middot

Himachal Pradesh State Electricity Board Ltd EOI No COrlrlt-lzo lb

Dated 11-1 --DIG INVITATION FOR EXPRESSION OF INTEREST FOR SCANNINGDIGITIZATION OF RECORD OF THE OFFICE OF CHIEF ENGINEER(COMM) HPSEBL Shimla-4

HPSEB Ltd invites Expression of Interest for ScanningDigitization of approximately 16 lac pages of official record The scope of work broadly is as below

bull Scanning Indexing Storing Archiving amp Retrieval of office record in digital form in secure manner

bull Imparting of training to Staff of this office on Scanning Indexing Storing Archiving Retrieval and Printing process

Only interested companiesfirms having relevant experience in this area will be eligible for short listing

The details are available in the document entitled as Invitation for Expression of interest for scanning digitization of record of the office of Chief Engineer(Comm) posted on official website of HPSEBL httpwwwhpsebcom and also may be obtained from this office between 1000 am to 500 pm on any working day The firm(s) who satisfy the eligibility criteria may submit the application(s) either personally or through postcourier along with profile and past experience to the Chief Engineer(Comm) HPSEBL Vidyut Bhawan Shimla-4 so as to reach on or before G-2-2D~ at 300 PM

Chie Ek eer(Comm)HP8~ut Bhawan Shimla-4

NoHPSEBLCE(Comm)Digitisation2016- D1-3 t ~6 g -Dt 11J11iCJ-b 1 Copy along-with EIO to the Dy Director(PR) Public Relation Office HPSEBL

Shimla for publication DAVP approved rates in the English and Hindi newspapers widely in circulation in North region in two insertions after a gap of two days

2 Copy alongwith EOI to the SE(IT) HPSEBL Shimla for uploading in the HPSEBL website

DAas above Chief HPS BL Vidyut Bhawan Shimla-4

eer(Comm)

Himachal Pradesh State Electricity Board Ltd No

INVITATION FOR EXPRESSION OF FOR SCANNINGDIGITIZATION OF RECORD OF THE OFFICE OF CHIEF ENGINEER(COMM)H Bl SHIMlA-4

1 Sealed Expression of Interests (EOIs) are invited for Scanning Digitizing of about 30 years Old Office of (Comm) ie approximately 16 pages on work basis andor digitize current files

in about 6 months with minimum commitment of

2 The firm should able to scan digitize the entire daYI as may mutually agreed in

space to made available to such concern for the purpose of scanni ng digitization

3 The firm is ScanningDigitizing Indexing Storing and Retrieval facillty up in open source and provide source code

indexing storing and providing retrieval

of having Scanningdigitizingl

provide proof for this

4 The firm adequate

5 The firm must attach documents proof to show or related having been completed successfully and Balance Sheets of the past three year period with reference to turn if any from scanning andor digitization of records

6 A of the proposed Constituted for the purpose a demonstration the solutions cornmercial tenders are to be called after

7 The firm may suggest any additionalternation to the of the work andor terms amp conditions depending upon experiences for consideration of H

records lying in Room(s) 77-2803315 working hours

9 HPSEBL shall reserve the right any interesf assigning any reason there for

it decided be called from the firm whose solution is found suitable or

the tender

The the

10 The of Interest received entertained

Shimla-4

te and time ie 12middot bat 00

TENTATIVE SCOPE OF SCANNING WORK

The purpose of digitisations is to preserve the important filesdocumentsapprovals for future reference to retrieve the data as and when required and transparency in the working to have access of the related documents to all the units of HPSEBL

HPSEB Ltd is deemed distribution licensee for generation and distribution of power in HP HPSEBL is having set up of Zones Circles Divisions Sub-Divisions Sections etc The consumer interface point is Sub-Division middot where any consumer can contact for all purposes whether it is for new connection any addition of load billing and billing disputes or any other issue related to supply of electricity The authority to whom various powers have been delegated are as per hierarchy from AE to Chief Engineer to HPSEBL level Committee The file movement is also as per delegation Those cases which are to be got approved from HPSEBL Ltd Committee Tariff Order Enforcement etc are dealt through this office and record of such approvalsother correspondence is maintained in this office The present digitisation aims to digitise the record of this office with the viewing facility of such approvalsletters etc to the concerned Zone Circle Division and Sub-Divisions The tentative scope of work is as undershy

1 Batch Processing Archiving (Scanning and storing into imagedigital form searchable PDFA format) and Retrieval The papers to be scanned will be mostly of A4 size and written on one side It can be of other sizes and printedtyped or handwritten on both sides as well The condition of some of the case record may not be very good these being old The firm shall therefore have to come up with technical solution for scanningdigitization of brittle record as well

2 The process may include

(i) Receiving files by the representative of the firm from Concerned Section of this office

(ii) Preparing the files for scanningdigitization purpose ie removal of tags pins etc Trimming tearing or cutting of the case filespages is not permitted

(iii) Documents pages identified by HPSEBL or which are either torn or not in a proper condition or illegible should be converted into machine readable text format (ASCII or Text mode) by OCR ( Optical Character Recognition) process or by data entry through keyboard typing

(iv) Scanningdigitisation of each page is required to be done with proper image processing and quality control which shall include clearing spot reduction etc to ensure proper readability of the final output

(v) The scanned digitised dataimage is required to be storedconverted in searchable PDFA format with XML file generation feature The PDFA format should comply with relevant ISO specifications a) The PDFs should have security features such as password protection

policy protection so that it cannot be used by any un-authorised person outside OMS

b) It should have features for multipage or selected extraction from file document

c) It should have Bookmarkslinks chapter-wise hyperlinks textnumber search name search file type search address search lettersanction date search etc

(vi) Scanning and Storing the Data in Scanned form with mirroring facility and one additional back up on hard disk drive

(vii) Indexing the stored scanned data

Following are the proposed Indexing Parameters

bull File Type File Number Year middot bull Consumer Name(s) bull Location address bull Latest letter date bull File Type bull General Remarks bull Type of Document bull Date of Document bull Keywords bull Sections bull Date of Storage bull User who entered it The bidder can also suggest any other indexing parameter(s) in addition to above

(viii) Handing over the files back to the Concerned Section staff in their original condition

(ix) Handing over the scanned data on appropriate electronic media to HPSEBL (x) Providing licensed updated Application Software to HPSEBL (xi) Transferring the stored scanned data on the hard disk and HPSEBL Servers

for future retrieval (xii) Imparting of ad~quate training to the staff of this Office for (1) archival

(scanning and storing) (2) Indexing (3) retrieval and printing (xiii) Full maintenance and support for one year after the completion of the work

3 If the firm is already doing the Scanningdigitizing work on job work basis in any Government Department or any reputed private firm then the name address and telephone number of the same may be mentioned

4 HPSEBL in its discretion reserves the right to reject or accept any or all the EOIs partly or completely at any time without assigning any reason there for

5 The software to be developed by the person is to ensure seamless integration with the existing workflow based system in use by HPSEBL The present digitisation does not envisage work flow but the softwaresystem should be capable of interfacing with work flow by the bidder or some third party software in case HPSEBL opts for the same in future

6 The digitisation software should have provisions for hosting some of the contents(such as circularsl notifications etc) with speCific criteria on of HPSEBL for viewing by consumersgeneral public

7 The work at the discretion of may be awarded to one or more persons as the case may be

The firm will execute an appropriate agreement on the terms amp conditions with the furnish performance guarantee equivalent to 10 of contract value be valid for one year after the successful completion of project

9 The firm should submit the Proposed Technical Details of the proposal as per Annexure I attached herewith as far as possible In case the firm is found not suitable in Technical HPSEBL will not firm for further of award technical details should include the entire process features of software to be developed hardware and software requirements including scanners

10The scanners deployed are required to be capable of duplex scanning and handling fragiledelicate options of high resolution bulk scanningmiddot devices may also furnished in proposal

l1Arrangement is also required to be made by the firm for scanningdigitisation of large mapsplans

12The firm is required to make provision in the software solution for weeding out digital recordPDFA as destruction of procedure of the Department

13 HPSEBL will deal with the firm directly and no middlemen agents commission agents should asked by the person to represent their cause

14 software developed should have multiple user installation with creation of User ID with password by system administrator However the number of concurrent users has been envisaged as 25 At the time of process of tenders the bidder is required to quote the additional licence for per concurrent user The system administrative should have rights to user priority users(forced login

and viewed user with access of selected pages or entire page of a digitised file

15The firm shall make relevant arrangement in documents scanned in PDFA format searchable in two languages ie Hindi amp

The digitised data shall stored in two locations one at Centralised Centre and simultaneously Disaster Recovery Centre(DRC) located at different station so that in case of faultfailure main station the operation is restored from servers The bill of quantity should calculated accordingly

TENTATIVE TERMS amp CONDITIONS

1) The firm furnishing the Technical interest shall have to compile and make an instruction manual for Scanningdigitizing storing and retrieving operations and the same shall be provided to the HPSEBL for use of its staff or carrying out the operation of Scanningdigitizing and retrieval in open source and to provide source code The firm should use state of the art scannerscomputers The firm should suggest the suitable scanner capable of scanning the paper size up to A3 with detailed features so that same is purchased by HPSEBL after completion of work for future digitisation by HPSEBL

2) The firm shall have to arrange its own staff for the entire scope of work The HPSEBL would neither bear any expenses nor accept responsibility for the same and there would be no relationship of employer and employee between the HPSEBL and the staff of the person Likewise the HPSEBL shall not be a principal employer of the employees employed by such person for the purpose of Law

3) The firm is required to comply with the requirement of all the Acts Rules and Regulations by the State GovtCentral Govt relating to contract work and HPSEBL will not be responsible for any breach thereof

4) The firm should have its own sufficient infrastructure and qualified professionals at Shimla

5) The HPSEBL reserves the right to deny entry into its premises to any staff member of the firm if so deemed appropriate by it

6) The firm will ensure that the staff engaged is disciplined and maintains full decorum of the Office

7) The hardware for installation of software including networking shall be provided by HPSEBL The firm should intimate the bill of quantity alongwith specifications the hardware requirement compatible for the digitisation software alongwith the detailed architecture plan The Block Diagram of existing and proposed Digitisation is enclosed as Annexure-II The firm may also bid(during tender process) for these hardware as optional items which may be considered by HPSEBL if found competitive The firm is also free to suggest any other mandatory hardware or ICT infrastructure or server required for effective execution of the project Once the hardware is installed the firm will not take any storage device away without permission of the HPSEBL Any deviation from the same shall invite serious penal consequences

8) The successful person after tender process shall undertake the job of Scanningdigitizing only in the Office premises of Chief Engineer(Comm) HPSEBL Shimla-4 The Disaster Recovery Centre(DRC) is located at Kala Amb Distt Sirmour-HP

9) Continuance of contract II be satisfactory performance the firm it may cancelled time without assigni reason for the same decision of the HPSEBL in this regard shall be final and binding

10)The firm may be allowed to do scanningdigitization work on all working days The timings and work schedule will be decided mutually between

but in all probability it must with office timing ie am to 500 pm

l1)The the files to the authorized representative of firm supervising the nning digitizing work on day to day under and it will the responsibility of the person to accomplish the task digitization following the namely Unbundling Re-bundling Super Indexing Scanningdigitizing Splitting amp Page numbering Storing Retrieval The scanned and digitised data shall duly watermarked and in Read Only format containing authentication marksignature

12) It will be the responsibility person return the to HPSEBL under acknowledg in the same shape and condition it was taken

13) The firm will ensure that the documents files handed over to it are kept in proper condition and no document is spoiled lost misplaced

14) In case the finds any original document which is in a very bad condition it will make efforts to take out print (either by sheet of or out a better photocopy and then the said in the relevant database The original papers shall however retained in file

15) The person successfully storing data on its own computer shall transfer same on the computerservers to provided the along with

documentation technical and user manual and handover disk of the where the is stored to HPSEBL However the firm shall fully

responsible for the proper archiving storing and retrievalmiddot Scanneddigitized for a minimum period one year completion of Its work on its

hardware The may suggestion of the firm about configuration and the number of computers and hardware Archival Retrieval of digitized including up

16) secrecy confidentiality with to the that is or digitised is required to be maintained by the firm and employees Any deviation from the same shall severe lability the firm its erringmiddot employees

17) The firm shall not be allowed to away any record either in the shape copy or copy and work is to carried out in HPSEBL premises

18) The firm has to develop and supply two copies each of the software products along with the source code The person has to develop the software specific to HPSEBL needs with water marking and digital signature facilities Such application software will be well integrated with the software already implemented and in use in HPSEBL

19) The firm using the integrated software for Scanning j Digitization and Document Management System shall provide its license to the HPSEBL

20) The software module should have multiple accesses with security features with facility for updation of information The software should have the following featuresgt

i) The user access control by System Administrator ii) The provisions to set up priority users by themiddot System Administrator with

access rights to selected datajtextjdocumentjspecific page of documents iii) The provisions to set up viewed users by the System Administrator with

access rights to selected datajtextjdocumentjspecific page of documents

21) The HPSEBL will have copyright on the product format concept layout and design of the software The HPSEBL will have exclusive rights to use it anywhere in any manner

22) It shall be the duty of the person to have the licensed software updated from time to time and provide all possible assistance j help during the scanning j digitization work Though ordinarily the responsibilities of the firm will be to ensure accurate scanningjdigitisation of records it shall provide necessary assistance for scanning j digitisation of newly created files also at the same costing It shall be the responsibility of the firm to maintain the software with necessary up-gradation from time to time

23) Time is the essence of the contract and the firm shall adhere to the time schedule contracted page work and deadline as prescribed by the HPSEBL for execution of the work

24) On the completion of the work the firm shall hand over the latest licensed updated software and also the database to this Office which shall become the property of HPSEBL for all intents and purposes

25) Licensed copy of the application software and database design as may be developed by the firm or its employees for and during execution of the work shall vest in HPSEBL and the firm shall execute necessary documents for the same and also get an assignment from its employees in favour of HPSEBL

26) The data is to be stored by way of images in Searchable Portable Document Format with adequate resolutions to ensure the readability and ease in retrieval The images so stored in the database should be properly indexed as per the requirements of HPSEBL and should be capable of adding more images at later

stage if need be in an old stored file The data so stored shall be in a non-editable form

27) The database created by the firm shall be retrievable in Portable Document Format by the user Necessary training for the retrieval of the database for the Scanningdigitizing storing organizing and retrieval are to be imparted to the staff of this Office

28) The HPSEBL in consultation with the firm will finally decide the retrieval parameters

29) All Scanneddigitized files will be stamped and duly signed by the user indicating that the FILE IS SCANN~DDIGITISED AND DULY RECONSTRUCTED and the firm will be fully responsible for any lossdamage of any document

30) At the end of every month the firm will hand over complete Scanneddigitized data to the HPSEBL

31) If it is found at any time that the Scanningdigitizing Indexing storing or retrieval has not been done in accordance with the agreed terms and conditions the HPSEBL shall be entitled to withhold further payment of the firm and also to recover the payment already made

32) The staff of the HPSEBL will do random checking of the work being done by the firm and in the event of the firm not executing or completing the minimum agreed volume of work the HPSEBL may impose suitable penalty per unfinished page in addition to the recovery of other losses and damages that may suffer besides terminating the contract and getting the work executed at the cost and responsibility of the firm

33) The HPSEBL shall provide space for work electrical supply table chairs and file racks etc as per requirement but the firm will ensure that the space and other facilities provided to it by the HPSEBL are not misused in any manner

34) Payment for scanningdigitization work done under the contract shall be made on as per agreed terms of payment subject to statutory other deductions and penalties and damages if any levied and recoverable under the contract for the work done as per agreed terms to the satisfaction of HPSEBL The firm will be responsible for liabilities of all kind including local and other taxes

35) The digitization software should be web enabled through internetintranet as the case may be and should support all web browsers The system shall support multiple database such as Oracle SQL etc and integration facility with ERPSAP

36) The Scanneddigitized record will be the property of the HPSEBL The firm shall have no right title or interest in it and shall not use it in any manner

37) In the event of termination of Contract HPSEBL shall be entitled to forthwith forfeit the amount of performance guarantee either full or in part apart from taking

such legal remedies as are available in law firm shall thereupon hand over all records which are in firm shall not be entitled to remove the digitized which will HPSEBL

will not bear any responsibility for any unforeseen event including damageloss of equipment and all expenses would have to be borne by the firm to make good the if any Furtherl any of compensation expenses whatsoever in case of any causality shall liability of the firm and to be paid by firm

HPSEBL reserves the right to addor modify the terms a conditions as deemed fit in future firm(s) may send details alongwith complete proposal in sealed covers subscribing on the top of outer cover as TECHNICAL addressed to the Chief Engineer(Comm) HPSEBL1 Vidyut Bhawan Shimla-4-HP so as to reach on or before

300 PM Technical will be in this Office in the of firm(s) or their representatives who wish to remain present at on

- 1 -

neer(Comm) L Vidyut Bhawan

himla-4

ANNEXURE-J (i) DescriptionName of the vender (including legal status ownership etc)

(ii) The firms understanding of the project requirements and the proposed total solutions

(iii) Methodology to be used for Scanningdigitizing Separate Methodology may be specified for scanningdigitization of old record and fresh-filed cases

(iv) What would be the output per day in terms of number of pages that can be Scanneddigitized indexed stored and retrieved

(v) Maintenance and technical support services to be provided after supply of the software

(vi) Number of technical persons to be deputed by the firm for the work (with details of their educational qualifications experience functions etc)

(vii) Number of non-technical persons to be deputed by the firm (with details of their educational qualifications experience functions etc)

(viii) Other Hardware equipment(s) which the person proposes to provide

(ix) What is the Software the firm propose to use for scanningdigitizing indexing storing and retrieval[Complete details of working of Software be provided]

(x) How much space the firm may require to execute the work

(xi) How long the person estimate to complete the work in all respects

(xii) What facilities the firm expect from the HPSEBL in executing the work

(xiii) List the clientele of the person with amount of work completed their addresses and middotcontact persons details

(xiv) Main features of proposed solution and any area of risk

(xv) Proposed Architecture for installation and operation of the digitisation softwareHardware for installation in the existing LAN at DC amp DRC

(xvi) Steps to prevent accidental or intentional destruction of software and data and ensuring other security safeguards for preventing any unexpected data transfer

(xvii) Any other relevant information which the firm conSiders necessary for such type of projects

(xviii) The security features inbuilt in the software and administrative controls to be exerCised along with the scheme for priority users

Annexure-II BLOCK DIAGRAM Of THE PROPOSED DIGISATION SYSTEM

CJ CJ SHIMLA

ISP

(Global Static IP)

(Existing)

Existing LAN

ISP

(Global Static IP)

(Existing)

DISASTER RECOVERVY CENTRRE(DRC)DATA CENTRE(DC)

(Communication Link)-Existing (VPN)

KALA -AMB

(Proposed DOcument

Management System)

TENTATIVE SCOPE OF SCANNING WORK

The purpose of digitisations is to preserve the important filesdocumentsapprovals for future reference to retrieve the data as and when required and transparency in the working to have access of the related documents to all the units of HPSEBL

HPSEB Ltd is deemed distribution licensee for generation and distribution of power in HP HPSEBL is having set up of Zones Circles Divisions Sub-Divisions Sections etc The consumer interface point is Sub-Division middot where any consumer can contact for all purposes whether it is for new connection any addition of load billing and billing disputes or any other issue related to supply of electricity The authority to whom various powers have been delegated are as per hierarchy from AE to Chief Engineer to HPSEBL level Committee The file movement is also as per delegation Those cases which are to be got approved from HPSEBL Ltd Committee Tariff Order Enforcement etc are dealt through this office and record of such approvalsother correspondence is maintained in this office The present digitisation aims to digitise the record of this office with the viewing facility of such approvalsletters etc to the concerned Zone Circle Division and Sub-Divisions The tentative scope of work is as undershy

1 Batch Processing Archiving (Scanning and storing into imagedigital form searchable PDFA format) and Retrieval The papers to be scanned will be mostly of A4 size and written on one side It can be of other sizes and printedtyped or handwritten on both sides as well The condition of some of the case record may not be very good these being old The firm shall therefore have to come up with technical solution for scanningdigitization of brittle record as well

2 The process may include

(i) Receiving files by the representative of the firm from Concerned Section of this office

(ii) Preparing the files for scanningdigitization purpose ie removal of tags pins etc Trimming tearing or cutting of the case filespages is not permitted

(iii) Documents pages identified by HPSEBL or which are either torn or not in a proper condition or illegible should be converted into machine readable text format (ASCII or Text mode) by OCR ( Optical Character Recognition) process or by data entry through keyboard typing

(iv) Scanningdigitisation of each page is required to be done with proper image processing and quality control which shall include clearing spot reduction etc to ensure proper readability of the final output

(v) The scanned digitised dataimage is required to be storedconverted in searchable PDFA format with XML file generation feature The PDFA format should comply with relevant ISO specifications a) The PDFs should have security features such as password protection

policy protection so that it cannot be used by any un-authorised person outside OMS

b) It should have features for multipage or selected extraction from file document

c) It should have Bookmarkslinks chapter-wise hyperlinks textnumber search name search file type search address search lettersanction date search etc

(vi) Scanning and Storing the Data in Scanned form with mirroring facility and one additional back up on hard disk drive

(vii) Indexing the stored scanned data

Following are the proposed Indexing Parameters

bull File Type File Number Year middot bull Consumer Name(s) bull Location address bull Latest letter date bull File Type bull General Remarks bull Type of Document bull Date of Document bull Keywords bull Sections bull Date of Storage bull User who entered it The bidder can also suggest any other indexing parameter(s) in addition to above

(viii) Handing over the files back to the Concerned Section staff in their original condition

(ix) Handing over the scanned data on appropriate electronic media to HPSEBL (x) Providing licensed updated Application Software to HPSEBL (xi) Transferring the stored scanned data on the hard disk and HPSEBL Servers

for future retrieval (xii) Imparting of ad~quate training to the staff of this Office for (1) archival

(scanning and storing) (2) Indexing (3) retrieval and printing (xiii) Full maintenance and support for one year after the completion of the work

3 If the firm is already doing the Scanningdigitizing work on job work basis in any Government Department or any reputed private firm then the name address and telephone number of the same may be mentioned

4 HPSEBL in its discretion reserves the right to reject or accept any or all the EOIs partly or completely at any time without assigning any reason there for

5 The software to be developed by the person is to ensure seamless integration with the existing workflow based system in use by HPSEBL The present digitisation does not envisage work flow but the softwaresystem should be capable of interfacing with work flow by the bidder or some third party software in case HPSEBL opts for the same in future

6 The digitisation software should have provisions for hosting some of the contents(such as circularsl notifications etc) with speCific criteria on of HPSEBL for viewing by consumersgeneral public

7 The work at the discretion of may be awarded to one or more persons as the case may be

The firm will execute an appropriate agreement on the terms amp conditions with the furnish performance guarantee equivalent to 10 of contract value be valid for one year after the successful completion of project

9 The firm should submit the Proposed Technical Details of the proposal as per Annexure I attached herewith as far as possible In case the firm is found not suitable in Technical HPSEBL will not firm for further of award technical details should include the entire process features of software to be developed hardware and software requirements including scanners

10The scanners deployed are required to be capable of duplex scanning and handling fragiledelicate options of high resolution bulk scanningmiddot devices may also furnished in proposal

l1Arrangement is also required to be made by the firm for scanningdigitisation of large mapsplans

12The firm is required to make provision in the software solution for weeding out digital recordPDFA as destruction of procedure of the Department

13 HPSEBL will deal with the firm directly and no middlemen agents commission agents should asked by the person to represent their cause

14 software developed should have multiple user installation with creation of User ID with password by system administrator However the number of concurrent users has been envisaged as 25 At the time of process of tenders the bidder is required to quote the additional licence for per concurrent user The system administrative should have rights to user priority users(forced login

and viewed user with access of selected pages or entire page of a digitised file

15The firm shall make relevant arrangement in documents scanned in PDFA format searchable in two languages ie Hindi amp

The digitised data shall stored in two locations one at Centralised Centre and simultaneously Disaster Recovery Centre(DRC) located at different station so that in case of faultfailure main station the operation is restored from servers The bill of quantity should calculated accordingly

TENTATIVE TERMS amp CONDITIONS

1) The firm furnishing the Technical interest shall have to compile and make an instruction manual for Scanningdigitizing storing and retrieving operations and the same shall be provided to the HPSEBL for use of its staff or carrying out the operation of Scanningdigitizing and retrieval in open source and to provide source code The firm should use state of the art scannerscomputers The firm should suggest the suitable scanner capable of scanning the paper size up to A3 with detailed features so that same is purchased by HPSEBL after completion of work for future digitisation by HPSEBL

2) The firm shall have to arrange its own staff for the entire scope of work The HPSEBL would neither bear any expenses nor accept responsibility for the same and there would be no relationship of employer and employee between the HPSEBL and the staff of the person Likewise the HPSEBL shall not be a principal employer of the employees employed by such person for the purpose of Law

3) The firm is required to comply with the requirement of all the Acts Rules and Regulations by the State GovtCentral Govt relating to contract work and HPSEBL will not be responsible for any breach thereof

4) The firm should have its own sufficient infrastructure and qualified professionals at Shimla

5) The HPSEBL reserves the right to deny entry into its premises to any staff member of the firm if so deemed appropriate by it

6) The firm will ensure that the staff engaged is disciplined and maintains full decorum of the Office

7) The hardware for installation of software including networking shall be provided by HPSEBL The firm should intimate the bill of quantity alongwith specifications the hardware requirement compatible for the digitisation software alongwith the detailed architecture plan The Block Diagram of existing and proposed Digitisation is enclosed as Annexure-II The firm may also bid(during tender process) for these hardware as optional items which may be considered by HPSEBL if found competitive The firm is also free to suggest any other mandatory hardware or ICT infrastructure or server required for effective execution of the project Once the hardware is installed the firm will not take any storage device away without permission of the HPSEBL Any deviation from the same shall invite serious penal consequences

8) The successful person after tender process shall undertake the job of Scanningdigitizing only in the Office premises of Chief Engineer(Comm) HPSEBL Shimla-4 The Disaster Recovery Centre(DRC) is located at Kala Amb Distt Sirmour-HP

9) Continuance of contract II be satisfactory performance the firm it may cancelled time without assigni reason for the same decision of the HPSEBL in this regard shall be final and binding

10)The firm may be allowed to do scanningdigitization work on all working days The timings and work schedule will be decided mutually between

but in all probability it must with office timing ie am to 500 pm

l1)The the files to the authorized representative of firm supervising the nning digitizing work on day to day under and it will the responsibility of the person to accomplish the task digitization following the namely Unbundling Re-bundling Super Indexing Scanningdigitizing Splitting amp Page numbering Storing Retrieval The scanned and digitised data shall duly watermarked and in Read Only format containing authentication marksignature

12) It will be the responsibility person return the to HPSEBL under acknowledg in the same shape and condition it was taken

13) The firm will ensure that the documents files handed over to it are kept in proper condition and no document is spoiled lost misplaced

14) In case the finds any original document which is in a very bad condition it will make efforts to take out print (either by sheet of or out a better photocopy and then the said in the relevant database The original papers shall however retained in file

15) The person successfully storing data on its own computer shall transfer same on the computerservers to provided the along with

documentation technical and user manual and handover disk of the where the is stored to HPSEBL However the firm shall fully

responsible for the proper archiving storing and retrievalmiddot Scanneddigitized for a minimum period one year completion of Its work on its

hardware The may suggestion of the firm about configuration and the number of computers and hardware Archival Retrieval of digitized including up

16) secrecy confidentiality with to the that is or digitised is required to be maintained by the firm and employees Any deviation from the same shall severe lability the firm its erringmiddot employees

17) The firm shall not be allowed to away any record either in the shape copy or copy and work is to carried out in HPSEBL premises

18) The firm has to develop and supply two copies each of the software products along with the source code The person has to develop the software specific to HPSEBL needs with water marking and digital signature facilities Such application software will be well integrated with the software already implemented and in use in HPSEBL

19) The firm using the integrated software for Scanning j Digitization and Document Management System shall provide its license to the HPSEBL

20) The software module should have multiple accesses with security features with facility for updation of information The software should have the following featuresgt

i) The user access control by System Administrator ii) The provisions to set up priority users by themiddot System Administrator with

access rights to selected datajtextjdocumentjspecific page of documents iii) The provisions to set up viewed users by the System Administrator with

access rights to selected datajtextjdocumentjspecific page of documents

21) The HPSEBL will have copyright on the product format concept layout and design of the software The HPSEBL will have exclusive rights to use it anywhere in any manner

22) It shall be the duty of the person to have the licensed software updated from time to time and provide all possible assistance j help during the scanning j digitization work Though ordinarily the responsibilities of the firm will be to ensure accurate scanningjdigitisation of records it shall provide necessary assistance for scanning j digitisation of newly created files also at the same costing It shall be the responsibility of the firm to maintain the software with necessary up-gradation from time to time

23) Time is the essence of the contract and the firm shall adhere to the time schedule contracted page work and deadline as prescribed by the HPSEBL for execution of the work

24) On the completion of the work the firm shall hand over the latest licensed updated software and also the database to this Office which shall become the property of HPSEBL for all intents and purposes

25) Licensed copy of the application software and database design as may be developed by the firm or its employees for and during execution of the work shall vest in HPSEBL and the firm shall execute necessary documents for the same and also get an assignment from its employees in favour of HPSEBL

26) The data is to be stored by way of images in Searchable Portable Document Format with adequate resolutions to ensure the readability and ease in retrieval The images so stored in the database should be properly indexed as per the requirements of HPSEBL and should be capable of adding more images at later

stage if need be in an old stored file The data so stored shall be in a non-editable form

27) The database created by the firm shall be retrievable in Portable Document Format by the user Necessary training for the retrieval of the database for the Scanningdigitizing storing organizing and retrieval are to be imparted to the staff of this Office

28) The HPSEBL in consultation with the firm will finally decide the retrieval parameters

29) All Scanneddigitized files will be stamped and duly signed by the user indicating that the FILE IS SCANN~DDIGITISED AND DULY RECONSTRUCTED and the firm will be fully responsible for any lossdamage of any document

30) At the end of every month the firm will hand over complete Scanneddigitized data to the HPSEBL

31) If it is found at any time that the Scanningdigitizing Indexing storing or retrieval has not been done in accordance with the agreed terms and conditions the HPSEBL shall be entitled to withhold further payment of the firm and also to recover the payment already made

32) The staff of the HPSEBL will do random checking of the work being done by the firm and in the event of the firm not executing or completing the minimum agreed volume of work the HPSEBL may impose suitable penalty per unfinished page in addition to the recovery of other losses and damages that may suffer besides terminating the contract and getting the work executed at the cost and responsibility of the firm

33) The HPSEBL shall provide space for work electrical supply table chairs and file racks etc as per requirement but the firm will ensure that the space and other facilities provided to it by the HPSEBL are not misused in any manner

34) Payment for scanningdigitization work done under the contract shall be made on as per agreed terms of payment subject to statutory other deductions and penalties and damages if any levied and recoverable under the contract for the work done as per agreed terms to the satisfaction of HPSEBL The firm will be responsible for liabilities of all kind including local and other taxes

35) The digitization software should be web enabled through internetintranet as the case may be and should support all web browsers The system shall support multiple database such as Oracle SQL etc and integration facility with ERPSAP

36) The Scanneddigitized record will be the property of the HPSEBL The firm shall have no right title or interest in it and shall not use it in any manner

37) In the event of termination of Contract HPSEBL shall be entitled to forthwith forfeit the amount of performance guarantee either full or in part apart from taking

such legal remedies as are available in law firm shall thereupon hand over all records which are in firm shall not be entitled to remove the digitized which will HPSEBL

will not bear any responsibility for any unforeseen event including damageloss of equipment and all expenses would have to be borne by the firm to make good the if any Furtherl any of compensation expenses whatsoever in case of any causality shall liability of the firm and to be paid by firm

HPSEBL reserves the right to addor modify the terms a conditions as deemed fit in future firm(s) may send details alongwith complete proposal in sealed covers subscribing on the top of outer cover as TECHNICAL addressed to the Chief Engineer(Comm) HPSEBL1 Vidyut Bhawan Shimla-4-HP so as to reach on or before

300 PM Technical will be in this Office in the of firm(s) or their representatives who wish to remain present at on

- 1 -

neer(Comm) L Vidyut Bhawan

himla-4

ANNEXURE-J (i) DescriptionName of the vender (including legal status ownership etc)

(ii) The firms understanding of the project requirements and the proposed total solutions

(iii) Methodology to be used for Scanningdigitizing Separate Methodology may be specified for scanningdigitization of old record and fresh-filed cases

(iv) What would be the output per day in terms of number of pages that can be Scanneddigitized indexed stored and retrieved

(v) Maintenance and technical support services to be provided after supply of the software

(vi) Number of technical persons to be deputed by the firm for the work (with details of their educational qualifications experience functions etc)

(vii) Number of non-technical persons to be deputed by the firm (with details of their educational qualifications experience functions etc)

(viii) Other Hardware equipment(s) which the person proposes to provide

(ix) What is the Software the firm propose to use for scanningdigitizing indexing storing and retrieval[Complete details of working of Software be provided]

(x) How much space the firm may require to execute the work

(xi) How long the person estimate to complete the work in all respects

(xii) What facilities the firm expect from the HPSEBL in executing the work

(xiii) List the clientele of the person with amount of work completed their addresses and middotcontact persons details

(xiv) Main features of proposed solution and any area of risk

(xv) Proposed Architecture for installation and operation of the digitisation softwareHardware for installation in the existing LAN at DC amp DRC

(xvi) Steps to prevent accidental or intentional destruction of software and data and ensuring other security safeguards for preventing any unexpected data transfer

(xvii) Any other relevant information which the firm conSiders necessary for such type of projects

(xviii) The security features inbuilt in the software and administrative controls to be exerCised along with the scheme for priority users

Annexure-II BLOCK DIAGRAM Of THE PROPOSED DIGISATION SYSTEM

CJ CJ SHIMLA

ISP

(Global Static IP)

(Existing)

Existing LAN

ISP

(Global Static IP)

(Existing)

DISASTER RECOVERVY CENTRRE(DRC)DATA CENTRE(DC)

(Communication Link)-Existing (VPN)

KALA -AMB

(Proposed DOcument

Management System)

b) It should have features for multipage or selected extraction from file document

c) It should have Bookmarkslinks chapter-wise hyperlinks textnumber search name search file type search address search lettersanction date search etc

(vi) Scanning and Storing the Data in Scanned form with mirroring facility and one additional back up on hard disk drive

(vii) Indexing the stored scanned data

Following are the proposed Indexing Parameters

bull File Type File Number Year middot bull Consumer Name(s) bull Location address bull Latest letter date bull File Type bull General Remarks bull Type of Document bull Date of Document bull Keywords bull Sections bull Date of Storage bull User who entered it The bidder can also suggest any other indexing parameter(s) in addition to above

(viii) Handing over the files back to the Concerned Section staff in their original condition

(ix) Handing over the scanned data on appropriate electronic media to HPSEBL (x) Providing licensed updated Application Software to HPSEBL (xi) Transferring the stored scanned data on the hard disk and HPSEBL Servers

for future retrieval (xii) Imparting of ad~quate training to the staff of this Office for (1) archival

(scanning and storing) (2) Indexing (3) retrieval and printing (xiii) Full maintenance and support for one year after the completion of the work

3 If the firm is already doing the Scanningdigitizing work on job work basis in any Government Department or any reputed private firm then the name address and telephone number of the same may be mentioned

4 HPSEBL in its discretion reserves the right to reject or accept any or all the EOIs partly or completely at any time without assigning any reason there for

5 The software to be developed by the person is to ensure seamless integration with the existing workflow based system in use by HPSEBL The present digitisation does not envisage work flow but the softwaresystem should be capable of interfacing with work flow by the bidder or some third party software in case HPSEBL opts for the same in future

6 The digitisation software should have provisions for hosting some of the contents(such as circularsl notifications etc) with speCific criteria on of HPSEBL for viewing by consumersgeneral public

7 The work at the discretion of may be awarded to one or more persons as the case may be

The firm will execute an appropriate agreement on the terms amp conditions with the furnish performance guarantee equivalent to 10 of contract value be valid for one year after the successful completion of project

9 The firm should submit the Proposed Technical Details of the proposal as per Annexure I attached herewith as far as possible In case the firm is found not suitable in Technical HPSEBL will not firm for further of award technical details should include the entire process features of software to be developed hardware and software requirements including scanners

10The scanners deployed are required to be capable of duplex scanning and handling fragiledelicate options of high resolution bulk scanningmiddot devices may also furnished in proposal

l1Arrangement is also required to be made by the firm for scanningdigitisation of large mapsplans

12The firm is required to make provision in the software solution for weeding out digital recordPDFA as destruction of procedure of the Department

13 HPSEBL will deal with the firm directly and no middlemen agents commission agents should asked by the person to represent their cause

14 software developed should have multiple user installation with creation of User ID with password by system administrator However the number of concurrent users has been envisaged as 25 At the time of process of tenders the bidder is required to quote the additional licence for per concurrent user The system administrative should have rights to user priority users(forced login

and viewed user with access of selected pages or entire page of a digitised file

15The firm shall make relevant arrangement in documents scanned in PDFA format searchable in two languages ie Hindi amp

The digitised data shall stored in two locations one at Centralised Centre and simultaneously Disaster Recovery Centre(DRC) located at different station so that in case of faultfailure main station the operation is restored from servers The bill of quantity should calculated accordingly

TENTATIVE TERMS amp CONDITIONS

1) The firm furnishing the Technical interest shall have to compile and make an instruction manual for Scanningdigitizing storing and retrieving operations and the same shall be provided to the HPSEBL for use of its staff or carrying out the operation of Scanningdigitizing and retrieval in open source and to provide source code The firm should use state of the art scannerscomputers The firm should suggest the suitable scanner capable of scanning the paper size up to A3 with detailed features so that same is purchased by HPSEBL after completion of work for future digitisation by HPSEBL

2) The firm shall have to arrange its own staff for the entire scope of work The HPSEBL would neither bear any expenses nor accept responsibility for the same and there would be no relationship of employer and employee between the HPSEBL and the staff of the person Likewise the HPSEBL shall not be a principal employer of the employees employed by such person for the purpose of Law

3) The firm is required to comply with the requirement of all the Acts Rules and Regulations by the State GovtCentral Govt relating to contract work and HPSEBL will not be responsible for any breach thereof

4) The firm should have its own sufficient infrastructure and qualified professionals at Shimla

5) The HPSEBL reserves the right to deny entry into its premises to any staff member of the firm if so deemed appropriate by it

6) The firm will ensure that the staff engaged is disciplined and maintains full decorum of the Office

7) The hardware for installation of software including networking shall be provided by HPSEBL The firm should intimate the bill of quantity alongwith specifications the hardware requirement compatible for the digitisation software alongwith the detailed architecture plan The Block Diagram of existing and proposed Digitisation is enclosed as Annexure-II The firm may also bid(during tender process) for these hardware as optional items which may be considered by HPSEBL if found competitive The firm is also free to suggest any other mandatory hardware or ICT infrastructure or server required for effective execution of the project Once the hardware is installed the firm will not take any storage device away without permission of the HPSEBL Any deviation from the same shall invite serious penal consequences

8) The successful person after tender process shall undertake the job of Scanningdigitizing only in the Office premises of Chief Engineer(Comm) HPSEBL Shimla-4 The Disaster Recovery Centre(DRC) is located at Kala Amb Distt Sirmour-HP

9) Continuance of contract II be satisfactory performance the firm it may cancelled time without assigni reason for the same decision of the HPSEBL in this regard shall be final and binding

10)The firm may be allowed to do scanningdigitization work on all working days The timings and work schedule will be decided mutually between

but in all probability it must with office timing ie am to 500 pm

l1)The the files to the authorized representative of firm supervising the nning digitizing work on day to day under and it will the responsibility of the person to accomplish the task digitization following the namely Unbundling Re-bundling Super Indexing Scanningdigitizing Splitting amp Page numbering Storing Retrieval The scanned and digitised data shall duly watermarked and in Read Only format containing authentication marksignature

12) It will be the responsibility person return the to HPSEBL under acknowledg in the same shape and condition it was taken

13) The firm will ensure that the documents files handed over to it are kept in proper condition and no document is spoiled lost misplaced

14) In case the finds any original document which is in a very bad condition it will make efforts to take out print (either by sheet of or out a better photocopy and then the said in the relevant database The original papers shall however retained in file

15) The person successfully storing data on its own computer shall transfer same on the computerservers to provided the along with

documentation technical and user manual and handover disk of the where the is stored to HPSEBL However the firm shall fully

responsible for the proper archiving storing and retrievalmiddot Scanneddigitized for a minimum period one year completion of Its work on its

hardware The may suggestion of the firm about configuration and the number of computers and hardware Archival Retrieval of digitized including up

16) secrecy confidentiality with to the that is or digitised is required to be maintained by the firm and employees Any deviation from the same shall severe lability the firm its erringmiddot employees

17) The firm shall not be allowed to away any record either in the shape copy or copy and work is to carried out in HPSEBL premises

18) The firm has to develop and supply two copies each of the software products along with the source code The person has to develop the software specific to HPSEBL needs with water marking and digital signature facilities Such application software will be well integrated with the software already implemented and in use in HPSEBL

19) The firm using the integrated software for Scanning j Digitization and Document Management System shall provide its license to the HPSEBL

20) The software module should have multiple accesses with security features with facility for updation of information The software should have the following featuresgt

i) The user access control by System Administrator ii) The provisions to set up priority users by themiddot System Administrator with

access rights to selected datajtextjdocumentjspecific page of documents iii) The provisions to set up viewed users by the System Administrator with

access rights to selected datajtextjdocumentjspecific page of documents

21) The HPSEBL will have copyright on the product format concept layout and design of the software The HPSEBL will have exclusive rights to use it anywhere in any manner

22) It shall be the duty of the person to have the licensed software updated from time to time and provide all possible assistance j help during the scanning j digitization work Though ordinarily the responsibilities of the firm will be to ensure accurate scanningjdigitisation of records it shall provide necessary assistance for scanning j digitisation of newly created files also at the same costing It shall be the responsibility of the firm to maintain the software with necessary up-gradation from time to time

23) Time is the essence of the contract and the firm shall adhere to the time schedule contracted page work and deadline as prescribed by the HPSEBL for execution of the work

24) On the completion of the work the firm shall hand over the latest licensed updated software and also the database to this Office which shall become the property of HPSEBL for all intents and purposes

25) Licensed copy of the application software and database design as may be developed by the firm or its employees for and during execution of the work shall vest in HPSEBL and the firm shall execute necessary documents for the same and also get an assignment from its employees in favour of HPSEBL

26) The data is to be stored by way of images in Searchable Portable Document Format with adequate resolutions to ensure the readability and ease in retrieval The images so stored in the database should be properly indexed as per the requirements of HPSEBL and should be capable of adding more images at later

stage if need be in an old stored file The data so stored shall be in a non-editable form

27) The database created by the firm shall be retrievable in Portable Document Format by the user Necessary training for the retrieval of the database for the Scanningdigitizing storing organizing and retrieval are to be imparted to the staff of this Office

28) The HPSEBL in consultation with the firm will finally decide the retrieval parameters

29) All Scanneddigitized files will be stamped and duly signed by the user indicating that the FILE IS SCANN~DDIGITISED AND DULY RECONSTRUCTED and the firm will be fully responsible for any lossdamage of any document

30) At the end of every month the firm will hand over complete Scanneddigitized data to the HPSEBL

31) If it is found at any time that the Scanningdigitizing Indexing storing or retrieval has not been done in accordance with the agreed terms and conditions the HPSEBL shall be entitled to withhold further payment of the firm and also to recover the payment already made

32) The staff of the HPSEBL will do random checking of the work being done by the firm and in the event of the firm not executing or completing the minimum agreed volume of work the HPSEBL may impose suitable penalty per unfinished page in addition to the recovery of other losses and damages that may suffer besides terminating the contract and getting the work executed at the cost and responsibility of the firm

33) The HPSEBL shall provide space for work electrical supply table chairs and file racks etc as per requirement but the firm will ensure that the space and other facilities provided to it by the HPSEBL are not misused in any manner

34) Payment for scanningdigitization work done under the contract shall be made on as per agreed terms of payment subject to statutory other deductions and penalties and damages if any levied and recoverable under the contract for the work done as per agreed terms to the satisfaction of HPSEBL The firm will be responsible for liabilities of all kind including local and other taxes

35) The digitization software should be web enabled through internetintranet as the case may be and should support all web browsers The system shall support multiple database such as Oracle SQL etc and integration facility with ERPSAP

36) The Scanneddigitized record will be the property of the HPSEBL The firm shall have no right title or interest in it and shall not use it in any manner

37) In the event of termination of Contract HPSEBL shall be entitled to forthwith forfeit the amount of performance guarantee either full or in part apart from taking

such legal remedies as are available in law firm shall thereupon hand over all records which are in firm shall not be entitled to remove the digitized which will HPSEBL

will not bear any responsibility for any unforeseen event including damageloss of equipment and all expenses would have to be borne by the firm to make good the if any Furtherl any of compensation expenses whatsoever in case of any causality shall liability of the firm and to be paid by firm

HPSEBL reserves the right to addor modify the terms a conditions as deemed fit in future firm(s) may send details alongwith complete proposal in sealed covers subscribing on the top of outer cover as TECHNICAL addressed to the Chief Engineer(Comm) HPSEBL1 Vidyut Bhawan Shimla-4-HP so as to reach on or before

300 PM Technical will be in this Office in the of firm(s) or their representatives who wish to remain present at on

- 1 -

neer(Comm) L Vidyut Bhawan

himla-4

ANNEXURE-J (i) DescriptionName of the vender (including legal status ownership etc)

(ii) The firms understanding of the project requirements and the proposed total solutions

(iii) Methodology to be used for Scanningdigitizing Separate Methodology may be specified for scanningdigitization of old record and fresh-filed cases

(iv) What would be the output per day in terms of number of pages that can be Scanneddigitized indexed stored and retrieved

(v) Maintenance and technical support services to be provided after supply of the software

(vi) Number of technical persons to be deputed by the firm for the work (with details of their educational qualifications experience functions etc)

(vii) Number of non-technical persons to be deputed by the firm (with details of their educational qualifications experience functions etc)

(viii) Other Hardware equipment(s) which the person proposes to provide

(ix) What is the Software the firm propose to use for scanningdigitizing indexing storing and retrieval[Complete details of working of Software be provided]

(x) How much space the firm may require to execute the work

(xi) How long the person estimate to complete the work in all respects

(xii) What facilities the firm expect from the HPSEBL in executing the work

(xiii) List the clientele of the person with amount of work completed their addresses and middotcontact persons details

(xiv) Main features of proposed solution and any area of risk

(xv) Proposed Architecture for installation and operation of the digitisation softwareHardware for installation in the existing LAN at DC amp DRC

(xvi) Steps to prevent accidental or intentional destruction of software and data and ensuring other security safeguards for preventing any unexpected data transfer

(xvii) Any other relevant information which the firm conSiders necessary for such type of projects

(xviii) The security features inbuilt in the software and administrative controls to be exerCised along with the scheme for priority users

Annexure-II BLOCK DIAGRAM Of THE PROPOSED DIGISATION SYSTEM

CJ CJ SHIMLA

ISP

(Global Static IP)

(Existing)

Existing LAN

ISP

(Global Static IP)

(Existing)

DISASTER RECOVERVY CENTRRE(DRC)DATA CENTRE(DC)

(Communication Link)-Existing (VPN)

KALA -AMB

(Proposed DOcument

Management System)

6 The digitisation software should have provisions for hosting some of the contents(such as circularsl notifications etc) with speCific criteria on of HPSEBL for viewing by consumersgeneral public

7 The work at the discretion of may be awarded to one or more persons as the case may be

The firm will execute an appropriate agreement on the terms amp conditions with the furnish performance guarantee equivalent to 10 of contract value be valid for one year after the successful completion of project

9 The firm should submit the Proposed Technical Details of the proposal as per Annexure I attached herewith as far as possible In case the firm is found not suitable in Technical HPSEBL will not firm for further of award technical details should include the entire process features of software to be developed hardware and software requirements including scanners

10The scanners deployed are required to be capable of duplex scanning and handling fragiledelicate options of high resolution bulk scanningmiddot devices may also furnished in proposal

l1Arrangement is also required to be made by the firm for scanningdigitisation of large mapsplans

12The firm is required to make provision in the software solution for weeding out digital recordPDFA as destruction of procedure of the Department

13 HPSEBL will deal with the firm directly and no middlemen agents commission agents should asked by the person to represent their cause

14 software developed should have multiple user installation with creation of User ID with password by system administrator However the number of concurrent users has been envisaged as 25 At the time of process of tenders the bidder is required to quote the additional licence for per concurrent user The system administrative should have rights to user priority users(forced login

and viewed user with access of selected pages or entire page of a digitised file

15The firm shall make relevant arrangement in documents scanned in PDFA format searchable in two languages ie Hindi amp

The digitised data shall stored in two locations one at Centralised Centre and simultaneously Disaster Recovery Centre(DRC) located at different station so that in case of faultfailure main station the operation is restored from servers The bill of quantity should calculated accordingly

TENTATIVE TERMS amp CONDITIONS

1) The firm furnishing the Technical interest shall have to compile and make an instruction manual for Scanningdigitizing storing and retrieving operations and the same shall be provided to the HPSEBL for use of its staff or carrying out the operation of Scanningdigitizing and retrieval in open source and to provide source code The firm should use state of the art scannerscomputers The firm should suggest the suitable scanner capable of scanning the paper size up to A3 with detailed features so that same is purchased by HPSEBL after completion of work for future digitisation by HPSEBL

2) The firm shall have to arrange its own staff for the entire scope of work The HPSEBL would neither bear any expenses nor accept responsibility for the same and there would be no relationship of employer and employee between the HPSEBL and the staff of the person Likewise the HPSEBL shall not be a principal employer of the employees employed by such person for the purpose of Law

3) The firm is required to comply with the requirement of all the Acts Rules and Regulations by the State GovtCentral Govt relating to contract work and HPSEBL will not be responsible for any breach thereof

4) The firm should have its own sufficient infrastructure and qualified professionals at Shimla

5) The HPSEBL reserves the right to deny entry into its premises to any staff member of the firm if so deemed appropriate by it

6) The firm will ensure that the staff engaged is disciplined and maintains full decorum of the Office

7) The hardware for installation of software including networking shall be provided by HPSEBL The firm should intimate the bill of quantity alongwith specifications the hardware requirement compatible for the digitisation software alongwith the detailed architecture plan The Block Diagram of existing and proposed Digitisation is enclosed as Annexure-II The firm may also bid(during tender process) for these hardware as optional items which may be considered by HPSEBL if found competitive The firm is also free to suggest any other mandatory hardware or ICT infrastructure or server required for effective execution of the project Once the hardware is installed the firm will not take any storage device away without permission of the HPSEBL Any deviation from the same shall invite serious penal consequences

8) The successful person after tender process shall undertake the job of Scanningdigitizing only in the Office premises of Chief Engineer(Comm) HPSEBL Shimla-4 The Disaster Recovery Centre(DRC) is located at Kala Amb Distt Sirmour-HP

9) Continuance of contract II be satisfactory performance the firm it may cancelled time without assigni reason for the same decision of the HPSEBL in this regard shall be final and binding

10)The firm may be allowed to do scanningdigitization work on all working days The timings and work schedule will be decided mutually between

but in all probability it must with office timing ie am to 500 pm

l1)The the files to the authorized representative of firm supervising the nning digitizing work on day to day under and it will the responsibility of the person to accomplish the task digitization following the namely Unbundling Re-bundling Super Indexing Scanningdigitizing Splitting amp Page numbering Storing Retrieval The scanned and digitised data shall duly watermarked and in Read Only format containing authentication marksignature

12) It will be the responsibility person return the to HPSEBL under acknowledg in the same shape and condition it was taken

13) The firm will ensure that the documents files handed over to it are kept in proper condition and no document is spoiled lost misplaced

14) In case the finds any original document which is in a very bad condition it will make efforts to take out print (either by sheet of or out a better photocopy and then the said in the relevant database The original papers shall however retained in file

15) The person successfully storing data on its own computer shall transfer same on the computerservers to provided the along with

documentation technical and user manual and handover disk of the where the is stored to HPSEBL However the firm shall fully

responsible for the proper archiving storing and retrievalmiddot Scanneddigitized for a minimum period one year completion of Its work on its

hardware The may suggestion of the firm about configuration and the number of computers and hardware Archival Retrieval of digitized including up

16) secrecy confidentiality with to the that is or digitised is required to be maintained by the firm and employees Any deviation from the same shall severe lability the firm its erringmiddot employees

17) The firm shall not be allowed to away any record either in the shape copy or copy and work is to carried out in HPSEBL premises

18) The firm has to develop and supply two copies each of the software products along with the source code The person has to develop the software specific to HPSEBL needs with water marking and digital signature facilities Such application software will be well integrated with the software already implemented and in use in HPSEBL

19) The firm using the integrated software for Scanning j Digitization and Document Management System shall provide its license to the HPSEBL

20) The software module should have multiple accesses with security features with facility for updation of information The software should have the following featuresgt

i) The user access control by System Administrator ii) The provisions to set up priority users by themiddot System Administrator with

access rights to selected datajtextjdocumentjspecific page of documents iii) The provisions to set up viewed users by the System Administrator with

access rights to selected datajtextjdocumentjspecific page of documents

21) The HPSEBL will have copyright on the product format concept layout and design of the software The HPSEBL will have exclusive rights to use it anywhere in any manner

22) It shall be the duty of the person to have the licensed software updated from time to time and provide all possible assistance j help during the scanning j digitization work Though ordinarily the responsibilities of the firm will be to ensure accurate scanningjdigitisation of records it shall provide necessary assistance for scanning j digitisation of newly created files also at the same costing It shall be the responsibility of the firm to maintain the software with necessary up-gradation from time to time

23) Time is the essence of the contract and the firm shall adhere to the time schedule contracted page work and deadline as prescribed by the HPSEBL for execution of the work

24) On the completion of the work the firm shall hand over the latest licensed updated software and also the database to this Office which shall become the property of HPSEBL for all intents and purposes

25) Licensed copy of the application software and database design as may be developed by the firm or its employees for and during execution of the work shall vest in HPSEBL and the firm shall execute necessary documents for the same and also get an assignment from its employees in favour of HPSEBL

26) The data is to be stored by way of images in Searchable Portable Document Format with adequate resolutions to ensure the readability and ease in retrieval The images so stored in the database should be properly indexed as per the requirements of HPSEBL and should be capable of adding more images at later

stage if need be in an old stored file The data so stored shall be in a non-editable form

27) The database created by the firm shall be retrievable in Portable Document Format by the user Necessary training for the retrieval of the database for the Scanningdigitizing storing organizing and retrieval are to be imparted to the staff of this Office

28) The HPSEBL in consultation with the firm will finally decide the retrieval parameters

29) All Scanneddigitized files will be stamped and duly signed by the user indicating that the FILE IS SCANN~DDIGITISED AND DULY RECONSTRUCTED and the firm will be fully responsible for any lossdamage of any document

30) At the end of every month the firm will hand over complete Scanneddigitized data to the HPSEBL

31) If it is found at any time that the Scanningdigitizing Indexing storing or retrieval has not been done in accordance with the agreed terms and conditions the HPSEBL shall be entitled to withhold further payment of the firm and also to recover the payment already made

32) The staff of the HPSEBL will do random checking of the work being done by the firm and in the event of the firm not executing or completing the minimum agreed volume of work the HPSEBL may impose suitable penalty per unfinished page in addition to the recovery of other losses and damages that may suffer besides terminating the contract and getting the work executed at the cost and responsibility of the firm

33) The HPSEBL shall provide space for work electrical supply table chairs and file racks etc as per requirement but the firm will ensure that the space and other facilities provided to it by the HPSEBL are not misused in any manner

34) Payment for scanningdigitization work done under the contract shall be made on as per agreed terms of payment subject to statutory other deductions and penalties and damages if any levied and recoverable under the contract for the work done as per agreed terms to the satisfaction of HPSEBL The firm will be responsible for liabilities of all kind including local and other taxes

35) The digitization software should be web enabled through internetintranet as the case may be and should support all web browsers The system shall support multiple database such as Oracle SQL etc and integration facility with ERPSAP

36) The Scanneddigitized record will be the property of the HPSEBL The firm shall have no right title or interest in it and shall not use it in any manner

37) In the event of termination of Contract HPSEBL shall be entitled to forthwith forfeit the amount of performance guarantee either full or in part apart from taking

such legal remedies as are available in law firm shall thereupon hand over all records which are in firm shall not be entitled to remove the digitized which will HPSEBL

will not bear any responsibility for any unforeseen event including damageloss of equipment and all expenses would have to be borne by the firm to make good the if any Furtherl any of compensation expenses whatsoever in case of any causality shall liability of the firm and to be paid by firm

HPSEBL reserves the right to addor modify the terms a conditions as deemed fit in future firm(s) may send details alongwith complete proposal in sealed covers subscribing on the top of outer cover as TECHNICAL addressed to the Chief Engineer(Comm) HPSEBL1 Vidyut Bhawan Shimla-4-HP so as to reach on or before

300 PM Technical will be in this Office in the of firm(s) or their representatives who wish to remain present at on

- 1 -

neer(Comm) L Vidyut Bhawan

himla-4

ANNEXURE-J (i) DescriptionName of the vender (including legal status ownership etc)

(ii) The firms understanding of the project requirements and the proposed total solutions

(iii) Methodology to be used for Scanningdigitizing Separate Methodology may be specified for scanningdigitization of old record and fresh-filed cases

(iv) What would be the output per day in terms of number of pages that can be Scanneddigitized indexed stored and retrieved

(v) Maintenance and technical support services to be provided after supply of the software

(vi) Number of technical persons to be deputed by the firm for the work (with details of their educational qualifications experience functions etc)

(vii) Number of non-technical persons to be deputed by the firm (with details of their educational qualifications experience functions etc)

(viii) Other Hardware equipment(s) which the person proposes to provide

(ix) What is the Software the firm propose to use for scanningdigitizing indexing storing and retrieval[Complete details of working of Software be provided]

(x) How much space the firm may require to execute the work

(xi) How long the person estimate to complete the work in all respects

(xii) What facilities the firm expect from the HPSEBL in executing the work

(xiii) List the clientele of the person with amount of work completed their addresses and middotcontact persons details

(xiv) Main features of proposed solution and any area of risk

(xv) Proposed Architecture for installation and operation of the digitisation softwareHardware for installation in the existing LAN at DC amp DRC

(xvi) Steps to prevent accidental or intentional destruction of software and data and ensuring other security safeguards for preventing any unexpected data transfer

(xvii) Any other relevant information which the firm conSiders necessary for such type of projects

(xviii) The security features inbuilt in the software and administrative controls to be exerCised along with the scheme for priority users

Annexure-II BLOCK DIAGRAM Of THE PROPOSED DIGISATION SYSTEM

CJ CJ SHIMLA

ISP

(Global Static IP)

(Existing)

Existing LAN

ISP

(Global Static IP)

(Existing)

DISASTER RECOVERVY CENTRRE(DRC)DATA CENTRE(DC)

(Communication Link)-Existing (VPN)

KALA -AMB

(Proposed DOcument

Management System)

TENTATIVE TERMS amp CONDITIONS

1) The firm furnishing the Technical interest shall have to compile and make an instruction manual for Scanningdigitizing storing and retrieving operations and the same shall be provided to the HPSEBL for use of its staff or carrying out the operation of Scanningdigitizing and retrieval in open source and to provide source code The firm should use state of the art scannerscomputers The firm should suggest the suitable scanner capable of scanning the paper size up to A3 with detailed features so that same is purchased by HPSEBL after completion of work for future digitisation by HPSEBL

2) The firm shall have to arrange its own staff for the entire scope of work The HPSEBL would neither bear any expenses nor accept responsibility for the same and there would be no relationship of employer and employee between the HPSEBL and the staff of the person Likewise the HPSEBL shall not be a principal employer of the employees employed by such person for the purpose of Law

3) The firm is required to comply with the requirement of all the Acts Rules and Regulations by the State GovtCentral Govt relating to contract work and HPSEBL will not be responsible for any breach thereof

4) The firm should have its own sufficient infrastructure and qualified professionals at Shimla

5) The HPSEBL reserves the right to deny entry into its premises to any staff member of the firm if so deemed appropriate by it

6) The firm will ensure that the staff engaged is disciplined and maintains full decorum of the Office

7) The hardware for installation of software including networking shall be provided by HPSEBL The firm should intimate the bill of quantity alongwith specifications the hardware requirement compatible for the digitisation software alongwith the detailed architecture plan The Block Diagram of existing and proposed Digitisation is enclosed as Annexure-II The firm may also bid(during tender process) for these hardware as optional items which may be considered by HPSEBL if found competitive The firm is also free to suggest any other mandatory hardware or ICT infrastructure or server required for effective execution of the project Once the hardware is installed the firm will not take any storage device away without permission of the HPSEBL Any deviation from the same shall invite serious penal consequences

8) The successful person after tender process shall undertake the job of Scanningdigitizing only in the Office premises of Chief Engineer(Comm) HPSEBL Shimla-4 The Disaster Recovery Centre(DRC) is located at Kala Amb Distt Sirmour-HP

9) Continuance of contract II be satisfactory performance the firm it may cancelled time without assigni reason for the same decision of the HPSEBL in this regard shall be final and binding

10)The firm may be allowed to do scanningdigitization work on all working days The timings and work schedule will be decided mutually between

but in all probability it must with office timing ie am to 500 pm

l1)The the files to the authorized representative of firm supervising the nning digitizing work on day to day under and it will the responsibility of the person to accomplish the task digitization following the namely Unbundling Re-bundling Super Indexing Scanningdigitizing Splitting amp Page numbering Storing Retrieval The scanned and digitised data shall duly watermarked and in Read Only format containing authentication marksignature

12) It will be the responsibility person return the to HPSEBL under acknowledg in the same shape and condition it was taken

13) The firm will ensure that the documents files handed over to it are kept in proper condition and no document is spoiled lost misplaced

14) In case the finds any original document which is in a very bad condition it will make efforts to take out print (either by sheet of or out a better photocopy and then the said in the relevant database The original papers shall however retained in file

15) The person successfully storing data on its own computer shall transfer same on the computerservers to provided the along with

documentation technical and user manual and handover disk of the where the is stored to HPSEBL However the firm shall fully

responsible for the proper archiving storing and retrievalmiddot Scanneddigitized for a minimum period one year completion of Its work on its

hardware The may suggestion of the firm about configuration and the number of computers and hardware Archival Retrieval of digitized including up

16) secrecy confidentiality with to the that is or digitised is required to be maintained by the firm and employees Any deviation from the same shall severe lability the firm its erringmiddot employees

17) The firm shall not be allowed to away any record either in the shape copy or copy and work is to carried out in HPSEBL premises

18) The firm has to develop and supply two copies each of the software products along with the source code The person has to develop the software specific to HPSEBL needs with water marking and digital signature facilities Such application software will be well integrated with the software already implemented and in use in HPSEBL

19) The firm using the integrated software for Scanning j Digitization and Document Management System shall provide its license to the HPSEBL

20) The software module should have multiple accesses with security features with facility for updation of information The software should have the following featuresgt

i) The user access control by System Administrator ii) The provisions to set up priority users by themiddot System Administrator with

access rights to selected datajtextjdocumentjspecific page of documents iii) The provisions to set up viewed users by the System Administrator with

access rights to selected datajtextjdocumentjspecific page of documents

21) The HPSEBL will have copyright on the product format concept layout and design of the software The HPSEBL will have exclusive rights to use it anywhere in any manner

22) It shall be the duty of the person to have the licensed software updated from time to time and provide all possible assistance j help during the scanning j digitization work Though ordinarily the responsibilities of the firm will be to ensure accurate scanningjdigitisation of records it shall provide necessary assistance for scanning j digitisation of newly created files also at the same costing It shall be the responsibility of the firm to maintain the software with necessary up-gradation from time to time

23) Time is the essence of the contract and the firm shall adhere to the time schedule contracted page work and deadline as prescribed by the HPSEBL for execution of the work

24) On the completion of the work the firm shall hand over the latest licensed updated software and also the database to this Office which shall become the property of HPSEBL for all intents and purposes

25) Licensed copy of the application software and database design as may be developed by the firm or its employees for and during execution of the work shall vest in HPSEBL and the firm shall execute necessary documents for the same and also get an assignment from its employees in favour of HPSEBL

26) The data is to be stored by way of images in Searchable Portable Document Format with adequate resolutions to ensure the readability and ease in retrieval The images so stored in the database should be properly indexed as per the requirements of HPSEBL and should be capable of adding more images at later

stage if need be in an old stored file The data so stored shall be in a non-editable form

27) The database created by the firm shall be retrievable in Portable Document Format by the user Necessary training for the retrieval of the database for the Scanningdigitizing storing organizing and retrieval are to be imparted to the staff of this Office

28) The HPSEBL in consultation with the firm will finally decide the retrieval parameters

29) All Scanneddigitized files will be stamped and duly signed by the user indicating that the FILE IS SCANN~DDIGITISED AND DULY RECONSTRUCTED and the firm will be fully responsible for any lossdamage of any document

30) At the end of every month the firm will hand over complete Scanneddigitized data to the HPSEBL

31) If it is found at any time that the Scanningdigitizing Indexing storing or retrieval has not been done in accordance with the agreed terms and conditions the HPSEBL shall be entitled to withhold further payment of the firm and also to recover the payment already made

32) The staff of the HPSEBL will do random checking of the work being done by the firm and in the event of the firm not executing or completing the minimum agreed volume of work the HPSEBL may impose suitable penalty per unfinished page in addition to the recovery of other losses and damages that may suffer besides terminating the contract and getting the work executed at the cost and responsibility of the firm

33) The HPSEBL shall provide space for work electrical supply table chairs and file racks etc as per requirement but the firm will ensure that the space and other facilities provided to it by the HPSEBL are not misused in any manner

34) Payment for scanningdigitization work done under the contract shall be made on as per agreed terms of payment subject to statutory other deductions and penalties and damages if any levied and recoverable under the contract for the work done as per agreed terms to the satisfaction of HPSEBL The firm will be responsible for liabilities of all kind including local and other taxes

35) The digitization software should be web enabled through internetintranet as the case may be and should support all web browsers The system shall support multiple database such as Oracle SQL etc and integration facility with ERPSAP

36) The Scanneddigitized record will be the property of the HPSEBL The firm shall have no right title or interest in it and shall not use it in any manner

37) In the event of termination of Contract HPSEBL shall be entitled to forthwith forfeit the amount of performance guarantee either full or in part apart from taking

such legal remedies as are available in law firm shall thereupon hand over all records which are in firm shall not be entitled to remove the digitized which will HPSEBL

will not bear any responsibility for any unforeseen event including damageloss of equipment and all expenses would have to be borne by the firm to make good the if any Furtherl any of compensation expenses whatsoever in case of any causality shall liability of the firm and to be paid by firm

HPSEBL reserves the right to addor modify the terms a conditions as deemed fit in future firm(s) may send details alongwith complete proposal in sealed covers subscribing on the top of outer cover as TECHNICAL addressed to the Chief Engineer(Comm) HPSEBL1 Vidyut Bhawan Shimla-4-HP so as to reach on or before

300 PM Technical will be in this Office in the of firm(s) or their representatives who wish to remain present at on

- 1 -

neer(Comm) L Vidyut Bhawan

himla-4

ANNEXURE-J (i) DescriptionName of the vender (including legal status ownership etc)

(ii) The firms understanding of the project requirements and the proposed total solutions

(iii) Methodology to be used for Scanningdigitizing Separate Methodology may be specified for scanningdigitization of old record and fresh-filed cases

(iv) What would be the output per day in terms of number of pages that can be Scanneddigitized indexed stored and retrieved

(v) Maintenance and technical support services to be provided after supply of the software

(vi) Number of technical persons to be deputed by the firm for the work (with details of their educational qualifications experience functions etc)

(vii) Number of non-technical persons to be deputed by the firm (with details of their educational qualifications experience functions etc)

(viii) Other Hardware equipment(s) which the person proposes to provide

(ix) What is the Software the firm propose to use for scanningdigitizing indexing storing and retrieval[Complete details of working of Software be provided]

(x) How much space the firm may require to execute the work

(xi) How long the person estimate to complete the work in all respects

(xii) What facilities the firm expect from the HPSEBL in executing the work

(xiii) List the clientele of the person with amount of work completed their addresses and middotcontact persons details

(xiv) Main features of proposed solution and any area of risk

(xv) Proposed Architecture for installation and operation of the digitisation softwareHardware for installation in the existing LAN at DC amp DRC

(xvi) Steps to prevent accidental or intentional destruction of software and data and ensuring other security safeguards for preventing any unexpected data transfer

(xvii) Any other relevant information which the firm conSiders necessary for such type of projects

(xviii) The security features inbuilt in the software and administrative controls to be exerCised along with the scheme for priority users

Annexure-II BLOCK DIAGRAM Of THE PROPOSED DIGISATION SYSTEM

CJ CJ SHIMLA

ISP

(Global Static IP)

(Existing)

Existing LAN

ISP

(Global Static IP)

(Existing)

DISASTER RECOVERVY CENTRRE(DRC)DATA CENTRE(DC)

(Communication Link)-Existing (VPN)

KALA -AMB

(Proposed DOcument

Management System)

9) Continuance of contract II be satisfactory performance the firm it may cancelled time without assigni reason for the same decision of the HPSEBL in this regard shall be final and binding

10)The firm may be allowed to do scanningdigitization work on all working days The timings and work schedule will be decided mutually between

but in all probability it must with office timing ie am to 500 pm

l1)The the files to the authorized representative of firm supervising the nning digitizing work on day to day under and it will the responsibility of the person to accomplish the task digitization following the namely Unbundling Re-bundling Super Indexing Scanningdigitizing Splitting amp Page numbering Storing Retrieval The scanned and digitised data shall duly watermarked and in Read Only format containing authentication marksignature

12) It will be the responsibility person return the to HPSEBL under acknowledg in the same shape and condition it was taken

13) The firm will ensure that the documents files handed over to it are kept in proper condition and no document is spoiled lost misplaced

14) In case the finds any original document which is in a very bad condition it will make efforts to take out print (either by sheet of or out a better photocopy and then the said in the relevant database The original papers shall however retained in file

15) The person successfully storing data on its own computer shall transfer same on the computerservers to provided the along with

documentation technical and user manual and handover disk of the where the is stored to HPSEBL However the firm shall fully

responsible for the proper archiving storing and retrievalmiddot Scanneddigitized for a minimum period one year completion of Its work on its

hardware The may suggestion of the firm about configuration and the number of computers and hardware Archival Retrieval of digitized including up

16) secrecy confidentiality with to the that is or digitised is required to be maintained by the firm and employees Any deviation from the same shall severe lability the firm its erringmiddot employees

17) The firm shall not be allowed to away any record either in the shape copy or copy and work is to carried out in HPSEBL premises

18) The firm has to develop and supply two copies each of the software products along with the source code The person has to develop the software specific to HPSEBL needs with water marking and digital signature facilities Such application software will be well integrated with the software already implemented and in use in HPSEBL

19) The firm using the integrated software for Scanning j Digitization and Document Management System shall provide its license to the HPSEBL

20) The software module should have multiple accesses with security features with facility for updation of information The software should have the following featuresgt

i) The user access control by System Administrator ii) The provisions to set up priority users by themiddot System Administrator with

access rights to selected datajtextjdocumentjspecific page of documents iii) The provisions to set up viewed users by the System Administrator with

access rights to selected datajtextjdocumentjspecific page of documents

21) The HPSEBL will have copyright on the product format concept layout and design of the software The HPSEBL will have exclusive rights to use it anywhere in any manner

22) It shall be the duty of the person to have the licensed software updated from time to time and provide all possible assistance j help during the scanning j digitization work Though ordinarily the responsibilities of the firm will be to ensure accurate scanningjdigitisation of records it shall provide necessary assistance for scanning j digitisation of newly created files also at the same costing It shall be the responsibility of the firm to maintain the software with necessary up-gradation from time to time

23) Time is the essence of the contract and the firm shall adhere to the time schedule contracted page work and deadline as prescribed by the HPSEBL for execution of the work

24) On the completion of the work the firm shall hand over the latest licensed updated software and also the database to this Office which shall become the property of HPSEBL for all intents and purposes

25) Licensed copy of the application software and database design as may be developed by the firm or its employees for and during execution of the work shall vest in HPSEBL and the firm shall execute necessary documents for the same and also get an assignment from its employees in favour of HPSEBL

26) The data is to be stored by way of images in Searchable Portable Document Format with adequate resolutions to ensure the readability and ease in retrieval The images so stored in the database should be properly indexed as per the requirements of HPSEBL and should be capable of adding more images at later

stage if need be in an old stored file The data so stored shall be in a non-editable form

27) The database created by the firm shall be retrievable in Portable Document Format by the user Necessary training for the retrieval of the database for the Scanningdigitizing storing organizing and retrieval are to be imparted to the staff of this Office

28) The HPSEBL in consultation with the firm will finally decide the retrieval parameters

29) All Scanneddigitized files will be stamped and duly signed by the user indicating that the FILE IS SCANN~DDIGITISED AND DULY RECONSTRUCTED and the firm will be fully responsible for any lossdamage of any document

30) At the end of every month the firm will hand over complete Scanneddigitized data to the HPSEBL

31) If it is found at any time that the Scanningdigitizing Indexing storing or retrieval has not been done in accordance with the agreed terms and conditions the HPSEBL shall be entitled to withhold further payment of the firm and also to recover the payment already made

32) The staff of the HPSEBL will do random checking of the work being done by the firm and in the event of the firm not executing or completing the minimum agreed volume of work the HPSEBL may impose suitable penalty per unfinished page in addition to the recovery of other losses and damages that may suffer besides terminating the contract and getting the work executed at the cost and responsibility of the firm

33) The HPSEBL shall provide space for work electrical supply table chairs and file racks etc as per requirement but the firm will ensure that the space and other facilities provided to it by the HPSEBL are not misused in any manner

34) Payment for scanningdigitization work done under the contract shall be made on as per agreed terms of payment subject to statutory other deductions and penalties and damages if any levied and recoverable under the contract for the work done as per agreed terms to the satisfaction of HPSEBL The firm will be responsible for liabilities of all kind including local and other taxes

35) The digitization software should be web enabled through internetintranet as the case may be and should support all web browsers The system shall support multiple database such as Oracle SQL etc and integration facility with ERPSAP

36) The Scanneddigitized record will be the property of the HPSEBL The firm shall have no right title or interest in it and shall not use it in any manner

37) In the event of termination of Contract HPSEBL shall be entitled to forthwith forfeit the amount of performance guarantee either full or in part apart from taking

such legal remedies as are available in law firm shall thereupon hand over all records which are in firm shall not be entitled to remove the digitized which will HPSEBL

will not bear any responsibility for any unforeseen event including damageloss of equipment and all expenses would have to be borne by the firm to make good the if any Furtherl any of compensation expenses whatsoever in case of any causality shall liability of the firm and to be paid by firm

HPSEBL reserves the right to addor modify the terms a conditions as deemed fit in future firm(s) may send details alongwith complete proposal in sealed covers subscribing on the top of outer cover as TECHNICAL addressed to the Chief Engineer(Comm) HPSEBL1 Vidyut Bhawan Shimla-4-HP so as to reach on or before

300 PM Technical will be in this Office in the of firm(s) or their representatives who wish to remain present at on

- 1 -

neer(Comm) L Vidyut Bhawan

himla-4

ANNEXURE-J (i) DescriptionName of the vender (including legal status ownership etc)

(ii) The firms understanding of the project requirements and the proposed total solutions

(iii) Methodology to be used for Scanningdigitizing Separate Methodology may be specified for scanningdigitization of old record and fresh-filed cases

(iv) What would be the output per day in terms of number of pages that can be Scanneddigitized indexed stored and retrieved

(v) Maintenance and technical support services to be provided after supply of the software

(vi) Number of technical persons to be deputed by the firm for the work (with details of their educational qualifications experience functions etc)

(vii) Number of non-technical persons to be deputed by the firm (with details of their educational qualifications experience functions etc)

(viii) Other Hardware equipment(s) which the person proposes to provide

(ix) What is the Software the firm propose to use for scanningdigitizing indexing storing and retrieval[Complete details of working of Software be provided]

(x) How much space the firm may require to execute the work

(xi) How long the person estimate to complete the work in all respects

(xii) What facilities the firm expect from the HPSEBL in executing the work

(xiii) List the clientele of the person with amount of work completed their addresses and middotcontact persons details

(xiv) Main features of proposed solution and any area of risk

(xv) Proposed Architecture for installation and operation of the digitisation softwareHardware for installation in the existing LAN at DC amp DRC

(xvi) Steps to prevent accidental or intentional destruction of software and data and ensuring other security safeguards for preventing any unexpected data transfer

(xvii) Any other relevant information which the firm conSiders necessary for such type of projects

(xviii) The security features inbuilt in the software and administrative controls to be exerCised along with the scheme for priority users

Annexure-II BLOCK DIAGRAM Of THE PROPOSED DIGISATION SYSTEM

CJ CJ SHIMLA

ISP

(Global Static IP)

(Existing)

Existing LAN

ISP

(Global Static IP)

(Existing)

DISASTER RECOVERVY CENTRRE(DRC)DATA CENTRE(DC)

(Communication Link)-Existing (VPN)

KALA -AMB

(Proposed DOcument

Management System)

18) The firm has to develop and supply two copies each of the software products along with the source code The person has to develop the software specific to HPSEBL needs with water marking and digital signature facilities Such application software will be well integrated with the software already implemented and in use in HPSEBL

19) The firm using the integrated software for Scanning j Digitization and Document Management System shall provide its license to the HPSEBL

20) The software module should have multiple accesses with security features with facility for updation of information The software should have the following featuresgt

i) The user access control by System Administrator ii) The provisions to set up priority users by themiddot System Administrator with

access rights to selected datajtextjdocumentjspecific page of documents iii) The provisions to set up viewed users by the System Administrator with

access rights to selected datajtextjdocumentjspecific page of documents

21) The HPSEBL will have copyright on the product format concept layout and design of the software The HPSEBL will have exclusive rights to use it anywhere in any manner

22) It shall be the duty of the person to have the licensed software updated from time to time and provide all possible assistance j help during the scanning j digitization work Though ordinarily the responsibilities of the firm will be to ensure accurate scanningjdigitisation of records it shall provide necessary assistance for scanning j digitisation of newly created files also at the same costing It shall be the responsibility of the firm to maintain the software with necessary up-gradation from time to time

23) Time is the essence of the contract and the firm shall adhere to the time schedule contracted page work and deadline as prescribed by the HPSEBL for execution of the work

24) On the completion of the work the firm shall hand over the latest licensed updated software and also the database to this Office which shall become the property of HPSEBL for all intents and purposes

25) Licensed copy of the application software and database design as may be developed by the firm or its employees for and during execution of the work shall vest in HPSEBL and the firm shall execute necessary documents for the same and also get an assignment from its employees in favour of HPSEBL

26) The data is to be stored by way of images in Searchable Portable Document Format with adequate resolutions to ensure the readability and ease in retrieval The images so stored in the database should be properly indexed as per the requirements of HPSEBL and should be capable of adding more images at later

stage if need be in an old stored file The data so stored shall be in a non-editable form

27) The database created by the firm shall be retrievable in Portable Document Format by the user Necessary training for the retrieval of the database for the Scanningdigitizing storing organizing and retrieval are to be imparted to the staff of this Office

28) The HPSEBL in consultation with the firm will finally decide the retrieval parameters

29) All Scanneddigitized files will be stamped and duly signed by the user indicating that the FILE IS SCANN~DDIGITISED AND DULY RECONSTRUCTED and the firm will be fully responsible for any lossdamage of any document

30) At the end of every month the firm will hand over complete Scanneddigitized data to the HPSEBL

31) If it is found at any time that the Scanningdigitizing Indexing storing or retrieval has not been done in accordance with the agreed terms and conditions the HPSEBL shall be entitled to withhold further payment of the firm and also to recover the payment already made

32) The staff of the HPSEBL will do random checking of the work being done by the firm and in the event of the firm not executing or completing the minimum agreed volume of work the HPSEBL may impose suitable penalty per unfinished page in addition to the recovery of other losses and damages that may suffer besides terminating the contract and getting the work executed at the cost and responsibility of the firm

33) The HPSEBL shall provide space for work electrical supply table chairs and file racks etc as per requirement but the firm will ensure that the space and other facilities provided to it by the HPSEBL are not misused in any manner

34) Payment for scanningdigitization work done under the contract shall be made on as per agreed terms of payment subject to statutory other deductions and penalties and damages if any levied and recoverable under the contract for the work done as per agreed terms to the satisfaction of HPSEBL The firm will be responsible for liabilities of all kind including local and other taxes

35) The digitization software should be web enabled through internetintranet as the case may be and should support all web browsers The system shall support multiple database such as Oracle SQL etc and integration facility with ERPSAP

36) The Scanneddigitized record will be the property of the HPSEBL The firm shall have no right title or interest in it and shall not use it in any manner

37) In the event of termination of Contract HPSEBL shall be entitled to forthwith forfeit the amount of performance guarantee either full or in part apart from taking

such legal remedies as are available in law firm shall thereupon hand over all records which are in firm shall not be entitled to remove the digitized which will HPSEBL

will not bear any responsibility for any unforeseen event including damageloss of equipment and all expenses would have to be borne by the firm to make good the if any Furtherl any of compensation expenses whatsoever in case of any causality shall liability of the firm and to be paid by firm

HPSEBL reserves the right to addor modify the terms a conditions as deemed fit in future firm(s) may send details alongwith complete proposal in sealed covers subscribing on the top of outer cover as TECHNICAL addressed to the Chief Engineer(Comm) HPSEBL1 Vidyut Bhawan Shimla-4-HP so as to reach on or before

300 PM Technical will be in this Office in the of firm(s) or their representatives who wish to remain present at on

- 1 -

neer(Comm) L Vidyut Bhawan

himla-4

ANNEXURE-J (i) DescriptionName of the vender (including legal status ownership etc)

(ii) The firms understanding of the project requirements and the proposed total solutions

(iii) Methodology to be used for Scanningdigitizing Separate Methodology may be specified for scanningdigitization of old record and fresh-filed cases

(iv) What would be the output per day in terms of number of pages that can be Scanneddigitized indexed stored and retrieved

(v) Maintenance and technical support services to be provided after supply of the software

(vi) Number of technical persons to be deputed by the firm for the work (with details of their educational qualifications experience functions etc)

(vii) Number of non-technical persons to be deputed by the firm (with details of their educational qualifications experience functions etc)

(viii) Other Hardware equipment(s) which the person proposes to provide

(ix) What is the Software the firm propose to use for scanningdigitizing indexing storing and retrieval[Complete details of working of Software be provided]

(x) How much space the firm may require to execute the work

(xi) How long the person estimate to complete the work in all respects

(xii) What facilities the firm expect from the HPSEBL in executing the work

(xiii) List the clientele of the person with amount of work completed their addresses and middotcontact persons details

(xiv) Main features of proposed solution and any area of risk

(xv) Proposed Architecture for installation and operation of the digitisation softwareHardware for installation in the existing LAN at DC amp DRC

(xvi) Steps to prevent accidental or intentional destruction of software and data and ensuring other security safeguards for preventing any unexpected data transfer

(xvii) Any other relevant information which the firm conSiders necessary for such type of projects

(xviii) The security features inbuilt in the software and administrative controls to be exerCised along with the scheme for priority users

Annexure-II BLOCK DIAGRAM Of THE PROPOSED DIGISATION SYSTEM

CJ CJ SHIMLA

ISP

(Global Static IP)

(Existing)

Existing LAN

ISP

(Global Static IP)

(Existing)

DISASTER RECOVERVY CENTRRE(DRC)DATA CENTRE(DC)

(Communication Link)-Existing (VPN)

KALA -AMB

(Proposed DOcument

Management System)

stage if need be in an old stored file The data so stored shall be in a non-editable form

27) The database created by the firm shall be retrievable in Portable Document Format by the user Necessary training for the retrieval of the database for the Scanningdigitizing storing organizing and retrieval are to be imparted to the staff of this Office

28) The HPSEBL in consultation with the firm will finally decide the retrieval parameters

29) All Scanneddigitized files will be stamped and duly signed by the user indicating that the FILE IS SCANN~DDIGITISED AND DULY RECONSTRUCTED and the firm will be fully responsible for any lossdamage of any document

30) At the end of every month the firm will hand over complete Scanneddigitized data to the HPSEBL

31) If it is found at any time that the Scanningdigitizing Indexing storing or retrieval has not been done in accordance with the agreed terms and conditions the HPSEBL shall be entitled to withhold further payment of the firm and also to recover the payment already made

32) The staff of the HPSEBL will do random checking of the work being done by the firm and in the event of the firm not executing or completing the minimum agreed volume of work the HPSEBL may impose suitable penalty per unfinished page in addition to the recovery of other losses and damages that may suffer besides terminating the contract and getting the work executed at the cost and responsibility of the firm

33) The HPSEBL shall provide space for work electrical supply table chairs and file racks etc as per requirement but the firm will ensure that the space and other facilities provided to it by the HPSEBL are not misused in any manner

34) Payment for scanningdigitization work done under the contract shall be made on as per agreed terms of payment subject to statutory other deductions and penalties and damages if any levied and recoverable under the contract for the work done as per agreed terms to the satisfaction of HPSEBL The firm will be responsible for liabilities of all kind including local and other taxes

35) The digitization software should be web enabled through internetintranet as the case may be and should support all web browsers The system shall support multiple database such as Oracle SQL etc and integration facility with ERPSAP

36) The Scanneddigitized record will be the property of the HPSEBL The firm shall have no right title or interest in it and shall not use it in any manner

37) In the event of termination of Contract HPSEBL shall be entitled to forthwith forfeit the amount of performance guarantee either full or in part apart from taking

such legal remedies as are available in law firm shall thereupon hand over all records which are in firm shall not be entitled to remove the digitized which will HPSEBL

will not bear any responsibility for any unforeseen event including damageloss of equipment and all expenses would have to be borne by the firm to make good the if any Furtherl any of compensation expenses whatsoever in case of any causality shall liability of the firm and to be paid by firm

HPSEBL reserves the right to addor modify the terms a conditions as deemed fit in future firm(s) may send details alongwith complete proposal in sealed covers subscribing on the top of outer cover as TECHNICAL addressed to the Chief Engineer(Comm) HPSEBL1 Vidyut Bhawan Shimla-4-HP so as to reach on or before

300 PM Technical will be in this Office in the of firm(s) or their representatives who wish to remain present at on

- 1 -

neer(Comm) L Vidyut Bhawan

himla-4

ANNEXURE-J (i) DescriptionName of the vender (including legal status ownership etc)

(ii) The firms understanding of the project requirements and the proposed total solutions

(iii) Methodology to be used for Scanningdigitizing Separate Methodology may be specified for scanningdigitization of old record and fresh-filed cases

(iv) What would be the output per day in terms of number of pages that can be Scanneddigitized indexed stored and retrieved

(v) Maintenance and technical support services to be provided after supply of the software

(vi) Number of technical persons to be deputed by the firm for the work (with details of their educational qualifications experience functions etc)

(vii) Number of non-technical persons to be deputed by the firm (with details of their educational qualifications experience functions etc)

(viii) Other Hardware equipment(s) which the person proposes to provide

(ix) What is the Software the firm propose to use for scanningdigitizing indexing storing and retrieval[Complete details of working of Software be provided]

(x) How much space the firm may require to execute the work

(xi) How long the person estimate to complete the work in all respects

(xii) What facilities the firm expect from the HPSEBL in executing the work

(xiii) List the clientele of the person with amount of work completed their addresses and middotcontact persons details

(xiv) Main features of proposed solution and any area of risk

(xv) Proposed Architecture for installation and operation of the digitisation softwareHardware for installation in the existing LAN at DC amp DRC

(xvi) Steps to prevent accidental or intentional destruction of software and data and ensuring other security safeguards for preventing any unexpected data transfer

(xvii) Any other relevant information which the firm conSiders necessary for such type of projects

(xviii) The security features inbuilt in the software and administrative controls to be exerCised along with the scheme for priority users

Annexure-II BLOCK DIAGRAM Of THE PROPOSED DIGISATION SYSTEM

CJ CJ SHIMLA

ISP

(Global Static IP)

(Existing)

Existing LAN

ISP

(Global Static IP)

(Existing)

DISASTER RECOVERVY CENTRRE(DRC)DATA CENTRE(DC)

(Communication Link)-Existing (VPN)

KALA -AMB

(Proposed DOcument

Management System)

such legal remedies as are available in law firm shall thereupon hand over all records which are in firm shall not be entitled to remove the digitized which will HPSEBL

will not bear any responsibility for any unforeseen event including damageloss of equipment and all expenses would have to be borne by the firm to make good the if any Furtherl any of compensation expenses whatsoever in case of any causality shall liability of the firm and to be paid by firm

HPSEBL reserves the right to addor modify the terms a conditions as deemed fit in future firm(s) may send details alongwith complete proposal in sealed covers subscribing on the top of outer cover as TECHNICAL addressed to the Chief Engineer(Comm) HPSEBL1 Vidyut Bhawan Shimla-4-HP so as to reach on or before

300 PM Technical will be in this Office in the of firm(s) or their representatives who wish to remain present at on

- 1 -

neer(Comm) L Vidyut Bhawan

himla-4

ANNEXURE-J (i) DescriptionName of the vender (including legal status ownership etc)

(ii) The firms understanding of the project requirements and the proposed total solutions

(iii) Methodology to be used for Scanningdigitizing Separate Methodology may be specified for scanningdigitization of old record and fresh-filed cases

(iv) What would be the output per day in terms of number of pages that can be Scanneddigitized indexed stored and retrieved

(v) Maintenance and technical support services to be provided after supply of the software

(vi) Number of technical persons to be deputed by the firm for the work (with details of their educational qualifications experience functions etc)

(vii) Number of non-technical persons to be deputed by the firm (with details of their educational qualifications experience functions etc)

(viii) Other Hardware equipment(s) which the person proposes to provide

(ix) What is the Software the firm propose to use for scanningdigitizing indexing storing and retrieval[Complete details of working of Software be provided]

(x) How much space the firm may require to execute the work

(xi) How long the person estimate to complete the work in all respects

(xii) What facilities the firm expect from the HPSEBL in executing the work

(xiii) List the clientele of the person with amount of work completed their addresses and middotcontact persons details

(xiv) Main features of proposed solution and any area of risk

(xv) Proposed Architecture for installation and operation of the digitisation softwareHardware for installation in the existing LAN at DC amp DRC

(xvi) Steps to prevent accidental or intentional destruction of software and data and ensuring other security safeguards for preventing any unexpected data transfer

(xvii) Any other relevant information which the firm conSiders necessary for such type of projects

(xviii) The security features inbuilt in the software and administrative controls to be exerCised along with the scheme for priority users

Annexure-II BLOCK DIAGRAM Of THE PROPOSED DIGISATION SYSTEM

CJ CJ SHIMLA

ISP

(Global Static IP)

(Existing)

Existing LAN

ISP

(Global Static IP)

(Existing)

DISASTER RECOVERVY CENTRRE(DRC)DATA CENTRE(DC)

(Communication Link)-Existing (VPN)

KALA -AMB

(Proposed DOcument

Management System)

ANNEXURE-J (i) DescriptionName of the vender (including legal status ownership etc)

(ii) The firms understanding of the project requirements and the proposed total solutions

(iii) Methodology to be used for Scanningdigitizing Separate Methodology may be specified for scanningdigitization of old record and fresh-filed cases

(iv) What would be the output per day in terms of number of pages that can be Scanneddigitized indexed stored and retrieved

(v) Maintenance and technical support services to be provided after supply of the software

(vi) Number of technical persons to be deputed by the firm for the work (with details of their educational qualifications experience functions etc)

(vii) Number of non-technical persons to be deputed by the firm (with details of their educational qualifications experience functions etc)

(viii) Other Hardware equipment(s) which the person proposes to provide

(ix) What is the Software the firm propose to use for scanningdigitizing indexing storing and retrieval[Complete details of working of Software be provided]

(x) How much space the firm may require to execute the work

(xi) How long the person estimate to complete the work in all respects

(xii) What facilities the firm expect from the HPSEBL in executing the work

(xiii) List the clientele of the person with amount of work completed their addresses and middotcontact persons details

(xiv) Main features of proposed solution and any area of risk

(xv) Proposed Architecture for installation and operation of the digitisation softwareHardware for installation in the existing LAN at DC amp DRC

(xvi) Steps to prevent accidental or intentional destruction of software and data and ensuring other security safeguards for preventing any unexpected data transfer

(xvii) Any other relevant information which the firm conSiders necessary for such type of projects

(xviii) The security features inbuilt in the software and administrative controls to be exerCised along with the scheme for priority users

Annexure-II BLOCK DIAGRAM Of THE PROPOSED DIGISATION SYSTEM

CJ CJ SHIMLA

ISP

(Global Static IP)

(Existing)

Existing LAN

ISP

(Global Static IP)

(Existing)

DISASTER RECOVERVY CENTRRE(DRC)DATA CENTRE(DC)

(Communication Link)-Existing (VPN)

KALA -AMB

(Proposed DOcument

Management System)

Annexure-II BLOCK DIAGRAM Of THE PROPOSED DIGISATION SYSTEM

CJ CJ SHIMLA

ISP

(Global Static IP)

(Existing)

Existing LAN

ISP

(Global Static IP)

(Existing)

DISASTER RECOVERVY CENTRRE(DRC)DATA CENTRE(DC)

(Communication Link)-Existing (VPN)

KALA -AMB

(Proposed DOcument

Management System)