west bengal state council of vocational education & training - wbscvet

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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
Page 3 and 4: Memo No:154-TET(Estt.) Dated: 26-02
Page 5: o The vendor will setup and install
Page 10 and 11: 6. SECURITY DEPOSIT & AGREEMENT1. F
Page 12 and 13: FORMAT FOR FINANCIAL BIDName of fir
Page 14 and 15: esponsible for collecting them from

west bengal state council of vocational education & training - wbscvet

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