Bid Number: GEM/2021/B/1707953

Dated: 26-11-2021

Bid Document

Bid Details

Bid End Date/Time 20-12-2021 18:00:00

Bid Opening Date/Time 20-12-2021 18:30:00

Bid Life Cycle (From Publish Date) 90 (Days)

Bid Offer Validity (From End Date) 65 (Days)

Ministry/State Name Ministry Of Home Affairs

Department Name Na

Organisation Name N/a

Office Name New Delhi

Scanning and Digitisation Service (Version 2) - 300; A4 and

Item Category
legal()

Contract Period 1 Year(s)

Minimum Average Annual Turnover of the

3 Lakh (s)
Bidder

Years of Past Experience required 3 Year (s)

Past Experience of Similar Services

Yes
required

MSE Exemption for Turnover Yes

Startup Exemption for Years of Experience

No
and Turnover

SHG Exemption for Years of Experience and

No
Turnover

Experience Criteria,Bidder Turnover

*In case any bidder is seeking exemption from Experience /
Document required from seller Turnover Criteria, the supporting documents to prove his
eligibility for exemption must be uploaded for evaluation by
the buyer

Bid to RA enabled No

Time allowed for Technical Clarifications

2 Days
during technical evaluation

Evaluation Method Total value wise evaluation

EMD Detail

Required No

ePBG Detail

1/9
 Advisory Bank State Bank of India

ePBG Percentage(%) 3.00

Duration of ePBG required (Months). 14

(a). EMD & Performance security should be in favour of Beneficiary, wherever it is applicable.

Beneficiary:
UNDER SECRETARY
New Delhi, NA, N/A, Ministry of Home Affairs
(Sanjay Kumar)

Splitting

Bid splitting not applied.

MSE Purchase Preference

MSE Purchase Preference Yes

1. If the bidder is a Micro or Small Enterprise as per latest definitions under MSME rules, the bidder shall be
exempted from the requirement of "Bidder Turnover" criteria and "Experience Criteria". If the bidder is OEM of the
offered products, it would also be exempted from the "OEM Average Turnover" criteria. In case any bidder is
seeking exemption from Turnover / Experience Criteria, the supporting documents to prove his eligibility for
exemption must be uploaded for evaluation by the buyer.
2. The minimum average annual financial turnover of the bidder during the last three years, ending on 31st
March of the previous financial year, should be as indicated above in the bid document. Documentary evidence in
the form of certified Audited Balance Sheets of relevant periods or a certificate from the Chartered Accountant /
Cost Accountant indicating the turnover details for the relevant period shall be uploaded with the bid. In case the
date of constitution / incorporation of the bidder is less than 3-year-old, the average turnover in respect of the
completed financial years after the date of constitution shall be taken into account for this criteria.
3. Years of Past Experience required: The bidder must have experience for number of years as indicated above in
bid data sheet (ending month of March prior to the bid opening) of providing similar type of services to any
Central / State Govt Organization / PSU / Public Listed Company. Copies of relevant contracts / orders to be
uploaded along with bid in support of having provided services during each of the Financial year.
4. Purchase preference to Micro and Small Enterprises (MSEs): Purchase preference will be given to MSEs as
defined in Public Procurement Policy for Micro and Small Enterprises (MSEs) Order, 2012 dated 23.03.2012 issued
by Ministry of Micro, Small and Medium Enterprises and its subsequent Orders/Notifications issued by concerned
Ministry. If the bidder wants to avail the Purchase preference for services, the bidder must be the Service
provider of the offered Service. Relevant documentary evidence in this regard shall be uploaded along with the
bid in respect of the offered service. If L-1 is not an MSE and MSE Service Provider (s) has/have quoted price
within L-1+ 15% of margin of purchase preference /price band defined in relevant policy, then 100% order
quantity will be awarded to such MSE bidder subject to acceptance of L1 bid price.
5. Past Experience of Similar Services: The Bidder must have successfully executed / completed at least one
single order of 80 % of the Estimated Bid Value or 2 orders each of 50 % of the Estimated Bid Value or 3 orders
each of 40 % of the Estimated Bid Value for similar service(s) in last three years to any Central / State Govt
Organization / PSU / Public Listed Company. Copies of contracts / work orders and documentary evidence of
successful execution / completion in support of Past Experience of Similar Services along with names, address
and contact details of clients shall be uploaded with the bid for verification by the Buyer.

Additional Qualification/Data Required

Please add additional scope of work:1637927274.pdf

Please add additional SLA:1637927283.pdf

2/9
If you want to add additional conditions in addition to standard SLA then please upload approval
from competent authority:1637927291.pdf

Additional Eligibility Criteria:1637927295.pdf

Additional metadata information:1637927301.pdf

Pre Bid Detail(s)

Pre-Bid Date and Time Pre-Bid Venue

Manav Adhikar Bhawan, Block-C, GPO Complex, INA, New Delhi-110023

14-12-2021 11:00:00
Ph: 24663399

Scanning And Digitisation Service (Version 2) - 300; A4 And Legal ( 2500000 )

Technical Specifications

Specification Values

Core

Scanning Resolution (dpi) 300

Document Size A4 and legal

Document Age (In Years) 11 to 25

Metadata Field (per image/page) 1 to 10

Colour Type Colour

Speed of Scanning (Number of Pages Per Day) 10001 to 20000

Addon(s)

Additional Specification Documents

Consignees/Reporting Officer and Quantity

Total number
of
Consignee/Reporti Additional
S.No. Address images(page
ng Officer Requirement
s) scanned
and digitized

110023,NATIONAL HUMAN
RIGHTS COMMISSION, MANAV
1 Sanjay Kumar 2500000 N/A
ADHIKAR BHAWAN, C-BLOCK,
GPO COMPLEX, INA, NEW DELHI

Buyer Added Bid Specific Terms and Conditions

1. Buyer Added Bid Specific ATC

Buyer Added text based ATC clauses

3/9
Note: The bidders are requested to go through
Additional terms & conditions carefully before
participating in tender. The service provider
should ensure set-up required mechanism
(manpower and apparatus) in order to start of
work after successful award & acceptance,
before date of starting of contract. In case of
any delay or failure in executing the contract,
appropriate action as decided by the
Competent Authority including black-listing of
firm will be initiated.

ADDITIONAL TERMS & CONDITIONS OF SCANNING

& DIGITIZATION WORK

i. The contract shall be awarded for a period of one year from

the date of commencement of the contract and it can be extended/
renewed on mutual consent basis depending on satisfactory
performance of the firm. However, the Commission reserves the
right to terminate the Annual Contract any time by giving one
month’s notice without assigning any reasons or to entrust the job
to any other firm / party at the risk / expenses of the defaulting
contractor.

ii. The contractor / firm shall provide their own equipment and
manpower to carry out the work entrusted to them. The scanning
equipment to be provided by the successful bidder should be of
good quality and renowned brand. The equipment should either
be new or not more than one year old.

iii. It is expected that minimum of 8000 pages (subject to

change as and when required depending on workload) are to be
scanned per day. The scanning & digitization work of the
Commission is continuous job to be 'carried out on all working days

4/9
of the Commission throughout the year.

iv. The Commission will provide space, furniture, and electricity

arrangements etc. for the comfortable working atmosphere of the
firm’s manpower.

v. The pages / documents would be generally of A-4 or Legal

size but could be bigger or smaller than these sizes. The document
for scanning may be presented in any form i.e. old paper / stained /
damaged etc.

vi. The firm / contractor is expected to scan and digitize the

records / documents in such a manner that the digitized records
are legible ie. can be easily read and pages are clean and free of
unnecessary / unwarranted marks , stains, cut-marks, hidden
portions, dark or light portion etc. The digitized documents should
thus be of archival quality and suitable for storing in digitized form
for indefinite time period. They must be easily retrievable on both
DVD and Intranet form and user friendly; File Format Outputs:
Single and multi-page TIFF, JPEG, RTF, BMP, PDF, Searchable PDF
and PDF — A.

vii. The firm / contractor should take back-up of scanned files on

hard disk of separate computer and external hard disk on daily
basis to ensure no data loss;

viii. The manpower provided by the firm should be adequate for

the work of at least 8000 pages (subject to change as arid when
required depending on workload) to be scanned per day. The
manpower is expected to Work for full office timings i.e. 9.30 am to
6.00 pm with half hour break of 1.30 — 2.00 pm on all working
days including Saturdays and whenever need arises. The
manpower is to be responsible for the entire work of
scanning including all activities related to the work e.g.
fetch & carry bundles of files, page numbering, scanning,
making of sets of files after scanning, uploading of

5/9
scanned files on NIC server using NHRC net portal ,
liaison with staff and officers of the NHRC as and when
needed and any other related work as may be assigned to
them. Therefore, apart from technical work, provision may also be
made for a person to carry out Helper (Peon) duties, as the
Commission shall not provide any office staff for this job.

ix. In any circumstances minimum four scanning operators of

the firm should be present in the office for carrying out the work.
One of them should be designated as supervisor for coordinating
their work to ensure smooth and flawless working of the operators.
"

x. It shall be the responsibility of the contractor / firm to ensure

that their staff, particularly, the technical staff is well qualified to
carry out the job including minor repairing of the equipment. They
shall be above 18 years of age, bear good moral character and free
of any criminal record. They should possess valid voters ID Card
issued by the Election Commission of India / Aadhar Card issued by
Govt of India in order to make them eligible, for issue of ID Card for
entry to NHRC Premises. The personal details including local and
permanent address and four copies of passport size photograph
shall have to be submitted to the office on the official letter head of
the firm awarded the contract. Similar documents to be submitted
in respect of any other representative / technician / employee of
the firm who may be required to visit the Commission premises;

xi. The firm shall provide full details of the equipment to be

used by them e.g. make, model, capacity, year of manufacturing
etc. The equipment should either be new or less than one year of
age on the date of opening bid. The scanning equipment to be
used by the successful bidder for scanning work should of
minimum 60 ppm spec, The - equipment should be of good quality
and renowned brand. Minimum three scanners and four computers
should be installed by the firm;

xii. The firm shall provide full details of themselves e.g. full name

6/9
of the firm / address of Head Office / Branch Offices, Contact Nos.
(Phone / Mobile / Fax / e-mail) of their representative responsible to
deal with NHRC as well of Owner / CEO and Senior Managers of the
firm. The firm shall depute at least one person as the Customer
Relations Executive who shall be responsible for their liaison and
business relations with NHRC. The phone number and mobile No. of
such executive shall be provided to enable the office to interact
with him / her at all times.' He / She shall ensure that the monthly
bills of each month are prepared, checked and presented to the
office by the 10th of each succeeding month. For this purpose, it is
expected from them to maintain close liaison with the firm’s other
staff and keep accurate records / registers etc. of the work done for
proof of amount claimed;

xiii. It will be the responsibility of the contractor / firm to keep

their equipment in perfect working order. The repair / replacement
of the defective equipment shall be carried by the firm at its own
cost within 24 hours of the defect coming to notice so that the
normal work of the Commission is not hampered or delayed;

xiv. The firm / Contractor awarded the contract shall install the
equipment with manpower within five working days of issue of
letter awarding contract to them;

xv. The Commission will not bear any responsibility for any
unforeseen event including damage / loss of equipment and all
expenses would have to be borne by the firm to make good of the
loss, if any;

xvi. In case, any of the scanning equipment goes out of order, it

should be repaired by the contracted firm within 24 hours or be
replaced with another machine, failing which a penalty of Rs.500/-
per machine per day will be imposed.

xvii. Any type of compensation and connected expenses,

whatsoever, in case of any casualty shall be the liability of the firm
and borne and paid by the firm;

7/9
 xviii. Immediately after award of the contract, the contractor shall
be required to furnish Performance Guarantee in the form of Bank
Guarantee or Security Deposit (DD/Bankers’ cheque) @ 3% of
contract value drawn in the name of ‘National Human Rights
Commission. The Performance Guarantee may ordinarily be
released within 90 days of the satisfactorily completion of the
contract.

xix. Any kind of payment due to the vendor will be considered

only after furnishing of the Bank Guarantee.

xx. The Commission shall be deducting TDS u/s 194c of the IT

Act, 1961.

xxi. The rates quoted by the vendor will be remain valid for a
minimum period of one year from the date of award of contract
and during the extended / renewed period of the contract;

xxii. The Department reserves the right to accept or reject any

quotation without assigning any reason whatsoever.

xxiii. The service provider should ensure uploading of scanned

files on NIC server using NHRC net portal on daily/ regular basis. In
case of non-uploading or delay, the Commission may impose
appropriate penalty as decided by the Competent Authority for
such delay, if any.

2. Past Project Experience

For fulfilling the experience criteria any one of the following documents may be considered as valid proof
for meeting the experience criteria:
a. Purchase Order copy along with Invoice(s) with self-certification by the bidder that supplies against the
invoices have been executed.
b. Execution certificate by client with order value.
c. Any other document in support of order execution like Third Party Inspection release note, etc.

8/9
Disclaimer
The additional terms and conditions have been incorporated by the Buyer after approval of the Competent
Authority in Buyer Organization. Buyer organization is solely responsible for the impact of these clauses on the
bidding process, its outcome and consequences thereof including any eccentricity / restriction arising in the
bidding process due to these ATCs and due to modification of technical specification and / or terms and
conditions governing the bid. Any clause incorporated by the Buyer such as demanding Tender Sample,
incorporating any clause against the MSME policy and Preference to make in India Policy, mandating any Brand
names or Foreign Certification, changing the default time period for Acceptance of material or payment timeline
governed by OM of Department of Expenditure shall be null and void and would not be considered part of bid.
Further any reference of conditions published on any external site or reference to external documents / clauses
shall also be null and void. If any seller has any objection / grievance against these additional clauses or
otherwise on any aspect of this bid, they can raise their representation against the same by using the
Representation window provided in the bid details field in Seller dashboard after logging in as a seller within 4
days of bid publication on GeM. Buyer is duty bound to reply to all such representations and would not be
allowed to open bids if he fails to reply to such representations.

This Bid is governed by the General Terms and Conditions, conditons stipulated in Bid and Service Level
Agreement specific to this Service as provided in the Marketplace. However in case if any condition specified in
General Terms and Conditions is contradicted by the conditions stipulated in Service Level Agreement, then it will
over ride the conditions in the General Terms and Conditions.

In terms of GeM GTC clause 26 regarding Restrictions on procurement from a bidder of a country which shares a land border with India, any bidder from a country which
shares a land border with India will be eligible to bid in this tender only if the bidder is registered with the Competent Authority. While participating in bid, Bidder has to
undertake compliance of this and any false declaration and non-compliance of this would be a ground for immediate termination of the contract and further legal action
in accordance with the laws.

---Thank You---

9/9