Department of Financial Services Tender by Uco Bank (GEM/2025/B/5982602)
Custom Bid for Services - Procurement of Enterprise Document Management System DMS Solution
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Tender Title: Procurement of Enterprise Document Management System (DMS) Solution
Reference Number: GEM/2025/B/5982602
Issuing Authority: Department of Financial Services, Ministry of Finance
The Procurement of Enterprise Document Management System (DMS) Solution aims to enhance operational efficiency and streamline document handling across various departments under the Department of Financial Services. The project encompasses the development and implementation of a robust DMS to manage digital documents, ensure secure access, facilitate collaboration, and maintain regulatory compliance.
Scope of Work and Objectives
The primary objective of this tender is to solicit bids for a comprehensive DMS that can manage a high volume of documents with features including document scanning, archiving, retrieval, and auditing capabilities. The awarded bidder will be responsible for:
- Analyzing existing documentation processes
- Designing a customized DMS solution that meets the unique requirements of the Department of Financial Services
- Training staff to maximize the DMS utility
- Ongoing technical support and maintenance post-implementation
Eligibility Criteria
Bidders must meet the following eligibility criteria to participate:
- The bidder should be a registered entity with legal and financial viability.
- Proven experience in delivering similar DMS solutions in the public or private sector.
- Adequate turnover levels to support the financial undertakings of the project.
Technical Requirements
The technical requirements for the DMS include but are not limited to:
- Capability to handle multi-format document uploads (PDF, DOCX, TIFF, etc.)
- Integration capabilities with existing software applications used by the department
- Security features for data protection including encryption and user management
- Compliance with relevant data protection regulations
Financial Requirements
Bidders are required to submit financial statements demonstrating adequate turnover to support project commitments. An Earnest Money Deposit (EMD) of ₹10,000,000 must accompany the bid submission as a demonstration of financial commitment.
Document Submission Details
Bid responses must include:
- Executive Summary of the proposed solution
- Experience Criteria
- OEM Authorization Certificate
- Financial statements
- Additional documents as specified in the bid documents
Bids are to be submitted through the e-procurement portal linked to the issuing authority.
Special Provisions
This tender will provide benefits to Micro, Small, and Medium Enterprises (MSEs) and startups, offering exemptions in certain financial and experience criteria as specified in the tender.
Evaluation Process
The evaluation process will adopt a Total Value Wise Evaluation method. Accepted bids will be assessed based on technical capability, experience, and financial viability. Post-evaluation, bidders will be notified of the outcome.
Delivery Locations
The delivery and implementation of the DMS are expected to occur across various branch offices of the Department of Financial Services, including a centralized data management team.
Contact Information
Further inquiries can be directed to the designated contact within the Department of Financial Services. It is advisable for potential bidders to refer to the official tender documents for precise contact details.
All interested participants are encouraged to review the associated documents available at the provided links for detailed instructions and requirements:
General Information
Financial Information
Evaluation and Technical Information
Tender Documents
9 DocumentsDocuments Required from Seller
- Experience Criteria
- Bidder Turnover
- Certificate (Requested in ATC)
- OEM Authorization Certificate
- Additional Doc 1 (Requested in ATC)
- Additional Doc 2 (Requested in ATC)
- Additional Doc 3 (Requested in ATC)
- Additional Doc 4 (Requested in ATC) *In case any bidder is seeking exemption from Experience / Turnover Criteria
- the supporting documents to prove his eligibility for exemption must be uploaded for evaluation by the buyer
Corrigendum Updates
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Frequently Asked Questions
The eligibility requirements include being a registered entity with proven experience in providing Enterprise Document Management System (DMS) solutions, demonstrating adequate financial turnover, and possessing necessary certifications as specified in the tender documents. Bidders must also comply with any special provisions applicable to MSEs or startups to ensure equitable competition.
Bidders must submit several certificates, including but not limited to an OEM Authorization Certificate, any applicable experience or turnover documentation, and additional documents as requested in the Acceptance Testing Criteria (ATC). Ensure that all required certificates are duly attested and in the accepted document formats.
Bidder registration can typically be completed through the designated e-procurement portal. Once registered, bidders must prepare their proposals following the guidelines in the tender documentation, ensuring to include all required documents. Submissions must be made electronically by the deadline set forth in the tender announcement.
The payment terms will largely be detailed in the official tender documents, which indicate the stages based on milestones achieved during the project’s lifecycle. Bidders must prepare to comply with the outlined financial framework in the tender documentation concerning payments and deliverables.
Micro, Small, and Medium Enterprises (MSEs) will benefit from specific exemptions in criteria concerning financial and experience prerequisites, fostering an inclusive participation environment. Additionally, all bidders are expected to comply with ‘Make in India’ policies, promoting local content in procurement rules as laid out in the tender guidelines.
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