Tender Title: Scanning and Digitisation Service (Version 2)
Reference Number: 25ba83f03
Issuing Authority: Department of Military Affairs, Ministry of Defence
The Scanning and Digitisation Service (Version 2) tender seeks professional service providers with expert capabilities in delivering advanced digitization solutions for various document formats. This tender has a significant scope of work requiring a total quantity of 11,000,000 scanning operations, primarily focusing on A4 and legal-sized documents. The primary objective is to efficiently digitize and organize documents to enhance information accessibility while maintaining high accuracy and data integrity throughout the process.
Scope of Work and Objectives
The awarded contractor is expected to deliver services that include:
- Scanning a wide range of documents in both A4 and legal sizes.
- Digitisation, ensuring high-quality digital copies of the original documents.
- Organizing and providing a structured digital filing system.
- Performing quality checks to maintain high standards in the digitization process.
Eligibility Criteria
Interested bidders must fulfill specific eligibility requirements. These include being a registered service provider with documented experience in offering similar digitization services. Bidders are also required to show proof of technical capability and previous successful projects of similar scale.
Technical Requirements
The technical requirements include:
- High-resolution scanning to meet set standards.
- Capability to handle large volumes of material efficiently.
- Familiarity with data security measures and confidential document handling.
- Utilization of industry-standard software for document management.
Financial Requirements
Bidders should present comprehensive financial documentation, outlining their capacity to undertake a contract of this magnitude. This includes profit and loss statements from prior years, balance sheets, and references regarding the financial stability of the organization.
Document Submission Details
All required documentation must be submitted electronically, following the guidelines set forth in the tender documents. Specific formats will be outlined within the tender materials, ensuring clarity for all bidders.
Special Provisions
The tender includes provisions designed to support Micro, Small, and Medium Enterprises (MSEs) and startups, encouraging them to participate in the bidding process. This initiative aims to foster inclusive growth and innovation within the sector.
Evaluation Process
The evaluation of submissions will follow a structured approach assessing both technical and financial components. Criteria will include responsiveness to submission requirements, previous experience, staffing capabilities, and financial robustness.
Delivery Locations
The digitization services are expected to be delivered to the designated locations under the appropriate jurisdiction outlined in the tender documents. Details regarding these locations will be provided upon successful bid acceptance.
Contact Information
For further inquiries or details regarding the tender, please consult the specified contact persons within the Department of Military Affairs and the Ministry of Defence, made available in the tender documents.
In summary, the Scanning and Digitisation Service (Version 2) tender presents a sizable opportunity for qualified bidders to contribute to the vital process of document digitization in the defense sector. Participants are encouraged to thoroughly review the requirements and prepare comprehensive proposals that align with the set criteria.
General Information
Financial Information
Evaluation and Technical Information
Tender Documents
3 DocumentsDocuments Required from Seller
- Experience Criteria
- Certificate (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 experience in providing scanning and digitisation services. Bidders should have a proven track record of successfully managing sizeable projects, along with the technical capabilities to execute the work. A valid registration certificate and compliance with local laws are mandatory.
Bidders must adhere to stringent technical specifications, including the capability to scan documents at high resolutions (preferably 300 DPI or higher) and the ability to handle a diverse range of document types and sizes. Adequate software solutions for indexing and organizing data are also essential to ensure seamless access to digitized files.
Bidders are required to submit an Earnest Money Deposit (EMD) as outlined in the tender documents. This deposit serves to validate the bidder’s commitment to fulfilling the terms of the tender. Specific amounts and modes of payment will be detailed, typically required to be in a specified format such as a bank guarantee or demand draft.
Documents must be submitted electronically via the specified procurement platform. Detailed instructions on acceptable formats (such as PDF or DOCX) and the structure of the proposal will be provided in the tender documentation. Ensuring timely and proper submission is crucial for consideration.
MSEs have specific benefits outlined in the tender that aim to foster inclusivity in the bidding process. This may involve relaxed eligibility criteria, financial assistance, or preferential rates. Support under governmental initiatives such as ‘Make in India’ will also encourage local sourcing, adding further advantages for MSE participants.
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