west bengal state council of vocational education & training - wbscvet

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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
Page 3 and 4: Memo No:154-TET(Estt.) Dated: 26-02
Page 5 and 6: o The vendor will setup and install
Page 7: eing scanned and that unit’s work
Page 10 and 11: 6. SECURITY DEPOSIT & AGREEMENT1. F
Page 14 and 15: esponsible for collecting them from

west bengal state council of vocational education & training - wbscvet

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