|DOT Scanning/ Digitization Project|
Department of Telecommunications invites application for Scanning/ Digitization of Physical Documents (Last Date to Apply 04-May-2017)NOTE :- Sample Service Level Agreement for our support and service packages check here.
Project Name :- Scanning/Digitization of Physical Documents (Hard Copies)
SCOPE OF WORK
a) Pre-Scanning Activities
I. Documents are kept at different offices of Department of Telecommunications.
II. Documents are to be collected from rooms/shelves and required to be counted and entered into the log register (format would be provided to successful bidder during contact signing) before taking to the scanning area on which both, officer/section/in-charge concerned and contractor supervisor
III. The documents are required to be scanned at the specific location of the office of the Department.
IV. Since some documents are old and are not in good physical condition, documents are required to be repaired if not in condition fit for scanning. Vendor is required to handle these documents carefully preferably scan such documents using flat bed of scanner.
V. It shall be the responsibility of vendor to take care of the protection and security of documents. In case of loss of any document’s appropriate remedy including penalty may be imposed on the vendor for the loss suffered. A committee shall be constituted for assessing the damages and finalizing the
appropriate remedial measures.
VI. The vendor will make arrangement for a supervisor at each location of the Department who will supervise the scanning activity being carried out in the Department and shall be reporting to the Department the progress of scanning on weekly basis.
VII. Every unit shall appoint officer who will get document scanned in his presence to ensure security of data/ information available in files/documents while scanning performed by contractor as well as scanning agency should also ensure that there is no data breach at their end.
b) Scanning Activities
I. The scanning of the records of A4/Legal/A3 sizes at minimum 300 dpi resolution in B/w or Grey-scale or color. Also, the scanning of note sheet would be conducted with due care using flatbed of scanner in color.
II. Receiving files by the contractor from staff of Department of Telecommunications after counting and entering details in the log register.
III. Preparing the files for scanning/ digitization purpose, i.e. removal of tags,pins, etc.
IV. The output i.e Scanned & combined Notesheet pages/ Scanned & combined Correspondence pages of a file have to be given in Searchable PDF format with metadata as prescribed by the Department. The pdf data should be of size of 20 MB at max.
V. Handling over the files back to the section in their original condition, & scanned data in an appropriate electronic media provided by Department of Telecommunications.
c) Image Enhancement Activities
I. Vendor should ensure that qualities of scanned images are enhanced upto the optimum level and required image enhancement activities have been done on the documents.
II. In case the documents are not legible it shall be the bidder’s responsibility to scan the documents on high resolution i.e. 600 dpi or higher.
d) Scanning Activities Conditions
I. Take precautions with documents in an orderly manner without disturbing the chronology of the documents and without mixing pages between different documents.
II. Carry out the scanning and profiling (including any Meta data entry) of the documents as supplied to the vendor. The vendor shall strictly comply with the operational processes for implementation of the project.
III. Blank pages should not be scanned.
IV. The vendor shall add/replace poor quality scanned images/ documents on its own, for which vendor shall not be entitled to get any extra payment.
Data Available :- 12 Lakh Pages Approx
( 1 ) Business Procurement fees (Upfront): No upfront
( 2 ) Primary setup and application charge : Rs. 15,750/- (Rs. 10,000/- refundable)
( 3 ) Royalty : 5% from every billing.
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How to register :-
1. Download Registration Form.
2. First of all take printout of page 1 and page 2 (You can send filled soft copy word file)
3. Fill all fields with blue pen. Watch specimen copy for instructions on page 4.
4. Pay charges for service that you want to subscribe. Service charges are given on page 3 of registration form.
5. Mail transaction details of fee submitted. (Here is A/c Details for registration fee submission)
6. Scan both filled pages and mail us at email@example.com and firstname.lastname@example.org
7. Get Confirmation from billing dept. and document verification dept.
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