Quick Tender Details

Important Dates

Required Eligibility and Financial Criteria Table

Scope of Work

The selected agency will provide end-to-end digitization and document management services for PMRDA records. The scope includes:

1. Document Survey Report (DSR)
   Conduct a physical survey of PMRDA records, identify actual file counts, estimate page-wise volume, assess document condition and classify records by language.
2. Document Preparation
   Open files, remove binding, sort pages, clean documents, number pages and record pre-existing damage before scanning.
3. Scanning and Digitization
   Scan A4, Legal, A3, A2, A1, A0 documents, maps, drawings, bound registers and books using suitable scanners. Standard documents require 300 DPI, while maps and drawings require 600 DPI minimum.
4. OCR and Archival Output
   Convert scanned documents into PDF/A-2b archival format with OCR support for English and Marathi where applicable.
5. Metadata Entry
   Enter 6 mandatory metadata fields for each file:
   1. Village Name
   2. Survey No. / Gat No. / CTS No.
   3. Applicant Name
   4. Architect / Engineer Name
   5. Permission Year
   6. Permission Type
6. Quality Control
   Perform 100% agency-level quality checks for image quality, page completeness, metadata accuracy, PDF/A compliance, file naming and DMS retrieval.
7. Document Management System with Record Management Module
   Supply, install, configure and commission a web-based DMS with integrated RMM. The system must support bilingual interface, role-based access, audit trail, OCR, metadata search, APIs, encryption, backup and physical file tracking.
8. Data Migration
   Migrate existing PMRDA digital records such as PDF, TIFF, JPEG, DOC, DWG and other files into the new DMS with metadata tagging and bilingual indexing.
9. Training and Handover
   Provide hands-on training, user manuals, SOPs, refresher training and final DMS/data handover to PMRDA.
10. Physical Document Handling
    Re-bind and return original records to PMRDA after scanning and QC approval. No document can be removed without authorization.

Pre-Qualification Criteria

Eligible bidders must meet the following criteria:

1. Bidder must be a company, LLP, registered partnership firm or sole proprietorship.
2. Consortium bidding is not permitted.
3. Bidder must have valid GST registration, PAN and Income Tax Returns for the last three financial years.
4. Bidder must have minimum average annual turnover of ₹40 lakh from scanning, digitization, DMS or IT services.
5. Bidder must have positive net worth in the last three financial years.
6. Bidder must have similar project experience with Central/State Government, ULBs, PSUs, autonomous bodies, universities or scheduled commercial banks.
7. Bidder must have deployed web-based DMS for at least two government organisations in India within the last five years.
8. Bidder must not be blacklisted or debarred by any government authority, PSU or autonomous body.
9. Bidder must have an operational office in Maharashtra.
10. Bidder must own or engage required scanning equipment and deploy committed manpower within 15 days of Work Order.
11. ISO 9001:2015 certification is mandatory. ISO 27001 is desirable.

Technical Evaluation

The technical bid will be evaluated for 100 marks. A bidder must score at least 70 marks to qualify for commercial bid opening.

The selection methodology is QCBS, with 70% technical weightage and 30% financial weightage.

Tender Fee, EMD and Financial Terms

The tender fee is ₹5,000, non-refundable, payable online. The EMD is ₹5,00,000, payable online only through the Maharashtra e-Tendering Portal. Bids submitted without tender fee or EMD are liable to be rejected.

The successful bidder must submit a Performance Bank Guarantee of 3% of the contract value excluding taxes within 15 days of Work Order issuance. All BOQ rates must be quoted in INR and are exclusive of GST. Rates will remain fixed throughout the contract period, including any approved extension.

Submission Guidelines

1. Bids must be submitted online only through the Maharashtra e-Tendering Portal.
2. The bid must be submitted in two parts: Technical Bid and Commercial Bid.
3. No hard copy or email submission will be accepted.
4. Financial details must not be included in the Technical Bid.
5. All pages must be signed, stamped and properly numbered.
6. Commercial bid must be submitted strictly as per BOQ format.
7. Bidders must monitor the e-tendering portal for corrigenda, addenda and clarifications.

Document Checklist for Bidders