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State Insurance & Provident Document Fund Departmentsipf.rajasthan.gov.in/Tenders/FinalRFPScanningSIPF...Act The Rajasthan Transparency in Public Procurement Act, 2012 (Act No. 21

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    Overview Procurement Policy Manual for RajCOMP Info Services Limited

    Document

    Title

    RajCOMP Info Services Limited- Manual on Policies and Procedures for

    Procurement

    Document

    Status

    Final

    Abstract This document provides a broad framework and guidelines for RajCOMP

    Info Services Limited Staff in carrying out various procurement activities.

    Document Publication History

    Date Author Version Remark

    17th February 2011 Dr. S.S. Vaishnava V3 Final Version

    Distribution

    Version Name Location

    Final MD RajComp Info Services

    Limited

    RajComp Info Services Limited office,

    Jaipur

    Secretary (IT) RajComp Info Services Limited office,

    Jaipur

    Table of Contents

    State Insurance & Provident Fund Department

    Final Request for Proposal (RFP) for

    Scanning, Digitization & E-cataloguing of

    documents for SI&PF Department.

    Government of Rajasthan

    2017

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    1 Contents 1. ABBREVIATIONS & DEFINITIONS ................................................................................................................. 5

    2. INVITATION FOR E-BID (IFB) & NOTICE INVITING BID (NIB) ..................... ERROR! BOOKMARK NOT DEFINED.

    3. PROJECT PROFILE & BACKGROUND INFORMATION........................................................................... 11

    3.1. ABOUT SI&PF ........................................................................................................................................................ 11

    3.2. PROJECT BACKGROUND ............................................................................................................................................ 12

    3.3. PROJECT OBJECTIVES ................................................................................................................................................ 12

    3.4. BRIEF SCOPE OF WORK ............................................................................................................................................. 13

    4. PRE-QUALIFICATION/ ELIGIBILITY CRITERIA ......................................................................................... 14

    5. SCOPE OF WORK, DELIVERABLES & TIMELINE ...................................................................................... 17

    5.1. SCOPE OF WORK ..................................................................................................................................................... 17

    5.1.1. RECORDS TO BE DIGITIZED ......................................................................................................................................... 17

    5.1.2. VOLUME OF WORK/DOCUMENTS TO BE DIGITIZED (DIVISION/DISTRICT WISE) .................................................................... 18

    5.1.3. TYPE & SIZE OF DOCUMENTS .................................................................................................................................... 20

    5.1.4. METHODOLOGY & PROCESS OF DIGITIZATION WORK ..................................................................................................... 21

    A. DATA PREPARATION ........................................................................................................................................... 21

    I. RECEIVING OF DOCUMENTS . ................................................................................................................................ 21

    II. BATCH PREPARATION ........................................................................................................................................ 22

    B. CAPTURE PROCESS ............................................................................................................................................ 22

    I. SCANNING....................................................................................................................................................... 22

    II. INDEXING ........................................................................................................................................................ 22

    III. QUALITY CHECK OF SCANNED DOCUMENT ............................................................................................................... 22

    C. UPLOADING & DELIVERY OF DATA & IMAGES ...................................................................................................... 23

    D. SCANNING INFRASTRUCTURE/ RESOURCE DEPLOYMENT ................................................................................. 24

    5.1.5. DIAGRAMMATIC PROCESS FLOW FOR ONSITE SCANNING ................................................................................... 25

    5.2. ROLE & RESPONSIBILITIES OF STAKEHOLDERS ................................................................................................. 25

    5.3. PROJECT DELIVERABLES, MILESTONES & TIME SCHEDULE.............................................................................. 26

    6. INSTRUCTION TO BIDDERS (ITB) ................................................................................................................ 29

    7. GENERALTERMS AND CONDITIONS OF TENDER &CONTRACT ....................................................... 51

    8. SPECIAL TERMS AND CONDITIONS OF TENDER & CONTRACT ........................................................ 68

    1) Payment Terms and Schedule 68

    2) Penalities 69

    3) Change Requests/ Management 70

    ANNEXURE-1: PRE-BID QUERIES FORMAT ....................................................................................................... 72

    ANNEXURE-2 - TENDER FORM .............................................................................................................................. 73

    ANNEXURE-3: BIDDERS AUTHORIZATION CERTIFICATE ............................................................................. 75

    ANNEXURE-4: SELF-DECLARATION .................................................................................................................... 76

    ANNEXURE-5: FINANCIAL BID COVER LETTER &FORMAT ............................................................................ 77

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    ANNEXURE-6: BANK GUARANTEE FORMAT ..................................................................................................... 80

    ANNEXURE-7: DRAFT AGREEMENT FORMAT ............................................................................................. 85-88

    ANNEXURE-8: FORMAT FOR SUBMISSION OF PROJECT REFERENCES FOR PRE-QUALIFICATION

    EXPERIENCE .............................................................................................................................................................. 88

    ANNEXURE-9: MEMORANDUM OF APPEAL UNDER THE RTPP ACT, 2012 ................................................ 90

    ANNEXURE-10: CHECK LIST FOR TECHNICAL BID EVALUATION .......................................................... 91-94

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    Request for Proposal (RFP) for Scanning & E-cataloguing of documents for State Insurance & Provident Fund Department, Government of Rajasthan

    Reference No F1()ADD/DIGZ/HO/2016-17/ dated 31/10/2017

    Mode of Bid Submission Online though eProcurement/ eTendering system at http://eproc.rajasthan.gov.in

    Procuring Authority Director State Insurance & Provident Fund, Beema Bhawan, Swai Jai Singh Highway,

    Jaipur, -302016 (Rajasthan)

    Date & Time of Pre-bid meeting at

    Last Date & Time of Submission of Bid at

    Date & Time of Opening of Technical Bid at

    Bidding Document Fee: Rs. (Rupees only)

    Name of the Bidding Company/ Firm:

    Contact Person(Authorised Bid Signatory):

    Correspondence Address:

    Mobile No. Telephone & Fax Nos.:

    Website & E-Mail:

    State Insurance & Provident Fund Department , Rajasthan

    Beema Bhawan, Sawai Jai Singh Highway, Jaipur, -302016 (Rajasthan)

    Phone: 0141-2200786 Fax: 0141-2203344

    Web: http://sipf.rajasthan.gov.in, Email: [email protected]

    http://eproc.rajasthan.gov.in/mailto:[email protected]

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    1. ABBREVIATIONS & DEFINITIONS

    Act The Rajasthan Transparency in Public Procurement Act, 2012 (Act No.

    21 of 2012) and Rules thereto

    Authorised Signatory The bidders representative/ officer vested (explicitly, implicitly, or through

    conduct) with the powers to commit the authorizing organization to a

    binding agreement. Also called signing officer/ authority having the Power

    of Attorney (PoA) from the competent authority of the respective Bidding

    firm.

    BG Bank Guarantee

    Bid/ eBid A formal offer made in pursuance of an invitation by a procuring entity and

    includes any tender, proposal or quotation in electronic format

    Bid Security

    A security provided to the procuring entity by a bidder for securing the

    fulfilment of any obligation in terms of the provisions of the bidding

    documents.

    Bidder Any person/ firm/ agency/ company/ contractor/ supplier/ vendor

    participating in the procurement/ bidding process with the procurement

    entity

    Bidding Document

    Documents issued by the procuring entity, including any amendments

    thereto, that set out the terms and conditions of the given procurement and

    includes the invitation to bid

    CMC Contract Monitoring Committee

    Competent Authority An authority or officer to whom the relevant administrative or financial

    powers have been delegated for taking decision in a matter relating to

    procurement. Director SI&PF in this bidding document.

    Contract/

    Procurement

    Contract

    A contract entered into between the procuring entity and a successful

    bidder concerning the subject matter of procurement

    Contract/ Project

    Period

    The Contract/ Project Period shall commence from the date of issue of

    Work order till completion of the project which extendable to one year with

    mutual consent.

    Day A calendar day as per GoR/ GoI.

    DeitY, GoI Department of Electronics and Information Technology, Government of

    India

    DoIT&C Department of Information Technology and Communications, Government

    of Rajasthan.

    EAD Encoded Archival Description

    GoI/ GoR Govt. of India/ Govt. of Rajasthan

    Goods All articles, material, commodities, electricity, livestock, furniture, fixtures,

    raw material, spares, instruments, software, machinery, equipment,

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    industrial plant, vehicles, aircraft, ships, railway rolling stock and any

    other category of goods, whether in solid, liquid or gaseous form,

    purchased or otherwise acquired for the use of a procuring entity as well

    as services or works incidental to the supply of the goods if the

    value of services or works or both does not exceed that of the goods

    themselves

    GPF General Provident Fund.

    GST Goods and Services Tax.

    ICT Information and Communication Technology.

    IFB

    Invitation for Bids (A document published by the procuring entity inviting

    Bids relating to the subject matter of procurement and any amendment

    thereto and includes notice inviting Bid and request for proposal)

    INR Indian Rupee

    ISI Indian Standards Institution

    ISO International Organisation for Standardisation

    IT Information Technology

    ITB Instruction to Bidders

    LD Liquidated Damages

    LoI Letter of Intent

    NCB A bidding process in which qualified bidders only from within India are

    allowed to participate

    NIB Notice Inviting Bid

    Notification A notification published in the Official Gazette

    OEM Original Equipment Manufacturer

    PAN Permanent Account Number

    PBG Performance Bank Guarantee

    PC Procurement/ Purchase Committee

    PQ Pre-Qualification

    Procurement Process

    The process of procurement extending from the issue of invitation to Bid

    till the award of the procurement contract or cancellation of the

    procurement process, as the case may be

    Procurement/ Public

    Procurement

    The acquisition by purchase, lease, license or otherwise of works, goods or

    services, including award of Public Private Partnership projects, by a

    procuring entity whether directly or through an agency with which a

    contract for procurement services is entered into, but does not include any

    acquisition without consideration, and procure or procured shall be

    construed accordingly

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    Project Site Wherever applicable, means the designated place or places.

    PSD/ SD Performance Security Deposit/ Security Deposit

    Purchaser/ Tendering

    Authority/ Procuring

    Entity

    Person or entity that is a recipient of a good or service provided by a seller

    (bidder) under a purchase order or contract of sale. Also called buyer.

    SIPF in this RFP document.

    RISL RajCOMP Info Services Limited

    RSAD Rajasthan State Archive Department

    RSDC Rajasthan State Data Centre, New IT Building, Jaipur

    RVAT Rajasthan Value Added Tax

    Services

    Any subject matter of procurement other than goods or works and includes

    physical, maintenance, professional, intellectual, consultancy and advisory

    services or any service classified or declared as such by a procuring entity

    and does not include appointment of any person made by any procuring

    entity

    SLA

    Service Level Agreement is a negotiated agreement between two parties

    wherein one is the customer and the other is the service provider. It is a

    service contract where the level of service is formally defined. In practice,

    the term SLA is sometimes used to refer to the contracted delivery time (of

    the service) or performance.

    State Government Government of Rajasthan (GoR)

    State Public

    Procurement Portal http://sppp.raj.nic.in

    SP Service Provider

    SI State Insurance

    SI &PF State Insurance & Provident Fund Department

    Subject Matter of

    Procurement Any item of procurement whether in the form of goods, services or works

    TIN Tax Identification Number

    TPA Third Party Auditors

    VAT/ CenVAT Value Added Tax/ Central VAT

    WO/ PO Work Order/ Purchase Order

    http://sppp.raj.nic.in/

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    3. PROJECT PROFILE & BACKGROUND INFORMATION

    3.1. About SI&PF

    The state insurance and provident fund department was established in Rajasthan as

    a welfare measure with a view to provide economic & social security to all the employees of

    the Government of Rajasthan. Initially the department started with only 8000 employees

    under its umbrella in 1943. As on 12 July, 2017 approximately 6.73 lakhs SI Policy Holders

    and 3.96 lakhs GPF account holders are being benefited under these schemes.

    In 1991, the department entered into general insurance business to provide coverage

    to the property of State Government departments, Statutory Bodies viz. Boards,

    Corporations, Co-operative societies and Registered Institutions etc against Fire, Motor,

    Marine & Miscellaneous risks.

    Some of the important milestones of the department are:

    01 January, 1954: Insurance scheme was made compulsory for all the State

    Government employees.

    01 May, 1980: The GPF scheme which was optional earlier was also made

    compulsory on all the Government employees. Earlier this scheme was applicable only

    to those Government employees who were not eligible to subscribe under insurance

    scheme.

    01 April, 1989: Insurance scheme was extended to the employees of Zila Parishads

    and Panchayat Samitis also.

    01 April, 1991: General insurance business taken up by the Department

    01 April, 1995: The benefits of the insurance scheme were extended to all the regular

    work charged employees.

    01 May, 1995: All the Government employees are being provided one more coverage

    i.e. Group Personal Accident Insurance Scheme, which was further extended for

    uniformed police personnel's and all the employees of various electricity companies.

    The scheme also provides coverage to the employees of various Local Bodies,

    Corporations, Boards, Home-Guard and civil defense employees.

    14 November, 1995: Student Safety Accidental Insurance Scheme was introduced to

    provide coverage against accident to all the students of Government schools, which

    was extended for the students studying in aided and non-aided educational institutions

    from 11 December, 2002.

    01 January, 2004: National Pension System was made applicable on to all the

    employees entering the Government service on or after 01 January, 2004.

    17 August, 2005: Raj Mediclaim Scheme was introduced for State Government

    employees, who were appointed on or after 01 January, 2004.

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    The State Insurance and Provident Fund are the most benevolent and prestigious

    schemes of Government of Rajasthan. These schemes are social security schemes which

    besides encouraging savings provide financial & economic strength to the employees. The

    main aim of the schemes is to provide financial support to the aggrieved family in the event

    of unfortunate death of the employee.

    3.2. Project Background

    SIPF portal has been developed by M/s. WIPRO Ltd. and has been Go-Live from

    01.10.2013. SIPF Portal/ Application facilitates State Government Employees in performing

    various transactions related schemes like Provident fund, State Insurance, New Pension

    Scheme, Group personal accident, Mediclaim, etc. All the 48 Offices (including 39 District

    SIPF Units) are inter-connected with SIPF Portal application for online operation and

    updation of data related to provident fund schemes, new pension schemes, insurance

    schemes and general insurance schemes. The Application is hosted at Rajasthan State

    Data Centre (RSDC) maintained by Department of IT&C.

    In 2015, SIPF application has been integrated with IFMS/Pay Manager application

    and legacy transaction data from 1.04.2012 has also been imported. Hence, all the

    transactional data from 01-4-2012 onwards is available on SIPF application. The following

    activities of SI &PF department have been started through online mode only since 15-08-

    2016.

    S. No. Activities of Schemes 1 GPF- online withdrawal/ claims process

    2 SI-online issuance of policy & loan/claims process

    Presently the transaction data from 1.04.2012 is available at SI&PF application.

    However, transactional data prior to 01-04-2012 and related/supporting documents are still

    being managed in form of Physical records. Keeping in view of above on line activities are

    being undertaken, it has been decided to digitize the all records/ documents related to SI and

    GPF schemes.

    In Financial year 2016-17, all records/ documents related to SI and GPF schemes

    pertains to Jhalawar, Jhunjhunu & Delhi District Units have been scanned & digitized on on

    Pilot basis. Under which 8.61 lakhs documents pages of 55118 account holders have already

    been scanned & digitized.

    3.3. Project Objectives

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    The main objectives of the scanning project are primarily Preservation and ensuring

    Availability & Accessibility of related supporting documents to the concerned during online

    process at SIPF Portal to enable whole online process faster.

    Stakeholders associated with the project which have been identified are as under:

    a) State Insurance & Provident Fund Department.

    b) Department of Information & Technology & Communication, Government of Rajasthan

    (DoIT&C)

    c) RajCOMP Info Services Ltd. (RISL)

    d) Selected bidder / Implementation Agency

    e) All Departments of Government of Rajasthan

    f) All the State Government Employees

    3.4. Brief Scope of Work

    State Insurance & Provident Fund department, Government of Rajasthan intends to engage a

    Service Provider (SP) who will scan, digitize and catalogue the documents, create the basic

    metadata and port the entire digitized collection into the existing SIPF application, through which the

    scanned documents can be managed, catalogued and searched through metadata as required.

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    4. PRE-QUALIFICATION/ ELIGIBILITY CRITERIA

    1) A bidder participating in the procurement process shall possess the following minimum pre-

    qualification/ eligibility criteria.

    S.

    No.

    Basic

    Requirement Specific Requirements

    Documents

    Required

    1 Legal Entity

    The bidder should be an individual company registered legal entity in India, under the Rajasthan Shops & Commercial Establishments Act, 1958 or a similar Act of any other State/ Union, as applicable OR A company registered under Indian Companies Act, 1956 OR A partnership firm registered under Indian Partnership Act, 1932. OR A Limited Liability Partnership registered under Indian Limited Liability Partnership Act, 2008.

    (Note: A self-certified declaration regarding the

    non-applicability of registration to any Act should

    be submitted by the bidder)

    - Copy of valid

    Registration

    Certificates

    - Copy of

    Certificates of

    incorporation

    2

    Financial:

    Turnover from

    IT/ ITeS

    Annual Turnover of the bidder from IT/ ITeS

    excluding Hardware during each of the last three

    financial years (2013-14, 2014-15, 2015-16 ) (as

    per the last published audited balance sheets),

    should be at least Rs. 3.00 crores (Rupees

    Three Crores only)

    CA Certificate with

    the copy of

    balance sheet as

    on 31.03.2017

    audited and

    submitted to any

    statutory

    institution.

    3 Financial: Net

    Worth

    The net worth of the bidder as on 31-03-16

    should be positive.

    CA Certificate with

    CAs Registration

    Number/ Seal

    4 Technical

    Capability

    The bidder must have successfully completed or

    currently under implementation at least one

    Central Government Department/ State

    Government Department/ Parastatal

    Organization/ Banks/ Universities project in India

    of Scanning & e-cataloguing records of not less

    Annexure-8 per

    project reference

    And

    Work Completion

    Certificates from

    the client; OR

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    S.

    No.

    Basic

    Requirement Specific Requirements

    Documents

    Required

    than Rs 100.00 lakhs during the last three

    financial years i.e., between 1st April, 2014 to

    31st March 2017

    OR

    The bidder must have successfully completed or

    currently under implementation at least two

    Central Government Department/ State

    Government Department/ Parastatal

    Organization/ Banks/ Universities project in India

    of Scanning & e-cataloguing records each of

    not less than Rs 60.00 lakhs during the last

    three financial years i.e. between 1st April, 2014

    to 31st March 2017

    Work Order +

    Phase Completion

    Certificate from

    the client

    5

    Tax

    registration

    and clearance

    The bidder must possess a valid: -

    RVAT/ Sales Tax/ Service Tax clearance

    certificate till March 2017 (if applicable)

    Income Tax Registration/ PAN

    GST Registration Certificate

    Copies of relevant

    certificates of

    registration

    RVAT/ Sales Tax/

    Service Tax

    clearance

    certificate from the

    Competent

    authority

    6 Certifications

    The bidder must possess a valid

    ISO 9001:2008 or higher

    OR

    ISO 27001: 2005 certification or Higher

    for IT/ IT Enabled Services and Information

    Security

    Copy of a valid

    certificate as on

    date of submission

    7 Mandatory

    Undertaking

    Bidder should: -

    a) not be insolvent, in receivership, bankrupt or

    being wound up, not have its affairs

    administered by a court or a judicial officer,

    not have its business activities suspended

    A Self Certified

    letter as per

    Annexure-4: Self-

    Declaration

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    S.

    No.

    Basic

    Requirement Specific Requirements

    Documents

    Required

    and must not be the subject of legal

    proceedings for any of the foregoing

    reasons;

    b) not have, and their directors and officers not

    have, been convicted of any criminal offence

    related to their professional conduct or the

    making of false statements or

    misrepresentations as to their qualifications

    to enter into a procurement contract within a

    period of three years preceding the

    commencement of the procurement process,

    or not have been otherwise disqualified

    pursuant to debarment proceedings;

    c) Not have a conflict of interest in the

    procurement in question as specified in the

    bidding document.

    d) Comply with the code of integrity as specified

    in the bidding document.

    2) In addition to the provisions regarding the qualifications of the bidders as set out in (1) above: -

    a. the procuring entity shall disqualify a bidder as per the provisions under Clause:Exclusion/

    Disqualification of bidsi n Chapter-5: ITB; and

    b. the procuring entity may require a bidder, who was pre-qualified, to demonstrate its

    qualifications again in accordance with the same criteria used to pre-qualify such bidder. The

    procuring entity shall disqualify any bidder that fails to demonstrate its qualifications again, if

    requested to do so. The procuring entity shall promptly notify each bidder requested to

    demonstrate its qualifications again as to whether or not the bidder has done so to the

    satisfaction of the procuring entity.

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    5. SCOPE OF WORK, DELIVERABLES & TIMELINE

    5.1. Scope of Work

    SI&PF Department intends to engage with the competent agency for scanning & e-

    cataloguing of documents related to SI & GPF schemes. Under the project Scanning & e-

    cataloguing of approx 157.78 Lakhs documents of SI&PF department kept in record rooms of 36

    SIPF district units are required to be done as per time schedule defined in this document. The

    operation involves collection of documents from the concerned unit for scanning and once

    received they are to be arranged, scanned , Indexed, Uploaded on SIPF application, Backup,

    create MIS reports, Re-filing and handing over the documents back in the same shape to the

    respective unit section. The scope of work for this tender is as given below:

    5.1.1. Records to be digitized

    Details of GPF and SI Documents to be scanned/ digitized are as follows:

    I. GPF Documents

    Sr. No. Document Tentative no. of pages to be

    scanned

    1. GPF Bag both side 2

    2. Appendix D/ Nomination Form 2

    3. Nomination change Form 1

    4. Temporary Loan Documents (Avg. 5 Loan per account) Application, Balance Intimation and Sanction order

    15

    5. Permanent withdrawal Documents (Avg. 5 Loan per account) Application, Note sheet, and Authority letter

    15

    6. Passbook verification intimation (Avg. 3 Per account) 3

    7. Other important correspondence with DDO and Place of Posting details

    3

    8. GA55 A/ Photocopy of Passbook in the bag/ Challan copies/ Loose Ledger

    9

    Total (per record) 50

    II. State Insurance Documents

    Sr. No. Document Tentative no. of pages to be

    scanned

    1. Insurance Bag both side 2

    2. First Declaration Form / Nomination Form 3

    3. State Insurance Policy Bond Both Side 2

    4. Nomination change Form 1

    5. Loan Documents (Avg. 5 Loan per account) Application, Last Loan Deductions details, calculation sheet, Authority Letter and Forwarding letter

    25

    6. Further Declaration Form Both Side (Avg. 5 ) 10

    7. Authority letter to refund excess premium / Loan/ Loan Interest 3

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    Received (Avg. 1)

    8. Other important correspondence with DDO and Place of Posting details

    4

    9. GA55 A/ Photocopy of Record book in the bag/ Cash Challan copies/ Verified consolidated ledger upt0 31-03-2012

    10

    Total (per record) 60

    5.1.2. Volume of work/documents to be digitized (Division/District wise)

    Name of District SIPF Unit

    SI Policy Holder

    Estimated/ Average

    no. of pages to be

    scanned @ 16

    documents per Policy

    PF Account Holders

    Estimated/Average no. of pages to be

    scanned @ 15 documents per

    Account

    Total Estimated/

    Average no. of SI & PF Documents

    to be scanned

    1 2 3 4 5 6

    Jaipur Division-I

    Jaipur City 37292 596672 25742 386130 982802

    Jaipur Rural 31599 505584 17631 264466 770050

    Secretariat 12615 201840 10451 156765 358605

    Total 81,506 1304096 53824 807361 2111457

    Kota Division

    Kota 19525 312400 12977 194655 507055

    Bundi 11389 182224 6722 100830 283054

    Baran 13261 212176 6756 101340 313516

    Total 44175 712272 26455 396825 1109097

    Jaipur Division- II

    Alwar 34023 544368 19463 291945 836313

    Dausa 15726 251616 8787 131805 383421

    Sikar 25587 409392 13663 204945 614337

    Total 75336 1205376 41913 628695 1834071

    Ajmer Division

    Ajmer 23385 374160 14903 223545 597705

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    Beawer 5403 86448 2643 39645 126093

    Bhilwara 21388 342208 12378 185670 527878

    Nagaur 25969 415504 13812 207180 622684

    Tonk 14179 226864 8162 122430 349294

    Total 90324 1445184 51898 778470 2223654

    Bharatpur Division

    Bharatpur 27866 445856 16019 240285 686141

    Dholpur 11745 187920 6729 100935 288855

    Karauli 14242 227872 8315 124725 352597

    Sawaimadhopur 13024 208384 7587 113805 322189

    Total 66877 1070016 38650 579750 1649766

    Bikaner Division

    Bikaner 23348 373568 14851 222765 596333

    Churu 16635 266160 9129 136935 403095

    Hanumangarh 12441 199056 7647 114705 313761

    Sriganganagar 17039 272624 10081 151215 423839

    Total 69463 1111408 41708 625620 1737028

    Jodhpur Division

    Barmer 23092 369472 10860 162900 532372

    Jaisalmer 10606 169696 6631 99465 269161

    Jalore 11588 185408 6534 98010 283418

    Jodhpur (City) 18310 292960 13472 202080 495040

    Jodhpur (Rural) 16654 266464 8264 123960 390424

    Pali 23565 377040 13059 195885 572925

    Sirohi 8990 143840 5419 81285 225125

    Total 112805 1804880 64239 963585 2768465

    Udaipur Division

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    Banswara 17422 278752 10185 152775 431527

    Chittorgarh 17788 284608 9428 141420 426028

    Dungarpur 13404 214464 8563 128445 342909

    Pratapgarh 8089 129424 3940 59100 188524

    Rajsamand 10872 173952 6124 91860 265812

    Udaipur 12972 207552 9279 139185 346737

    Udaipur Rural 13620 217920 8349 125235 343155

    Total 94167 1506672 55868 838020 2344692

    Grand Total 6,34,653 1,01,59,904 3,74,555 56,18,326 1,57,78,230

    Approximately 10.09 Lakhs of SI&PF files having 157.78 Lakhs of pages need to be scanned and

    digitized in above district offices.

    Considering the importance of the documents to be digitized, all the documents will be digitized

    within the premises of identified SIPF units and no physical document shall be allowed to be moved

    out of the SIPF premises at any point in time.

    Service Provider shall install the necessary infrastructure desktops/ scanners/ scanning software,

    drivers/ manpower. Scanning has to be carried out at SIPFs Decentralized locations mentioned

    above.

    5.1.3. Type & Size of documents

    The documents to be scanned are kept in Paper Bags in folded & multi folded manner and may

    have been stapled. The documents may be categorized as per following parameters:

    Type: as mentioned in record to be digitized.

    Size : A4/ Letter/ Legal/ any other size(not standard) (one sided or both sided, as the case

    may be)

    Color: All are black and white typed/ handwritten/ printed papers except certain pages (i.e.

    ledgers) which are in color etc. Scanning work should be done in the resolution as indicated

    in this document

    Accordingly, the vendor shall setup only the best and suitable equipment for the scanning and

    digitization work which shall not cause any physical damage to the documents. The vendor shall

    also ensure virus free environment to ensure clean scanning for transferring to other storage

    devices of SIPF.

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    5.1.4. Methodology & Process of digitization work

    All scanning of documents is to be done onsite only. To facilitate the same Firm/ selected bidder is

    required to setup the scanning infrastructure at the places/ units. The space, basic furniture,

    electricity etc. would be provided by the concerned SIPF District Unit. The requisite quantity of

    equipment like Computers, Scanners, Softwares, UPS, Bandwidth connectivity(to upload

    documents) etc. are required to be deployed by the Service Provider. The SP may also make

    use of existing broadband connectivity available at SIPF units for uploading the scanned records.

    Service Provider is required to deploy sufficient manpower to carry out the task. Service Provider is

    required to complete the task as per Time schedule.

    The operation involves collection of the documents from the concerning unit/ office for digitization.

    The documents once received are to be arranged, scanned, indexed, uploaded/ exported, backup,

    create MIS reports, re-filing and handing over the documents back in the same shape/ form to the

    concerning Unit/ office.

    A. Data Preparation

    i. Receiving of Document

    This step includes the following:

    Collection of documents from customers representative.

    Cleaning and Dusting of Documents.

    Page number needs to be captured by SP at the bottom of the page for noting and corresponding side papers. Numbering has to be done for all pages. SP should ensure and cross check the numbers captured to verify the numbers captured are in sequence for all pages.

    Each file handed over to the SP will be tracked using a unique ID/ serial number.

    SP will accept the log and physical files. As part of this verification, the SP is advised to verify the document/ file quality with the customer and any discrepancy should be brought to the notice of the customer representative.

    Under NO circumstances shall the documents be changed. Mutilated, destroyed or replaced by some other documents.

    Inward the documents in the log register module of the application as followed: a) Name of the document collected. b) Number of pages in the document (A4/ Legal others) c) Collected from (Official Name) d) Collected by and Signature (SP Representative) e) Date of collection f) Expected date of return g) Returned to (Customer representative) Name and Signature. h) Returned by (SP representative) i) Actual date of return.

    SP should ensure that number of pages in each document is accurately captured and is then cross checked with the number of pages scanned. SP should maintain order of documents without disturbing the chronology of the documents and without mixing pages

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    between different documents. In case of unavailability of required documents or pages missing or documents missing, it should be highlighted to the customer representative.

    ii. Batch Preparation

    Each paper page is prepared for scanning by:

    De-filing

    De-stapling, removing paper clips

    Unbinding

    Smoothing edges, orienting direction

    Segregating and sorting documents

    Pasting of torn documents and physical preparation of Documents

    Sorting of relevant documents to be scanned into batches, physical preparation of document (de-filing, de-stapling, creasing, etc.) distributing batches to scanning operators and putting documents back in the files to return it to the concerned person.

    B. Capture process

    i. Scanning

    Scanning of the batches/documents (stored in the proper folder) in the desired sequence.

    Depending upon the nature and quality of documents the SP shall deploy ADF/ A3 scanners/ Overhead scanners/ Flatbed scanners, as the case may be. The choice of scanners depends completely on the condition of the document. In case the document is very torn and cannot be fed in the sheet feeder, then flatbed scanner should be used. In case the document cannot be scanned using any type of scanner, digital camera can be used as image capturing device.

    Each paper page is scanned and all the pages in the file is stored as one of digital file searchable formats (PDF/A) (ISO 19005-1:2005) using appropriate scanners with high quality document and image results. Scanning to be done on a minimum 200 DPI resolution with digitized file size not exceeding 100Kb. In case the document is not visible then document scanning shall be done in greyscale. The images are stored under PDF/A format with maximum image quality with minimum storage capacity. In case the documents are not legible it needs to be scanned on high resolution i.e. 600 dpi or higher.

    ii. Indexing & meta-data

    Proper indexing of the documents/ batches with appropriate nomenclature of scanned

    document would be primarily required for the identification and proper categorization of

    the document, so as to enable logical storage and fast retrieval of the same. The Meta

    data/parameter required for uploading is only employee ID which is alpha-numeric of

    Sixteen Character for example RJJP198919000123 and predefined nomenclature of

    scanned image according to Type of document and would be such as g1.pdf, g2.pdf&

    s1.pdf,s2.pdf etc for later retrieval of the documents and would be finalized in

    consultation with the SI&PF/ DoIT&C.

    iii. Quality Check & Approval of scanned document

    To ensure the quality of images, the following would be ensured during the scanning:

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    Quality of the scanned images for skewing, de-skewing, de-speckling, cropping, removing black noise around the text cleansing of images etc. shall be carried out by operator other than the one scanning the document. Scanned image should be replica of the original document.

    Scanned image generated after adequate compression should be legible in both soft format and printed copy taken on paper in 1:1 scale. If the scanned document is not legible then it will be the SP responsibility to scan the documents at higher resolution.

    Quality check after scanning is of utmost importance. SP should ensure quality of work. SP should check scanned records for DPI; image Quality, Format, Noise removal etc.

    SP should carry out 100% on screen validation and submit the 100% Quality check work done certificate in required format. SP should ensure that digitized document is the exact replica of the original paper document maintained as part of the records in the books.

    Service Provider should ensure the following Quality check in the document:

    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 have been 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.

    After above quality check , all scanned images are to be verified & approved by the designated district officer/officials for uploading on SIPF repository.

    C. Uploading & delivery of data & images & backup

    Approved scanned images & data and would be uploaded on the server at RSDC through SIPF

    application for preparation of e-Bag.

    Once the final data & images have been prepared and uploaded on the SIPF central repository at RSDC then final backup of the data will be delivered to the District SIPF unit on external Hard disk( to be provided by SP/firm) for disaster management purpose.

    Post Scanning/ Re-filing and handing over.

    After the scanning, the digital files will be tagged and stored in the drive.

    A predefined and standard file/ folder structure has to be followed while storing the digitized data in the storage device:

    SP is required to take back up of incremental data at the end of the day. The backup shall be taken on hard disk in a secured storage for data retrieval in case of emergency.

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    After scanning, the physical document should be filed together/ tagged in the same form as it was given for scanning by the customer representative at the beginning.

    Department shall provide the hard bound file covers for refilling of all pages.

    Department representative shall thereafter enter the file details on the cover of each file (including Front File Cover, Back File Cover, and internal Noting Pages.)

    Each page shall be serially arranged and shall be counted while giving the documents back. SP to maintain and return the documents in their original form to the customer representative. Any damage to the documents collected shall make the SP liable to penalty as decided by Director SI&PF.

    Maintain outward log for files returned back to customer. SP should maintain records of Issue/ Return of files/ Documents in the data entry application for keeping track of the flow of files/ documents and get the same countersigned by the customer representative while collecting and returning the files/ documents.

    D. Scanning Infrastructure/ Resource Deployment

    All scanning of documents is to be done onsite only. To facilitate the same Firm/selected

    bidder is required to setup the scanning infrastructure at the respective places. The space,

    basic furniture, electricity etc would be provided by the concerned department. The setup

    would consist requisite quantity of equipment like computers, Scanners, softwares, ups etc are

    required to be deployed by firm. Firm is required to deploy sufficient manpower resources

    at each district unit for helping in pre-scanning & Post scanning activities during entire

    project period.

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    5.1.5. Diagrammatic process flow for onsite scanning

    5.2. Role & Responsibilities of Stakeholders

    1) Responsibilities of SI&PF department:

    To identifiy & appoint nodal officer(s) at divisional level & district unit level for

    facilitating the project execution

    Idenfification of documents to be scanned

    To Handed over/Reciving of document for scanning

    To Provide space, electricity and Allow to use existing internet connectivity for

    uploading

    Quality control check of documents

    To provide the space, basic furniture, electricity etc as available for to setup

    scanning infrastructure.

    Batch

    Preparation

    Scanning Indexing Quality

    Check

    Uploading in Server /

    CD Cutting

    Re-filing

    Handing Over

    Documents

    Receiving

    Paper

    documents

    Scanning and Indexing process

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    2) Responsibilities of System Integrator (SI)/FIRM:

    As per the Scope of work defined in this RFP.

    3) Responsibilities of DoIT&C

    Technical guidence to SI&PF department

    Provide web interface to upload documents in batches.

    Provide medhology for e-cataloguing & uploading for easy retrival.

    Provide necessary storage sapace for SIPF repositry.

    4) Responsibilities of RajCOMP Info Services Ltd. (RISL)

    Technical gudiance to e-tender process.

    5.3. Project Deliverables, Milestones & Time Schedule

    Selected Bidder is expected to carry out all ground work for implementation including

    documentation, coordination with SIPF and other stakeholders of the project, site survey, etc.

    These reports or deliverables are to be submitted timely by Selected Bidder to SIPF to ensure

    timely and smooth execution of the project. Certain key deliverables are identified for each of the

    parts/ stages, which are mentioned hereunder. However, Selected Bidder has to prepare and

    submit any required information in form of Reports / excel sheet / document desired by SIPF

    related to the project other than defined here under in the table. The digitization of documents

    shall be conducted as per the below mentioned schedule:

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    The milestones and deliverables for the implementation of the project will be as follows:-

    Scope of Work Milestone Deliverable (Reports/ Documents & Infra)

    Time of completion

    Agreement Signing & Project Kick-off

    Agreement Signing & Project Kick-off

    Signed Agreement Submission of PSD

    Tw + 15 days

    Site Survey and Site setup

    Site Survey of identified SIPF locations Estimation of the requisite Hardware and manpower

    Approved Site Survey report

    Approved Project implementation plan

    Tw +21 days

    Installation of the requisite equipment at the locations as per the approved plan and Project monitoring tool.

    Installation report of equipments at each location of Phase-1

    Tw +30 days

    Digitization (Phase I)

    Scan, Digitize and Catalogue the documents, create the basic metadata and port the entire digitized collection into the existing SIPF application

    Backup of data on hard disk & Sign-off from the following SIPF units 1. Jaipur City,

    2. kota,

    3. Sikar,

    4. Bhilwara,

    5. Swaimadhopur,

    6. Bikaner,

    7. Sirohi,

    8. Chittorgarh,

    9. Tonk,

    10. Dausa

    Tw +180 days

    Digitization (Phase 2)

    Scan, Digitize and Catalogue the documents, create the basic metadata and port the entire digitized collection into the existing SIPF application

    Backup of data on hard disk & Sign-off from the following SIPF units 1. Secretariat,

    2. Bundi,

    3. Alwar,

    4. Ajmer,

    5. Beawar,

    6. Bharatpur,

    7. Hanumangarh,

    8. Jodhpur City,

    9. Jodhpur Rural,

    10. Barmer,

    11. Udaipur City,

    12. Udaipur Rural,

    13. Pratapgarh,

    Tw +240 days

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    Digitization (Phase 3)

    Scan, Digitize and Catalogue the documents, create the basic metadata and port the entire digitized collection into the existing SIPF application

    Backup of data on hard disk & Sign-off from the following SIPF units 1. Jaipur Rural,

    2. Baran,

    3. Nagaur,

    4. Dhoplur,

    5. Karauli,

    6. Churu,

    7. ShriGanganagar,

    8. Jaisalmer,

    9. Jalor,

    10. Pali,

    11. Banswara,

    12. Dungarpur,

    13. Rajsamanand

    TW +300 days

    Tw= Date of issue of Work order

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    6. INSTRUCTION TO BIDDERS (ITB)

    1. Sale of Bidding/ Tender Documents

    a) The sale of bidding documents shall be commenced from the date of publication of Notice

    Inviting Bids (NIB) and shall be stopped one day prior to the date of opening of Bid. The

    complete bidding document shall also be placed on the State Public Procurement Portal and

    e-Procurement portal. The prospective bidders shall be permitted to download the bidding

    document from the websites and pay its price while submitting the Bid to the procuring entity.

    b) The bidding documents shall be made available to any prospective bidder who pays the price

    for it in cash or by bank demand draft, banker's cheque.

    c) Bidding documents purchased by Principal of any concern may be used by its authorised

    sole selling agents/ marketing agents/ distributors/ sub-distributors and authorised dealers or

    vice versa.

    2. Pre-bid Meeting/ Clarifications

    a) Any prospective bidder may, in writing, seek clarifications from the procuring entity in respect

    of the bidding documents.

    b) A pre-bid conference is also scheduled by the procuring entity as per the details mentioned

    in the NIB and to clarify doubts of potential bidders in respect of the procurement and the

    records of such conference shall be intimated to all bidders and where applicable, shall be

    published on the respective websites.

    c) The period within which the bidders may seek clarifications under (a) above and the period

    within which the procuring entity shall respond to such requests for clarifications shall be as

    under: -

    a. Last date of submitting clarifications requests by the bidder:as per NIB

    b. Response to clarifications by procuring entity: as per NIB

    d) The minutes and response, if any, shall be provided promptly to all bidders to which the

    procuring entity provided the bidding documents, so as to enable those bidders to take

    minutes into account in preparing their bids, and shall be published on the respective

    websites.

    3. Changes in the Bidding Document

    a) At any time, prior to the deadline for submission of Bids, the procuring entity may for any

    reason, whether on its own initiative or as a result of a request for clarification by a bidder,

    modify the bidding documents by issuing an addendum in accordance with the provisions

    below.

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    b) In case, any modification is made to the bidding document or any clarification is issued which

    materially affects the terms contained in the bidding document, the procuring entity shall

    publish such modification or clarification in the same manner as the publication of the initial

    bidding document.

    c) In case, a clarification or modification is issued to the bidding document, the procuring entity

    may, prior to the last date for submission of Bids, extend such time limit in order to allow the

    bidders sufficient time to take into account the clarification or modification, as the case may

    be, while submitting their Bids.

    d) Any bidder, who has submitted his Bid in response to the original invitation, shall have the

    opportunity to modify or re-submit it, as the case may be, within the period of time originally

    allotted or such extended time as may be allowed for submission of Bids, when changes are

    made to the bidding document by the procuring entity:

    Provided that the Bid last submitted or the Bid as modified by the bidder shall be considered

    for evaluation.

    4. Period of Validity of Bids

    a) Bids submitted by the bidders shall remain valid during the period specified in the NIB/

    bidding document. A Bid valid for a shorter period shall be rejected by the procuring entity as

    non-responsiveBid.

    b) Prior to the expiry of the period of validity of Bids, the procuring entity, in exceptional

    circumstances, may request the bidders to extend the bid validity period for an

    additional specified period of time. A bidder may refuse the request and such refusal shall

    be treated as withdrawal of Bidand in such circumstances bid security shall not be forfeited.

    c) Bidders that agree to an extension of the period of validity of their Bids shall extend or get

    extended the period of validity of bid securities submitted by them or submit new bid

    securities to cover the extended period of validity of their bids. A bidder whose bid security is

    not extended, or that has not submitted a new bid security, is considered to have refused the

    request to extend the period of validity of its Bid.

    5. Format and Signing of Bids

    a) Bidders must submit their bids online at e-Procurement portal i.e.

    http://eproc.rajasthan.gov.in.

    b) All the documents uploaded should be digitally signed with the DSC of authorized signatory.

    c) A Single stage- twocover/envelope system shall be followedfor the Bid: -

    a. Technical Bid, including fee details, eligibility& technical documents

    b. Financial Bid

    http://eproc.rajasthan.gov.in/

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    d) The technical bidshall consist of the following documents: -

    S. No.

    Documents Type Document Format

    Fee Details 1. Bidding document Fee (Tender Fee) Proof of submission (PDF) 2. RISL Processing Fee (e-Procurement) Instrument/ Proof of submission

    (PDF) 3. Bid Security Instrument/ Proof of submission

    (PDF)

    Eligibility Documents 4. Bidders Authorization Certificate As per Annexure-3 (PDF) 5. All the documents mentioned in the

    Eligibility Criteria, in support of the eligibility As per the format mentioned against the respective eligibility criteria clause (PDF)

    Technical Documents 6. Self-Declaration As per Annexure -4(PDF) 7. Technical Bid As per Scope of Work

    e) Financial bid shall include the following documents: -

    S. No.

    Documents Type Document Format

    1. Financial Bid Cover Letter On bidders letter head duly signed by authorized signatory as per Annexure-5 (PDF)

    2. Financial Bid - Format As per BoQ (.XLS) format available on e-Procurement portal

    f) The bidder should ensure that all the required documents, as mentioned in this bidding

    document, are submitted along with the Bid and in the prescribed format only. Non-

    submission of the required documents or submission of the documents in a different format/

    contents may lead to the rejections of the Bid submitted by the bidder.

    6. Cost & Language of Bidding

    a) The Bidder shall bear all costs associated with the preparation and submission of its Bid, and

    the procuring entity shall not be responsible or liable for those costs, regardless of the

    conduct or outcome of the bidding process.

    b) The Bid, as well as all correspondence and documents relating to the Bid exchanged by the

    Bidder and the procuring entity, shall be written only in English Language. Supporting

    documents and printed literature that are part of the Bid may be in another language

    provided they are accompanied by an accurate translation of the relevant passages in

    English/ Hindi language, in which case, for purposes of interpretation of the Bid, such

    translation shall govern.

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    7. Alternative/ Multiple Bids

    Alternative/ Multiple Bids shall not be considered at all.

    8. Bid Security

    Every bidder, if not exempted, participating in the procurement process will be required to furnish

    the bid security as specified in the NIB.

    a) In lieu of bid security, a bid securing declaration shall be taken from Departments of the State

    Government, Undertakings, Corporations, Autonomous bodies, Registered Societies and

    Cooperative Societies which are owned or controlled or managed by the State Government

    and Government Undertakings of the Central Government.

    b) Bid security instrument or cash receipt of bid security or a bid securing declaration shall

    necessarily accompany the technical bid.

    c) Bid security of a bidder lying with the procuring entity in respect of other bids awaiting

    decision shall not be adjusted towards bid security for the fresh bids. The bid security

    originally deposited may, however, be taken into consideration in case bids are re-invited.

    d) The bid security may be given in the form ofa bankers cheque or demand draft or bank

    guarantee, in specified format, of a scheduled bank. The bid security must remain valid thirty

    days beyond the original or extended validity period of the bid.

    e) The issuer of the bid security and the confirmer, if any, of the bid security, as well as the form

    and terms of the bid security, must be acceptable to the procuring entity.

    f) Prior to presenting a submission, a bidder may request the procuring entity to confirm the

    acceptability of proposed issuer of a bid security or of a proposed confirmer, if required. The

    procuring entity shall respond promptly to such a request.

    g) The bank guarantee presented as bid security shall be got confirmed from the concerned

    issuing bank. However, the confirmation of the acceptability of a proposed issuer or of any

    proposed confirmer does not preclude the procuring entity from rejecting the bid security on

    the ground that the issuer or the confirmer, as the case may be, has become insolvent or has

    otherwise ceased to be creditworthy.

    h) The bid security of unsuccessful bidders shall be refunded soon after final acceptance of

    successful bid and signing of Agreement and submitting performance security.

    i) The Bid security taken from a bidder shall be forfeited, including the interest, if any,in the

    following cases, namely: -

    a. when the bidder withdraws or modifies its bid after opening of bids;

    b. when the bidder does not execute the agreement, if any, after placement of supply/ work

    order within the specified period;

    c. when the bidder fails to commence the supply of the goods or service or execute work as

    per supply/ work order within the time specified;

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    d. when the bidder does not deposit the performance security within specified period after

    the supply/ work order is placed; and

    e. if the bidder breaches any provision of code of integrity, prescribed for bidders, specified

    in the bidding document.

    j) Notice will be given to the bidder with reasonable time before bid security deposited is

    forfeited.

    k) No interest shall be payable on the bid security.

    l) In case of the successful bidder, the amount of bid security may be adjusted in arriving at the

    amount of the Performance Security, or refunded if the successful bidder furnishes the full

    amount of performance security.

    m) The procuring entity shall promptly return the bid security after the earliest of the following

    events, namely:-

    a. the expiry of validity of bid security;

    b. the execution of agreement for procurement and performance security is furnished by the

    successful bidder;

    c. the cancellation of the procurement process; or

    d. the withdrawal of bid prior to the deadline for presenting bids, unless the bidding

    documents stipulate that no such withdrawal is permitted.

    9. Deadline for the submission of Bids

    a) Bids shall be received online at e-Procurement portal and up to the time and date specified in

    the NIB.

    b) Normally, the date of submission and opening of Bids would not be extended. In exceptional

    circumstances or when the bidding document are required to be substantially modified as a

    result of discussions in pre-bid meeting/ conference or otherwise and the time with the

    prospective bidders for preparation of Bids appears insufficient, the date may be extended by

    the procuring entity. In such case the publicity of extended time and date shall be given in the

    manner, as was given at the time of issuing the original NIB and shall also be placed on the

    State Public Procurement Portal, if applicable. It would be ensured that after issue of

    corrigendum, reasonable time is available to the bidders for preparation and submission of

    their Bids. The procuring entity shall also publish such modifications in the bidding document

    in the same manner as the publication of initial bidding document. If, in the office of the Bids

    receiving and opening authority, the last date of submission or opening of Bids is a non-

    working day, the Bids shall be received or opened on the next working day.

    10. Withdrawal, Substitution, and Modification of Bids

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    a) If permitted on e-Procurementportal, a Bidder may withdraw its Bid or re-submit its Bid

    (technical and/ or financial cover) as per the instructions/ procedure mentioned at e-

    Procurementwebsite under the section "Bidder's Manual Kit".

    b) Bids withdrawn shall not be opened and processes further.

    11. Opening of Bids

    a) The Bids shall be opened by the bid opening & evaluation committee on the date and time

    mentioned in the NIBin the presence of the bidders or their authorised representatives who

    choose to be present.

    b) The committee may co-opt experienced persons in the committee to conduct the process of

    Bid opening.

    c) The committee shall prepare a list of the bidders or their representatives attending the

    opening of Bids and obtain their signatures on the same. The list shall also contain the

    representatives name and telephone number and corresponding bidders names and

    addresses. The authority letters, if any, brought by the representatives shall be attached to

    the list. The list shall be signed by all the members of Bid opening committee with date and

    time of opening of the Bids.

    d) All the documents comprising of technical Bid/ cover shall be opened & downloaded from the

    e-Procurementwebsite (only for the bidders who have submitted the prescribed fee(s) to

    RISL).

    e) The committee shall conduct a preliminary scrutiny of the opened technical Bids to assess

    the prima-facie responsiveness and ensure that the: -

    a. bid is accompanied by bidding document fee, bid security or bid securing declaration, and

    processing fee (if applicable);

    b. bid is valid for the period, specified in the bidding document;

    c. bid is unconditional and the bidder has agreed to give the required performance security;

    and

    d. other conditions, as specified in the bidding document are fulfilled.

    e. any other information which the committee may consider appropriate.

    f) No Bid shall be rejected at the time of Bid opening except the Bids not accompanied with the

    proof of payment or instrument of the required price of bidding document, processing feeand

    bid security.

    g) The Financial Bidcover shall be kept unopened and shall be opened later on the date and

    time intimated to the bidders who qualify in the evaluation of technical Bids.

    12. Selection Method

    a) The selection method is Least Cost Based Selection (LCBS or L1).

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    13. Clarification of Bids

    a) To assist in the examination, evaluation, comparison and qualification of the Bids, the bid

    evaluation committee may, at its discretion, ask any bidder for a clarification regarding its

    Bid. The committee's request for clarification and the response of the bidder shall be through

    the e-Procurement portal.

    b) Any clarification submitted by a bidder with regard to its Bid that is not in response to a

    request by the committee shall not be considered.

    c) No change in the prices or substance of the Bid shall be sought, offered, or permitted, except

    to confirm the correction of arithmetic errors discovered by the committee in the evaluation of

    the financial Bids.

    d) No substantive change to qualification information or to a submission, including changes

    aimed at making an unqualified bidder, qualified or an unresponsive submission, responsive

    shall be sought, offered or permitted.

    14. Evaluation & Tabulation of Technical Bids

    a) Determination of Responsiveness

    a. The bid evaluation committee shall determine the responsiveness of a Bidon the basis of

    bidding document and the provisions of pre-qualification/ eligibility criteria of the bidding

    document.

    b. A responsive Bid is one that meets the requirements of the bidding document without any

    material deviation, reservation, or omission where: -

    i. deviation is a departure from the requirements specified in the bidding document;

    ii. reservation is the setting of limiting conditions or withholding from complete

    acceptance of the requirements specified in the bidding document; and

    iii. Omission is the failure to submit part or all of the information or documentation

    required in the bidding document.

    c. A material deviation, reservation, or omission is one that,

    i. if accepted, shall:-

    1. affect in any substantial way the scope, quality, or performance of the subject

    matter of procurement specified in the bidding documents; or

    2. limits in any substantial way, inconsistent with the bidding documents, the

    procuring entitys rights or the bidders obligations under the proposed contract; or

    ii. if rectified, shall unfairly affect the competitive position of other bidders presenting

    responsive Bids.

    d. The bid evaluation committee shall examine the technical aspects of the Bid in particular,

    to confirm that all requirements of bidding document have been met without any material

    deviation, reservation or omission.

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    e. The procuring entity shall regard a Bid as responsive if it conforms to all requirements set

    out in the bidding document, or it contains minor deviations that do not materially alter or

    depart from the characteristics, terms, conditions and other requirements set out in the

    bidding document, or if it contains errors or oversights that can be corrected without

    touching on the substance of the Bid.

    b) Non-material Non-conformities in Bids

    a. The bid evaluation committee may waive any non-conformities in the Bid that do not

    constitute a material deviation, reservation or omission, the Bid shall be deemed to be

    substantially responsive.

    b. The bid evaluation committee may request the bidder to submit the necessary

    information or document like audited statement of accounts/ CA Certificate, Registration

    Certificate, VAT/ CST clearance certificate, ISO/ CMMi Certificates, etc. within a

    reasonable period of time. Failure of the bidder to comply with the request may result in

    the rejection of its Bid.

    c. The bid evaluation committee may rectify non-material nonconformities or omissions on

    the basis of the information or documentation received from the bidder under (b) above.

    c) Tabulation of Technical Bids

    a. If Technical Bids have been invited, they shall be tabulated by the bid evaluation

    committee in the form of a comparative statement to evaluate the qualification of the

    bidders against the criteria for qualification set out in the bidding document.

    b. The members of bid evaluation committee shall give their recommendations below the

    table as to which of the bidders have been found to be qualified in evaluation of

    Technical Bids and sign it.

    d) The number of firms qualified in technical evaluation, if less than three and it is considered

    necessary by the procuring entity to continue with the procurement process, reasons shall be

    recorded in writing and included in the record of the procurement proceedings.

    e) The bidders who qualified in the technical evaluation shall be informed in writing about the

    date, time and place of opening of their financial Bids.

    15. Evaluation & Tabulation of Financial Bids

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    Subject to the provisions of Acceptance of Successful Bid and Award of Contract below, the

    procuring entity shall take following actions for evaluation of financial Bids:-

    a) For two part/ coverBid system, the financial Bids of the bidders who qualified in technical

    evaluation shall be opened online at the notified time, date and place by the bid evaluation

    committee in the presence of the bidders or their representatives who choose to be present;

    b) the process of opening of the financial Bids shall be similar to that of technical Bids.

    c) the names of the bidders, the rates given by them and conditions put, if any, shall be read

    out and recorded;

    d) conditional Bids are liable to be rejected;

    e) the evaluation shall include all costs and all taxes and duties applicable to the bidder as per

    law of the Central/ State Government/ Local Authorities, and the evaluation criteria specified

    in the bidding documents shall only be applied;

    f) the offers shall be evaluated and marked L1, L2, L3 etc. L1 being the lowest offer and then

    others in ascending order in case price is the only criteria, or evaluated and marked H1, H2,

    H3 etc. in descending order.

    g) the bid evaluation committee shall prepare a comparative statement in tabular form in

    accordance with rulesalong with its report on evaluation of financial Bids and recommend the

    lowest offer for acceptance to the procuring entity, if price is the only criterion, or most

    advantageous Bid in other case;

    h) The members of bids evaluation committee shall give their recommendations below the table

    regarding lowest Bid or most advantageous Bid and sign it.

    i) it shall be ensured that the offer recommended for sanction is justifiable looking to the

    prevailing market rates of the goods, works or service required to be procured.

    16. Correction of Arithmetic Errors in Financial Bids

    The bid evaluation committee shall correct arithmetical errors in substantially responsive Bids, on

    the following basis, namely: -

    a) if there is a discrepancy between the unit price and the total price that is obtained by

    multiplying the unit price and quantity, the unit price shall prevail and the total price shall be

    corrected, unless in the opinion of the bid evaluation committee there is an obvious

    misplacement of the decimal point in the unit price, in which case the total price as quoted

    shall govern and the unit price shall be corrected;

    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; and

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    c) if there is a discrepancy between words and figures, the amount in words shall prevail,

    unless the amount expressed in words is related to an arithmetic error, in which case the

    amount in figures shall prevail subject to clause (a) and (b) above.

    17. Comparison of rates of firms outside and those in Rajasthan

    While tabulating the financial Bids of those firms which are not entitled to price preference, the

    element of Rajasthan Value Added Tax (RVAT) shall be excluded from the rates quoted by the

    firms of Rajasthan and the element of Central Sales Tax (CST) shall be included in the rates of

    firms from outside Rajasthan for financial bid evaluation purpose.

    18. Price/ purchase preference in evaluation

    Price and/ or purchase preference notified by the State Government (GoR) and as mentioned in

    the bidding document shall be considered in the evaluation of Bids and award of contract.

    19. Negotiations

    a) Except in case of procurement by method of single source procurement or procurement by

    competitive negotiations, to the extent possible, no negotiations shall be conducted after the

    pre-bid stage. All clarifications needed to be sought shall be sought in the pre-bid stage itself.

    b) Negotiations may, however, be undertaken only with the lowest or most advantageous bidder

    when the rates are considered to be much higher than the prevailing market rates.

    c) The bid evaluation committee shall have full powers to undertake negotiations. Detailed

    reasons and results of negotiations shall be recorded in the proceedings.

    d) The lowest or most advantageous bidder shall be informed in writing either through

    messenger or by registered letter and e-mail (if available). A minimum time of seven days

    shall be given for calling negotiations. In case of urgency the bid evaluation committee, after

    recording reasons, may reduce the time, provided the lowest or most advantageous bidder

    has received the intimation and consented to regarding holding of negotiations.

    e) Negotiations shall not make the original offer made by the bidder inoperative. The bid

    evaluation committee shall have option to consider the original offer in case the bidder

    decides to increase rates originally quoted or imposes any new terms or conditions.

    f) In case of non-satisfactory achievement of rates from lowest or most advantageous bidder,

    the bid evaluation committee may choose to make a written counter offer to the lowest or

    most advantageous bidder and if this is not accepted by him, the committee may decide to

    reject and re-invite Bids or to make the same counter-offer first to the second lowest or most

    advantageous bidder, then to the third lowest or most advantageous bidder and so on in the

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    order of their initial standing and work/ supply order be awarded to the bidder who

    accepts the counter-offer. This procedure would be used in exceptional cases only.

    g) In case the rates even after the negotiations are considered very high, fresh Bids shall be

    invited.

    20. Exclusion of Bids/ Disqualification

    a) A procuring entity shall exclude/ disqualify a Bid, if: -

    a. the information submitted, concerning the qualifications of the bidder, was false or

    constituted a misrepresentation; or

    b. the information submitted, concerning the qualifications of the bidder, was materially

    inaccurate or incomplete; and

    c. the bidder is not qualified as per pre-qualification/ eligibility criteria mentioned in the

    bidding document;

    d. the Bid materially departs from the requirements specified in the bidding document or it

    contains false information;

    e. the bidder, submitting the Bid, his agent or any one acting on his behalf, gave or agreed

    to give, to any officer or employee of the procuring entity or other governmental authority

    a gratification in any form, or any other thing of value, so as to unduly influence the

    procurement process;

    f. a bidder, in the opinion of the procuring entity, has a conflict of interest materially

    affecting fair competition.

    b) A Bid shall be excluded/ disqualified as soon as the cause for its exclusion/ disqualification is

    discovered.

    c) Every decision of a procuring entity to exclude a Bid shall be for reasons to be recorded in

    writing and shall be: -

    a. communicated to the concerned bidder in writing;

    b. published on the State Public Procurement Portal, if applicable.

    21. Lack of competition

    a) A situation may arise where, if after evaluation of Bids, the bid evaluation committee may

    end-up with one responsive Bid only.In such situation, the bid evaluation committee would

    check as to whether while floating the NIB all necessary requirements to encourage

    competition like standard bid conditions, industry friendly specifications, wide publicity,

    sufficient time for formulation of Bids, etc were fulfilled. If not, the NIBwould be re-floated

    after rectifying deficiencies. The bid process shall be considered valid even if there is one

    responsive Bid, provided that: -

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    a. the Bid is technically qualified;

    b. the price quoted by the bidder is assessed to be reasonable;

    c. the Bid is unconditional and complete in all respects;

    d. there are no obvious indicators of cartelization amongst bidders; and

    e. the bidder is qualified as per the provisions of pre-qualification/ eligibility criteria in the

    bidding document

    b) The bid evaluation committee shall prepare a justification note for approval by the next higher

    authority of the procuring entity, with the concurrence of the accounts member.

    c) In case of dissent by any member of bid evaluation committee, the next higher authority in

    delegation of financial powers shall decide as to whether to sanction the single Bid or re-

    invite Bids after recording reasons.

    d) If a decision to re-invite the Bids is taken, market assessment shall be carried out for

    estimation of market depth, eligibility criteria and cost estimate.

    22. Acceptance of the successfulBid and award of contract

    a) The procuring entity after considering the recommendations of the bid evaluation committee

    and the conditions of Bid, if any, financial implications, tria