NA Tender by Indian Council Of Forestry Research And Education (icfre) (GEM/2025/B/6121585)

Tender Title: Scanning and Digitisation Service

Reference Number: GEM/2025/B/6121585
Issuing Authority/Department: Ministry of Environment Forest and Climate Change

Overview

The Ministry of Environment Forest and Climate Change is seeking tenders for Scanning and Digitisation Services required for government initiatives. This project entails high-volume digitisation which will convert paper-based documents into electronic formats, facilitating better management, storage, and retrieval of crucial information. The total estimated quantity for this project is 150,000 documents, encompassing both A4 and legal formats.

Scope of Work and Objectives

The tender's main objective is to enhance data accessibility by transitioning from paper-based records to a digital format. The successful bidder will be responsible for:

• High-quality scans of documents.
• Organizing and indexing digital files for efficient retrieval.
• Ensuring compliance with security measures to maintain data integrity.
• Deliverables should adhere to the required quality standards to support the operational efficiency of the Ministry.

Eligibility Criteria

Tender applicants must meet specific eligibility criteria to qualify. This includes:

• Being a registered entity within the jurisdiction.
• Proven experience in providing digitisation services on a similar scale.
• Adequate technical capabilities and resources to fulfill the project requirements.

Technical Requirements

Potential bidders should be prepared to demonstrate:

• The capability to handle large volumes of documents.
• Availability of high-resolution scanning equipment.
• Adherence to standardized quality regulations in digitisation (e.g., ISO standards for document management).
• A robust data security protocol in managing sensitive information.

Financial Requirements

Bidders are expected to provide:

• A comprehensive cost breakdown for services rendered.
• Details regarding any possible additional costs.
• Compliance with state laws regarding financial transactions and fiscal transparency.

Document Submission Details

All interested parties must submit their bids via the appropriate submission channels as designated by the Ministry. It is crucial for bidders to:

• Follow the guidelines for document formatting.
• Ensure timely submission to avoid disqualification.

Special Provisions

This tender promotes inclusivity by offering advantages for Micro, Small, and Medium Enterprises (MSEs) and startups. Qualified MSEs may receive preferential consideration or assistance in the bidding process, facilitating a more competitive environment for smaller businesses.

Evaluation Process

Upon receipt of the tenders, an evaluation committee will assess the submissions based on:

• Compliance with technical specifications.
• Financial proposal viability.
• Previous experience and references from similar projects.

Delivery Locations

Services are primarily to be provided on-site at designated locations determined by the Ministry or remotely, as deemed necessary.

Contact Information

For inquiries regarding this tender, bidders are encouraged to refer to the official communication channel provided in the tender documentation. Specific contact details are not listed here, but interested parties should ensure they direct all questions to the right department through appropriate channels.