west bengal state council of vocational education & training - wbscvet

Memo No:154-TET(Estt.) Dated: 26-02-2014The following tender will be published by WBSCVET in a Bengali daily tomorrow.for execution of the tendered work as per laid down scope of work.TENDER NOTICENIT No: WBSCVET/1799 Dated: 27-02-2014Govt. of West BengalSealed tenders are invited from reputed, experienced technologically soundfirms/Computer agencies for scanning of A4/Legal paper from file for theestablishment under Department of Technical Education & Training for detailtender visit www.wbscvet.org.Sd/-Joint SecretaryTechnical Education & Training DepartmentPage 3 of 15

Scope of Work1.1. Standardize design to ensure that electronic files of paper source documents, where theimage/pdf is intended to replace the original as the official record, are captured in a way thatensures their reliability, authenticity, and usability over their entire retention period and thatallows the images, or copies produced from the images, to be authenticated as true copies ofthe originals and to be admissible as evidence in legal proceedings. Technical Education &Training Department to achieve the following by scanning and digitizing documents forDepartment/Directorates/Councils:o Less Storage space for preserving the documentso Reduction in overall Searching time.o Increase in productivity of processes and office personnelo Availability of the document for sending over emailo Reduced turnaround time of processeso Increase control over all the important digitized documents by restricting access.1.2 The entire process of scanning and digitization of office documents has been divided intofollowing stages:o Setup of scanning and digitization facility at the End User Department’s officeo Pre-Scanning preparation, Scanning and Digitizationo Indexing and Meta-tagging of scanned documentso Post Scanning activitieso Storage and backupo Supply, installation, configuration and uploading of document to DocumentManagement System as developed by Software Vendor(implementing agency of e-office)1.3. Detailed Scope of WorkA. Setup of scanning and digitization facility at the End User Department’s officeThe empanelled vendor, on receiving Purchase Order/ Work Order fromwill setup a scanning facility at the End User Department’s office.TET DEPARTMENTPage 4 of 15

o The vendor will setup and install the setup as per the requirement of the type and number ofdocumentso The vendor will be required to setup and install atleast the following infrastructure (but notlimited to) in adequate numbers at the End User Department’s office: Desktops Scanners Network setup UPSo The vendor should provide enough equipment so as to complete the scanning and digitizationin the limited time provided by the end user department. Delay in the completion of work willattract penalty to the vendor.o The vendor shall make arrangements for maintenance of IT infrastructure (Scanners,Desktops, UPS, Network setup, etc.) installed at his own cost and make sure the work shall notbe stopped on the ground.o The End User Department will provide space and electricity to the vendoro The vendor shall provision for table, chairs, stationery, power backup, generator etc. if thesame cannot be provided by the End User Department.o The size and scanning needs may vary as per the requirement of the End UserDepartment/Directorate/Council.o The scanned documents should be properly numbered and should be in .pdf format.B. Pre-scanning preparationPre-processing of document would be the activities that are to be performed by the vendor onthe documents collected before they can be scanned. It shall include (but is not limited to):Records would be scanned and digitized at the department premises and the vendor shall beresponsible for collecting them from different units of the department to carry out thedigitization work. The documents would be received in lots as agreed mutually between thevendor and the department. The vendor shall provide sign-off on number of documentsreceived from the department.Page 5 of 15

o The vendor shall maintain a note of the document details in a register while collecting thesedocuments. The log register should contain atleast the following details: Name of thedocument collected Size of the pages in document (A4, legal, A3, etc.) along with the count Total number of pages in the document Collected from (Government Official) Date of Collection Expected date of return Returned to (Government Official) Returned by (Vendor representative) Actual date of returno After collection of documents by the vendor, it would be the responsibility of the vendor tomaintain and return the documents in their original form to the End User Department. Anydamage to the documents collected shall make the vendor liable for the same.o The vendor shall check for the number of documents in a file in presence of therepresentative of End User Department.o The vendor shall be responsible for removal of unwanted dust, removal of tags, pins, threads,rubber bands etc and sorting & numbering of pages in the document file in the correct order.o The vendor will carefully unfold and flatten the documents to eliminate creases and wrinkleso The vendor shall take special care in preparing the documents which are too old and that maynot be in good physical condition and as very delicate they may not be directly scanned. Thismay include (but not limited to) pasting of torn pages, straightening of pages, un-binding of filesthat cannot be scanned directly. Some documents which are folded at the edges may evenrequire ironing to straighten them. Documents should be prepared such that normal scannercan scan it.o The vendor shall take extreme care towards handling of documents so that their chronologyis not disturbed or to maintain the sequence of records in the files. For example, Multi-pagedocuments that must be kept together (e.g., a letter with an attachment)o Segregating the documents to be scanned into batches. The size and content of a batch shallbe determined by each unit of the End User Department based on the nature of the documentsPage 6 of 15

eing scanned and that unit’s workflow. Procedures for batching must be documented in theunit specific procedures and must include the use of batch sheets (with e.g., batch number,scanner operator ID, and date scanned) for subsequent traces and storage.Scanning & Digitization:o The size of documents may vary from A4,Legal & A3.o The size and scanning needs may vary as per the requirement of the End UserDepartment/Directorate/Council.o The scanned documents should be properly numbered and should be in .pdf format.o The scanned documents should be stored file wise.o Prepare files(with scanned documents) for uploading the same in Document ManagementSystem as developed by Software Vendor(implementing agency of e-office) as per theformatting asked by them.2. LANGUAGE OF TENDER:-The tender shall be submitted in the prescribed form in English. All papers andcorrespondences in connection with the tender shall be in English.3. General Conditions:-1. Rate must be quoted per page basis.2. Tender will be evaluated as per need of this office.3. The rate must be inclusive of all taxes, applicable government duties and charges etc.4. Duration of contract shall be applied at least for 06 months.5. Minimum pages to be scanned: 2, 00,0006. Tenderer must be capable of executing the project within time.7. Tenderer has to execute the entire work at this office.8. Bidders are required to read the documents carefully before filling the quotations. At the time ofsubmission, every page duly numbered must be signed by the authorized signatory.9. Any information provided in support of the bids must be properly annexed, numbered and dulysigned.Page 7 of 15

4. EIGIBILITY CRITERIA1. Tenderer should have experience in large scale scanning (preferably in Govt. Offices) foroffice automation and also have experience in designing, developing related software.2. The tendering firm should have the well equipped data processing centre, softwaredevelopment lab, trained manpower and expert managers for coordination3. The firm must have valid IT/ST clearance certificates (copy to be produced along with thetender)4. Copy of Trade License.5. EARNEST MONEYTender shall be accompanied by an earnest money Rs. 5000/- without which tenders will not beconsidered. The amount should be deposited in the form of Bank Draft/ Bankers Cheque of thenationalized Scheduled Bank (drawn) in favour of Assistant Secretary and D.D.O., TechnicalEducation & Training Department, payable at Kolkata.Refund of earnest money: - The earnest money of unsuccessful tenderer shall be refunded soonafter final acceptance of tender & placing order to successful tenderer.The earnest money / security deposit lying with Department/ office in respect of other tendersawaiting approval or rejected or on account of contracts being completed will not be adjustedtowards earnest money/ security deposit for the fresh tenders.Forfeiture of Earnest Money:The earnest money will be forfeited in the following cases:- When Tenderer does not execute the offer agreement prescribed within the specified time. When the tenderer does not deposit the security money after the order is given. When he fails tocommence the service as per the order within the time prescribed. If any term and condition of the contract is breached.Page 9 of 15

6. SECURITY DEPOSIT & AGREEMENT1. Firm whose offer is accepted will have to deposit a Security Deposit equal to 5% (Five Present) ofthe total value in favour of Assistant Secretary and D.D.O., Technical Education & TrainingDepartment , payable at Kolkata. in the form of Bank Draft/ Banker Cheque/Bank Guarantee fromany nationalized bank.2. Successful tenderer will have to execute a service level agreement on a Non Judicial Stamp Paperof Rs. 100/- in the prescribed form with the Department and deposit security money within 10 daysfrom the date of receiving of work order.3. The security deposit shall be released within three months after completion of the contract asper order of after the expiry of contract on satisfactory completion of the same after the expiry ofthe period of contract whichever is later and after production of no dues certificate in favour of thetenderer by the Department.4. No interest will be paid on security deposit/ earnest money deposit.5. In case of breach of any terms and conditions of the contract or on unsatisfactory performance,the amount of security deposit shall be liable to be forfeited by the department and department’sdecision will be final.6. The expenses of completing and stamping the agreement shall be paid by the tenderer and thetenderer will furnish free of charge on executed stamped copy of the agreement to the department.Page 10 of 15

7. RATESRates must be offered only against the specified column of the items. The rate must be inclusive of alltaxes, applicable government duties and charges etc.The rates must be written both in words and figures. In case of discrepancy between the prices quotedin words in figures, lower of the two shall be considered. There should not be errors and/ or overwriting.Corrections if any should be made clearly and duly signed with dates.Sd/-Joint SecretaryTechnical Education & Training DepartmentPage 11 of 15

FORMAT FOR FINANCIAL BIDName of firm:Address of firm:Description of Work Type of Page Rate per Page1. Standardize design to ensure that electronicLegalfiles of paper source documents, where theimage/pdf is intended to replace the original asthe official record, are captured in a way thatensures their reliability, authenticity, and usabilityover their entire retention period and that allowsthe images, or copies produced from the images,to be authenticated as true copies of the originalsand to be admissible as evidence in legalproceedings. Technical Education & TrainingDepartment to achieve the following by scanningand digitizing documents forDepartment/Directorates/Councils:o Less Storage space for preserving thedocumentso Reduction in overall Searching time.o Increase in productivity of processes and officepersonnelo Availability of the document for sending overemailo Reduced turnaround time of processeso Increase control over all the important digitizeddocuments by restricting access.2. The entire process of scanning and digitizationof office documents has been divided intofollowing stages:o Setup of scanning and digitization facility at theEnd User Department’s officeo Pre-Scanning preparation, Scanning andDigitization .o Indexing and Meta-tagging of scanneddocumentso Post Scanning activitieso Storage and backupo Supply, installation, configuration anduploading of document to DocumentManagement System as developed by SoftwareVendor(implementing agency of e-office)A4A3Page 12 of 15

3. A. Setup of scanning and digitization facility atthe End User Department’s officeThe empanelled vendor, on receiving PurchaseOrder/ Work Order from TET DEPARTMENT willsetup a scanning facility at the End UserDepartment’s office.o The vendor will setup and install the setup asper the requirement of the type and number ofdocumentso The vendor will be required to setup and installatleast the following infrastructure (but notlimited to) in adequate numbers at the End UserDepartment’s office: Desktops Scanners Network setup UPSo The vendor should provide enough equipmentso as to complete the scanning and digitization inthe limited time provided by the end userdepartment. Delay in the completion of work willattract penalty to the vendor.o The vendor shall make arrangements formaintenance of IT infrastructure (Scanners,Desktops, UPS, Network setup, etc.) installed athis own cost and make sure the work shall not bestopped on the ground.o The End User Department will provide spaceand electricity to the vendoro The vendor shall provision for table, chairs,stationery, power backup, generator etc. if thesame cannot be provided by the End UserDepartment.o The size and scanning needs may vary as per therequirement of the End UserDepartment/Directorate/Council.o The scanned documents should be properlynumbered and should be in .pdf format.B. Pre-scanning preparationPre-processing of document would be theactivities that are to be performed by the vendoron the documents collected before they can bescanned. It shall include (but is not limited to):Records would be scanned and digitized at thedepartment premises and the vendor shall bePage 13 of 15

esponsible for collecting them from differentunits of the department to carry out thedigitization work. The documents would bereceived in lots as agreed mutually between thevendor and the department. The vendor shallprovide sign-off on number of documentsreceived from the department.o The vendor shall maintain a note of thedocument details in a register while collectingthese documents. The log register should containatleast the following details: Name of the document collected Size of the pages indocument (A4, legal, A3,etc.) along with the count Total number of pages in the document Collected from (Government Official) Date of Collection Expected date of return Returned to (Government Official) Returned by (Vendor representative) Actual date of returno After collection of documents by the vendor, itwould be the responsibility of the vendor tomaintain and return the documents in theiroriginal form to the End User Department. Anydamage to the documents collected shall makethe vendor liable for the same.o The vendor shall check for the number ofdocuments in a file in presence of therepresentative of End User Department.o The vendor shall be responsible for removal ofunwanted dust, removal of tags, pins, threads,rubber bands etc and sorting & numbering ofpages in the document file in the correct order.o The vendor will carefully unfold and flatten thedocuments to eliminate creases and wrinkleso The vendor shall take special care in preparingthe documents which are too old and that maynot be in good physical condition and as verydelicate they may not be directly scanned. Thismay include (but not limited to) pasting of tornpages, straightening of pages, un-binding of filesthat cannot be scanned directly. Some documentswhich are folded at the edges may even requireironing to straighten them. Documents should beprepared such that normal scanner can scan it.Page 14 of 15

o The vendor shall take extreme care towardshandling of documents so that their chronology isnot disturbed or to maintain the sequence ofrecords in the files. For example, Multi-pagedocuments that must be kept together (e.g., aletter with an attachment)o Segregating the documents to be scanned intobatches. The size and content of a batch shall bedetermined by each unit of the End UserDepartment based on the nature of thedocuments being scanned and that unit’sworkflow. Procedures for batching must bedocumented in the unit specific procedures andmust include the use of batch sheets (with e.g.,batch number, scanner operator ID, and datescanned) for subsequent traces and storage.Scanning & Digitization:o The size of documents may vary from A4,Legal &A3.o The size and scanning needs may vary as per therequirement of the End UserDepartment/Directorate/Council.o The scanned documents should be properlynumbered and should be in .pdf format.o The scanned documents should be stored filewise.o Prepare files(with scanned documents) foruploading the same in Document ManagementSystem as developed by SoftwareVendor(implementing agency of e-office) as perthe formatting asked by them.Copies of documents mentioned under eligibility criteria are enclosed.Signature of the bidder with sealPage 15 of 15