Tender Overview

Scope of Work

The selected agency will be responsible for the complete digitization lifecycle, including:

1. Project planning and mobilization.
2. Collection and handling of physical records.
3. Document preparation before scanning.
4. Barcode generation and file indexing.
5. High-resolution document scanning.
6. Image enhancement and quality verification.
7. Metadata entry and indexing.
8. Quality assurance of images and data.
9. Uploading digitized records into the Document Management System.
10. Search and retrieval functionality.
11. Secure document management software implementation.
12. User access management.
13. Continuous reporting.
14. Post-implementation maintenance and support.
15. Handover of digitized records after project completion.

The project specifically requires digitization of approximately 50–60 lakh documents using a comprehensive DMS platform. Subcontracting is not permitted under this RFP.

Pre-Qualification & Eligibility Criteria

Interested bidders should ensure compliance with the following:

1. Legally registered organization.
2. Experience in document scanning and digitization services.
3. Capability to deploy Document Management System software.
4. Submission of complete technical and financial proposals.
5. Bid signed by authorized signatory.
6. Mandatory attendance at the Pre-Bid Meeting (as specified in the RFP).
7. Bidder should not subcontract the work.
8. Compliance with all statutory registrations.
9. Bid validity of 90 days.
10. Submission of prescribed EMD.
11. Submission of Security Deposit after award.
12. Non-blacklisting declaration.

The tender document emphasizes technical capability and organizational experience; however, it does not specify mandatory minimum turnover, minimum experience (in years), or net worth values in the available sections.

Financial Criteria

Submission Guidelines

Bidders must:

1. Submit bids only through the Maharashtra e-Tender Portal.
2. Pay Tender Fee and EMD online.
3. Upload Technical Proposal.
4. Upload Financial Proposal.
5. Submit all supporting documents.
6. Use authorized digital signatures.
7. Regularly check the portal for corrigenda and amendments.
8. Attend the Pre-Bid Meeting as instructed.

Important Tender Dates

Document Checklist

Applicants should prepare the following:

1. Bid Cover Letter
2. Organization Registration Certificate
3. PAN
4. GST Registration
5. Authorized Signatory / Power of Attorney
6. EMD Payment Receipt
7. Tender Fee Payment Receipt
8. Technical Proposal
9. Financial Proposal
10. Company Profile
11. Experience Details
12. Scanner Technical Specifications (where applicable)
13. Non-Blacklisting Declaration
14. Supporting documents for eligibility
15. Any additional documents required under the RFP annexures and formats.

Tender Requirement Summary

Detailed News Article for SkillCouncils.com

MAPMC Mumbai Invites RFP for Large-Scale Document Digitization and Document Management System Implementation

The Mumbai Agricultural Produce Market Committee (MAPMC), Mumbai (Market of National Importance), has released a Request for Proposal (RFP) inviting experienced agencies to undertake one of its major digital transformation initiatives. The project involves scanning, digitization, indexing, and implementation of a comprehensive Document Management System (DMS) for approximately 50–60 lakh documents.

The initiative is expected to modernize record management by converting physical files into searchable digital archives. Apart from document scanning, the selected agency will provide end-to-end services including barcode generation, metadata creation, quality assurance, indexing, secure document storage, and deployment of a centralized DMS application.

The project also includes post-implementation maintenance and technical support, ensuring long-term usability of the digital archive. According to the tender, subcontracting is not permitted, highlighting the requirement for capable agencies with direct execution capabilities.

Interested bidders are required to submit their proposals electronically through the Maharashtra e-Tender portal. The tender fee has been fixed at ₹1,180 (inclusive of GST), while an Earnest Money Deposit (EMD) of ₹1.50 lakh is mandatory through the online payment gateway.

The tender timeline includes a pre-bid meeting on 4 August 2026, bid submission closing on 11 August 2026, and technical bid opening on 14 August 2026.

This tender presents a significant opportunity for companies specializing in document digitization, records management, enterprise content management, and e-governance technology solutions. Organizations with expertise in scanning infrastructure, metadata management, secure digital repositories, and document workflow automation are expected to benefit from this opportunity.

Need Tender Consultation?

For consultation and advisory, please call or WhatsApp: 9630030343
Email: support@skillcouncils.com