Tender Title

Template based Correspondence Management System

Reference Number

GEM/2025/B/6027936

Issuing Authority

Ministry of Power

Scope of Work and Objectives

The scope of work involves the provision of a Template based Correspondence Management System (CMS), which is intended to enhance the efficiency and effectiveness of correspondence handling within the Ministry of Power. The CMS will facilitate streamlined management of documents, automation of workflows, and improved tracking of correspondence processes over a span of five years, including Annual Maintenance Contracts (AMC) for Year 2 to Year 5 and necessary customizations. The objectives of this project include:

• Reduction in turnaround time for correspondence processing.
• Enhanced user experience through intuitive design.
• Ensuring compliance with regulatory requirements.

Eligibility Criteria

To participate in this tender, bidders must meet specific eligibility criteria, which include:

• Registration as a legal entity under applicable laws.
• Proven experience in developing and implementing CMS solutions.
• A minimum of three years of operational experience in this field.

Technical Requirements

Bidders are required to provide a detailed proposal that includes:

• Specifications of the CMS, including its functionalities.
• A description of how the CMS addresses compliance with industry standards and regulations.
• Evidence of prior successful implementations of similar projects.

Financial Requirements

Financial proposals must demonstrate the bidder's capacity to handle the project's budget effectively. Bidders should include:

• Detailed cost estimates for the project duration, including Annual Maintenance Contracts.
• Payment terms and milestones for project deliverables.

Document Submission Details

Bidders must submit their proposals electronically. Submission should include all required documentation in specified formats. Further details regarding submission formats will be provided in the tender document.

Special Provisions

The Ministry of Power encourages participation from Micro, Small, and Medium Enterprises (MSEs) and startups. Such entities may benefit from certain provisions aimed at enhancing opportunities for their involvement in government contracts. Bidders are encouraged to explore these benefits as specified in the tender documentation.

Evaluation Process

The evaluation of proposals will involve:

• A technical assessment of the submitted solutions against the defined requirements.
• A financial evaluation to ensure competitive pricing.
• Bidders may be required to present their proposals before the evaluation committee.

Delivery Locations

The primary delivery and implementation will occur at designated locations as specified by the Ministry of Power. Detailed logistical information will be communicated to successful bidders.

Contact Information

While specific contact information is not provided in the tender document, bidders are encouraged to check the Ministry of Power's official website or contact their administrative offices for any queries related to this tender.

Conclusion

This tender presents an opportunity for qualified vendors to provide a robust Template based Correspondence Management System aimed at enhancing operational efficiency in correspondence management for the Ministry of Power. Interested bidders are encouraged to prepare detailed proposals that address the specified technical and financial requirements, ensuring alignment with the Ministry’s objectives and eligibility criteria.