Ltd. In case Bank Guarantee is issued out of Mumbai/Navi Mumbai then endorsement should be done from local branch of the bank.2.
The EMD shall be denominated in Indian Rupees only. No interest will be paid by CIDCO on the EMD amount and EMD will be refunded to the all Bidders (including the successful Bidder) without any accrued interest on it3. The EMD shall be submitted as mentioned in the section 2.20 of the RFP document. Bids submitted without adequate EMD shall be liable for rejection.
4. Unsuccessful bidder’s EMD will be returned to the unsuccessful bidder within 90 days from the date of opening of the financial bid. The Bid Security, for the amount mentioned above, of the successful Bidder would be returned upon submission of Performance Bank Guarantee for an
5. The EMD may be forfeited:
a) If a Bidder withdraws his bid or increases his quoted prices during the period of bid validity or its extended period, if any.
b) In case of a successful Bidder, if the Bidder fails to sign the Contract in accordance with the terms and conditions
c) If during the bid process, a bidder indulges in any such deliberate act as would jeopardise or unnecessarily delay the process of bid evaluation and finalisation.
d) If, during the bid process, any information is found false/fraudulent/mala fide, then CIDCO shall reject the bid and, if necessary, initiate action.
6. The decision of the CIDCO regarding forfeiture of the EMD shall be final and binding upon bidders.
2.13 Authentication of Bid
1. Authorized person of the bidder who signs the bid shall obtain the authority letter from the bidder, which shall be submitted with the Bid. All pages of the bid and its annexures, etc. shall be singed and stamped by the person or persons signing the bid.
2. Registered/ Non-revocable Power of Attorney executed by the Bidder in favour of the Principal Officer or the duly authorised representative, certifying him as an authorised signatory for the purpose of this bid.
2.14 Language of Bids
This bid should be submitted in English language only. If any supporting documents submitted are in any language other than English, then the translation of the same in English language is to be duly attested by the bidder and summited with the bid, and English translation shall be validated at CIDCO’s discretion.
2.15 Patent Claim
In the event of any claim asserted by a third party of infringement of copyright, patent, trademark or industrial design rights arising from the use of the Goods or any part thereof, the bidder shall expeditiously extinguish such claim. If the bidder fails to comply and CIDCO is required to pay compensation to a third party resulting from such Infringement, the Bidder shall be responsible for such compensation, including all expenses, court costs, lawyer fees etc. CIDCO shall give notice to the successful bidder of any such claim and recover it from the bidder if required.
2.16 Application/Documents Prepared by the Service Provider to be the
Property of the CIDCO
All plans, specifications, designs, reports, other documents and software including the source code shall be absolute property of CIDCO. The Successful Vendor shall transfer to the CIDCO all Intellectual Property Rights in the Software developed. The bidder shall relinquish to the CIDCO source code of the developed software solution within Five (5) days from the date of acceptance of the system. The source code supplied to the CIDCO shall at all times be a complete, accurate, and up-to-date copy corresponding exactly to the current production release of the software. The Service Provider shall not use anywhere, without taking permission, in writing, from the CIDCO and the CIDCO reserves right to grant or deny any such request.
2.17 Instructions for Online submission
Proposals must be direct, concise, and complete and must be submitted online only. CIDCO will evaluate the Bidder’s Proposal based on its clarity, relevance and the directness of its response to the requirements of the Project as outlined in this RFP.
Bidders shall furnish the required information on their Technical and Commercial Proposals in the enclosed formats only. In case of any deviations in the format Bid will be liable for rejection. The following points need to be considered while submitting the bids:-
1. Bidders Tool Kit link (detailed Help documents, designed for bidders) has been provided on e-Tendering website (https://maharashtra.etenders.in/mah/toolkitBidder.asp) in order to guide them through different steps involved during e-Tendering such as online procedure for tender document purchase, bid preparation, bid submission.
2. If any assistance is required regarding e-Tendering (registration / upload / download) please contact e-Tendering Help Desk on number: 020 25315555 / 9167969614.
3. The tender document is uploaded / released on CIDCO e-tendering website https://cidco.maharashtra.etenders.in. Tender document and supporting documents may be downloaded from above mentioned link. Subsequently, bid has to be prepared and submitted online ONLY on the eTender portal.
4. Both the Bids (Technical as well as Financial) shall have to be submitted online.
5. The date and time for online submission shall strictly apply in all cases. The tenderers should ensure that their tender is prepared online before the expiry of the scheduled date and time and then submitted online before the expiry of the scheduled date and time. No delay on account of any cause will be entertained. Offers not submitted online will not be entertained.
6. In the event of the specified date for the submission of Bids being declared a holiday, the Bids can be submitted online up to the appointed time on the next working day for which CIDCO will make necessary provisions.
7. CIDCO may, at its own discretion, extend the date for submission of bids. In such a case all rights and obligations of CIDCO and the Bidders shall be applicable to the extended time frame.
8. The offers submitted as documents, by telex/telegram/fax/Email or any manner other than specified in point ‘4’ of this section, will not be considered. No correspondence will be entertained on this matter.
9. Printed terms and conditions of the bidders will not be considered as forming part of their bid. 10. The amendment will be notified on tendering website http://cidco.maharashtra.etenders.in.
2.18 Procedure for Submission of Bids
1. To view- Tender Notice, Detailed Time Schedule, Tender Document for this Tender and subsequently download the Tender Document and its supporting documents, kindly visit following e-Tendering website: http://cidco.maharashtra.etenders.in
2. The Bidders participating first time for e-Tenders on GoM e-tendering portal will have to complete the Online Registration Process for the e-Tendering portal.
3. All Bidders interested in participating in the on-line e-Tendering process are required to obtain Class II or Class III Digital Certificates. The tender should be prepared & submitted online using individual’s digital signature certificate.
4. The interested contractors / bidders will have to make online payment (using credit card/debit card/net banking/Cash Card) of Rs. 1038/- (inclusive of all taxes) per bid per tender to online service provider of e-Tendering system at the time of entering online Bid Submission stage of the tender schedule.
2.19 Bid Submission Format
1. The entire proposal shall be submitted strictly as per the format specified in this Request for Proposal.
2. Bids not confirming to the eligibility criteria listed in this RFP will be summarily rejected. 3. Submission of forged documents will also result in summary rejection of the bid.
4. Bids with deviation from any of prescribed formats are liable for rejection.
2.20 Bid Submission Instructions
1. Complete bidding process will be online (e-Tendering) in two envelope system. Submission of bids shall be in accordance to the instructions given in the Table below:
Particulars Instructions
Envelope A:
RFP Document Fees and EMD
Scanned copy of RFP Document Fees and EMD should be submitted online. Bidder will ensure to send the original RFP Document Fees and EMD by Courier / Hand at the address:
Mr. Faiyaz Khan System Manager
CIDCO, Data Center, First Floor, CIDCO Bhavan CBD Belapur, Navi Mumbai - 400 614
Submission to be done as per schedule specified in Section 1.1 of the RFP.
Proof of Submission of RFP Document Fees and Proof of Submission of EMD should be submitted as part of the Pre-qualification Proposal Envelope A:
Pre-qualification Proposal
The Pre-qualification Proposal shall be prepared in accordance with the requirements specified in Section 2.26.1 and ANNEXURE 5 of the RFP
.
Each page of the Pre-qualification Proposal should be signed and stamped by the Authorized Signatory of the Bidder. Pre-qualification Proposal should be submitted through online bid submission process only
Particulars Instructions Envelope A:
Technical Proposal
The Technical Proposal shall be prepared in accordance with the requirements specified in this RFP and the formats are prescribed in in ANNEXURE – 6 of this RFP
Each page of the Technical Proposal should be signed and stamped by the Authorized Signatory of the Bidder. Technical Proposal should be submitted through online bid submission process only.
Envelope B:
Commercial Proposal
The Commercial Proposal shall be prepared in accordance with the requirements specified in this RFP and in the formats prescribed in ANNEXURE 7 of the RFP.
Each page of the Commercial Proposal should be signed and stamped by the Authorized Signatory of the Bidder. Commercial Proposal should be submitted through online bid submission process only.
Note: The front page of the proposal document shall indicate the name and address of the Bidder. 2. The following points shall be kept in mind for submission of bids:
a. CIDCO will not accept delivery of Proposal in any manner other than that specified in this RFP. Proposal delivered in any other manner shall be treated as defective, invalid and rejected b. The Bidder is expected to price all the items and services sought in the RFP and proposed in
the Technical Proposal. The Bid should be comprehensive and inclusive of all the services to be provided by the Bidder as per the scope of his work and must cover the entire Contract Period.
c. The CIDCO may seek clarifications from the Bidder on the Technical Proposal. Any of the clarifications by the Bidder on the Technical Proposal should not have any commercial implications. The Commercial Proposal submitted by the Bidder should be inclusive of all the items in the Technical Proposal and should incorporate all the clarifications provided by the Bidder on the Technical Proposal during the evaluation of the technical offer.
d. Commercial Proposal shall not contain any technical information.
e. If any Bidder does not qualify the Pre-qualification criteria stated in Section 2.26.1 of this RFP, the Technical and Commercial Proposals of the Bidder shall not be opened. Similarly, if the Bidder does not meet the Technical evaluation criteria, the Commercial Proposal of the Bidder shall be unopened in the e-Tendering system.
f. It is required that the all the Bids submitted in response to this RFP should be unconditional in all respects, failing which CIDCO reserves the right to reject the Bid
g. Bids sent by telex/telegraphic/tale-fax post/ courier will be rejected.
2.21 Late Bids and Bid Validity Period
Bids received after the due date and the specified time (including the extended period if any) for any reason whatsoever, shall not be entertained and shall not be opened in the e-Tendering system. The validity of the bids submitted before deadline shall be till 180 days from the date of submission of Bid.
2.22 Modification and Withdrawal of Proposals
No Proposal may be withdrawn in the interval between the deadline for submission of Proposals and the expiration of the validity period specified by the Bidder on the Proposal form. Entire EMD may be forfeited if any of the Bidders withdraw their Bid during the validity period.
2.23 Non-conforming Proposals
A Proposal may be construed as a non-conforming Proposal and ineligible for consideration:
a. If it does not comply with the requirements of this RFP
b. If the Proposal does not follow the format requested in this RFP or does not appear to address the particular requirements of the CIDCO.
2.24 Acknowledgement of Understanding of Terms
By submitting a Proposal, each Bidder shall be deemed to acknowledge that he has carefully read all sections of this RFP, including all forms, schedules, annexure, corrigendum and addendums (if any) hereto, and has fully informed itself as to all existing conditions and limitations.
2.25 Bid Opening
a. The Bid submitted without EMD, will be summarily rejected. Only those Bid for which EMD is received will be eligible for opening.
b. Total transparency will be observed and ensured while opening the Proposals/Bids c. CIDCO reserves the rights at all times to postpone or cancel a scheduled Bid opening. d. Bid opening will be conducted in two sessions.
e. In the first session, Pre-qualification Proposals would be opened. The EMD of the Bidders will be opened on the same day and time, on which the Pre-qualification Proposal is opened, and bids not accompanied with the requisite EMD or whose EMD is not in order shall be rejected. f. Technical Proposals of Bidders who pass the Pre-qualification criteria would be opened. g. In the second session, Commercial Proposal of those Bidders whose Technical Proposals
qualify, would be opened. All Bids would be opened in the presence of Bidders’ representatives who choose to attend the Bid opening sessions on the specified date, time and address
h. The Bidders’ representatives who are present shall sign a register evidencing their attendance. In the event of the specified date of Bid opening being declared a holiday for CIDCO, the bids shall be opened at the same time and location on the next working day. In addition to that, if there representative of the Bidder remains absent, CIDCO will continue process and open the bids of the all bidders
i. During Bid opening, preliminary scrutiny of the Bid documents will be made to determine whether they are complete, whether required Bid Security has been furnished, whether the Documents have been properly signed, and whether the bids are generally in order. Bids not conforming to such preliminary requirements will be prima facie rejected. CIDCO has the right to reject the bid after due diligence is done.
2.26 Evaluation Process
a. The Bid Evaluation and Technical Committee constituted by the CIDCO shall evaluate the bids b. The Bid Evaluation and Technical Committee will review the Pre-qualification Proposal of the
Bidders to determine whether the requirements as mentioned in Section 2.26.1 of the RFP are met. Incomplete or partial Proposals are liable for disqualification. All those Bidders whose Pre-qualification Proposal meets the requirements would be selected for opening of the Technical Proposal.
c. The Bid Evaluation and Technical Committee shall review the Technical Proposal of the pre- qualified Bidders to determine whether the Technical Proposals are substantially responsive. Bids that are not substantially responsive shall be disqualified and the Bid Evaluation and Technical Committee reserve the rights to seek clarification if required.
d. The Bid Evaluation and Technical Committee shall assign a Technical score to the Bidders based on the Technical evaluation criteria detailed in the RFP. The Bidders with a technical score above the threshold as specified in Section 2.26.5 of the RFP shall technically qualify for the commercial evaluation stage.
e. The Commercial Proposals of the technically qualified Bidders will then be opened and reviewed to determine whether the Commercial Proposals are complete and as per requirements.
f. Evaluation and award of Contract will be done as per provisions of Maharashtra State Government Rules.
g. Please note that the Bid Evaluation and Technical Committee may seek inputs from their professional, external experts in the Bid evaluation process
2.26.1 Pre-Qualification criteria
S. No. Eligibility Criteria Document to be submitted
PQ1 The Bidder (All members in case of
Consortium) should be registered under the
Companies Act, 1956, should have
registered offices in India and should be in existence in India for at least the last 3 years as on date of submission of the bid.
Copy of Certificate of Incorporation signed by Authorized Signatory of the Bidder
PQ2 The Bidder (or Consortium Partner
providing Scanning & Digitization or Data Entry component of the Scope of Work) should have successfully completed at least 3 Scanning / Digitization / Data Entry projects in in past Five years in India with the project cost not less than Rs. 50 Lakhs. The project should be completed as on date of submission of RFP response
Copy of Work Order & Customer satisfaction certificate should be attached.
PQ3 The Bidder (Lead Partner in case of Consortium) should have minimum annual turnover of Rs. 5 Cr for the last 3 financial years (FY 2013-14, 2012-13, 2011-12) In case of Consortium, the Consortium partner should also have minimum annual turnover of at least Rs. 1 Cr for the last 3 financial years (FY 2013-14, 2012-13, 2011-12)
Audited Balance sheet and Profit & Loss account statement of the Bidder
PQ4 The Bidder (All partners in case of Consortium) should have positive net worth for each of the last 3 financial years (FY 2013-14, 2012-13, 2011-12)
Certificate duly signed by Statutory Auditor of the Bidder confirming the net-worth and profit after Tax for each of the specified years. PQ5 The Bidder (All partners in case of
Consortium) should not be banned from participating in any of the Tenders by Government of Maharashtra/ Any State Government/ Government of India as on date of submission of the Bid. Also, the bidder shall not be under a Declaration of ineligibility for corrupt or fraudulent practices with any of the Government or Public sector units.
A self-certified letter signed by the Authorized Signatory of the Bidder.
PQ6
The Bidder (or Consortium Partner
providing Data Entry component of the Scope of Work) should have min 25 Full Time Data Entry Operators with necessary skillset as per the requirement of the data entry services on bidder’s own payroll.
Certificate from the current authorized signatory of the company
PQ7 Consortium Agreement and Declaration (in case of Consortium)
Bidder shall furnish the Agreement signed
between the Lead Partner and the
Consortium Partner.
2.26.2 Evaluation of Pre-qualification Proposals
1. Bidders, whose EMD and RFP Document Fees are found in order, shall be considered for pre-qualification criteria evaluation.
2. Bidder shall be evaluated as per prequalification criteria mentioned at 2.26.1. The bidders who fulfil all the prequalification criteria will qualify for further Technical Evaluation.
2.26.3 Evaluation of Technical Proposals
The evaluation of the Technical Proposals will be carried out in the following manner:
a. The Bidders are required to submit all required documentation in support of the evaluation criteria specified (e.g. detailed Project citations and completion certificates, client contact information for verification, and all others) as required for technical evaluation.
b. Proposal Presentations: The Bid Evaluation and Technical Committee will invite each qualified Bidder to make a presentation to the CIDCO as per their discretion.
c. At any time during the Bid evaluation process, the Committee may seek oral / written clarifications from the Bidders. The Committee may seek inputs from their professional and technical experts in the evaluation process.
d. CIDCO reserves the right to do a reference check of the past experience stated by the Bidder. Any feedback received during the reference check shall be taken into account during the Technical evaluation process.
2.26.4 Technical Evaluation Methodology
a. Each Technical Proposal will be assigned a technical score out of a maximum of 100 points. (Refer Section 2.26.5).
b. In order to qualify for the opening of Commercial proposal, the Bidder must get a minimum overall technical score of 70 (Seventy).
c. The Commercial Proposals of Bidders who do not qualify technically shall be kept unopened in the e-Tendering system.
d. System Manager shall indicate to all the Bidders about the results of the technical evaluation through a written communication.
e. CIDCO reserves the right to accept or reject any or all bids without giving any reasons thereof. f. CIDCO will inform to the technically shortlisted Bidders about the date and venue of the
opening of the Commercial Proposals through a written communication.
2.26.5 Technical Evaluation Criteria
Sr.
No.
Evaluation Criteria
Points
TQ1 Relevant Experience 30
TQ1.1 The Bidder (or Consortium Partner providing Scanning & Digitization or
Data Entry component of the Scope of Work) should have executed 3 or more projects that involves Scanning / Digitization / Data Entry of files/documents for in last 5 years. The project cost not less than Rs. 50 Lakhs. 30 Greater than 10 30 >5 – 10 20 >=3 – 5 15 TQ2 Company Profile 50
TQ2.1 The Bidder (Lead Partner in case of Consortium) should be registered
under the Companies Act, 1956, should have registered offices in India and should be in existence in India for at least the last 3 years as on date of submission of the bid.
15
More than 15 years 15
>10 - 15 years 10
>=3 – 10 years 7
TQ2.2 The Bidder (Lead Partner in case of Consortium) should have turn-over of
minimum Rs. 5 Cr for the last 3 financial years
15
Sr.
No.
Evaluation Criteria
Points
>=5 Cr - 10 Cr 7
TQ2.3 The Bidder (or Consortium Partner providing Data Entry component of the
Scope of Work) must have a minimum strength of 25 Full Time Data Entry Operators with necessary skillset as per the requirement of the data entry services on bidder’s own payroll.
20
More than 100 20
>50 – 100 15
>=25 – 50 10
TQ3 Technical Presentation 20
TQ3.1 Understanding of Scope of Work 3
TQ3.2 Approach, Methodology & Project Plan- Scanning & Data Entry 5
TQ3.3 Quality Check Plan - Scanning & Data Entry 4
TQ3.4 Team Leader (Supervision and QA) Profile 3
TQ3.5 Operational and Reporting approach 2
TQ3.6 Adherence to SLA, Monitoring & Review Framework 3
Total 100
2.26.6 Commercial Bid Evaluation
1. The Commercial Bid of only the technically qualified Bidders will be opened for evaluation. 2. Of all the Commercial Bids opened, the Bidder whose commercial bid is lowest (hereby referred
to as L1 Bidder) will be considered eligible for negotiations and award of contract after the negotiations.
3. If there is a discrepancy between words and figures, the amount in words shall prevail. For any other calculation/ summation error etc. the bid may be rejected.
2.26.7 Negotiations
1. CIDCO reserves the right to carry out negotiations with the L1 Bidder on the Technical and Commercial Proposal. CIDCO may further discuss the details of the approach and methodology to be adopted by the Bidder on the Project over and above the minimum requirements of the RFP keeping in mind the interest of the Project.
2. The Technical Proposal, any clarifications provided, presentations, etc. made by the ‘ L1 Bidder’ during the Bid evaluation phase will form part of the Contract signed with the Bidder
2.27 Award of Contract
1. CIDCO’s Right to Accept any Bid and to Reject any or All Bids
CIDCO reserves the right to accept or reject any Bid, and to annul the bidding process and reject any or all Bids at any time prior to award of Contract, without thereby incurring any liability to the affected Bidder or Bidders or any obligation to inform the affected Bidder or Bidders of the grounds for CIDCO’s action.
2. Letter of Acceptance
Prior to the expiration of the period of bid validity, CIDCO will notify the successful bidder in writing or by fax or email, to be confirmed in writing by letter, that its bid has been accepted. The Letter of Acceptance will constitute the formation of the contract. Upon the successful
Bidder’s furnishing of Performance Security, CIDCO will promptly notify each unsuccessful Bidder.
3. Signing of Contract
CIDCO shall notify the successful bidder that its bid has been accepted. The successful bidder shall enter into contract agreement with CIDCO within the time frame mentioned in the Letter of acceptance to be issued to the successful bidder by CIDCO.
4. Performance Bank Guarantee
a. The successful bidder shall at his own expense deposit with CIDCO within fifteen (15) Working days of the date of letter of acceptance or prior to signing of the contract whichever is earlier, an unconditional and irrevocable Performance Bank Guarantee (PBG) from a Nationalized or Scheduled Bank, payable on demand, for the due performance and fulfilment of the contract by the bidder.
b. The performance guarantee shall be denominated in the currency of the contract and shall be in the form of bank guarantee.
c. This performance bank guarantee will be for an amount equivalent to 10% of contract value. All charges whatsoever such as premium; commission etc. with respect to the Performance Bank Guarantee shall be borne by the bidder.
d. The performance Bank Guarantee shall be valid until the end of six months after the completion of the contract with successful bidder. Subject to the terms and condition in the Performance Bank Guarantee, six months after the contract completion, the performance Bank Guarantee will lapse automatically.
e. The Performance Bank Guarantee may be discharged/ returned by CIDCO upon being satisfied that there has been due performance of the obligations of the Bidder under the contract. However, no interest shall be payable on the Performance Bank Guarantee. The Format for Performance Bank Guarantee is provided in ANNEXURE 8.
f. In the event of the Bidder being unable to service the contract for whatever reason CIDCO would invoke the PBG. Notwithstanding and without prejudice to any rights whatsoever of CIDCO under the contract in the matter, the proceeds of the PBG shall be payable to CIDCO as compensation for any loss resulting from the bidder’s failure to complete its obligations under the Contract. CIDCO shall notify the Bidder in writing of the exercise of its right to receive such compensation within 14 days, indicating the contractual obligation(s) for which the Bidder is in default.
g. CIDCO shall also be entitled to make recoveries from the bidder’s bills, performance bank guarantee, or from any other amount due to him, the equivalent value of any payment made to him due to inadvertence, error, collusion, misconstruction or misstatement.
5. Failure to agree with the Terms & Conditions of the RFP / Contract
Failure of the successful Bidder to agree with the Terms & Conditions of the RFP / Contract shall constitute sufficient grounds for the annulment of the award, in which event CIDCO may invite the next best bidder for negotiations or may call for fresh RFP.
2.28 Change of Consortium Partner
1. Consortium member other than the Lead Partner may be changed only under extreme circumstances such as non-performance of the Consortium member, insolvency or bankruptcy of the Consortium member etc and that too only with the prior written approval of the CIDCO and/or its nominated agencies.
2. Provided that in the event of any such approved change of Consortium members, the entities (companies) replacing them shall have, to the reasonable satisfaction of the CIDCO, the same or higher financial, technical and legal qualifications as the outgoing entities. In the event the CIDCO does not grant approval for the change of the Consortium member other than the Lead Partner or suitably qualified replacement entities (companies) are not available/ found, the exit of the Consortium member (other than the Lead Partner) shall constitute a breach of the contract.
3
Scope of Work
1. The scope of work for this tender is divided in two parts as given below:
Part –I: Scanning and Digitization of files/documents and upload into Document
Management System (DMS) provide by CIDCO
Part – II: Data Entry of legacy systems/files/documents and Development of Data
Entry Application
2. CIDCO reserves the right to amend/add/delete/ edit any of the following items of the scope of work and the same shall be binding on the successful bidder.
3.1 Part I - Scanning and Digitization
The objective of this project is to get the physical documents of CIDCO scanned, organized, stored, indexed and made retrievable using systematic approach. CIDCO intends to avail services pertaining to scanning, storing, indexing and metadata creation of official, procedural, records, process and any other CIDCO owned documents. Bidder is expected to establish document scanning / indexing facilities at CIDCO HQ and all Nodal Offices. Space for scanning center would be provided by the CIDCO whereas other infrastructure required to carry out scanning services would be arranged by the Bidder only. The scanned and digitized data shall be deployed to the CIDCO server as and when it is provided by CIDCO. The scanned and digitized data must be accessible through DMS software provided by CIDCO which can be subsequently integrated into the SAP DMS and must be compatible and interfaced with applications like e-Office, SAP, Record Room management software, RFID and any other software application available in CIDCO. The scanning center will be fully equipped with the required scanners, computers with basic software etc, for un-interrupted execution of the project by the Bidder. However, space, furniture (table, chairs, etc.) for setting up the infrastructure as well as the power connections will be provided by CIDCO. After completing the contract period bidder will vacate the place provided by CIDCO.
3.1.1 Location of Documents
Sr. No.
Location
1 CIDCO Bhavan(Head Office), CBD Belapur
2 Belapur Railway station, CBD Belapur
2 Raigad Bhavan, CBD Belapur
4 Nerul Nodal Office
5 Vashi Nodal Office
6 Koparkhairane Nodal Office
7 Airoli Nodal Office 8 Kalamboli Nodal Office
9 New Panvel Nodal Office
10 Nagpur Office
Note:
1. The bidder shall start the scanning at all above 11 locations simultaneously. Detailed timelines of aforementioned scanning activities to be submitted as a part of Approach and Methodology by the Bidder.
2. The scanned data at the three locations of CBD Belapur are connected on LAN and scanned data shall be uploaded on daily basis to the CIDCO server at CIDCO Bhavan. 3. For the remaining locations the scanned data should be transferred through portable drives
to the CIDCO servers on alternate days.
4. The bidder shall be responsible for the security of the scanned data present in the portable drive while transferring it across CIDCO locations.
5. For secure transport and collection of files from different locations will be sole responsibility of the successful bidder.
3.1.2 Document Size
The scanning documents provided by CIDCO shall be containing old and new documents. The documents shall have following size of documents.
S No
Document Size
S.
No.
Document Size
1 A0 5 A4 2 A1 6 Letter 3 A2 7 Legal 4 A3 8 Other Sizes3.1.3 Approach & Methodology
3.1.3.1 Handing over Documents/Files for Scanning
1. The concerned CIDCO official shall provide the files to be scanned and digitized. The file pages shall be serially numbered by the bidder separately on the top right hand side by Pen for noting and corresponding side papers.
2. The bidder shall collect the documents from CIDCO official for scanning. The official will make the entry in the log register while handing over the document. On due verification of document handed over, the representative of the bidder will sign on the log file and accept these files. As part of this verification, the bidder is advised to verify the document/file quantity with CIDCO official and any discrepancy should be brought to the notice of CIDCO official. Bidder should capture all the below mentioned details accurately in the inward/outward register.:
a. Name of document collected
b. Number of pages in the document (A4/Legal, A3/A2, A1/A0, Letter/Others) c. Collected from (CIDCO Official)
d. Collected by and signature (Successful bidder Representative) e. Date of collection
f. Expected date of return
j. Any other details will be decided with the successful bidder before start of project.
Bidder should ensure that number of pages in each document is accurately captured and is then cross-checked with the number of pages scanned. The bidder should maintain order of the documents without disturbing chronology of the documents and without mixing pages between different documents. In case of unavailability of required documents or pages missing or documents missing, it should be notified to the CIDCO. Continuous assistance from the CIDCO will be given for availability of required records. Bidder should inform CIDCO officials about illegible textual records. Bidder on receipt of such books should prepare and repair all documents received. They should take special care of documents that are very old and not in good physical condition. The Bidder is required to take necessary precautions while handling all documents. Bidder should also do document preparation and repair work at their end. Activities to be undertaken during this stage are: i. Dusting the files to remove dirt and other possible noise causing particles
ii. Un-binding/defiling of only CIDCO approved documents (this should not lead to further deterioration of the documents)
iii. Removal of stapler pins, clips, etc. of only CIDCO approved documents (this should not lead to further deterioration of the documents)
iv. Repair the documents for scanning using cello-tape* or enclosing the documents in plastic pouches (depending on the importance and condition of the documents).
Note:
*The bidder should note that tape used should not lead to shining output. The cello-tape should be placed such that the data underneath it is not lost and also images do not have shine marks.
The Bidder will take guidance from the concerned CIDCO officials of the record room on files which needs to be defiled or where stapler pins/clips should be removed, even though it may be mentioned on the top sheet. The bidder will re-bind the documents after scanning activity is over and submit it to the concerned CIDCO officials in acceptable manner.
3.1.3.2 Preparation for Scanning and Digitization
1. The bidder will generate the barcode from the system and will paste it on the file cover (on both front and rear side). The barcode will be unique for each file. Necessary folders will be created where the files will be stored post scanning.
2. The details of documents/files to be scanned will be entered into a CIDCO DMS system by the bidder. Necessary folders will be created where the files will be stored post scanning. 3. Bidder will then pre-process the files. Pre-processing of document will include the
activities that are to be performed on the documents before they can be scanned. It shall include (but is not restricted to)
a. Removal of tags, pins, threads, rubber bands etc.
b. Sorting of pages in the document in the correct order and fumigating it.
c. Special preparation of documents that may not be in a good physical condition and may not be directly scanned. This may include pasting of torn pages, straightening of pages, un-binding of files that cannot be scanned directly. Documents should be prepared such that normal scanner can scan it.
3.1.3.3 Scanning and Digitization
1. The documents/pages shall be scanned on a min. 200 DPI resolution, with digitized file size not exceeding 75Kb for one side of the page. The bidder should provide the maximum image quality with minimum storage capacity.
2. The scanned documents shall be converted into PDF/A (ISO 19005-1:2005) files. All the pages of a single physical file should be scanned and bundled as a single digital file and should be an exact replica of the physical file. This single digital file should be represented in a PDF/A format.
3. Page size of the physical file can vary across departments and within file also. 4. The bidder shall perform the following Image Enhancement Activities:
a. The bidder should ensure that quality of scanned imaged are enhanced up to the optimum level and required image enhancement activities like De-skew (to make the images straight), contrast ratio setting etc. has been done on the documents. b. The scanning should be done in colour
c. The bidder must be able to carry out cropping and cleaning of images like removing black noises around the text, and providing the equal margins all around the text. d. In case the documents are not legible, it will be the bidders responsibility to
scan the documents on high resolution i.e. 600 dpi or higher.
e. In case the content of the documents are not visible then document scanning shall be done in Gray Scale. No extra payment shall be made for the same.
5. The generated PDF/A should be optimized for viewing over the internet i.e. pages should be viewable as soon as they are downloaded without waiting for complete file to be downloaded i.e. A multipage file is downloaded page-by-page and should be viewable as soon as a page is downloaded rather than having to wait for the entire file to download. 6. No document shall be digitized more than once. The file numbering will be checked by
the bidder and if there is any discrepancy in numbering, it should be sorted out with the CIDCO official before proceeding.
7. Bidder should ensure that blank pages are not scanned unless given page number by the CIDCO officials.
8. Scanned image generated after adequate compression should be legible in both soft format and printed copy taken on paper in 1:1 scale. If the scanned document is not legible then it will be the bidder’s responsibility to scan the documents at higher resolution.
9. The digital file shall have two sections (A) Noting side (B) Correspondence side. Both (A) & (B) will be bundled into a file. However separate addition to noting side and corresponding side should be possible. As certain files will be live and will eventually be part of SAP DMS/e-Office etc., it should be possible to add scanned document on noting side and corresponding side subsequently.
3.1.3.4 Storage of Digitized Documents
1. After the scanning, the digital files will be tagged and stored at the drive. The bidder shall be responsibility to upload all the scan data to the Document Management System (DMS) server provided by the CIDCO.
2. Following folder structure has to be followed while storing the digitized data in the storage device.
a. Folder path should be [Cabinet\Desk Number\Authority\Year] b. Cabinet [Division Name]
c. Desk Number [Actual Name]
d. Authority [Actual Designation, E.g.: GM (IT)] e. Year [YYYY]
3. Nomenclature of the digitized file should be in accordance with the e-Governance and CIDCO standards.
4. Version Control mechanism should be allowed. Version control has to be done in case of addendum to the pre-existing digitized file. Bidder will have to make this facility available in the scanning and indexing module.
5. The bidder is required to take back-up of incremental data at the end of the day. The backup shall be taken on hard disk drive and stored in a secured storage for data retrieval in case of emergency.
3.1.3.5 Handing over Documents/Files after Scanning
1. After scanning, the physical document would have to be pinned together/tagged in the same form as it was given for scanning by the CIDCO official.
2. CIDCO shall provide the hard bound file covers for refiling of all the pages. The bidder shall have to enter manually the file details on the cover of each file and place barcodes
a. on the front file cover b. on the back file cover c. on any internal noting page
3. Each page shall be serially arranged and shall be counted while giving the documents back.
4. It would be the responsibility of the bidder to maintain and return the documents in their original form to the CIDCO official. Any damage to the documents collected shall make the bidder directly responsible for the same.
5. While returning the file to CIDCO official, the representative of bidder will show the file accessibility of scanned file, contents of scanned copy against physical document, and quality of scanned document to the CIDCO official who will sign off on the same.
3.1.3.6 Quality Checking of Scanned Images and Metadata Entries
Quality check after scanning and metadata entry is of utmost importance. Images clearing this QC will lead to submission of the documents to CIDCO for acceptance.
The Quality Checking for Scanned Images shall include the following:
1. Vendor should do 100% on screen validation (along with department officials) and submit the log for 100% QC work done along with QC certificate as per format mentioned in ANNEXURE 6.3.1
2. Vendor should check that no page has been scanned twice. Payment for such extra scanning will not be made to the vendor
3. Vendor should check scanned records for DPI, Image Quality, Format, Noise removal etc. 4. Vendor should check for the quality of the image
a. The image should not be too dark/too light
b. The image should not have been captured under improper lighting c. The image should not be cropped from any side
d. The orientation of the image should be right e. The image should be in true color mode
f. The color is consistent in all the images and not patchy g. The image should not be skewed
h. The image should not be blurred
i. The image should not have excessive noise j. There should not be any data loss due to folds
k. There should not be any data loss due to tight binding and bulge at the center l. There should not be extra darkness at the edges
5. The Quality Checking for Metadata Entry shall include the following: a. Whether all required metadata fields have been captured
b. Whether the metadata captured is correct
6. Vendor should also check that all records obtained from the CIDCO have been scanned and no document has been missed out.
7. The vendor shall generate a report which identifies any mismatch between the number of documents submitted for scanning and number of documents scanned
Note:
a. The bidder can also suggest their quality plan to the CIDCO over and above the quality checks mentioned here. Templates for the same will be decided with the successful bidder before commencement of work
b. Vendor shall provide a QC module within the application for quality check
c. Vendor should also install the instances of the application in computers as desired by CIDCO officials for quality check purpose at no extra cost to the CIDCO
d. Vendor will appoint skilled and qualified manpower for QC purpose and not get QC done by operators who have scanned and done metadata entry.
e. All records unacceptable by CIDCO (due to improper image, missing metadata, wrong metadata) will have to be rescanned by the vendor. Vendor will not be remunerated for all
f. Post 100% QC by vendor, CIDCO officials may perform 100% QC on scanned document and metadata
3.1.4 Metadata Entry
1. Metadata stores information related to the scanned images. Accurate metadata should be captured for all scanned images, as that becomes the base for all future search and transactions. The scanned document should be searchable using DMS based on various metadata tags that were used to index the document. Metadata entry is done by adding appropriate tags to each scanned document. Metadata entry will be done through Double Blind Data Entry method i.e. two people will enter the metadata for the same scanned image independently. The metadata entries done by these operators will be compared by the application and those with wrong metadata entry will be visible to the Bidder’s supervisor. Bidder should correct all such errors at no extra cost.
2. Bidders will ensure that the desktop computers used for scanning and metadata entry have USB ports, CD Drives or USB ports and CD Drives are blocked. Data transfer should be allowed only from Operation Servers.
3. A list of metadata will be decided and communicated to the successful bidder before start of the project. If metadata formats for new records needs to be incorporated, it will be finalised by CIDCO. Bidders should note that the records will be primarily in Marathi. Bidder should deploy adequate manpower to ensure that all non-Marathi language data is understood and correct metadata entry in Marathi is done. Language details for all such records should be captured in language metadata tag. Bidder should capture language details of each document type at the beginning of the entire metadata entry activity.
4. While performing metadata entry in UNICODE Marathi, bidder should ensure that there are no garbage (GOLU) characters in the data fed in the application. Bidder may deploy his own tool to ensure the same.
3.1.5 Indexing
Vendor shall provide an index page for every scanned file having hyperlinks to certain important documents in the scanned file so that the user can directly access particular documents which are in the scanned file. CIDCO will instruct that certain documents in file need to be tagged, so that it can be viewed in Kiosk /Web Portal. The following indicating folder structure has to be followed while storing the digitized data in the provided DMS.
Scheme [Name]
Place [Location Name]
Department/Section [ Respective CIDCO Department/Section]
Year [YYYY]
Type [ Project Type]
Subject/Number [ Name appearing on File]
File No [Numeric Number]
If indexing formats for new records needs to be incorporated, it will be finalised by CIDCO.
3.1.6 Data Storage and Upload
DMS will be provided by CIDCO to selected bidder at specified scanning locations; however, uploading of all data will be done at the CIDCO Data Center (DC). The selected bidder shall ensure that scanned data along with metadata should be uploaded
successfully at the CIDCO DC. The scanning activity for a given period (as decided by CIDCO) will only be considered as complete when all the scanned data along with metadata is replicated at the CIDCO DC. The scanned files and metadata will need to be physically uploaded by the Vendor at the DC.
3.1.7 Data Migration
As CIDCO is in process of procuring and commissioning SAP DMS, the selected bidder shall also be responsible for successful migration of scanned and digitized data along with metadata in SAP DMS.
3.1.8 Reporting Requirements
1. The bidder shall also provide to