Government of Bihar - lrc.bih.nic.in

Government of Bihar

REQUEST FOR PROPOSAL

FOR

SELECTION OF SERVICE PROVIDER FOR SCANNING &

DIGITIZATION OF LAND RECORDS AND IMPLEMENTATION OF

DOCUMENT MANAGEMENT SYSTEM FOR DIRECTORATE OF LAND

RECORDS & SURVEY, DEPARTMENT OF REVENUE & LAND

REFORMS, GOVERNMENT OF BIHAR, PATNA

Issued By:

Directorate of Land Records & Survey

Department of Revenue & Land Reforms

Government of Bihar

Telephone No.: 0612-2283300

E-Mail: [email protected]

Website: http://lrc.bih.nic.in/

Tender Notification No.: LRS/07/DRLR/RFP/SI/2019

http://lrc.bih.nic.in/

RFP for Selection of Service Provider for Scanning & Digitization of Land Records and Implementation of Document Management System for Directorate of Land Records & Survey, Department of Revenue & Land Reforms, Government of Bihar, Patna

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Table of Contents

Table of Contents ................................................................................................................................................. 1

Disclaimer ............................................................................................................................................................. 4

Abbreviations ....................................................................................................................................................... 6

Definitions ............................................................................................................................................................. 7

Invitation for Proposal ......................................................................................................................................... 8

SECTION 1: INTRODUCTION .......................................................................................................................... 9

1.1. Project Objective ................................................................................................................................. 9

1.2. Advantages ......................................................................................................................................... 10

1.3. Purpose of this RFP ........................................................................................................................... 10

1.4. RFP Schedule - Important Dates ........................................................................................................ 11

1.5. Important Information Related to Bid .............................................................................................. 12

1.6. E-tendering process related instruction ............................................................................................ 13

SECTION 2: INSTRUCTIONS TO BIDDERS ................................................................................................. 14

2.1. General............................................................................................................................................... 14

2.2. Eligible Bidders .................................................................................................................................. 14

2.3. Compliant Proposals/Completeness of Response .............................................................................. 14

2.4. Consortium & Sub-Contracting Conditions ..................................................................................... 15

2.5. Bid Preparation Cost ......................................................................................................................... 15

2.6. RFP Document Fees........................................................................................................................... 15

2.7. Bid Security/ Earnest Money Deposit (EMD) ................................................................................... 15

2.8. Mode of Bid Document Fee & EMD submission ............................................................................... 16

2.9. Bid Queries and Pre-bid meeting ...................................................................................................... 16

2.10. Issue of Corrigendum ........................................................................................................................ 17

2.11. Late Bids and Bid Validity Period ..................................................................................................... 17

2.12. Rights to Terminate the Process ........................................................................................................ 18

2.13. Bid Submission Format ..................................................................................................................... 18

2.14. Modification and Withdrawal of Proposals ...................................................................................... 18

2.15. Site Visit / Survey ............................................................................................................................... 18

2.16. Currency ............................................................................................................................................ 18

2.17. Language of Bid ................................................................................................................................. 19

2.18. Confidentiality ................................................................................................................................... 19

SECTION 3: SELECTION PROCESS FOR BIDDER .................................................................................... 20

3.1. Opening of Bids ................................................................................................................................ 20

3.2. Method of Submission of Tender Form............................................................................................ 20

3.3. Evaluation Process ............................................................................................................................ 20

3.4. Evaluation Criteria ............................................................................................................................ 21


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3.5. Pre-Qualification Criteria ................................................................................................................. 22

3.6. Technical Bid ..................................................................................................................................... 24

3.6.1. Opening of Technical Bid .............................................................................................................. 24

3.6.2. Evaluation of Technical Bids ......................................................................................................... 24

3.6.3. Clarification ................................................................................................................................... 25

3.6.4. Technical Evaluation Parameter ................................................................................................... 25

3.7. Commercial Bid .................................................................................................................................28

3.7.1. Opening of Commercial Bid ..........................................................................................................28

3.7.2. Commercial Bid Evaluation ..........................................................................................................28

3.7.3. Negotiations ................................................................................................................................... 29

3.8. Award of Contract ............................................................................................................................. 29

3.9. Performance Bank Guarantee .......................................................................................................... 30

3.10. Failure to agree with the Terms & Conditions of the RFP / Contract .............................................. 31

SECTION 4: SCOPE OF WORK ...................................................................................................................... 32

4.1. Summary of the Scope of Services from Service Provider ................................................................ 32

4.2. Volume and Category of Records ...................................................................................................... 33

4.3. Document Size ................................................................................................................................... 36

4.4. Detail Scope of Work ......................................................................................................................... 37

4.5.1. Setting up the Scanning and Digitization Center .......................................................................... 37

4.5.2. Pre-Scanning..................................................................................................................................38

4.5.3. Scanning and Digitization............................................................................................................. 40

4.5.4. Indexing and Cataloguing ............................................................................................................. 43

4.5.5. Post Scanning ................................................................................................................................. 44

4.5.6. Configure proposed DMS (Document Management System) solution for usage ......................... 44

4.5.7. Storage Sizing and User Creation ................................................................................................. 45

4.5.8. User Training and Manuals .......................................................................................................... 46

4.5.9. Quality Checking of Scanned Images and Metadata Entries ....................................................... 47

4.5.10. Storage of Digitized Documents ............................................................................................... 48

4.5.11. Reporting Requirements ........................................................................................................... 49

4.5.12. Upload scanned data to DMS .................................................................................................... 49

4.5.13. Manpower .................................................................................................................................. 50

4.5.14. Process flow of Scanning, Digitization and DMS uploading scope ........................................... 50

4.5.15. Hosting environment details for DMS ...................................................................................... 50

4.5.16. Other General Requirements .................................................................................................... 51

4.5.17. Post Go-LIVE- Maintenance and Support ............................................................................... 52

4.5.18. Functional Requirement Specification of DMS ........................................................................ 52

SECTION 5: General Conditions of Contract ................................................................................................... 53


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5.1. Project Timelines ............................................................................................................................... 53

5.2. Payment Schedule / Terms ................................................................................................................ 55

5.3. Taxes and Duties ................................................................................................................................ 57

5.4. User Acceptance Testing (UAT) ........................................................................................................ 57

5.5. Service Level Agreements .................................................................................................................. 57

5.5.1. Liquidity Damage Conditions ....................................................................................................... 58

5.6. Force Majeure .................................................................................................................................. 60

5.7. Resolution of disputes ........................................................................................................................ 61

5.8. Limitation of Liability towards DEPARTMENT ............................................................................. 62

5.9. Liquidated damages ........................................................................................................................... 62

5.10. Conflict of Interest ............................................................................................................................. 62

5.11. Go-Live .............................................................................................................................................. 63

5.12. Handover Clause ............................................................................................................................... 63

5.13. Equipment ......................................................................................................................................... 63

SECTION 6: ANNEXURE ................................................................................................................................. 64

ANNEXURE I: Format of sending Pre-Bid queries ...................................................................................... 64

ANNEXURE II: Instructions for Pre-Qualification Bid ................................................................................ 65

6.1. Check-list for the documents to be uploaded for Pre-Qualification ................................................. 65

6.2. Pre-Qualification Cover Letter ......................................................................................................... 66

6.3. Format to share Bidder’s Particulars ............................................................................................... 68

6.4. Format for Declaration by the bidder for not being Blacklisted / Debarred .................................... 69

6.5. Format to share financial details for Bidder ..................................................................................... 70

6.6. Format for Authorization Letters from OEMs ................................................................................. 71

ANNEXURE III: Guidelines for Technical Proposal .................................................................................... 72

6.7. Checklist for Technical Bid ............................................................................................................... 72

6.8. Technical Bid Cover Letter ............................................................................................................... 73

6.9. Format to share Project Details ......................................................................................................... 75

6.10. Scanner Specification: ....................................................................................................................... 76

ANNEXURE IV: Commercial Bid Formats .................................................................................................. 77

6.11. Commercial Bid Cover Letter ........................................................................................................... 77

6.12. Commercial Bid Format and Instructions ........................................................................................ 79

ANNEXURE V–Performance Bank Guarantee ............................................................................................ 86

ANNEXURE VI- Format to share Bidder’s Particulars ................................................................................ 91

ANNEXURE VII- Document Handover Summary Sheet .............................................................................. 92

ANNEXURE VIII-Power of Attorney ............................................................................................................ 93

ANNEXURE IX- FUNCTIONAL REQUIREMENT SPECIFICATION ..................................................... 96


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Disclaimer

The information contained in this Tender or subsequently provided to bidders, whether verbally or in

documentary or any other form by or on behalf of the DEPARTMENT or any of its employees or advisers,

is provided to bidders on the terms and conditions set out in this Tender and such other terms and conditions

subject to which such information is provided. This Tender is issued by the DEPARTMENT.

This Tender is not an agreement and is neither an offer nor invitation by the DEPARTMENT to the

prospective bidders or any other person. The purpose of this Tender is to provide interested parties with

information that may be useful to them in the formulation of their Bid pursuant to this Tender. This Tender

includes statements, which reflect various assumptions and assessments arrived at by the DEPARTMENT

in relation to the project. Such assumptions, assessments and statements do not purport to contain all the

information that each Applicant may require. This Tender may not be appropriate for all persons, and it is

not possible for the DEPARTMENT, its employees or advisers to consider the objectives, technical

expertise and particular needs of each party who reads or uses this Tender.

The assumptions, assessments, statements and information contained in this Tender, may not be complete,

accurate, adequate or correct. Each Applicant should, therefore, conduct its own investigations and analysis

and should check the accuracy, adequacy, correctness, reliability and completeness of the assumptions,

assessments and information contained in this Tender and obtains independent advice from appropriate

sources. Information provided in this Tender to the bidders is on a wide range of matters, some of which

depends upon interpretation of law.

The information given is not an exhaustive account of statutory requirements and should not be regarded

as a complete or authoritative statement of law. DEPARTMENT accepts no responsibility for the accuracy

or otherwise for any interpretation or opinion on the law expressed herein. The DEPARTMENT its

employees and advisers make no representation or warranty and shall have no liability to any person

including any Applicant under any law, statute, and rules or regulations or tort, principles of restitution or

unjust enrichment or otherwise for any loss, damages, cost or expense which may arise from or be incurred

or suffered on account of anything contained in this Tender or otherwise, including the accuracy, adequacy,

correctness, reliability or completeness of the Tender and any assessment, assumption, statement or

information contained therein or deemed to form part of this Tender or arising in any way in this Selection

Process. The DEPARTMENT also accepts no liability of any nature whether resulting from negligence or

otherwise however caused arising from reliance of any Bidder upon the statements contained in this Tender.

The DEPARTMENT may in its absolute discretion, but without being under any obligation to do so, update,

amend or supplement the information, assessment or assumption contained in this Tender.


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The issue of this Tender does not imply that the DEPARTMENT is bound to select an Bidder or bidders,

as the case may be, for the Project and the DEPARTMENT reserves the right to reject all or any of the

Proposals without assigning any reasons whatsoever.

The Bidder shall bear all its costs associated with or relating to the preparation and submission of its

Proposal including but not limited to preparation, copying, postage, delivery fees, expenses associated with

any demonstrations or presentations which may be required by the DEPARTMENT or any other costs

incurred in connection with or relating to its Proposal. All such costs and expenses will remain with the

Bidder and the DEPARTMENT shall not be liable in any manner whatsoever for the same or for any other

costs or other expenses incurred by a Bidder in preparation or submission of the Bid, regardless of the

conduct or outcome of the Selection Process.


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Abbreviations

Terms Description

BEC Bid Evaluation Committee

DEPARTMENT Directorate of Land Records & Survey, Revenue & Land Reforms

Department

COTS Commercial-of-the-Shelf

CV Curriculum Vitae

DMS Document Management System

EMD Earnest Money Deposit

FRS Functional Requirement Specification

GoB Government of Bihar

L1 Lowest financial quote

LOI Letter of Intent

MIS Management Information System

O&M Operation and Maintenance

PBG Performance Bank Guarantee

RFP Request for Proposal

SI System Integrator

SLA Service Level Agreement

SP Service Provider

SRS Software Requirement Specification

UAT User Acceptance Test


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Definitions

Sl.

No. Term Definition

1 Agreement/ Contract

The Agreement entered between the Department and the Agency including

all attachments, schedules, annexure thereto and all documents

incorporated by reference therein and all amendments, corrigendum

/corrigenda, changes thereto

2 Bidder

The use of the term “Bidder” in the Tender means the Single Agency

offering the proposal.

3 Bid/proposal

Offer by the Bidder to fulfil the requirement of the Client under the

RFP/Contract for an agreed price. It shall be a comprehensive technical and

commercial response to the Tender

4

Confidential

Information

All information (whether in written, oral, electronic or other format) which

relates to the technical, financial and business affairs, dealers, suppliers,

products, developments, operations, processes, data, trade secrets, design

rights, know-how, plans, budgets and personnel of each stakeholder and its

affiliates which is disclosed to or otherwise learned by the other Party in

the course of or in connection with this Agreement (including without

limitation such information received during negotiations, location visits

and meetings in connection with this Agreement);

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Intellectual Property

Rights

All rights in written designs and copyrights, moral rights, rights in

databases and Bespoke or COTS Software / Pre-existing work including its

up-gradation systems and compilation rights (whether or not any of these

are registered and including application for registration);

6 Performance Security

Unconditional guarantee provided by the Bidder from a Nationalized Bank

in favor of the buyer/client

7 SLA

The level of service and other performance criteria which will apply to the

Services delivered by the Bidder; Performance and Maintenance SLA

executed as part of this Master Service Agreement

8 SP /Agency

The bidder who is qualified & successful in the bidding process and is

given the award of Contract and will be referred to as System

Integrator(SI)/Implementation Agency

9 RFP/

Tender Document

Written solicitation that conveys to the Bidder, requirements for products/

services that the DEPARTMENT intends to buy and implement

10 Deliverables

Products, infrastructure and services agreed to be delivered by the Bidder

in pursuance of the agreement as defined more elaborately in the RFP

Implementation and the Maintenance phases and includes all documents

related to the user manual, technical manual, design, process and operating

manuals, service mechanisms, policies and guidelines (such as security

related, etc.), inter alia payment and/or process related etc., source code

and all its modifications;


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Invitation for Proposal

Date: 08/03/2019

1. Directorate of Land Records & Survey, Revenue & Land Reforms Department, Government of

Bihar, situated at Land Records & Survey Office, Patna, Bihar hereby invites Proposals from

reputed, competent and professional firms / organizations/ agencies, who meet the minimum

eligibility criteria as specified in this bidding document for the “Scanning, Digitization of Legacy

Records and Implementation of DMS” as detailed in the "Scope of Work" section 4 of this RFP

document.

2. The complete bidding document shall be published on https://www.eproc.bihar.gov.in for the

purpose of downloading. The downloaded bidding document shall be considered valid for

participation in the electronic bidding process (e-Procurement/ e-Tendering) subject to the

submission of required tender/ RFP document fee through online mode and EMD through Bank

Guarantee/DD and in favor of “Director, Land Records & Survey, Department of Revenue &

Land Reforms, Patna, Bihar” payable at Patna and must be submitted physically as per schedule

date and venue mentioned in the section 1.4 of the RFP, failing which the bid will be summarily

rejected.

3. Bidder/ Agencies are advised to study this RFP document carefully before submitting their

proposals in response to the RFP Notice. Submission of a proposal in response to this notice shall

be deemed to have been done after careful study and examination of this document with full

understanding of its terms, conditions and implications.

Director

Land Records & Survey

Department of Revenue & Land Reforms

Government of Bihar, Patna

BIHAR

http://www.eproc.bihar.gov.in/


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SECTION 1: INTRODUCTION

1.1. Project Objective

The DEPARTMENT has large record room in districts/circle offices/survey offices/consolidation offices,

etc. in which there are plenty of files, papers and documents of great historical importance and archival

value. Considering the importance of all the records available at these record rooms, the Department has

decided to digitize all those physical records and intends to avail services including but not limited to

scanning, indexing of documents and setting up of a Document Management System, uploading scanned

data along with indexes. This will provide an efficient mechanism for DEPARTMENT to simplify its

document storage as well as enable easy search and retrieval of the records.

The Revenue and Land Reforms Department deals with land management, land survey and settlement, land

consolidation, land acquisition for different Central and State Government schemes and Agriculture Census

of national importance. Moreover, Revenue and Land Reforms Department serves as Nodal Department

with respect to national census. Under land management, government land is settled with landless families,

homestead land is provided to those who are devoid of homestead land and raiyati land is acquired or

procured on perpetual lease basis for the construction of connecting roads for those villages/tollas/mohallas,

which are devoid of road connectivity. Under land survey and settlement, rent is fixed for different types

of land, Revenue records are updated, land survey is done for different Revenue schemes, record of rights

is prepared and same is maintained. Steps are taken by the department for fixation of rent, fixation of cess

and also their collection and remission/abatement. Government Estates are maintained and jurisdiction of

Revenue Officers/ Revenue Courts are also fixed. Different Revenue laws and rules are prepared and efforts

are made for passing the same by the State Assembly and also State Cabinet. After completion of land

survey, land survey maps are published and also district gazetteer is prepared and published by the

department. The department manages for the settlement of those hats, Bazars, Melas and other sairats

(including Jalkar Sairats), which are declared by the department as important from the Revenue view point.

To control the activities of Money Lenders functional at village level, Money Lenders' Act has been notified

by the department. To control, manage and distribute Bhoodan lands, the department brought into effect,

the Bhoodan Yagna Act and also the Bihar Bhoodan Yagna Rules. As a result lacs of landless persons have

been benefitted by getting Bhoodan Praman Patras. To prevent fragmentation of cultivable land,

consolidation work is also being carried out. Moreover, for execution of various developmental projects,

inter departmental land transfer is facilitated by the Revenue and Land Reforms Department.


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The vision of the department of Revenue & Land Reforms is:

To provide transparent, sensitive pro-active Revenue Administrator.

To provide Land for homestead purposes to those who are devoid of homestead land.

To provide facility of online mutation/online rent collection and online Land Possession Certificate.

To avoid fragmentation of cultivable land, consolidation work is being carried out.

To update Land records through Land survey and settlement operations.

To distribute land among land less persons out of surplus land declared under land ceiling and

Bhoodan.

To restore possession to those Govt. land settles, who have been disposed from their settled land.

To acquire raiyati land for execution of developmental works through the process of land

acquisition, perpetual lease and also through inter departmental land transfer.

1.2. Advantages

Less Storage space required to preserve the documents

Reduction in overall Searching time

Increased productivity of processes and office personnel

Availability of the document for sending over email

Reduced turnaround time of processes

Increased control over all the important digitized documents by restricting access

Preservation of old/historic records electronically as well

1.3. Purpose of this RFP

The purpose of this bid is to avail the services of a Service Provider to scan, digitize, index documents

& implement Document Management System within 08 month of contract and also to support it for 2

year of Operation & Maintenance. This document provides information to the bidders to understand

the DEPARTMENT requirements prior to their ‘Bid’ submission. The detail scope of work is provided

in Section 4 of this bid document.


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1.4. RFP Schedule - Important Dates

Sl. No. Particulars Description

1 Start Date & Time for sale of tender

document on website

08/03/2019 from 03:00 PM onwards

https://www.eproc.bihar.gov.in

2 Last date to send Pre-bid queries 23/05/2019 till 05:00 PM

Email Id: [email protected]

3 Date, Time and place of pre- bid meeting 27/05/2019 at 03:00 PM

Directorate of Land Records & Survey, Patna

4 Response to bid-queries clarifications

would be available at


5 Last date and time for sale of tender

document

21/06/2019 till 03:00 PM

6 Last date (deadline) for submission of

bids

21/06/2019 till 06:00 PM

7 Date, Time and Place of opening of pre-

qualification & Technical Bids

24/06/2019 at 11:00 AM

Directorate of Land Records & Survey, Patna

8 Date, Time and Place for Technical

Presentation

To be intimated Later

9 Date, Time and Place for opening of

Commercial Bids

To be intimated Later

Note: DEPARTMENT at its convenience may change any or all of the above mentioned dates. Same shall

be informed to the bidders. DEPARTMENT shall not be responsible for any postal delay, or non-receipt /

non-delivery of the documents.

https://www.eproc.bihar.gov.in/

mailto:[email protected]



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1.5. Important Information Related to Bid

Sl. No. Particulars Description

1

RFP document fee

(Non- refundable and

Not exempted )

Tender fee of Rs.5000/- (Rupees Five Thousand only), including

Service Tax, in the form of a Demand Draft issued by a

nationalized bank, drawn in favor of “Director, Land Records &

Survey, Revenue & Land Reforms Department, Patna, Bihar”

payable at Patna

2

Bid security/ Earnest

Money Deposit (EMD)

INR 1,00,00,000/- (Rupees One crore only)

The EMD in the form of a Bank Guarantee / Demand draft issued

by a Nationalized / Scheduled Bank, in favor of “Director, Land

Records & Survey, Revenue & Land Reforms Department, Patna,

Bihar”, payable at Patna, with validity period of 6 months

3

Tender Processing Fee

(e-Procurement)

Rs.1180/- (non-refundable) inclusive of GST 18%, through e-

payment mode i.e. NEFT/RTGS/Credit Card/ Debit Card on


4 Performance Bank

Guarantee (PBG)

10% of contract value

5

Name and address for

communication, seeking

clarification and

submission of proposal.

Directorate of Land Records & Survey, Patna, BIHAR

Telephone No.: 0612-2283300



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1.6. E-tendering process related instruction

The bidder shall submit his response through Bid submission to the tender on e-Procurement portal at

www.eproc.bihar.gov.in by the procedure given below:

1. The bidder shall submit his bid/tender on e-Procurement platform at www.eproc.bihar.gov.in.

2. The bidder must have the Class II/III Digital Signature Certificate (DSC) and e-Tendering User-id

of the e-Procurement website before participating in the e-tendering process. The bidder may use

their DSC if they already have the DSC. They can also take DSC from any of the authorized

agencies. For user-id they have to get registered themselves on e-procurement website

www.eproc.bihar.gov.in and submit their bids online on the same. Offline bids shall not be

entertained by the Tender Inviting Authority for the tenders published in e-procurement platform.

3. The bidders shall submit their eligibility and qualification details, Technical bid, Financial bid etc.,

in the online standard formats given in e-Procurement web site at the respective stage only. The

bidders shall upload the scanned copies of all the relevant certificates, documents etc., in support

of their eligibility criteria / technical bids and other certificate /documents in the e-Procurement

web site. The bidder shall digitally sign on the supporting statements, documents, certificates,

uploaded by him, owning responsibility for their correctness/authenticity. The bidder shall attach

all the required documents for the specific tender after uploading the same during the bid

submission as per the tender notice and bid document.

4. All the required documents should be attached at the proper place and with proper

nomenclature (as mentioned in the e-forms) otherwise the tender of the bidder will be

rejected.

5. Tender Processing Fee (TPF) to be paid through e-Payment mode (i.e. NEFT / RTGS, Net

Banking, Credit / Debit Card) only.

6. Cost of BOQ/ Form Fee to be paid through e-Payment mode (i.e. NEFT / RTGS, Net Banking,

Credit / Debit Card) only.

7. “Earnest Money Deposit (EMD) can be paid only through manual mode (BG, DD etc.). In case of

manual mode of payment of EMD, the original hardcopy of the EMD which may be a DD/BG or

any other instrument that should be submitted in the tendering authority office before tender

opening date and time.”

Note: "Bids along with necessary online payments must be submitted through e-Procurement portal

www.eproc.bihar.gov.in before the date and time specified in the NIT/RFP. The department/Tendering

Authority doesn't take any responsibility for the delay / Non Submission of Tender / Non Reconciliation of

online Payment caused due to Non-availability of Internet Connection, Network Traffic / Holidays or any

other reason."






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SECTION 2: INSTRUCTIONS TO BIDDERS

2.1. General

1. While every effort has been made to provide comprehensive and accurate background information

and requirements and specifications, Bidders are free to assess and propose the solution needed to

meet the requirements. Bidders and recipients of this RFP may wish to consult their own legal

advisers in relation to this RFP.

2. All information supplied by Bidders may be treated as contractually binding on the Bidders, on

successful award of the assignment by the DEPARTMENT on the basis of this RFP.

3. No commitment of any kind, contractual or otherwise shall exist unless and until a formal written

contract has been executed by or on behalf of the DEPARTMENT. Any notification of preferred

bidder status by the DEPARTMENT shall not give rise to any enforceable rights by the Bidder.

The DEPARTMENT may cancel this public procurement at any time prior to a formal written

contract being executed by or on behalf of the DEPARTMENT without giving any reason.

4. This RFP supersedes and replaces any previous public documentation & communications, and

Bidders should place no reliance on such communications.

2.2. Eligible Bidders

Directorate of Land Records & Survey, Revenue & Land Reforms Department, Patna, Government

of Bihar invites bidders to submit their technical bids and financial offers for the project of

Scanning, Digitization and Implementation of Document Management System in accordance with

the conditions and manners prescribed in this bid document. All the pre-qualification criteria have

to be met by the bidder.

2.3. Compliant Proposals/Completeness of Response

1. Bidders are advised to study all instructions, forms, terms, requirements and other information

provided in the RFP document carefully. Submission of the bid shall be deemed to have been done

after careful examination of the RFP document with full understanding of its implications.

2. Failure to comply with the requirements of the previous paragraph may render the Proposal non-

compliant and the Proposal may be rejected.

3. Bidders must:

a) Include all documentation specified in this RFP

b) Follow the format of this RFP and respond to each element in the order as set out in this RFP

c) Comply with all requirements as set out within this RFP.


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2.4. Consortium & Sub-Contracting Conditions

Consortium & sub-contracting is not allowed

2.5. Bid Preparation Cost

1. The Bidders are responsible for all costs incurred in connection with participation in this process,

including, but not limited to, costs incurred in conduction of informative and other diligent

activities, participation in meetings/discussions/presentations, preparation of Bid, in providing any

additional information required by DEPARTMENT to facilitate the evaluation process, and in

negotiating a definitive Contract or all such activities related to the bid process. DEPARTMENT

will in no case be responsible or liable for those costs, regardless of the conduction or outcome of

the bidding process.

2.6. RFP Document Fees

The bidder may download the RFP documents from the website https://www.eproc.bihar.gov.in.

RFP document fee of Rs.5000/- (Rupees Five Thousand only) should be in the form of a Demand

Draft issued by a nationalized bank, drawn in favor of “Director, Land Records & Survey, Revenue

& Land Reforms Department, Patna, Bihar”, payable at Patna. Proposals received without or with

inadequate RFP Document fees shall be rejected.

2.7. Bid Security/ Earnest Money Deposit (EMD)

i. All bids submitted in response to this RFP document shall be accompanied by Earnest Money

Deposit (EMD) of Rs.1,00,00,000/- (Rupees One crore only) in the form of Demand Draft or Bank

Guarantee valid for a period of 6 months issued by a nationalized bank, drawn in favor of “Director,

Land Records & Survey, Revenue & Land Reforms Department, Patna, Bihar”, payable at Patna.

ii. Forfeiture of Earnest Money Deposit (EMD)

The EMD submitted along with the bid shall be forfeited under the following conditions:

a) If the bid is withdrawn during the validity period or any extension agreed to by the Bidder

thereof.

b) If the bid is varied or modified in a manner not acceptable to the Purchaser after opening of

Bid during the validity period or any extension thereof.

c) If the Bidder tries to influence the evaluation process.

d) If the Bidder withdraws his Bid during evaluation.

e) If the Bidder does not accept the correction of errors in his bid.

f) If the Bidder is successful and fails to sign the Contract within the time stipulated by the

DEPARTMENT.



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g) If the Bidder refuses to take up the job within the time stipulated by the DEPARTMENT.

h) If the Bidder, having been notified of his selection, fails or refuses to submit the required

Performance Bank Guarantee within the time stipulated by the DEPARTMENT.

iii. Refund of EMD

The EMD will be refunded as follows:

a) In the case of unsuccessful bidders, the EMD will be returned to them without any interest accrued

thereon at the earliest after the final bid validity period and latest on or before the 30th day after

the award of the contract to the successful bidder.

b) In the case of selected bidder(s), the EMD shall be refunded on receipt of the Performance

Bank Guarantee.

2.8. Mode of Bid Document Fee & EMD submission

The bidder must submit the scan copy of online transaction slip for Bid Document Fee and Bank

Guarantee / Demand draft for EMD within the stipulated bid submission due date & time to the

under mention

“Director, Land Records & Survey, Revenue & Land Reforms Department, Patna, Bihar”.

An envelope containing EMD is to be super scribed as “EMD for Scanning, Digitization and

DMS Implementation RFP (Ref No.: LRS/07/DRLR/RFP/SI/2019)”. The envelope is to

be submitted physically or by post above mentioned address.

A scan copy of both the DD also to be submitted online on e-Procurement website while submitting

Proposal.

2.9. Bid Queries and Pre-bid meeting

All enquiries from the bidders related to this Bid Document must be submitted to email id:

[email protected] only in editable excel format. The queries should necessarily be submitted

as per format given in ANNEXURE-I and in editable excels.

1. DEPARTMENT will host a Pre-Bid Meeting for queries (if any) by the prospective bidders. The

date, time and place of the meeting are given in Section 1. The representatives of the bidders may

attend the pre-bid meeting at their own cost. The purpose of the pre-bid meeting is to provide a

forum to the bidders to clarify their doubts / seek clarification or additional information, necessary

for them to submit their bid.


17

2. Queries submitted post the specified deadline or which do not adhere to the specified format may

not be responded to. All the responses to the queries (clarifications / corrigendum) shall be made

available on the e-procurement website, https://www.eproc.bihar.gov.in. The last date & time of

receiving pre-bid queries will be as per schedule provided in this RFP.

2.10. Issue of Corrigendum

DEPARTMENT will formally respond to the pre-bid queries after the pre-bid conference. It is to

be noted that no query will be entertained after the deadline to submit pre-bid query as per

section: 1.4 of this RFP

DEPARTMENT will endeavor to provide timely response to all queries. However,

DEPARTMENT makes no representation or warranty as to the completeness or accuracy of any

response; nor does DEPARTMENT undertake to answer all the queries that have been posed by

the bidders.

At any time prior to the last date for receipt of bids, DEPARTMENT may, for any reason, whether

at its own initiative or in response to a clarification requested by a prospective Bidder, modify the

RFP Document through a corrigendum. The Corrigendum (if any) & clarifications to the queries

from all bidders will be posted on the website https://www.eproc.bihar.gov.in

Any such corrigendum shall be deemed to be incorporated into this RFP. In order to provide

prospective Bidders reasonable time for taking the corrigendum into account, DEPARTMENT

may, at its discretion, may extend the last date for the receipt of Proposals.

DEPARTMENT reserves the right not to respond to any/all queries raised or clarifications sought

if, in their opinion and at their sole discretion, they consider that it would be inappropriate to do so

or do not find any merit in it.

2.11. Late Bids and Bid Validity Period

Bids received after the due date and the specified time (including the extended period if any) for

any reason whatsoever, shall not be entertained and shall not be opened in the e-Tendering system.

All bids should remain valid for a period of 180 days from the bid due date and DEPARTMENT

reserves the right to reject a bid valid shorter than 180 days considering as non-responsive without

any correspondence. In special circumstances, DEPARTMENT may solicit extension of the period

of validity from a bidder. The request and the response thereto shall be made in writing. Extension

of validity period by the bidder shall be unconditional. The EMD provided shall also be sufficiently




18

extended. Bidder granting extension of validity will not be permitted to modify its technical or

financial bid.

2.12. Rights to Terminate the Process

1. DEPARTMENT may terminate the bid process at any time and without assigning any reason.

DEPARTMENT makes no commitments, express or implied, that this process will result in a

business transaction with anyone.

2. This bid do not constitute an offer by DEPARTMENT. The Bidder's participation in this process

may result in DEPARTMENT selecting the Bidder to engage in further discussions and

negotiations towards the execution of contract. The commencement of such negotiations do not,

however, signify a commitment by DEPARTMENT to execute a contract or to continue

negotiations. DEPARTMENT may terminate negotiations at any time without assigning any

reason.

2.13. Bid Submission Format

1. The entire proposal shall be submitted strictly as per the format specified in this Request for

Proposal.

2. Bids not confirming the eligibility criteria listed in this RFP will be summarily rejected.

3. Submission of forged documents will also result in summary rejection of the bid.

4. Bids with deviation from any of prescribed formats are liable for rejection.

2.14. Modification and Withdrawal of Proposals

1. No Proposal may be withdrawn in the interval between the deadline for submission of Proposals

and the expiration of the validity period specified in this Request for Proposal. Entire EMD may be

forfeited if any of the Bidders withdraw their Bid during the validity period.

2.15. Site Visit / Survey

1. Bidders are welcome to visit the site and gather additional information at their own cost and

responsibility. However, a prior appointment needs to be requested by the Bidder for the same.

2.16. Currency

The offer must be given in Indian Rupees only.


19

2.17. Language of Bid

All the bid documents as well as supporting documents which need to be submitted in response to

this RFP shall be in English language only. The documents submitted in any other language other

than English shall not be evaluated and hence may be disqualify from the Bid.

2.18. Confidentiality

The successful bidder are not allowed to take off any records provided to them for scanning and

digitization purpose out of the Department premises. Strict disciplinary action will be taken if any

such incident happen, or it may lead to termination of contract and seizing of EMD/PBG for

violation.

The successful bidder shall not use the documents, data, and other information received from

DEPARTMENT for any purpose other than the services required for the performance of the

Contract.

All the material/information sent to the bidder shall be treated as confidential and should not be

disclosed in any manner to any unauthorized person under any circumstances. The employees of

the successful bidder who will be deployed on the project will have to furnish a Non-Disclosure

Agreement (NDA)


20

SECTION 3: SELECTION PROCESS FOR BIDDER

3.1. Opening of Bids

a. The Bid submitted without EMD, will be summarily rejected. Only those Bid for which EMD is

received will be eligible for opening.

b. Total transparency will be observed and ensured while opening the Proposals/Bids

c. DEPARTMENT reserves the rights to postpone or cancel a scheduled Bid opening.

d. First, Pre-qualification Proposals would be opened. Bids not accompanied with the requisite EMD

or whose EMD is not in order shall be rejected.

e. Technical Proposals of Bidders would be opened for only those bidders who pass the Pre-

qualification criteria.

f. As per schedule date & time, Commercial Proposal would be opened of those Bidders who qualifies

in the Technical qualification criteria with minimum 70 score. All Bids would be opened in the

presence of Bidders’ representatives who choose to attend the same.

g. DEPARTMENT will continue the process of opening the bids of all the bidders even in case of

absence of one/ all the bidders participated in the bidding process.

h. During Bid opening, preliminary scrutiny of the Bid documents will be made to determine whether

they are complete, whether required Bid Security has been furnished, whether the Documents have

been properly signed, and whether the bids are generally in order. Bids not conforming to such

preliminary requirements will be prima facie rejected. DEPARTMENT has the right to reject the

bid after due diligence is done.

3.2. Method of Submission of Tender Form

The bidder shall submit his response through Bid submission to the tender on e-Procurement portal

at www.eproc.bihar.gov.in

3.3. Evaluation Process

a. The Bid Evaluation Committee constituted by the DEPARTMENT shall evaluate the bids.

b. The Bid Evaluation Committee will review the Pre-qualification Proposal of the Bidders to

determine whether the requirements as mentioned in Section 3.4 of the RFP are met. Incomplete or

partial Proposals are liable for disqualification. All those Bidders who’s Pre-qualification Proposal

meets the requirements would be selected for opening of the Technical Proposal.

c. The Bid Evaluation Committee shall review the Technical Proposal of the pre- qualified Bidders

to determine whether the Technical Proposals are substantially responsive. Bids that are not



21

substantially responsive shall be disqualified and the Bid Evaluation Committee reserve the rights

to seek clarification if required.

d. The Bid Evaluation Committee will assign a Technical score to the Bidders based on the Technical

evaluation criteria detailed in the RFP. The Bidders with a technical score above the threshold as

specified in Section 3.5.2 of the RFP will technically qualify for the commercial evaluation stage.

e. The Commercial Proposals of the technically qualified Bidders will then be opened and reviewed

to determine whether the Commercial Proposals are complete and as per requirements. Minimum

three technically qualified bidders are required to open the Commercial proposals for

evaluation.

f. Please note that the Bid Evaluation Committee may seek inputs from their professional, external

experts in the Bid evaluation process

3.4. Evaluation Criteria

1. The overall objective of this evaluation process is to select the capable and qualified firm for the

subject Project of Department, Govt of Bihar.

2. First the Pre-Qualification Proposal will be evaluated and only those bidders who qualify the

requirements will be eligible for next set of evaluations. Technical Proposal and Commercial

Proposal of Bidders who do not meet the Pre-Qualification criteria will not be considered.

3. The technical score of all the bidders would be calculated as per the criteria mentioned in the RFP.

All the bidders who will achieve minimum 70 or more marks in the technical evaluation would be

eligible for the next stage, i.e. Financial Bid opening.

4. Proposals of Companies would be evaluated as per Technical Evaluation Criteria. Bidders should

clearly indicate, giving explicit supporting documentary evidence, with respect to the below, in

absence of which their proposals will be rejected summarily at the qualification stage itself.

5. Bidders will be asked to give presentation of the envisaged solution, approach & methodology.


22

3.5. Pre-Qualification Criteria

1. The bidder needs to satisfy pre-qualification conditions as mentioned in the table below.

Consortium / sub-contracting is not permitted to deliver the Scope of work of this RFP.

Sl.

No. Qualification Criteria Documentary Evidence Nomenclature

1 The bidder should be a company

registered under Indian

Companies Act, 1956 / 2013

i)Certificate of Incorporation, Registration

Certificate,

ii)Certificate consequent to change of name (if

applicable)

PQ_1

2

The Bidder should have

minimum average annual

turnover of INR 30crore from

Scanning and/or Document

Management System related

business over the last 3 financial

years (FY 2017-18, 2016-17,

2015-16).

Copy of the audited Profit and Loss Statement

of the company and Certificate from the

Chartered Accountant clearly stating the

turnover from Scanning and/or Document

Management System related work. PQ_2

3

Bidder should have positive net

worth and should be a profit

making entity in last three

financial year (FY 2017-18,

2016-2017, 2015-2016)

Certificate from the Chartered Accountant

clearly stating the net worth. PQ_3

4

The Bidder should have scanned

minimum cumulative number of

images - 10crore over the last 3

financial years (FY 2017-18,

2016-17, 2015-16) in India.

Copy of Work Order/ Work Completion

Certificate signed by a competent authority

clearly stating the volume of scanning work

completed.

PQ_4

5

The bidder should have

implemented the proposed

Document Management Solution

in at least 3 Govt./PSU projects in

India for scanning and digitizing

project with at least 1crore

images for each installation over

the last 3 financial years (FY

2017-18, 2016-15, 2015-14)

Work Completion Certificate signed by a

competent authority clearly stating the volume

of scanning work completed, whether DMS

implemented, and the name of the proposed

DMS

PQ_5

6

Bidder should own minimum 150

scanners (combination of

ADF/Flat-bed/Book Scanners).

Further there should be minimum

one unit of each type of scanner).

Self-Declaration signed by the Authorized

Signatory stating the total number of scanners

owned as per type (with detailed specification).

PQ_6

7 Bidder should have valid

certification of CMMi level 3 or

above

Copy of the valid certificate PQ_7


certification of ISO 9001:2015 Copy of the valid certificate PQ_8


23


certification of ISO 27001:2013 Copy of the valid certificate PQ_9

10 Bidders should registered with

the GST Authorities in India

Copy of Registration Certificates with the GST

Authorities with proper attestation PQ_10

11

The bidder/OEM shall not have

been blacklisted / banned /

declared ineligible / declared

having dissatisfactory

performance by any

State/Central Government or PSU

Organization or

bilateral/multilateral funding

agencies or quasi-government for

breach of ethical conduct or

fraudulent practices as on date of

submission of the proposal. There

should not be any criminal cases

registered against the bidder in

any Court of Law in India

Declaration letter by Bidder as per format given

in the bid document on company letter head PQ_11

12

Bidder should be OEM/

Authorized Service Provider of

Proposed

Document Management System

in India as on tender release date.

OR

Bidder should be supported by

Authorized Service Provider Of

Proposed Document Management

System in India as on tender

release date.

Authorization letter from OEM on company

letter head PQ_12

13 RFP Document Fee and Bid

Security/ EMD

The Bidder should furnish, as part of its

proposal:

i) Should have made a payment of INR 5,000/-

(Rupees Five Thousand only) (non-refundable)

for the cost of RFP/ Tender Fee.

ii)EMD of INR 1,00,00,000/- (INR One

crore only)

iii)A non-refundable e-procurement charges of

Rs 1180/-

i: Transaction slip for e-procurement fee and

Tender Fee

ii: DD/BG for EMD to be submitted at Land

Records & Survey Office, Patna.

* Scan copy to be submitted via e-

procurement as a part of bid documents

PQ_13


24

14 Authorized signing authority or Power of Attorney

The bidder shall submit a power of attorney (as

per ANNEXURE VII) to participate in the bid

Power of Attorney should be on non-judicial

stamp paper of appropriate stamp duty (as per

Stamp Act of Bihar)

PQ_14

15 Office presence in Bihar

The bidder should have an office presence in

Bihar or the authorized signatory should certify

stating they shall open an office in Patna, Bihar

on or before the start of the project, if they are

awarded the work.

PQ_15

3.6. Technical Bid

3.6.1. Opening of Technical Bid

1. DEPARTMENT shall open the Technical Bids in the presence of Bidders’ designated

representatives and anyone who chooses to attend can be present at the date, time and address

specified in Section 1.4.

2. All the bids shall be opened one at a time. All the submitted documents would be thoroughly

checked.

3. DEPARTMENT shall prepare a record of the bid opening that shall include, at a minimum: the

name of the Bidder and whether there is a withdrawal, substitution, or modification; and the

presence or absence of EMD. The Bidders’ representatives who are present shall be requested to

sign the attendance sheet.

4. Authorization letter in the name of the person attending bid opening meeting needs to be submitted

on the letterhead of the Bidder during bid opening.

3.6.2. Evaluation of Technical Bids

1. The Technical Bids of only those Bidders, who will qualify in the Pre-Qualification stage, shall be

considered and will be evaluated as per the evaluation criteria in this clause. The Bid Evaluation

Committee (BEC) shall invite each Bidder to make a presentation as part of the technical

evaluation.

2. The BEC may require written clarifications from the Bidders to clarify ambiguities and

uncertainties arising out of the evaluation of the bid documents. In order to qualify technically, a

Bidder must secure a minimum of 70% of total marks in technical evaluation after summing

up.


25

3. Only those Bids which have a minimum score of 70% of total marks in technical evaluation will

be considered for opening of their Commercial Bid. Only the Bids qualifying the technical

evaluation will be considered for commercial evaluation.

Technical Evaluation of the bids would be carried out based on 4 broad parameters as given below:

1. Bidder Competence (30% of the total weightage)

2. Relevant Experience of the Bidder (40% of the total weightage)

3. Functional Capability (10% of the total weightage)

4. Technical Presentation (20% of the total weightage)

3.6.3. Clarification

If deemed necessary, DEPARTMENT may seek clarifications on any aspect from the bidder. However,

that would not entitle the bidder to change or cause any change in the substance of the tender submitted

or price quoted. DEPARTMENT may, if so desire, ask the bidder to give a presentation for the purpose

of clarification of the tender. All expenses for this purpose, as also for the preparation of documents

and other meetings, will be borne by the bidders.

3.6.4. Technical Evaluation Parameter

Section

/ Sl.

No.

Technical Evaluation Parameter Point System Max.

Marks Documentary Evidence

A Bidder ‘s Competence 30

1

Average Turnover from scanning

and/or Document Management System

related business over the last 3

financial years (FY 2016-17, 2015-16,

2014-15)

>= 30crore and

<= 40crore: 7

marks

>= 40crore and

<= 50crore: 8.5

marks

>50 crore: 10

marks

10

Copy of the audited

Profit and Loss

Statement of the

company and Certificate

from the Chartered

Accountant clearly

stating the turnover from

Scanning and Document

Management System

related work

2

Bidder should own minimum 150

scanners (combination of ADF/Flat-

bed/Book High Speed Scanners-

minimum one of each type).

>= 150

machines and

<= 175

machines: 7

marks

10

Self-Declaration signed

by the Authorized

Signatory stating the

total number of scanners

owned as per type.


26

>175 machines

and <=200

machines: 8.5

marks

>200 machines:

10 marks

3 Bidder should have CMMi level 3 or

above certification

Level 3: 3

marks

Level 5: 5

marks

5

Copy of the valid

certificate

4 Bidder should have ISO 9001:2015

certification

2.5

Copy of the valid

certificate

5 Bidder should have ISO 27001:2013

certification

2.5

Copy of the valid

certificate

B Relevant Exp. 40

6

The Bidder should have scanned

minimum cumulative number of

images - 10crore over the last 3


2015-16) in India.

>= 10crore and

<=12crore: 7

Marks

>12crore and <=

15crore: 8.5

marks

>15crore: 10

marks

10

Work Completion

Certificate signed by a

competent authority

clearly stating the

volume of scanning

work completed/ Work

order and client

satisfaction certificate

clearly mentioning

number of images

scanned till date (in case

of ongoing project)

7

Minimum 2crore images scanned in

single govt./public project over the last

3 financial years (FY 2017-18, 2016-

17, 2015-16) in India

>= 2crore and

<=5crore: 10

Marks

>5crore and <=7

crore: 12.5

marks

>7crore: 15

marks

15

Work Completion

Certificate signed by a

competent authority

clearly stating the

volume of scanning

work completed/ Work

order and client

satisfaction certificate

clearly mentioning

number of images

scanned till date (in case

of ongoing project)

6

Number of project for implementations

of the Document Management Solution

proposed by the Bidder in India for

scanning and digitizing with at least

1crore images for each installation in

>= 3 projects

and <= 5

projects: 10

Marks

15

Copy of Work

Completion Certificate

signed by a competent

authority clearly stating

the scope and the


27

Govt./Public Project over the last 3


2014-15)

>5 projects and

<=10 projects:

12.5 marks

>10 projects: 15

marks

volume of scanning

work completed.

C Functional Capability 10

7

Features and functionality of the

Document Management Solution as per

the requirements of the bid.

As per FRS 10

Extent of compliance to

the requirements

specified in the bid.

D Technical Presentation 20

8

Detailed understanding of the scope of

project, approach & methodology,

detailed project plan along with the

timelines and resource deployment

plan, understanding and mitigation of

risks.

• Project

Management

Methodology,

Solution/Network

Architecture

• Integration

Approach, Risk

Management Plan

• Maintenance and

Support Plan

15

(5

Marks/

topic)

Overall project strategy,

approach to meet the

requirements of the

project, complete project

plan with proper

timelines, responsibility

matrix, identification of

risks and mitigation of

identified risks.

9 Demonstration of Scanning, Indexing,

digitizing and DMS solution

5

The Bidder shall

demonstrate the

scanning, indexing

activities with the

scanners proposed in the

technical proposal. The

Bidder shall also

demonstrate the use of

the proposed DMS

solution along with the

workflow.

TOTAL MARKS 100


28

3.7. Commercial Bid

3.7.1. Opening of Commercial Bid

1. The Commercial bids will not be opened by DEPARTMENT until the complete evaluation of the

Technical Bids.

2. DEPARTMENT will open the Commercial Bids of only Technically Qualified Bidders, in presence

of the nodal officer / designated representatives of the Bidder who choose to attend, at the time,

date and place, as decided and communicated by DEPARTMENT.

3. Commercial Bids from bidders who have failed to qualify in evaluation of the technical bid will

not be opened.

4. Authorization letter in the name of the person attending bid opening meeting needs to be submitted

on the letterhead of the Bidder during bid opening.

5. If there is any discrepancy in the commercial bid it will be dealt as per the following:

a. If, in the price structure quoted for the required goods/services/works, there is discrepancy

between the unit price and total price (which is obtained by multiplying the unit price by

the quantity) the unit price shall prevail and the total price corrected accordingly.

b. If there is an error in a total corresponding to the addition or subtraction of subtotals, the

subtotals shall prevail and the total shall be corrected.

c. If there is a discrepancy between words and figures, the amount in words shall prevail.

d. If there is such discrepancy in an offer, the same shall be conveyed to the bidder with target

date up to which the bidder has to send his acceptance on the above lines and if the bidder

does not agree to the decision of DEPARTMENT, the bid is liable to be rejected.

If the Bidder does not accept the correction of errors, its bid will be rejected and the EMD may be

forfeited.

3.7.2. Commercial Bid Evaluation

1. The Commercial Bid of only the technically qualified Bidders will be opened for evaluation.

2. Of all the Commercial Bids opened, the Bidder whose commercial bid is lowest (hereby referred

to as L1 Bidder) will be considered eligible for negotiations and award of contract after the

negotiations (if any).

3. Format for Commercial bid is provided in ANNEXURE IV (6.10)


29

4. In the event that there are 2 or more bidders have offered the same lowest Evaluated Bid Price, the

bidder securing the highest technical score will be adjudicated as the “Best responsive bid” for

award of the Project. The successful Bidder would be awarded the letter of Intent followed by Work

Order (s).

5. In case more than one Bidder have offered the same lowest Evaluated Bid Price and they have the

same technical score, DEPARTMENT will determine the Successful Bidder out of such Bidders in

a manner as considered appropriate by DEPARTMENT and his decision in this regard shall be

final and binding on all Bidders

3.7.3. Negotiations

1. DEPARTMENT reserves the right to carry out negotiations with the L1 Bidder on the Technical

and Commercial Proposal.

2. DEPARTMENT may further discuss the details of the approach and methodology to be adopted

by the Bidder on the Project over and above the minimum requirements of the RFP keeping in mind

the interest of the Project.

3. The Technical Proposal, any clarifications provided, presentations, etc. made by the ‘L1 Bidder’

during the Bid evaluation phase will form part of the Contract signed with the Bidder.

3.8. Award of Contract

1. DEPARTMENT Right to Accept any Bid and to Reject any or All Bids

DEPARTMENT reserves the right to accept or reject any Bid, and to annul the bidding process and

reject any or all Bids at any time prior to award of Contract, without thereby incurring any liability to

the affected Bidder or Bidders or any obligation to inform the affected Bidder or Bidders of the grounds

for DEPARTMENT’s action.

2. Letter of Acceptance

Prior to the expiration of the period of bid validity, DEPARTMENT will notify the successful bidder

in writing or by fax or email, that its bid has been accepted. The Letter of Acceptance will constitute

the formation of the contract. Upon the successful Bidder’s furnishing of Performance Security,

DEPARTMENT will promptly notify each unsuccessful Bidder.


30

3. Signing of Contract

DEPARTMENT shall notify the successful bidder that its bid has been accepted. The successful bidder

shall enter into contract agreement with DEPARTMENT within the time frame mentioned in the Letter

of acceptance to be issued to the successful bidder by DEPARTMENT.

3.9. Performance Bank Guarantee

a. The successful bidder shall deposit PBG within fifteen (15) working days from the date of

Notification of Award/ signing of contract (whichever is earlier).

b. Performance Bank Guarantee (PBG) must be unconditional and irrevocable from a Nationalized or

Scheduled Bank, payable on demand, for the due performance and fulfilment of the contract by the

bidder.

c. The performance guarantee shall be as per denominated in the currency of the contract and shall be

in the form of bank guarantee.

d. This performance bank guarantee will be of an amount equivalent to 10% of contract value. All

charges whatsoever such as premium; commission etc. with respect to the Performance Bank

Guarantee shall be borne by the bidder.

e. The performance Bank Guarantee shall be valid until the end of six months after the completion of

the contract with successful bidder. Subject to the terms and condition in the Performance Bank

Guarantee, six months after the contract completion, the performance Bank Guarantee will lapse

automatically.

f. The Performance Bank Guarantee may be discharged/ returned by DEPARTMENT upon being

satisfied that there has been due performance of the obligations of the Bidder under the contract.

However, no interest shall be payable on the Performance Bank Guarantee. The Format for

Performance Bank Guarantee is provided in ANNEXURE V.

g. In the event of the Bidder being unable to serve the contract for whatever reason DEPARTMENT

would invoke the PBG. Notwithstanding and without prejudice to any rights whatsoever of

DEPARTMENT under the contract in the matter, the PBG shall be payable to DEPARTMENT as

compensation for any loss resulting from the bidder’s failure to complete its obligations under the

Contract. DEPARTMENT shall notify the Bidder in writing regarding the exercise of its right to

receive such compensation within 30 days, indicating the contractual obligation(s) for which the

Bidder is in default.

h. DEPARTMENT shall also be entitled to make recoveries from the bidder’s bills, performance bank

guarantee, or from any other amount due, the equivalent value of any payment made due to

inadvertence, error, collusion, misconstruction or misstatement.


31

3.10. Failure to agree with the Terms & Conditions of the RFP / Contract

Failure of the successful Bidder to agree with the Terms & Conditions of the RFP / Contract shall

constitute sufficient grounds for the annulment of the award, in which event DEPARTMENT may

invite the next best bidder for negotiations or may call for fresh RFP.


32

SECTION 4: SCOPE OF WORK

It is always imperative for any organization to meet accepted standards for managing its large official

records. These standards are designed to ensure that electronic images of paper source documents, where

the image is intended to replace the original as the official record, are captured in a way that ensures their

reliability, authenticity, and usability over their entire retention period and that allows the images, or copies

produced from the images, to be authenticated as true copies of the originals and to be admissible as

evidence in legal proceedings. Department aims to achieve the following by scanning and digitizing

documents of its various departments:

• Less Storage space for preserving the documents

• Reduction in overall Searching time.

• Increase in productivity of processes and office personnel

• Availability of the document for sending over email

• Reduced turnaround time of processes

• Increase control over all the important digitized documents by restricting access.

DEPARTMENT reserves the right to amend/add/delete/ edit any of the following items of the scope of

work and the same shall be binding on the successful bidder.

4.1. Broad of the Scope of Services from Service Provider

The scope of services shall comprise the following:

Responsibility of Service Provider

Set-up of scanning centers with minimum number of required hardware, furniture , back-up power

at every district throughout Bihar

Providing Manpower for scanning, Digitization, Quality checking level 1

Drafting Registers for the movement of document

Numbering of pages

Assigning BAR code for every file

Un-binding/binding of files

Scanning, indexing and tagging of documents

Meta Data Entry

Digitization of the required documents including data entry


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Quality checking of the scanned and digitized data

Application of OCR

Supply, configuration, installation and setup of Document Management System (DMS)

o Configure solution for specified features

o Storage sizing and allocation

o User accounts creation

o E-Reporting for scanning process, digitization process, Quality checking processes (QC1

and QC2) and uploading process

Responsible for hosting the DMS (at Bihar State Data center)

o Sizing of hardware required for IT infrastructure setup at Bihar State Data Center (IT

infrastructure will be provided by the DEPARTMENT), bidder is only responsible for

sizing

o Upload scanned and digitized data to DMS

o On-site maintenance and support for two year after Go-LIVE

Development of training plan, user manual, Conduction of user training for the concerned

employees of the department

Responsibility of Department

Assigning Nodal officer at each scanning and digitization center / concerned offices

Providing personnel dedicated for supervising the scanning and digitization related work at each

scanning and digitization center

Provide adequate space and raw power to set-up scanning and digitization centers at each identified

location

Providing internet connectivity required for uploading data to the DMS by means of BSWAN

Appoint team at each scanning and digitization center / concerned offices for QC 2

Transportation of files / records / registers to the scanning and digitization centers (if required)

Providing venues and basic requirements like sitting arrangement, power connections, refreshment

(if required), etc. for the training related activities

4.2. Volume and Category of Records

The tentative number or volume of images is 10-12crore for scanning and digitization (which may vary in

actual during the execution of this project) can be considered. The declared number of volume of


34

images/pages are indicative and for evaluation purpose only. The actual volume of images may be more or

less. Exact volume of records will be indicated at the commencement of work. Payment will be made on

monthly basis, based on the unit rates quoted in commercial bid.

The selected agency will be required to visit to survey the Record Room of State / District / Sub-Division /

Circle offices etc., which will be open throughout the working days for their understanding, to view the

condition of records and estimation of approximate number of volume of records to be digitized after prior

approval of department.

The scanning and digitization work will be awarded to the competent Service Providers/Bidders on a

turnkey basis, where by the Service Providers/ selected Bidders shall be responsible for Scanning and

digitizing the State/District records/documents/ pages kept in hard bound book volume registers (BVR) in

the record room of different offices of Division, District and Circle etc. The following types of documents

bound in different types of BVR (Book Volume Register) are under the scope of this project.

Priority wise list of document, which will be scanned and digitized has been specified in separate tables as

below:

Priority List of Scanning:

Sl. No. Types of Documents Timelines of completion

1 Cadastral Survey Khatian Within 3 months of

commencement of scanning

work

2 Revisional Survey Khatian Within 3 months of


work

3 Chakbandi Khatian Within 3 months of


work

4 Jamabandi Registers Within 6 months of


work

5 Mutation Registers Within 6 months of


work

6 Land Settlement Registers Within 6 months of


work

7 Municipal Survey Records Within 6 months of


work

8 Gairmazarua Aam / Khas/Kaisre Hind Registers Within 6 months of


work


35

9 Land Ceiling Settlement Registers As per project timelines

10 Land Ceiling Records (finally adjudicated) As per project timelines

11 Register Related to Land Purchase As per project timelines

12 Homestead Parcha Registers As per project timelines

13 Return Submitted by Ex-Intermediary / Zamindars As per project timelines

14 Zamindari Compensation Records As per project timelines

15 Rent Fixation Records As per project timelines

16 All records related to Land Acquisition As per project timelines

17 Khasmahal Registers As per project timelines

18 Case Records Started U/s Section-103-106, 108 & 108A of

the Bihar Tenancy Act As per project timelines

19 Register-D As per project timelines

20 Cess Fixation Registers (1942) As per project timelines

21 Touji Roll As per project timelines

22 Bhusampada Registers As per project timelines

23 Records Related to Land Auction before Vesting of

Zamindari As per project timelines

24 Sairat Registers As per project timelines

25 Mutation correction slip As per project timelines

26 Other Records As per project timelines

Priority List for Digitization:

Sl No. Document types Timelines of completion

1 Cadastral Survey Khatian Within 6 months of


work

2 Revisional Survey Khatian Within 6 months of


work

3 Chakbandi Khatian Within 6 months of


work

4 Mutation Registers Within 6 months of


work


36

5 Land Settlement Registers Within 6 months of


work

6 Gairmazarua Aam / Khas./Kaisre Hind Registers Within 6 months of


work

7 Municipal survey records Within 6 months of


work

8 Land Ceiling Settlement Registers As per project timelines

9 Register Related to Land Purchase As per project timelines

10 Khasmahal Registers As per project timelines

11 Register-D As per project timelines

12 Bhusampada Registers As per project timelines

13 Sairat Registers As per project timelines

14 Mutation correction slip As per project timelines

Tentative images/ pages for above said records are 10-12crore approx.

Note: Currently there are 534 Circles (CO office), 101 Subdivision, 38 Districts, 9 Division and 11

Municipal corporation in Bihar State.

4.3. Document Size

The scanning documents provided by DEPARTMENT shall be containing following size:

Sl. No. Document Size Sl. No. Document Size

1 A1 5 Letter

2 A2 6 Legal

3 A3 7 Other Sizes

4 A4

The page size of the documents can be A1, A2, A3, A4 and Legal. Further, the documents could be in the

form of individual pages or books. A3, A4 and Legal Size having 99% proportionate ratio. Thus the scanner

deployed should be of flatbed, overhead, V shape cradle etc. to facilitate scanning of documents in any

form.


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4.4. Detail Scope of Work

4.5.1. Setting up the Scanning and Digitization Center

The Service Provider shall set up the necessary scanning infrastructure with all the

minimum number of hardware, software and high-speed scanner and other supporting

equipment required for execution of the project at the premises of designated offices at

District HQ / State HQ throughout the state.

The service provider will setup digitization center at each designated office with all the

minimum number of hardware, software, manpower, furniture etc. required for the

execution of the project throughout the state.

The service provider will have to make digital replica of each document type (as per the

requirement of the Department). For this purpose the service provider will have to do data

entry of each document type as instructed by the department according to priority list (as

specified above in 4.2) and develop a digital replica of the corresponding scanned

document. Both scanned and digitized document shall be visible in a single window of the

proposed DMS application according to the SOW of this project.

The Service Provider shall arrange furniture (Table, Chairs etc.) required to setup scanning

centers at each identified location throughout the state.

Software licenses, Database license and any kind of tools used in this project should be on

open standard platform/ licensed version, with no additional cost incurred.

The Service provider shall arrange a storage, backup and other related hardware at each

identified location/ offices throughout the state.

The required space for setting up the infrastructure as well as raw power connections will

be provided by DEPARTMENT.

The service provider will have to arrange backup power for the IT infrastructure which will

be used for the execution of the project at each identified location/ offices throughout the

state.

The service provider will be responsible for fire proofing the space (to setup scanning and

digitization infrastructure) provided by the DEPARTMENT.


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The service provider shall arrange Computers and other essential equipment (such as

computers, UPS, software for the process flow) required for quality checking and data entry

at each identified location/ offices throughout the state.

Any documents/pages/records/registers etc. should not be taken out of the scanning and

digitization center premises (allotted by the department at each district) in any form (either

hard copy, scanned copy or digitized copy) if found so it will be treated as the breach of

contract.

4.5.2. Pre-Scanning

1. The Service Provider will perform all the pre scanning activities which may include (but not

limited to) :

Numbering of offices to be covered under this project

Collection of documents from record room

Removal of unwanted dust

Removal of tags, pins, threads, rubber bands (in supervision of DEPARTMENT officials)

Numbering of “FILES” with “BARCODED SERIAL NUMBER” under each offices and

office sequencing of “FILES” based on “BARCODED SERIAL NUMBER” labels (in

supervision of DEPARTMENT officials).

Preparing the “PAGES” within the “ FILE” with “PAGE NUMBERING” (in supervision

of DEPARTMENT officials)

Application of curative techniques to biologically infected or otherwise damaged

documents etc.,

Sorting and numbering of pages in the document file in correct order (in supervision of

DEPARTMENT officials).

Unfold and flatten the documents to eliminate creases and wrinkles

Creating an inventory prior to taking files, register and other forms of document for SCAN

(Refer Sample format as Annexure)

The service provider will be responsible for fire proofing the space (to setup scanning and

digitization infrastructure) provided by the DEPARTMENT.


39

2. The documents will be handed over in lots as agreed mutually by the Service Provider and the

concerned office. The Service Provider shall provide acknowledgement of the number of

documents and the number of pages in each document received from the concerned office. Number

of documents/ pages in a file shall be checked in presence of the representative of the concerned

office.

3. The Service Provider and the personnel appointed by the DEPARTMENT both will maintain a

record of the document details in a log register (in hard copy as well as in soft copy in the form of

excel sheet) at their respective ends while collecting these documents. One log register will be

maintained by the DEPARTMENT through the personnel appointed by the DEPARTMENT, while

handing over the documents, files, etc. and receiving it back from the service provider. The other

log register will be maintained by the service provider to keep a track of the documents, files, etc.

scanned and digitized at their end. This log register should contain at least the following details:

1. Description of the document collected /< file No.>

2. Size of the pages in document (A4/legal/Full scale/note-sheet) along with the count

3. Total number of pages in the document

4. Collected from (Government Official)

5. Collected by (Service Provider representative)

6. Date of Collection

7. Expected date of return

8. Returned to (Government Official)


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9. Returned by (Service Provider representative)

10. Actual date of return

4. The service provider shall have to produce the soft copy of the log register of each identified

locations/ offices duly acknowledged as and when asked by the Department.

5. Service Provider shall maintain and return the documents in their original form to the concerned

office. Document shall be handled with extreme care so that their chronology is not disturbed. For

example, Multi-page documents that must be kept together (e.g., a letter with an attachment).

6. The Service Provider will carefully unfold and flatten the documents to eliminate creases and

wrinkles and ensure that document remains in its original form without any damage.

7. Any damage to the documents shall make the Service Provider liable for liquidity damage

8. The Service Provider will take special care in preparing the documents which are too old and that

may not be in good physical condition or are very delicate and may not be directly scanned. This

may include (but not limited to) pasting of torn pages, straightening of pages, un-binding of files

that cannot be scanned directly. Some old documents may require flat-bed scanners too. Service

Provider may use ironing process to straighten them. Documents should be prepared such that

normal scanner can scan it.

9. The Service Provider shall be responsible for any damage caused by them during the process of

scanning and digitization of records and ensure that all such records are repaired at their own cost

and information is retrieved. In case such retrieval of data or repair of record is not feasible the

Service Provider will compensate for the same by making payment to the DEPARTMENT towards

the value of the damaged or lost data/document/record as valued by the DEPARTMENT.

4.5.3. Scanning

1. The document /pages shall be scanned at minimum 200 dpi resolution in grey scale and the size

should be minimum 100 KB per image in grey scale for A4/Legal size pages. In case the documents

are not legible, it will be the bidder’s responsibility to scan the particular document on high

resolution i.e. 400 dpi or higher to clear quality check.

2. The generated PDF/A should be optimized for viewing over the internet i.e. pages should be

viewable as soon as they are downloaded without waiting for complete file to be downloaded i.e.

A multipage file is downloaded page-by-page and should be viewable as soon as a page is

downloaded rather than having to wait for the entire file to download.

3. The Service Provider shall compress the images using appropriate compression mechanism such

that storage space required is saved and at the same time, quality of the image does not deteriorate.


41

4. The scanned documents shall be converted into any of the standard file formats such as

TIFF/PDF/JPEG/RTF/ODT/PNG or other standard formats as per the requirement of the

DEPARTMENT. All the pages of a single file have to be stitched together to generate an exact

replica of the physical file. The stitched document should be represented in a TIFF/ PDF format or

any other standard format as per DEPARTMENT requirement.

5. Service Provider shall use Group IV lossless compression technique or better for black and white

images and LZW lossless compression or better for images in Grayscale.

6. The compressed PDF files created for viewing are required to be 50-80% compressed as compared

to standard CCITTG4/JPEG compression (in TIFF/JPEG/PDF file format) for Grey scale images

and shall retain search ability, clarity of image and print quality.

7. Service Provider will be responsible for quality assurance (QC 1) and will go through all documents

to see if they are complete and legible. The Service Provider will undertake Quality Assurance

processes for all aspects of processing and post-processing of records including image capture,

indexing, digitizing, storage and return.

8. To facilitate data entry operators, a split screen feature can be created in the data entry application

where on the same screen at the same time the scanned page and the corresponding data entry page

can be seen simultaneously.

9. Service Provider’s staff will perform quality control (QC 1) to ensure that each page is fully

rendered, properly aligned, and free of aliasing/ distortions. Inspection results shall always be

recorded accompanying each volume. Whenever necessary (e.g., in case of poor image capture of

an illustration, etc.), the staff will re-scan from the original text and insert the image(s) into the

proper image file sequence.

10. Service Provider shall perform the OCR on the applicable documents with 100% accuracy so that

the documents can be searched using the text in the documents.

11. It is also required to be a linearized PDF {as defined by PDF reference manual (ISO 32000-

1:2008)} to ensure faster web viewing.

12. Searchable PDF/A shall be created in one single step by processing the input image file(s) thus

ensuring that no intermediate manipulation of the contents is possible.

13. Service Provider shall ensure that the quality of scanned images is enhanced to the optimum level

and shall perform all such activities required to bring the scanned image to optimal level such as

skew, de-skew to make the image straight, cropping and cleaning of images like removal of black

noises around the text and providing equal margins around the text etc.

14. In case the documents are not legible, the Service Provider shall scan the documents at a higher

resolution or in Grayscale. No extra payment shall be made for the same.


42

15. All the pages in a document including blank pages (only when such blank pages are numbered in

the file/document) shall be scanned to produce exact replica of the original document. No page

shall be scanned more than once. No blank pages after the end of the written pages should be

scanned.

16. The PDF/A files are required to be capable of being digitally signed using an open source Digital

Signature Software without requiring any proprietary/commercial software;

17. Any data shall not be transported / out of office without the due permission of officer of concerned

office.

4.5.4. Digitization

1. The service provider will be responsible for developing/ customizing data entry software for data

entry.

2. The service provider will deploy competent manpower (required for data entry) at each digitization

center for digitization of the required documents as per the priority list specified in 4.2 of this

SOW.

3. The service provider will create a digital format of all the required document type (as per the

instruction of the department), and every page of the required documents should accompany with

their respective digital format when searched/ retrieved at a later point of time in the proposed

DMS.

4. Total number of pages that will be digitized shall be decided during the execution of the project.

However as per the priority list specified in 4.2 of this RFP all types of Khatian of the whole state

will be scanned and digitized first.

5. Sample image of a page/ pages of Khatian is/are provided in annexure for reference purpose. The

service provider can calculate the fields and length of data to be entered from that/ those images

and quote the costs in the financial bid formats accordingly.

6. The Service Provider shall follow the Data Digitization Strategy approved by Department, which

will also include internal quality assurance mechanism.

7. The Service Provider shall ensure complete data cleaning and validation for all data digitized and

loaded on to required Application.

8. The Service Provider shall validate the data before uploading the same to the production

environment.

9. The service provider will develop quality checking mechanism within the data entry application

for QC 1 and QC 2 in consultation with the DEPARTMENT. QC 1 will be done by the selected

service provider whereas QC 2 will be done by the appointed personnel from the department.


43

10. The proposed DMS application shall be capable to retrieve both scanned data and their

corresponding digitized data in a single window as and when searched. Also role based access (as

directed by the Department) should be provided in the proposed DMS for downloading and taking

print out of the scanned and digitized data.

11. The Service Provider shall generate appropriate control reports before and after digitization to

ensure accuracy and completeness of the data.

12. The service provider will be responsible for flawless data entry of the required documents, and if

any error found during QC 2 (which will be done by the department appointed personnel)

liquidated damage will be levied as specified in this RFP.

4.5.5. Indexing and Cataloguing

1. Service Provider will create metadata fields required for indexing as per the requirement of the

DEPARTMENT.

2. The service provider will ensure 100% accuracy in indexing and meta-data creation for the

documents being scanned.

3. Service Provider would use suitable technology and software for Indexing and Cataloguing of

metadata

4. Indexing is to be done by attaching metadata tags to each of the documents.

5. Service Provider will establish procedure for checking the accuracy of indexing and making

necessary corrections as accurate indexing is required for efficient retrieval of digital documents

from digital storage media. For this purpose service provider will develop a tool having features of

quality checking for both scanned and digitized image.

6. Once all documents are verified Service Provider’s quality assurance phase (QC1), then QC2 will

be done by DEPARTMENT. At the end of the process all paper documents will be returned in their

original form to the concerned nominated person of DEPARTMENT.

7. Scanned file naming convention and folder structure to be used to store the scanned files and would

be as per the policies defined by DEPARTMENT for file naming conventions in bilingual language

(Hindi/English)

8. Service Provider shall perform the OCR (optical character recognition) on the applicable

documents with 100% accuracy so that the documents can be searched using the text in the

documents.


44

9. To facilitate data entry operators, a split screen feature have to create in the data entry application

where on the same screen at the same time the scanned page and the corresponding data entry page

can be seen simultaneously.

4.5.6. Post Scanning

1. After scanning, the physical document would be pinned together/ tagged in the same form as it was

provided for scanning by designated office. At the end of the process, all paper documents will be

returned in their original form to DEPARTMENT.

2. Nomenclature of the digitized file should be in accordance with the prescribed government standard

for storage.

3. The application from SP shall have a functionality to capture the metadata of the file. This metadata

shall comprise of the file number and similar information about the file. The metadata capture

functionality shall have the feature to upload the scanned images. The metadata creation and file

upload activity may be carried out immediately after the scanning.

4. Each page shall be serially arranged and counted while, giving the documents back to the

designated office.

5. Version Control mechanism should be allowed. Version control has to be done in case of addendum

to the pre-existing digitized file. Service Provider will have to make this facility available in the

capture and indexing module.

6. The Service Provider is required to use their own MIS tool to generate daily/fortnightly reports for

tracking the scanning and digitization status. These reports would contain basically summary of

records scanned and stored. The release of payments is linked to daily/fortnightly submission of

these reports.

7. The bidder will maintain a proper record of handing over of each file that can be verified by

designated office at any time.

8. The application from SP shall have feature for data digitization. The application shall allow the

data entry operator to pick up files and the application shall open the scanned image in a window.

The data entry operator can read the image and carryout the data entry on data entry form of the

application. The data entry form shall maintain the reference to the image and metadata

automatically.

4.5.7. Configure proposed DMS (Document Management System) solution for usage

The service provider shall provide the following in the proposed DMS system:


45

1. DMS should be customized/designed in such a way that the digitized records arrangement seems

to appear similar/replica to record room of designated office in terms of Almirah /shelf arrangement

serial wise numbering. So that after referring the scanned document DMS user can directly be able

to identify the same physical document while visiting the record room of concerned offices without

any further wander.

2. The proposed Document Management System (DMS) should be customized/designed in such a

way that when searched the scanned image and its corresponding digital format appears in the view

pane simultaneously so that user can refer either scanned, digitized or both as per requirement.

3. The proposed Document Management System (DMS) should be customized/designed in such a

way that when searched the scanned image and its corresponding digital format appears in the view

pane simultaneously and the user can refer/ take print of either scanned, digitized or both type as

per requirement.

4. Provision for indexing and storing documents, creating custom indexing fields, creating custom

tags, etc. be in English and Hindi languages, wherever required/necessary.

5. Provision for modular search, character by search and phase by search facility.

6. Printing, Emailing and downloading– Provision for printing, emailing and downloading of scanned

and/ digitized documents from the DMS system directly.

7. Feature to create digital form of a certain form/ page/ record for data entry referring the

corresponding scanned image as and when required at the later stage.

8. The proposed DMS should support minimum 5000 concurrent users.

9. At the time of exit the proposed DMS will be the property of the DEPARTMENT. The selected

service provider will have to handover complete source code (minimum three copies) of the

developed DMS.

Detail features for the proposed DMS is mentioned in FRS provided in ANNEXURE IX of this

document

4.5.8. Storage Sizing and User Creation

The service provider has to perform hardware sizing for the DMS and Storage requirements. The

provider shall also be responsible for the sizing of storage space for archival of data in the storage

box. User accounts creation. The service provider shall be responsible for creation/mapping of the

DEPARTMENT user accounts and make it accessible in the DMS. For assumption tentative

number of users will be 1000.


46

4.5.9. User Training and Manuals

The service provider shall conduct training sessions, explaining the DMS system and its features

at the premises of district level offices at each locations. The Service Provider will provide the

training material during training session to all users who will participated in the training. The

training shall be provided by trained and experienced professional/s having excellent

communication skills. The hands on training must be conducted on a training environment. As

number of locations is high, where records will be scanned, so approximate number of trainees

shall be 40-50 per district.

Training shall be provided to -

SDO/ DCLR

Additional Collector

Circle Officers/Circle Inspectors of the districts

District Magistrate

Nodal officers of each designated office

Officers and staffs of districts nominated by District Magistrate

Other staffs as nominated by DM/DEPARTMENT

DIO

ASO

Consolidation Officers

The training shall focus on –

Basics of Document Management System

Document search and retrieval

Document Scanning

Document Indexing with Metadata Tags and storing

Generation of reports and interpretation of the same

Hands on practice of all the above areas

For Training manuals and Documentation:

a) Sufficient number of copies (one original hard copy and soft copy, CDs containing soft copies)

of software documentation & user manuals shall be provided by the agency.


47

b) Administrative and user level training are to be provided to the Revenue officials / officers of

the concerned offices.

c) Sufficient number of training Manuals/User Manual has to be submitted in softcopy as well as

hardcopy as requested by the DEPARTMENT.

d) Develop FAQs for DMS end user i.e. officers and general public.

4.5.10. Quality Checking of Scanned Images and Metadata Entries

Quality check after scanning and metadata entry is of utmost importance. After QC1 level of quality

verification, same will be verified by concerned office at QC2 level. Images clearing this QC2 will

lead to submission of the documents to DEPARTMENT for acceptance. For QC 2 level, department

shall create a team for each location of scanning and digitization centers.

The Quality Checking for Scanned Images shall include the following:

1. The Service Provider should do 100% on screen validation (along with department officials)

and submit the log for 100% QC work done

2. The Service Provider should check that no page has been scanned twice. Payment for such

extra scanning will not be made to the vendor

3. The Service Provider should check scanned records for DPI, Image Quality, Format, Noise

removal etc.

4. The Service Provider should check for the quality of the image

a. The image should not be too dark/too light

b. The image should not have been captured under improper lighting

c. The image should not be cropped from any side

d. The orientation of the image should be right

e. The image should be in true color mode

f. The color is consistent in all the images and not patchy

g. The image should not be skewed

h. The image should not be blurred

i. The image should not have excessive noise

j. There should not be any data loss due to folds

k. There should not be any data loss due to tight binding and bulge at the center

l. There should not be extra darkness at the edges

5. The Quality Checking for Metadata Entry shall include the following:


48

a. Whether all required metadata fields have been captured and created as specified by the

DEPARTMENT

b. Whether the metadata captured is correct

c. Check whether the images are as per the document sequence and its resolution by

electronically rearranging the sequence

6. Vendor should also check that all records obtained from the DEPARTMENT have been

scanned as well as digitized and no document has been missed out.

7. The vendor shall generate a report which identifies any mismatch between the number of

documents submitted for scanning and digitization and number of documents scanned.

Note:

a. The bidder can also suggest a better quality plan (at no additional cost incurred) to the

DEPARTMENT over and above the quality checks mentioned here. Templates for the

same will be decided with the successful bidder before commencement of work

b. The bidder should also install the instances of the application in computers as desired by

DEPARTMENT officials for quality check purpose at no extra cost to the DEPARTMENT

c. The bidder will appoint skilled and qualified manpower for QC purpose and not get QC

done by operators who have scanned and done metadata entry.

d. All records unacceptable by DEPARTMENT (due to improper image, missing metadata,

wrong metadata) will have to be rescanned by the vendor. Vendor will not be remunerated

for all such documents re-scanned.

e. Post 100% QC by vendor, DEPARTMENT officials may perform 100% QC on scanned

document and metadata

8. Designated officials will conduct a verification (QC2) of the scanned and digitized images with

the original documents on a sample basis. If the error at this stage is greater than a threshold level

of 2%, the whole batch will be checked individually. The errors generated and the corresponding

resolution will have to be noted in an error log, which has to be maintained at each site and will

be the responsibility of the respective officers. The department in discussion with the selected

service provider before the start of the project will specify the required periodicity, sampling ratio

and the threshold level for errors.

4.5.11. Storage of Digitized Documents

1. The scanned and digitized documents will be tagged and stored at the local server under staging

environment till the time being DMS will be available/provided by bidder. The bidder shall be


49

responsible to shift the entire scanned images from staging environment to production

environment.

2. Access of Document Management System (DMS) shall be provided to every location / concerned

offices so that data can be immediately upload after scanning. Hence DMS application shall be

implement within 1 (one) from start of the project.

3. After the administrative approval, the successful Bidder after successfully storing the Scanned

and Digitized data on its computer will transfer the same to the Server/SAN Storage/Data

center(s)/State Data center etc. and to access data by DEPARTMENT staff.

4. Standard folder structure has to be followed while storing the digitized data in the storage device.

5. Nomenclature of the digitized file should be in accordance with the e-Governance and

DEPARTMENT standards.

6. The bidder is required to take back-up of incremental data at the end of the day.

4.5.12. Reporting Requirements

1. The bidder will submit a daily as well as monthly report to the nodal officers of each designated

scanning and digitization center.

2. A consolidated monthly report will have to be submitted by the bidder to the Department.

3. The bidder shall also provide reporting tools (reporting tool should be an integral part of the

proposed DMS) for checking the scanning progress. DEPARTMENT / concerned office should be

able to track the overall progress (number of images/pages scanned, percentage scanned, number

of metadata entry done, etc.) on the daily, weekly, monthly basis.

4. The tool should also display QA/QC report.

5. The bidder will maintain a register that will serve a purpose of evidence for the number of

documents and pages entered by the bidder on each day. The details of this register would have to

be entered into the tool mentioned on a daily basis.

6. The format, content, periodicity and other information related to reports shall be discussed and

finalized between SP and DEPARTMENT before the commencement of the project.

7. Bidder must provide the reporting tools in the proposed DMS Application, at no extra cost to the

DEPARTMENT.

4.5.13. Uploading scanned data to DMS

All scanned pages need to be indexed and tagged by the service provider. This will ensure that the

existing data is stored in a safe and secure way and will be accessible by users once the DMS system

is live. All the scanned as well as digitized pages needs to be migrated to DMS system in production

environment.


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4.5.14. Manpower

Successful Bidders should also have a dedicated team of project managers, quality control experts,

hardware and database management experts and a sufficient set of Scanning Station operators, file

handler team, qualified data entry operators, quality control team at each scanning and digitization

center for timely completion of this project. Successful Bidder should increase the number of

manpower based on the requirement, to complete the project in the stipulated timeframe

4.5.15. Process flow of Scanning, Digitization and DMS uploading scope

Survey by Scanning Team & submission of survey report to

the Department

Setting up Scanning & Digitization centre at each

identified location

Inventory Management as

approved by Department for

Inward & Outward of file for scanning

Pre-Scanning pre-digitizing Activity (removal of dust,

tags, pins, unbinding,

application of curative techniques)

Log Register by Service Provider

(inventory details)Start of Project

Quality Check (QC1), first level QC

by vendorQC1 Passed

Quality Check (QC2), 2nd level QC

by departmentQC2 Passed

Document Scanning, Digitizing

& Indexing

NO

YES

NO

Post Scanning Phases. Files handover to

Department in same condition

Temporary storage of scanned and

Digitized data (till DMS availability)

Configuration & Customization of

DMS

Scanned and digitized data

upload (Storage server)

Hosting of DMS to State Cloud IaaS

Platform

User Creation and Training

UAT-Phase-I DMS Application

Functionality Testing without

Data

DMS Go-Live

YES

UAT Phase 1 Passed

YES

NO

UAT-Phase-II DMS Full

Application Functionality

Testing with Data

UAT Phase II Passed

Bug fixing by Service ProviderNO

YES

Note: The above process flow is an indicative one and the Bidder needs to evolve/suggest the process flow best

suited for the job and the same needs to be approved by the Department.

4.5.16. Hosting environment details for DMS

1. Bihar State Data center will be provided by DEPARTMENT for hosting of proposed DMS.

2. Bidders are responsible for server configuration / end-to-end hosting of DMS application at Bihar

State Data center, space and required infrastructure (both IT and Civil) will be provided by the

DEPARTMENT.


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3. The bidder will be responsible to do the security audit of the proposed DMS application from a

Cert-In empaneled agency without no additional cost incurred. Prior to hosting the bidder will have

to submit hardware sizing document, Cert-In certificate (in detail) of the proposed DMS application

4. Department shall provide the necessary administrative support for hosting at Bihar State Data

center

5. The users shall access DMS over existing DEPARTMENT network/State WAN.

4.5.17. Other General Requirements

1. The bidder shall add/replace poor quality scanned images/documents on its own, for which it shall

not be entitled to get any extra payment.

2. The files / documents will not be allowed to be removed from premises allocated to bidder. Suitable

hardware infrastructure/facilities have to be established onsite at the premises that shall be allocated

to do the digitization work.

3. It is the absolute responsibility of the bidder to ensure that the contents of the digitized documents

shall be an exact replica of the original paper document maintained as part of the records in the

pages/books/file.

4. Under no circumstances the documents shall be changed, mutilated, destroyed or replaced by some

other documents.

5. DEPARTMENT, or any DEPARTMENT authorized agency/person can carry out quality checks

periodically for scanning and data entry services.

6. Once the project commences, the DEPARTMENT shall evaluate the vendor’s performance based

upon the outputs provided and the DEPARTMENT reserves the right to ask the vendor to replace

any equipment with similar equipment in better condition or superior equipment if the output does

not meet the requirements of the DEPARTMENT.

7. DMS licenses shall be perpetual, genuine and be the property of DEPARTMENT including full

source code (latest running version) after the project completion.

8. All the scanned images, relevant technical documentation, IPR for customized source code,

indexing and tagging database (exportable to open standard such as XML) shall belong to

DEPARTMENT.

9. Complete secrecy and confidentiality of physical/Digitized records is required to be maintained by

the successful Bidder.

10. DEPARTMENT shall have exclusive rights on the software solution provided by the successful

Bidder. DEPARTMENT reserves the right to use it at any premise(s) and in any form.

11. The Scanned and Digitized records will be the property of the DEPARTMENT. The successful

Bidder will have no right, title or interest in it and will not use it elsewhere.


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12. The Service Provider will deploy its own human resources for all the above mentioned activities.

The Service Provider will deploy adequately skilled manpower resources to complete the job within

the specified time and of specified quality.

4.5.18. Post Go-LIVE- Maintenance and Support

Post Go-LIVE, Maintenance and Support to be provided by Service Provider for a period of one

year initially from the date of Go-Live acceptance and may be extendable (on sole decision of

DEPARTMENT). This phase includes all type of technical support for smooth running of the

software. Upgradation/Maintenance of deployed DMS system as per requirement of

DEPARTMENT. One time Charges per year claimed shall be quoted in the commercial bid.

4.5.19. Functional Requirement Specification of DMS

Refer to ANNEXURE IX


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SECTION 5: General Conditions of Contract

5.1. Project Timelines

Department envisages the completion of the Scanning and Digitization of the all the physical records i.e.

legacy documents, files, manuals, books, registers etc. (the Scope of Work has been given in Section 4)

within a timeframe of 8.5 month from the date of work order. Duration of completion of scanning and

digitization work may vary, depending on the actual volume of pages revealed during scanning period. A

component wise Project Timeline has been given below:

Scanning:

Activities/Task Deliverables Timeline

(Weeks)

Issue of LOI NA T

Project Kick-off

1. Project Inception Report covering:

i. Estimate of the number and type of scanners required at

each identified location

ii. Approach and Project Plan for scanning, digitization,

Quality control and Quality Assurance plan,

implementation and Hosting of DMS

iii. All capacity building in terms of storage, hardware and

space related requirements have to be identified during

this phase

iv. UAT Test Plan

v. User training plan

T+3

Team mobilization

and scanning center

setup

Service Provider shall set up the scanning and digitization

facilitation center at each identified location simultaneously T+4

Commencement of

Scanning work

Daily Reports of scanning data (scanning center wise and

consolidated)

Minimum Images to be scanned is 5,00,000/month/ district (as per

the priority list specified in the SOW)

T+4

Upload scanned data

to Local server/DMS

system

Uploading of scanned data on Local Server if, DMS under

customization/configuration. As soon DMS would be available all

previously scanned documents needs to be uploaded on DMS.

T+5

Commencement of

Quality Checking by

the bidder (QC 1)

Daily Reports of QC1 data (scanning center wise and consolidated) T+6

Completion of

Scanning

Completion of Scanning of all the physical records Note: Scanning and digitization of all the Khatians to be completed within 12

weeks from the date of commencement of the scanning work

T+29


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Completion of

uploading of scanned

data

All the scanned documents need to be uploaded successfully on

DMS with proper indexing and meta tagging and nomenclature. Note: Uploading of Scanned Khatians to be completed within 13 weeks from the

date of commencement of the scanning work

T+30

Digitization


(Weeks)

Issue of LOI NA T

Project Kick-off


i. Estimate of the number and type of scanners required at

each identified location

ii. Approach and Project Plan for scanning, digitization,

implementation and Hosting of DMS

iii. All capacity building in terms of storage, hardware and

space related requirements have to be identified during

this phase

iv. UAT Test Plan

v. User training plan

T+3

Team mobilization

and digitization center

setup

Service Provider shall set up the scanning and digitization

facilitation center at each identified location simultaneously T+5

Commencement of

Digitization work

Daily Reports of digitization data (digitization center wise and

consolidated)

Minimum Images to be digitized is 1,00,000/month/ district (as per

the priority list specified in the SOW)

T+5

Upload s

digitized data to Local

server/DMS system

Uploading of digitized data on Local Server if, DMS under

customization/configuration. As soon DMS would be available all

previously scanned documents needs to be uploaded on DMS.

T+6

Commencement of

Quality Checking by

the bidder (QC 1)

Daily Reports of QC1 data (digitization center wise and

consolidated) T+7

Completion of

digitization

Completion of digitization of all the records specified in the SOW

of this RFP Note: Digitization of all the Khatians to be completed within 23 weeks from the


T+28

Completion of

uploading of digitized

data

All the scanned documents need to be uploaded successfully on

DMS with proper indexing and meta tagging and nomenclature. Note: Uploading of digitized Khatians to be completed within 24 weeks from the


T+30


55

DMS Application


(Weeks)

Issue of LOI NA T

Project Kick-off


i. Estimate of the number and type of scanners

required at each identified location

ii. Approach and Project Plan for scanning,

digitization, implementation and Hosting of

DMS

iii. All capacity building in terms of storage,

hardware and space related requirements have to

be identified during this phase

iv. UAT Test Plan

User training plan

T+3

Customization/

Configuration, installation,

commissioning

Customization/ Configuration, Installation,

commissioning & hosting of DMS as per specified

features defined in Scope of Work

T+12

UAT for DMS UAT based on functionality of DMS

Testing Reports, Design Document, FRS, SRS, T+14

Hosting of DMS in Bihar

SDC/ State Cloud

Security clearance Certificate (Cert-in) from empaneled

third party auditor. Other prerequisites related to hosting

process

(* Depend on the availability of hosting platform

provided by Department)

T+16

User Training Training of the proposed DMS solution to the end user

and Submission of training material T+20

System Go-Live System Go-Live (T1) T+34 (T1)

Maintenance & support Post Go-LIVE Maintenance & Support for one year T1+2 Year

5.2. Payment Schedule / Terms

Invoice would be raised by service provider on monthly basis for scanning services. The invoice

should be based on the QC1 completed count.

Separate invoice would be raised by service provider on monthly basis for digitization services.

The invoice should be based on the QC1 completed count.

Once the QC1 is completed, the Service Provider may submit the monthly invoice at the end of

each month or first week of the following month.

The invoice will contain the combined count of all the designated scanning and digitization centers

throughout the state. However, a breakup of the center wise count should also be indicated in the

invoice which will be tallied with the monthly consolidated report of each designated center/office

submitted to the department.


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Item Payment Terms

1. Document

Scanning, metadata

tagging and

indexing

Payment = [Number of images correctly scanned in a record room * rate per

image as quoted – liquidity damage (if any) for the images scanned in that

record room

75% of monthly invoice amount to be paid by Department within 30 days

of submission & approval of Department.

25% of monthly invoice amount to be paid within 30 days from the date of

acceptance of scanned records by Department (on completion of uploading

process into DMS). Note: It should be duly noted that on completion of uploading process in DMS the

total count of the documents uploaded in the DMS till that date will be tallied with

the total count submitted by the service provider till that date and if it is found to

be more, the department will pay the remaining amount within seven days from that

date, but in case if it is found to be less, the department will enforce liquidity

damage clause as mentioned in section5.5.1

2. Digitization of

Scanned Data

Payment = [Number of images correctly digitized in a record room * rate

per image quoted – liquidity damage (if any) for the images scanned in that

record room

75% of monthly invoice amount to be paid by Department within 30 days

of submission & approval of Department.

25% of monthly invoice amount to be paid within 30 days from the date of

acceptance of digitized records by Department ( on completion of QC 2) Note: It should be duly noted that on completion of uploading process in DMS the

total count of the documents uploaded in the DMS till that date will be tallied with

the total count submitted by the service provider till that date and if it is found to

be more, the department will pay the remaining amount within seven days from that

date, but in case if it is found to be less, the department will enforce liquidity

damage clause as mentioned in section5.5.1

3. DMS

40% of DMS Application cost against:

o Customization/Configuration, installation and commissioning of DMS

system

o UAT of functionality of DMS

15% of DMS Application cost on successfully hosting at proposed State

Data Center/State Cloud

35% of DMS Application Cost against:

o Successfully uploading of 100% the scanned and digitized documents

in DMS sever, with signoff certificate from nodal officer

o Delivery of training to users

o Submission of training materials and technical documents.

10% of DMS Application cost after Go-LIVE certification provided by

Nodal Officer

4. Post Go-LIVE

Maintenance and

Support

To be paid every quarter in equal instalments of total amount of

Maintenance and support cost.

*Subject to deduction of liquidity damage, if any.


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5.3. Taxes and Duties

The successful bidder shall be entirely responsible for all taxes, stamp duties, license fees, and other

such levies imposed etc. excluding GST which shall be paid by DEPARTMENT as actual

separately.

If, after the date of this Agreement, there is any change of rate of levy under the existing applicable

laws of India with respect to taxes and duties, which are directly payable by DEPARTMENT for

providing the services i.e. GST or any such other applicable tax from time to time, which increase

or decreases the cost incurred by the SI in performing the Services, then the remuneration and

reimbursable expense otherwise payable to DEPARTMENT under this Agreement shall be

increased or decreased accordingly by correspondence between the Parties hereto, and

corresponding adjustments shall be made to the Contract Value. However, in case of any new or

fresh tax or levy imposed after submission of the proposal the <<‘System integrator’>> shall be

entitled to reimbursement on submission of proof of payment of such tax or levy.

5.4. User Acceptance Testing (UAT)

UAT is the last phase of the software testing process.

End user and the nominated personnel must conduct the Unit Testing, Functional testing, and

system testing of DMS application.

All the reported defects should be fixed and tested by the service provider.

Prior to conduction of UAT the service provider have to submit updated/ modified FRS, SRS,

Design documents, testing reports (manual as well as automated) of black box and white box testing

and other required documents.

UAT signoff would be provided to Service Provider after acceptance of proposed Application along

with the desired documentation.

5.5. Service Level Agreements

The purpose of this Service Level Agreement is to clearly define all the level of service which shall

be provided by the Service Provider to Department for whole duration of the Project including

Maintenance and Support phases.

Liquidity damage will be applicable on the raised invoice if rejection percent during QC2 exceeds

5% of the total QC1 completed count for that particular duration.


58

The liquidity damage shall be calculated and deducted from the immediate payment due on the

basis of QC2 rejection report.

The maximum liquidity damage at any point of time and for any period should not exceed 10% of

total project cost as per the Commercial Bid submitted by the bidder. If the liquidity damage

exceeds this amount, DEPARTMENT reserves the right to terminate the contract. The Scanning

service cost for this purpose shall be the rate quoted by the bidder per page as per the paper type

multiplied by the estimated Scanning volume mentioned in the RFP.

Note: Penalties shall not be levied on the successful bidder in the following cases:

The non-compliance to the SLA has been solely due to reasons beyond the control of the bidder

There is a Force Majeure event affecting the SLA which is beyond the control of the successful bidder

5.5.1. Liquidity Damage Conditions

1. For Scanning Services

Sl.

No. Service / Parameter Liquidity Damage

1 For every image improperly scanned (not in

condition to acceptable by DEPARTMENT)

80% of the per image cost quoted by the bidder

2 For every image not scanned (missed out

from the original document)

80% of the per image quote mentioned by the

bidder

3 Minimum 4,50,000/month/ district scanned at

an average considering output from all the

scanner machines

For every deficit number of page under this

defined value, 20% of the per image cost quoted

by the bidder.

4 Delay in setting up agreed no. of scanning &

digitization facility

Rs.5000 per delay week

* It shall be the responsibility of the successful bidder to rescan, index with Metadata Tag and upload all

such improperly scanned images or missed out pages. He shall not be paid any amount for rescanning of

documents. ** However, in case adequate number of documents are not made available by DEPARTMENT

for scanning, then the liquidity damage shall not be applicable.

For instance, if the successful bidder quotes Rs.X per image and has scanned a total of 100 images. If 10 images have

been found to be improper, then the liquidity damage would be 10 * 80% of X. Thus the payment to the bidder would

be calculated based on ((90X – (10 * 80% of X)) – Other applicable penalties)


59

2. For Digitization Services

Sl.

No. Service / Parameter Liquidity Damage

1 For every image improperly digitized (not in

condition to acceptable by DEPARTMENT)

90% of the digitization cost per page quoted by

the bidder

2 For every image not digitized (missed out

from the original document)

90% of the digitization cost per page quoted by

the bidder

3 Minimum 90,000/month/ district mages to be

digitized at an average considering overall

output

For every deficit number of page under this

defined value, 20% of the per image cost quoted

by the bidder.

4 Delay in setting up agreed no. of scanning &

digitization facility

Rs.10000 per delay week

* It shall be the responsibility of the successful bidder to re-digitize images or missed out pages. He shall

not be paid any amount for re-digitizing of documents.

For instance, if the successful bidder quotes Rs.X per image and has digitized a total of 100 images. If 10 images have

been found to be improper, then the liquidity damage would be 10 * 90% of X. Thus the payment to the bidder would

be calculated based on ((90X – (10 * 90% of X)) – Other applicable penalties)

3. Liquidity Damage Condition on Count Mismatch

If any count mismatch is discovered in documents uploaded in DMS and total count in the raised

invoices a liquidity damage will be imposed as10*X*Y

Where, X= cost of scanning per page / cost of digitization per page (whichever applicable)

Y= Total mismatch count

4. Reporting during pre-implementation, implementation and post implementation phases

Monthly Progress Report to be submitted by the 5th of every month with the details of the previous

month’s activities pertaining to status of scanning work and DMS customization/implementation.

The format of the report shall be mutually agreed and finalized between DEPARTMENT and the

Service Provider. For non-submission of MPR, Rs.1000 per additional week’s delay.

5. SLA for DMS Application

Service type Liquidity Damage Amount

Delay in hosting of DMS application Rs.15000 per delay day


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Delay in UAT of DMS application

Rs.15000 per delay day (In addition to

Delay in hosting of DMS application LD

amount)

6. SLA for Maintenance and Support

Service type Resolution Time Liquidity Damage Amount

If any bug identified (either by

Service Provider or

DEPARTMENT officials)

Within 02 working days Rs.2000 per delay day.

If same bug identified, after

resolution, within 15 days Within 01 working days Rs.3000 per delay day

Note: In case of non-availability of space required for hosting in Bihar State Data Center/ Bihar

State Cloud the above mentioned liquidated damage amount related to hosting will not be

applicable. Also if there is a delay in process of UAT from department for whatsoever reason

liquidity damage will also not be applicable.

7. Liquidity damage Terms against any damage to the documents

Under no circumstances shall the documents be changed, mutilated, destroyed or replaced by some

other documents. Any damage to the documents will lead to heavy liquidity damage for the Service

Provider (Liquidity damage upto Rs.10,000/- per damage based upon mutual consent). Thus the

Service Provider should take utmost care of the documents and no document shall be permitted to

the taken out of the DEPARTMENT premises.

5.6. Force Majeure

1. Force Majeure would include natural and unavoidable catastrophe that interrupts the expected

course of events.

2. The bidder shall not be liable for liquidity damage, liquidated damages or termination for default,

if and to the extent that, his delay in performance or other failure to perform his obligations under

the contract is the result of an event of Force Majeure.

3. For purposes of this clause, “Force Majeure” means an event beyond the control of the bidder and

not involving the bidder and not involving the bidder’s fault or negligence and not foreseeable.

Such events may include, but are not restricted to, instances of, wars or revolutions, fires, floods,

epidemics, quarantine restrictions and freight embargoes which would have an impact on

DEPARTMENT.


61

4. If a Force Majeure situation arises, the bidder shall promptly notify DEPARTMENT in writing of

such conditions and the cause thereof. Unless otherwise directed by DEPARTMENT, the bidder

shall seek all reasonable alternative means for performance not prevented by the Force Majeure

event.

5. The Force Majeure circumstances and events shall include the following events to the extent that

such events or their consequences (it is being understood that if a causing event is within the

reasonable control of the affected party, the direct consequences shall also be deemed to be within

such party's reasonable control) satisfy the appropriate definition as per this agreement. Without

limitation to the generality of the foregoing, Force Majeure Event shall include the following:

classes of events and circumstances and their effects.

6. Natural events (“Natural Events”) to the extent they satisfy the foregoing requirements including:

• Any material effect on the natural elements, including lightning, fire, earthquake, cyclone,

flood, storm, tornado, or typhoon;

• Explosion or chemical contamination (other than resulting from an act of war);

• Epidemic such as plague;

• Any event or circumstance of a nature analogous to any of the foregoing.

7. Other Events (Political Events) to the extent that they satisfy the foregoing requirements including:

• Act of war (whether declared or undeclared), invasion, armed conflict or act of foreign enemy,

• blockade, embargo, revolution, riot, insurrection, civil commotion, act of terrorism or sabotage;

• Strikes, work to rules, go-slows which are either widespread, nation-wide, or state-wide and

are of political nature;

• Any event or circumstance of a nature analogous to any of the foregoing.

5.7. Resolution of disputes

a. DEPARTMENT and the successful bidder shall make every effort to resolve amicably by direct

informal negotiation, any disagreement or dispute, arising between them under or in connection

with the contract.

b. Any dispute or difference whatsoever arising between the parties to this Contract out of or relating

to the construction, meaning, scope, operation or effect of this Contract or the validity of the breach

thereof, which cannot be resolved through the above mentioned method, shall be referred to a sole

Arbitrator to be appointed by mutual consent of both the parties herein. If the parties cannot agree

on the appointment of the Arbitrator within a period of one month from the notification by one

party to the other of existence of such dispute, then the Arbitrator shall be nominated by the

Director, Land Records & Survey, Revenue & Land Reforms Department, Patna, Bihar. The


62

provisions of the Arbitration and Conciliation Act, 1996 will be applicable and the award made

there under shall be final and binding upon the parties hereto, subject to legal remedies available

under the law. Such differences shall be deemed to be a submission to arbitration under the Indian

Arbitration and Conciliation Act, 1996, or of any modifications, Rules or re-enactments thereof.

The Arbitration proceedings will be held at Patna, Bihar.

5.8. Limitation of Liability towards DEPARTMENT

The Service Provider's liability under the resultant Agreement shall be determined as per the Law

in force for the time being. The Service Provider shall be liable to DEPARTMENT for loss or

damage occurred or caused or likely to occur on account of any act of omission on the part of the

Service Provider and its employees, including loss caused to DEPARTMENT on account of defect

in goods or deficiency in services on the part of Service Provider or his agents or any person /

persons claiming through or under said Service Provider. However, such liability of Service

Provider shall not exceed the total value of the Agreement.

5.9. Liquidated damages

In case the Service Provider fails to provide services as per requirement of the DEPARTMENT,

the DEPARTMENT shall without prejudice to its other remedies under the contract forfeit the

Security Deposit (PBG) either in part or full. The DEPARTMENT will be the final authority to

ascertain the veracity of any reason provided by the Service Provider.

Notwithstanding the provisions of contract, the Service Provider shall not be liable for forfeiture of

its Security Deposit (PBG) or termination for default, if and to the extent that, it’s delay in

performance or other failure to perform its obligations under the contract is the result of an event

of Force Majeure.

5.10. Conflict of Interest

The Service Provider shall disclose to DEPARTMENT in writing, all actual and potential conflicts

of interest that exist, arise or may arise (either for the Service Provider or its team) in the course of

performing the Services as soon as it becomes aware of such a conflict. Service Provider shall hold

DEPARTMENT’s interest paramount, without any consideration for future work, and strictly avoid

conflict of interest with other assignments.


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5.11. Go-Live

“Go-Live/ System Go-Live” Shall mean that the successful completion of the proposed DMS in all

respect i.e. designing, development, testing, and implementation of DMS software application. This

implies the software can now be used by all the end users together as defined in the detailed

Software Requirement Specifications document. For successful Go- Live, issuance of UAT and

Acceptance certificate (on completion of hosting) of the overall solution by the Department is

mandatory.

5.12. Handover Clause

At the end of the specified tenure, Department, Bihar may exercise its option to renew the

project contract with the existing service provider or decide to undertake these activities on its

own or to go for fresh open tender.

If Handover is required to Department / any other vendor at the end of the existing project

contract or otherwise, the current service provider would be responsible for handing over the

complete know-how, documentation records, software logs, source codes of the proposed DMS

Application and all such relevant items that may be necessary for the transition process.

5.13. Equipment

All tools & tackles necessary for the scanning and digitization work shall have to be procured by

the service provider unless otherwise specified elsewhere in these tender documents. The

equipment used by the service provider for a particular work must be appropriate for the type of

work. The service provider shall maintain the equipment used in this work properly so that they are

in good working condition. In no case shall the service provider use defective or imperfect

equipment in the work. The service provider shall arrange to replace or repair all defective

equipment so that the progress of the work is not hampered. No defective equipment should be left

at the project site and the department shall not be responsible for any loss or damage to any of these

equipment’s during the course of the execution of the work.


64

SECTION 6: ANNEXURE

ANNEXURE I: Format of sending Pre-Bid queries

Name of the bidder:

Queries

Sl.

No.

Clause

No.

Page

No.

Content of RFP Requiring

Clarification

Change Requested/ Clarification

required

Name of Authorized Personnel

Date of submission:

Note: Please sent pre-bid queries in format as specified above in editable excel through email.


65

ANNEXURE II: Instructions for Pre-Qualification Bid

6.1. Check-list for the documents to be uploaded for Pre-Qualification

Sl.

No. List of Documents to be submitted

PQ

ref.

Submitted

(Y/N)

Documentary

Proof (Pg. No.)

1 Cover Letter

2 Scanned copy of DD for RFP document fees of Rs. 5000/-

3 Scanned copy of DD for EMD of Rs. ___________/-

4 Power of Attorney in favor of Authorized signatory

5 Declaration that the bidder has not been

debarred/blacklisted by any Government/Semi-

Government. Organization

6 Copy of Certificate of Incorporation

7 Work orders, Work Completion Certificate

8 Self-Declaration

9 Copy of the audited Profit & Loss Statement of the

company and Certificate from the Chartered Accountant

10 Copy of the audited balance sheet of the company and/or

certified by the Chartered Accountant for last three years

11 Valid documentary proof of GST registration number

and the details of income tax registration (PAN).

12 Copy of valid certificates

13 Bidders particulars

14 Scanner Specifications

Note: PQ ref. should be as per PQ criteria mentioned in this RFP


66

6.2. Pre-Qualification Cover Letter

(To be submitted on the letterhead of the bidder)

Place:

Date:

To,

The Director,

Land Records & Survey,

Revenue & Land Reforms Department, Patna, Bihar

Subject: Submission of proposal in response to the RFP for “__________________________________”

Ref: RFP No. :

Dear Sir,

Having examined the RFP, the receipt of which is hereby duly acknowledged, we, the undersigned, offer

to provide the professional services as required and outlined in the RFP for the Appointment of Service

Provider for the Project “____________________________________”.

We attach hereto our responses to pre-qualification requirements and technical & commercial proposals as

required by the RFP. We confirm that the information contained in these responses or any part thereof,

including the exhibits, and other documents and instruments delivered or to be delivered to ____________,

Bihar is true, accurate, verifiable and complete. This response includes all information necessary to ensure

that the statements therein do not in whole or in part mislead the ________________, Bihar in its short-

listing process.

We fully understand and agree to comply that on verification, if any of the information provided here is

found to be misleading the selection process, we are liable to be dismissed from the selection process or

termination of the contract during the project, if selected to do so.

We agree for unconditional acceptance of all the terms and conditions set out in the RFP document and also

agree to abide by this tender response for a period of 180 days from the date of submission of bid. We


67

hereby declare that in case the contract is awarded to us, we shall submit the contract performance guarantee

bond in the form prescribed the RFP.

We agree that you are not bound to accept any tender response you may receive. We also agree that you

reserve the right in absolute sense to reject all or any of the products/ services specified in the tender

response.

It is hereby confirmed that I/We are entitled to act on behalf of our company/ corporation/ firm/ organization

and empowered to sign this document as well as such other documents, which may be required in this

connection.

____________________________________

Signature of Authorized Signatory (with official seal)

Name:

Designation:

Address:

Telephone & Fax:

E-mail address:


68

6.3. Format to share Bidder’s Particulars

Sl.

No. Information Details

1 Name of Bidding firm:

2 Address and contact details of Bidding firm:

3 Firm Registration Number and Year of Registration

4 Web Site Address

5 Status of Firm/ Company (Public Ltd., Pvt. Ltd., etc.)

Company’s Service Tax Registration No. (GST)

6 Company’s Permanent Account Number (PAN)

7 Company’s Revenue for last 3 years (Year wise)

8 Company’s Profitability for the last 3 years (Year wise)

9 Name, Designation and Address of the contact person to

whom all references shall be made regarding this RFP:

10 Telephone number of contact person:

11 Mobile number of contact person:

12 Fax number of contact person:

13 E-mail address of contact person:

Please submit the relevant proofs for all the details mentioned above along with your Bid response

Authorized Signatory

Name

Seal


69

6.4. Format for Declaration by the bidder for not being Blacklisted /

Debarred

(To be submitted on the Letterhead of the responding firm)

Date:

To

The Director,



Subject: Submission of proposal in response to the RFP for “_______________________________”

Ref: RFP No. :

Dear Sir,

I, authorized representative of _________________________, hereby solemnly confirm that the Company

_________________________ is not banned by the Government of Bihar/ Any other state government/

Government of India which includes any Government Department, Public Sector Undertakings of the

Government, Statutory Boards formed by the Government, Local Bodies in the State, Co-operative

Institutions in the State, Universities and Societies formed by the Government for any reason as on last date

of submission of the Bid. In the event of any deviation from the factual information/ declaration,

DEPARTMENT, Government of Bihar reserves the right to reject the Bid or terminate the Contract without

any compensation to the Company.

Thanking you,

Yours faithfully,

_____________________________________

Signature of Authorized Signatory (with official seal)

Date:

Name:

Designation:

Address:

Telephone & Fax:

E-mail address:


70

6.5. Format to share financial details for Bidder

Name of the Bidder

Financial Capability Overall turnover for FY

2015-16, FY 2016-17,

FY 2017-18 (in INR

crore)

Turnover from end-to-

end scanning,

digitization and DMS

implementation

projects for FY 2015-

16, FY 2016-17, FY

2017-18 (in INR crore)

*

Net Worth last three

financial year (FY

2017-18, 2016-2017,

2015-2016)

* List of the Projects

substantiating relevant

experience as per

technical evaluation

criteria

1.

2. ….

# Also, attach the Auditor Certified financial statements for the last three financial years (FY 2015-16, FY

2016-17, FY 2017-18)


71

6.6. Format for Authorization Letters from OEMs

Date: dd/mm/yyyy

To

The Director,



Sub: Authorization Letter to M/s. -------------- for the participation in the bid for “______________”

bid

Ref: bid No: <No> Dated <DD/MM/YYYY>

Sir,

We _______________________, (name and address of the manufacturer) who are established and reputed

manufacturers of __________________ having factories at __________________ (addresses of

manufacturing / development locations) do hereby authorize M/s _______________________ (name and

address of the Bidder) to bid, negotiate and conclude the contract with you against the above mentioned bid

for the above equipment / software manufactured / developed by us.

We herewith certify that the above mentioned equipment’s / software products are not end of the life and

we hereby undertake to support these equipment / software for the duration of minimum 5 years from the

date of Submission of the bid.

Yours faithfully,

For and on behalf of M/s __________________________ (Name of the manufacturer)

Signature:

Name:

Designation:

Address:

Date:

Note: This letter of authority should be on the letterhead of the concerned manufacturer and should be

signed by a person competent and having the power of attorney to bind the manufacturer.

Company Seal


72

ANNEXURE III: Guidelines for Technical Proposal

6.7. Checklist for Technical Bid

Sl.

No. List of Documents to be submitted TQ ref.

Submitted

(Y/N)

Documentary

Proof (Pg. No.)

1 Cover Letter

2 Work orders

3 Copy of the audited Profit & Loss Statement of

the company and Certificate from the Chartered

Accountant

4 Project Details

5 Self-declaration

6 Copy of valid certificate

7 Scanner Specifications

8 FRS compliance

Note: TQ ref. should be as per TQ criteria mentioned in this RFP


73

6.8. Technical Bid Cover Letter


Date:

To

The Director,



Subject: Submission of proposal in response to the RFP for “___________________________________”

Ref: RFP No. :

Dear Sir,

Having examined the RFP, the receipt of which is hereby duly acknowledged, we, the undersigned, offer

to provide the professional services as required and outlined in the RFP for

“_______________________________ “

We attach hereto the technical response as required by the RFP, which constitutes our proposal. We

undertake, if our proposal is accepted, to adhere to the implementation plan (Project schedule) for providing

Professional Services in “_________________________________________________ “, put forward in

RFP or such adjusted plan as may subsequently be mutually agreed between us and DEPARTMENT or its

appointed representatives.

If our proposal is accepted, we will obtain a Performance Bank Guarantee issued by a nationalized bank in

India, for a sum of equivalent to full value of the contract value for the due performance of the contract.

We agree for unconditional acceptance of all the terms and conditions set out in the RFP document and also

agree to abide by this tender response for a period of 180 days from the date of submission of Bid and it

shall remain binding upon us with full force and virtue, until within this period a formal contract is prepared

and executed, this tender response, together with your written acceptance thereof in your notification of

award, shall constitute a binding contract between us and DEPARTMENT.


74

We confirm that the information contained in this proposal or any part thereof, including its exhibits,

schedules, and other documents and instruments delivered or to be delivered to DEPARTMENT is true,

accurate, and complete. This proposal includes all information necessary to ensure that the statements

therein do not in whole or in part mislead DEPARTMENT as to any material fact.

We agree that you are not bound to accept any tender response you may receive. We also agree that you

reserve the right in absolute sense to reject all or any of the products/ services specified in the tender

response.

It is hereby confirmed that I/We are entitled to act on behalf of our company/ corporation/ firm/ organization

and empowered to sign this document as well as such other documents, which may be required in this

connection.

Date:

(Signature)

(Name)

(In the capacity of)

[Seal / Stamp of bidder]

Witness Signature:

Witness Name:

Witness Address:

-------------------------------------------------------------------------------------------------------------------------------

-------

CERTIFICATE AS TO AUTHORISED SIGNATORIES

I__________________________, the Company Secretary of _________________, certify

that___________________________________ who signed the above Bid is authorized to do so and bind

the company by authority of its board/ governing body.

Date:

Signature:

(Company Seal) (Name)


75

6.9. Format to share Project Details

Sl. No Information Sought Details

Customer Information

1 Customer Name

2 Name of the contact person from the client

organization who can act as a reference with

contract coordinates

Name

Designation

Address

Mobile /Phone Number

Email ID

Project Details

3 Project Title

4 Start Date/ End Date

5 Current Status (In Progress/ Completed)

6 Number of responding firm’s staff deployed

on this project (peak time )

Value of the Project

7 Order value of the project (in rupees lakhs)

No. of Documents involved for scanning and

Digitization

8 Narrative description of project: (Highlight

the components / services involved in the

project that are of similar nature to the project

for which this Tender is floated

9 Description of actual services provided by the

responding firm within the project and their

relevance to the envisaged components /

services involved in the project for which this

RFP is floated

10 Description of the key areas where significant

contributions are made for the success of the

project

11 Order Copies and Performance Certificate

received from Client is attached with this

statement

Note: The Bidder is required to use above formats for all the projects referenced by the bidder for the pre-

qualification criteria and technical bid evaluation.


76

6.10. Scanner Specification:

a) High Speed Image Scanners

SL.

No.

Image scanners -

make and

specifications

No.

Available

Dpi /

Resolution

Year of

Manufacture

speed of each

scanner (per

hour)

------------------------- ---------------------------------------------------------------------------------------------

Nodal Officer Name Service Provider’s Representative Name

<Date> <Date>


77

ANNEXURE IV: Commercial Bid Formats

6.11. Commercial Bid Cover Letter


Date:

To

The Director,



Subject: Submission of proposal in response to the RFP for “___________________________”

Ref: RFP No. :

Dear Sir,

We, the undersigned Bidders, having read and examined in detail all the bidding documents in respect of

"_______________________________________” do hereby propose to provide services as specified in

the bid referred above.

1. PRICE AND VALIDITY

All the prices mentioned in our bid are in accordance with the terms as specified in the bid

documents. All the prices and other terms and conditions of this bid are valid for a period of 180

calendar days from the date of opening of the Bids.

We hereby confirm that our bid prices include all taxes. Taxes are quoted separately under relevant

sections, as specified in the bid formats.

We have studied the clause relating to Indian Income Tax and hereby declare that if any income

tax, surcharge on Income Tax, Professional and any other corporate Tax in altercated under the

law, we shall pay the same.

2. UNIT RATES


78

We have indicated in the relevant schedules enclosed, the unit rates for the purpose of payment as

well as for price adjustment in case of any increase to / decrease from the scope of work under the

contract.

3. DEVIATIONS

We declare that all the services shall be performed strictly in accordance with the bid documents

and there are no deviations.

4. QUALIFYING DATA

We confirm having submitted the information as required by you in your Instruction to Bidders. In

case you require any other further information/documentary proof in this regard before evaluation

of our bid, we agree to furnish the same in time to your satisfaction.

5. BID PRICE

We declare that our bid Price is for the entire scope of the work as specified in the bid document.

These prices are indicated in the subsequent sub-sections of this Section.

6. CONTRACT PERFORMANCE GUARANTEE BOND

We hereby declare that in case the contract is awarded to us, we shall submit the contract

Performance Bank Guarantee in the form prescribed in the bid.

We hereby declare that our bid is made in good faith, without collusion or fraud and the information

contained in the bid is true and correct to the best of our knowledge and belief.

We understand that our bid is binding on us and that you are not bound to accept a bid you receive. We

confirm that no Technical deviations are attached here with this commercial offer.

Thanking you, Yours faithfully,

(Signature of the Authorized Signatory)

Name

Designation

Seal.

Date:

Place:

Office Address:


79

6.12. Commercial Bid Format and Instructions

The Service Provider has to quote the rate in the BoQ Excel Sheet available on e-Procurement website with

this bid. Commercial bid to be provided for enterprise license and should not be dependent on the number

of pages or the number of users/concurrent users of the DMS system. Service Provider need to fill up for

price bid as below.

A. Scanning Cost

Sl.

No

.

Item

Unit Rate

per

image (A)

Indicative

volume of

images/recor

ds (B)

Total

Commercial

Cost in INR

(C=A*B)

GST

(%)

Total

GST (in

INR)

(D)

Total

Cost

(incl. of

tax)

(C+D)

1 Scanning rate per side

(image) of A1 to A3

size document

(including metadata

creation and indexing)

4,00,00,000

2 Scanning rate per side

(image) of Legal/A4

and below size

document (including

metadata creation and

indexing)

6,00,00,000

3 Unbinding/Binding

rate per file

20,00,000

4 Cost of scanning & digitization Infrastructure setup,

if any

5 Other charges, if any (specify here)

TOTAL


80

B. Digitization Cost

Sl.

No

.

Item

Unit

Rate

per

image

(A)

Indicative

volume of

images/recor

ds (B)

Total

Commercial

Cost in INR

(C=A*B)

GST

(%)

Total

GST (in

INR)

(D)

Total

Cost

(incl. of

tax)

(C+D)

1

Digitization rate per side

(image) of A1 to A3 size

document (including

metadata creation and

indexing)

4,00,00,000

2

Digitization rate per side

(image) of Legal/A4 and

below size document

(including metadata

creation and indexing)

6,00,00,000

TOTAL

C: DMS Cost

Sl.

No. Item

Total Commercial

cost in INR (A) GST (%)

Total GST

(in INR)

(B)

Total Cost

(incl. of tax)

(C=A+B)

1* One time Application license &

Implementation cost

2 One time cost for Configuration

and Customization of DMS

3 One time cost for hosting at

State Cloud, if any


81

4

One time Training cost for 10

users (including training

material cost)

5 Two year support cost

6 Other charges, if any (specify

here)

TOTAL

C. User Training

Sl

NO Item

No. of

Candidate Unit Rate

Total

Commercial

GST

(%)

Total

GST Total Cost

1 Training

including user

manual

1000

TOTAL PROJECT COST

SL. No. Cost Heading

Total

Commercials

exclusive of all

tax in INR

(A)

Tax amount

(B)

Total Quoted

Amount

(C=A+B)

1 SCANNING COST

2 Digitization Cost

3 DMS Cost

4 Training Cost

5 Two year maintenance & support

cost post Go-Live acceptance

SCANNING + DIGITIZATION + DMS

IMPLEMENTATION + SUPPORT COST+

TRAINING COST = TOTAL PROJECT

COST


82

TOTAL PROJECT COST (in words)

Note: i: DMS license should be perpetual license.

Instructions:

The volume given above for all items are indicative and are for evaluation purpose only.

DEPARTMENT does not guarantee the volume for the particular item. The actual volume for the

given items may be more or less. The payment will be made based on unit rates quoted for the

particular item on actual work is undertaken for both scanning and digitization.


83

ANNEXURE V– Bank Guarantee Format of EMD

Bank Guarantee Format for Earnest Money Deposit (EMD):

(To be provided in original on stamp paper of value required under law duly signed by authorized

representative of Bank)

Tender Ref.

Date:

To:

The Director,


Revenue & Land Reforms Department,

Patna

Bihar

This Deed of Guarantee executed at ___________________ by _________________ (Name of the Bank)

having its Head / Registered office at____________________, and having one of its branches at

___________ Patna (hereinafter referred to as ―”the Guarantor”) which expression shall unless it be

repugnant to the subject or context thereof include its heirs, executors, administrators, successors and

assigns;

In favor of __________________, having its office at Old Secretariat, Patna – 800 015, Bihar (hereinafter

referred to as ―”_______________”) which expression shall unless it be repugnant to the subject or context

thereof include its heirs, executors, administrators, successors and assigns;

Whereas Name of the bidder _____________________ Ltd., a Company / partnership firm / proprietorship

concern registered under the ________________(name of the relevant act/law under which incorporated)

having its registered office at _________________ (hereinafter called ―”Bidder” which expression shall

unless it be repugnant to the subject or context thereof include its executors, administrators, successors and

assigns) has submitted its Proposal for award of ―

“___________________________________________________ ” vide Invitation for Tender Document

No _____________ dated __________ issued by __________________, Government of Bihar (hereinafter

referred to as ―”the Project”).


84

Whereas in terms of the Invitation for Tender Document No ______________dated________ (hereinafter

referred to as Tender Document) issued by _______________, the Bidder is required to furnish to

________________ an unconditional and irrevocable Bank Guarantee for an amount of INR

______________(INR ___________) as Earnest Money Deposit and the Guarantor has at the request of

the Bidder agreed to provide such Guarantee being these presents:

Now this Deed witnessed that in consideration of the premises, we, _______________ Bank hereby

agree, declare, undertake and guarantee as follows:

1. We as primary obligor hereby irrevocably, unconditionally and without reservation guarantee the due

and faithful fulfilment and compliance of the terms and conditions of the tender by the said Bidder and

unconditionally and irrevocably undertake to pay forthwith to ________________ an amount not

exceeding INR ___________ (INR ___________only) without any demur, reservation, recourse,

contest or protest and without reference to the Bidder, if the Bidder has failed to comply with and fulfil

all or any of the terms and conditions contained in the tender. A letter from _________________ stating

that the Bidder is in default in the due and faithful fulfilment and compliance with the terms and

conditions contained in the tender shall be final, conclusive and binding on the Bank, in respect of the

forfeiture of the Earnest Money Deposit and the amount due and payable under this Guarantee.

2. This Guarantee shall remain in full force and effect for a period of 180 (One hundred and Eighty) days

from the _______ (Proposal Due Date).

3. Subject to clause 1 above, any claim for payment under this Guarantee shall be in the form of a written

declaration by ____________________.

4. We………………..Bank further agree that _________________ shall be the sole judge as regards the

determination as to whether the Bidder is in default of due and faithful fulfilment and compliance of

the terms and conditions contained in the Tender and the decision of ______________________ in this

regard shall be final and binding on us, notwithstanding any differences between

____________________ and the said Bidder and/or any dispute between ___________________ and

the Bidder pending before any Court, Tribunal, Arbitrator or any other authority.

5. ________________ shall have the full liberty without affecting in any way the liability of the Bank

under this Guarantee from time to time to vary any other terms and conditions of the said Tender

document or to extend the time frame for completion of bidding process or the period of fulfilment and

compliance with the terms and conditions contained in the said Tender document by the said Bidder or

to postpone for any time and from time to time any of the powers exercisable by it against the said

Bidder and either to enforce or forbear from enforcing any of the terms and conditions contained in the

said Tender document or the securities available to ________________ and the bank shall not be


85

released from its liability under these presents by any exercise by ____________________ of the liberty

with reference to the matters aforesaid or by reason of time being given to the said Bidder or any other

forbearance, act or omission on the part of ___________________ or any indulgence by

____________________ to the said Bidder or of any other matter or thing whatsoever which under the

law relating to sureties would but for this provision have the effect of releasing the Bank from its such

liability.

6. Any notice by way of request, demand or otherwise hereunder shall be sent by courier or by registered

mail to the Bank, addressed as aforesaid.

7. We undertake to make the payment on receipt of your notice of claim on us addressed to _______

(name of Bank along with branch address) and delivered at our above branch that shall be deemed to

have been duly authorized to receive the said notice of claim.

8. It shall not be necessary for __________________ to proceed against the said Bidder before proceeding

against the bank and the Guarantee herein contained shall be enforceable against the bank,

notwithstanding any other security which _________________ may have obtained or obtained from

the said Bidder, shall at the time when proceedings are taken against the bank hereunder, be outstanding

or unrealized.

9. We ______________________ Bank lastly undertake not to revoke this guarantee during its currency

except with the previous express consent of ___________________ in writing and agree that any

change in the constitution of the Bank or the said Bidder shall not discharge our liability hereunder.

10. The Bank declares that it has the power to issue this guarantee and the undersigned have full powers

to do so on behalf of the Bank.

Date ________ day of ____________ 2018

Signature of the Issuing / Authority with seal

CORPORATE SEAL

For ___________________ Bank

Note: A covering letter of confirmation is also to be given by the bank along with this bank guarantee.


86

ANNEXURE VI–Performance Bank Guarantee

For Contract Performance Bank Guarantee

Ref: _________________ Date: _________________

Bank Guarantee No.: ____________________

To

___________

_________________

___________________

Email id: _________________________

Ref:

Dear Sir,

PERFORMANCE BANK GUARANTEE – For “___________________________________________”

WHEREAS

M/s. (name of Bidder), a company registered under the Companies Act, 1956, having its registered and

corporate office at (address of the Bidder), (hereinafter referred to as “our constituent”, which expression,

unless excluded or repugnant to the context or meaning thereof, includes its successors and assigns), agreed

to enter into a Contract dated …….. (Hereinafter, referred to as “Contract”) with you for

“__________________________________”, in the said Contract.

We are aware of the fact that as per the terms of the Contract, M/s. (name of Bidder) is required to furnish

an unconditional and irrevocable Bank Guarantee in your favor for an amount of 10% of the Total Contract

Value, and guarantee the due performance by our constituent as per the Contract and do hereby agree and

undertake to pay any and all amount due and payable under this bank guarantee, as security against breach/

default of the said Contract by our Constituent.


87

In consideration of the fact that our constituent is our valued customer and the fact that he has entered into

the said Contract with you, we, (name and address of the bank), have agreed to issue this Performance Bank

Guarantee.

Therefore, we (name and address of the bank) hereby unconditionally and irrevocably guarantee you as

under:

In the event of our constituent committing any breach / default of the said Contract, and which has not been

rectified by him, we hereby agree to pay you forthwith on demand such sum/s not exceeding the sum of

10% of the Total Contract Value i.e.,…………..<in words> without any demur.

Notwithstanding anything to the contrary, as contained in the said Contract, we agree that your decision as

to whether our constituent has made any such default(s) / breach(es), as aforesaid and the amount or

amounts to which you are entitled by reasons thereof, subject to the terms and conditions of the said

Contract, will be binding on us and we shall not be entitled to ask you to establish your claim or claims

under this Performance Bank Guarantee, but will pay the same forthwith on your demand without any

protest or demur.

This Performance Bank Guarantee shall continue and hold valid till 180 days after completion of the

Contract Period, subject to the terms and conditions in the said Contract.

We bind ourselves to pay the above said amount at any point of time commencing from the date of the said

Contract until 6 months after the completion of Contract Period.

We further agree that the termination of the said Agreement, for reasons solely attributable to our

constituent, virtually empowers you to demand for the payment of the above said amount under this

guarantee and we would honour the same without demur.

We hereby expressly waive all our rights: Requiring to pursue legal remedies against DEPARTMENT; and

For notice of acceptance hereof any action taken or omitted in reliance hereon, of any defaults under the

Contract and any resentment, demand, protest or any notice of any kind.

We the Guarantor, as primary obligor and not merely Surety or Guarantor of collection, do hereby

irrevocably and unconditionally give our guarantee and undertake to pay any amount you may claim (by


88

one or more claims) up to but not exceeding the amount mentioned aforesaid during the period from and

including the date of issue of this guarantee through the period.

We specifically confirm that no proof of any amount due to you under the Contract is required to be

provided to us in connection with any demand by you for payment under this guarantee other than your

written demand.

Any notice by way of demand or otherwise hereunder may be sent by special courier, telex, fax, registered

post or other electronic media to our address, as aforesaid and if sent by post, it shall be deemed to have

been given to us after the expiry of 48 hours when the same has been posted. If it is necessary to extend this

guarantee on account of any reason whatsoever, we undertake to extend the period of this guarantee on the

request of our constituent under intimation to you.

This Performance Bank Guarantee shall not be affected by any change in the constitution of our constituent

nor shall it be affected by any change in our constitution or by any amalgamation or absorption thereof or

therewith or reconstruction or winding up, but will ensure to the benefit of you and be available to and be

enforceable by you during the period from and including the date of issue of this guarantee through the

period.

Notwithstanding anything contained hereinabove, our liability under this Performance Guarantee is

restricted to 10% of the Contract Value, and shall continue to exist, subject to the terms and conditions

contained herein, unless a written claim is lodged on us on or before the aforesaid date of expiry of this

guarantee.

We hereby confirm that we have the power/s to issue this Guarantee in your favor under the Memorandum

and Articles of Association / Constitution of our bank and the undersigned is / are the recipient of authority

by express delegation of power/s and has / have full power/s to execute this guarantee under the Power of

Attorney issued by the bank in your favour.

We further agree that the exercise of any of your rights against our constituent to enforce or forbear to

enforce or any other indulgence or facility, extended to our constituent to carry out the contractual

obligations as per the said Contract, would not release our liability under this guarantee and that your right

against us shall remain in full force and effect, notwithstanding any arrangement that may be entered into

between you and our constituent, during the entire currency of this guarantee.

Notwithstanding anything contained herein:


89

Our liability under this Performance Bank Guarantee shall not exceed 10% of the Total Contract Value.

This Performance Bank Guarantee shall be valid only from the date of signing of Contract to 180 days after

the End of Contract Period; and

We are liable to pay the guaranteed amount or part thereof under this Performance Bank Guarantee only

and only if we receive a written claim or demand on or before 180 days after the completion of Contract

Period.

Any payment made hereunder shall be free and clear of and without deduction for or on account of taxes,

levies, imports, charges, duties, fees, deductions or withholding of any nature imposts.

This Performance Bank Guarantee must be returned to the bank upon its expiry. If the bank does not receive

the Performance Bank Guarantee within the above-mentioned period, subject to the terms and conditions

contained herein, it shall be deemed to be automatically cancelled.

This guarantee shall be governed by and construed in accordance with the Indian Laws and we hereby

submit to the exclusive jurisdiction of courts of Justice in India for the purpose of any suit or action or other

proceedings arising out of this guarantee or the subject matter hereof brought by you may not be enforced

in or by such count.

Dated ……………………. this ……….. Day …………. 2017.

Yours faithfully,

For and on behalf of the …………… Bank,

(Signature)

Designation

(Address of the Bank)


90

Note:

i) This guarantee will attract stamp duty as a security bond.

ii) A duly certified copy of the requisite authority conferred on the official/s to execute the guarantee on

behalf of the bank should be annexed to this guarantee for verification and retention thereof as

documentary evidence in the matter.


91

ANNEXURE VII- Format to share Bidder’s Particulars (On company letter head)

Sl. No. Description Details (to be filled by the

responder to the Bid)

1 Name of the company

2 Official address

3 Phone No. and Fax No.

4 Corporate Headquarters Address

5 Phone No. and Fax No.

6 Web Site Address

7 Details of Company’s Registration (Please

enclose copy of the company registration document)

8 Name of Registration Authority

9 Registration Number and Year of Registration

10 CMMi, ISO 9001, ISO 27001 and its validity

11 GST registration No.

12 CST/LST/VAT registration No.

13 Permanent Account Number (PAN)

14 Company’s Revenue for last 3 years (Year wise)

Note: Please submit the relevant proofs for all the details mentioned above along with your bid response.


92

ANNEXURE VIII- Document Handover Summary Sheet

Sl.

No

Document

Type

File/Record

No. Title Category

Pg.

Size

No. of

Pg.

Uploaded to

DMS server

(Y/N)?

Actual

Date of

Return

1

2

3

4

Declaration by the Nodal Office while collecting the documents:

I, hereby, verify that the above documents handed over to the Service Provider have been returned to the

department without any alteration, and modifications. I also hereby verify that the above documents

scanned by the Service Provider is an exact replica of the physical document (i.e. it is complete and correct),

is legible, has been uploaded on the DMS server, an additional backup copy has been provided on external

media and the has been completed as mentioned in the table above.


93

ANNEXURE IX-Power of Attorney

Know by all men by these presents, We_________________________ (Name of the Bidder and address of

their registered office) do hereby constitute, appoint and authorize Mr. / Ms._________________________

(name and residential address of Power of attorney holder) who is presently employed with us and holding

the position of _________________________ as our Attorney, to do in our name and on our behalf, all

such acts, deeds and things necessary in connection with or incidental to our Proposal for the

“________________________________”, including signing and submission of all documents and

providing information / responses to the DEPARTMENT, representing us in all matters before

DEPARTMENT, and generally dealing with the DEPARTMENT in all matters in connection with our

Proposal for the said Project.

We hereby agree to ratify all acts, deeds and things lawfully done by our said Attorney pursuant to this

Power of Attorney and that all acts, deeds and things done by our aforesaid Attorney shall and shall always

be deemed to have been done by us.

For ___________________________

Name:

Designation:

Date:

Time:

Seal:

Business Address:

Accepted,

_________________________ (Signature)

(Name, Title and Address of the Attorney)

Note:

The mode of execution of the Power of Attorney should be in accordance with the procedure, if

any, laid down by the applicable law and the charter documents of the executant(s) and when it is

so required the same should be under common seal affixed in accordance with the required

procedure.

The Power of Attorney shall be provided on stamp paper of appropriate denomination as per the

law applicable.

The Power of Attorney should be supported by a duly authorized resolution of the Board of

Directors of the Bidder authorizing the person who is issuing this power of attorney on behalf of

the Bidder.


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ANNEXURE X- Sample Documents For Reference

Khatian


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Register-D


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ANNEXURE XI- FUNCTIONAL REQUIREMENT SPECIFICATION

Document Management System (DMS)

Document Management Systems, is the use of a computer system and software to store, manage and track

electronic documents and paper based information captured through the use of a document scanner. DMS

is critical to the operation of the Department, since it has many documents, manuals, records, etc., which

need to be safely stored and referred to as and when needed. By setting up a DMS, the stored documents

will be protected from fire and other calamities. It is necessary to have electronic data storage to store data

safely and securely for a longer duration of time. Retrieval process shall save time for manual search of the

files stored in record room. DMS will allow users to view, edit their documents as & when required basis.

Stored files in DMS can be accessed by single machine.

Functional Requirement Specification - Document Management System (DMS)

Sr.

No.

Functionality Compliance

(Yes/No)

General

1 System must support bulk uploading of scanned image data along with its indexes and tags.

2 System should have ability to support all standard web browsers such as Internet Explorer,

Firebox, Chrome, Opera, Safari etc.

3 Scalability should be high. The systems shall be designed for 24x7 operations.

4 System should have centralized server with single database

5 The proposed Document Management Systems shall have versioning features to track and

document revisions made.

6 Maker-Checker Functionality for user creation and Document Upload

7 The proposed Document Management Systems should have feature for different image file

formats like PDF, png, jpeg, tiff, gif etc.

8 Ability to compress documents for faster access.

9 The system should support insertion of new schema as and when required for further

incorporation of new Scanned and/digitized documents at any point of time

10 Minimize bandwidth requirement for document viewing/download.

11 The documents should be optimized for viewing over the internet i.e. pages should be

viewable as soon as they are downloaded without waiting for complete file to be

downloaded i.e. A multipage file is downloaded page-by-page and should be viewable as

soon as a page is downloaded rather than having to wait for the entire file to download.

12 Support for interoperability with cross platforms specifically (Windows, Linux and Unix,

Sun Solaris), Databases and Web Servers


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13 The application should support split window feature and should be capable of displaying

scanned image and its corresponding image in a single screen

Architecture Considerations

14 The system should support multiple hardware and software platforms and not be tied to a

specific vendor/brand

15 The system should support open source databases

16 The Document Management System should adopt a browser-based approach for end users.

17 The system should support Multi-tier service oriented architecture with each tier fully

independent

18 The system should support unlimited storage capacity and the capacity should be able to be

increased on demand.

19 LDAP authentication for types of user with defined privilege

20 Ability to support standard Image Operations such as rotate, invert, zoom-in/ zoom-out,

zoom percentage etc.

21 Ability to generate extensive Reports and Audit trail like Report on total records uploaded

along with associated indexes, etc.

Archival

22 Ability to support categorization of documents in folders-subfolders etc.

23 The proposed solution should have the ability to provide hosted archival for documents.

24 The proposed solution should allow users to access archived data using a web based client.

25 The proposed solution should provide users the capability to search across primary

documents and archived documents

26 The proposed solution should allow administrators to set parameters for archival and

document retention policy.

27 All process data elements, comments, and attached documents archived and made

accessible for use in the future.

Digitizing

28 The application should allow user to view digital image and their corresponding scanned

image in a single window

29 The application should be able to retrieve digitized data along with corresponding scanned

image when searched using character/ phrase/ file name/ document name etc.

30 Ability to support rectification/amendment as per designated user rights

31 The system should support printing facility of digitized data separately as well collectively

along with corresponding scanned image

Indexing

32 Ability to support Automatic full text indexing for Text search

33 Ability to provide for multiple indexes for different types of documents.

34 Ability to provide for user-defined indexes for easy search and retrieval of files and folders.

35 Ability to provide facility to add tags with documents to act as quick reference for the

documents

36 Ability to Support Auto indexing using CSV/Excel sheet import


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Search and Retrieval

37 Ability to support searching of text documents based on user-input character strings,

keywords, etc.

38 Search should be possible in English

39 Ability to support search queries using Boolean operators (e.g. AND, OR and NOT,

wildcard) text search.

40 Ability upon completion of search, immediately to display all selected images and support

quick navigation through documents.

41 Ability to provide for rapid search and retrieval on very large document repositories

42 Search Criteria should be configurable

43 The system shall support facility to export results in MS-Word, MS Excel, PDF and plain

text formats

Security

44 The Document management system shall support definition of Users, Groups and Roles

relation in the system

45 The system shall support access permissions on folders, documents and object level

46 The system shall support multiple levels of access rights (Delete/Edit/ View/ Print/ Copy

or Download)

47 The system shall support system privileges like Create/Delete Users, Define indexes etc.

48 The system shall support secure login id and passwords for each user and passwords shall

be stored in encrypted format in database

49 The system shall provide support for HTTP/SSL for secured data transfer

50 The system shall provide LDAP support for integrating with directory services and shall

support single sign on

51 The system shall support Extensive Audit-trails at document, folder and for highest levels

for each action done by particular user with user name, date and time

52 The access to the software should be based on user-id and password. The software should

be capable to support two-factor authentication, if Department decides to adopt the same in

future.

53 The application should be secure against internal as well as external malicious attacks

Easy Web Administration

54 The system shall support web-based administration module for the complete management

of system.

55 The Admin module shall support Users/Groups/Role definition and granting Access Rights

to them and set password expiries

56 The Admin module shall provide easy to use interface for Index structure definition, that

can be used by different users

57 The Admin module shall provide interface for purging old audit trail and do selective

logging i.e. select the system or application features for, which the audit trails have to be

generated.

58 The Admin module shall provide facility to take complete and incremental backups


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59 Diagnostics monitoring activities of different components. E.g. Logs consolidation and

capturing, missing indexes, audit log size etc.

Document Delivery and Distribution

60 The system shall allow users to download documents through HTTP depending upon the

access rights

61 The system shall support print and email of documents

62 Easy to print by page or by document object.

Reports and Audit Trails Features

63 The Document management system shall support extensive Reports and audit trails

64 The system shall provide facility to generate Audit trails on separate actions, and between

specific date/times

65 Reports should be available in MS Word, MS Excel, PDF and plain text formats

Backup and Recovery Feature

66 The proposed solution should have the ability to provide periodic backup for all data.

67 The proposed solution should allow the administrator to recover backed up data.

68 The proposed solution should allow administrators to set parameters for backup policy.