COFFEE BOARD
No.1, Dr. Ambedkar Veedhi, Bangalore - 560 001


Tender for Digitization of Documents


Coffee Board Proposes to digitize around 65000 pages [Scanning, Indexing and Storage of old Records and Maps/Drawings] for which sealed tenders are invited from Bangalore based firms subject to the terms and condition as hereunder.



I.Terms & Conditions


I.Technical Requirements:-

  1. The scanner should have overhead capture system both for documents and Blocks.
  2. The output should be offset Print Quality.
  3. Sample images to be provided in different Modes (Black & White, Colour, Grey Scale) along with the tender in DVD.
  4. The scanned images should be in TIFF or PDF file format.
  5. Raster cleaning, De-skew, De-Speckle, Cropping & hole removal etc., to be carried out on each images for optimum images clarity.
  6. Firm should have executed successfully at least 3 similar projects in Central Government Departments/State Govt. depts./Public Sector undertakings and the firms should have executed minimum 2 successful project handling data which is above 50 years old (Complete Reference Details to be provided).
  7. In order to Index, Search and retrieve the data, appropriate software is required. The successful bidder shall provide the software.
II.The software should have the following Capabilities/Feature.

  1. Indexing 7 to 10 fields.
  2. Retrieval of scanned images in its native format.
  3. WEB Environment access with Standard browser.
  4. Compatible with the latest technology.
  5. Scalability of database for further growth.
  6. One server licence each for software and database.
  7. Retrieving capabilities- a minimum of 1 lakh documents per second.
III.General Conditions

  1. Please send tender offer in closed/sealed envelops addressed to : The Secretary, Coffee Board,#1,Dr.B.R.Ambedkar Veedhi, Bangalore-560 001.
  2. Bid offer should be valid for 30 days from the date of opening of tender.
  3. The IT/Digitization firms should be Bangalore based.
  4. It should have been established since 5 years
  5. Vendors have to make use of over head scanning system for scanning periodicals/books with other pictures.
  6. The overhead scanner should have minimum of 300 dpi(dot per inch) optical response.
  7. The vendor should also provide for software up gradation and support for running.
  8. The entire work shall be carried out under successful bidder’s custody and the successful bidders to follow all safety regulation and to take all measures to prevent damage/ loss to the documents of the Coffee Board.
  9. No advance payment on any account will be made.
  10. In all the matters pertaining to the contract/tender and in the event of any disputes, the decisions of the Chairman, Coffee Board shall be final.
  11. The sealed tenders along with an EMD of Rs 5,000/-(Rupees Five Thousand only-Refundable) in form of DD drawn on a Bank in Bangalore favoring “Coffee Board-General Fund Account” duly superscribed as “Digitization” should reach the undersigned up to 4.p.m on 08-12-2008. The EMD amount does not carry any interest.
  12. The EMD of successful bidder will be refunded only on successful completion of digitization work as per work order.
  13. No alteration shall be made by the tenderer to the tender conditions.
  14. The payment will be made only on presentation of bills in duplicate together with the quantum of actual work done on verification of work to the satisfaction of the undersigned.
  15. In case the digitization work is not completed within the time frame as specified in the work order LD @0.1% of the order cost per day will be levied as penalty or any such amount as desired as subject to maximum ceiling of 10% of order cost.
  16. In case the digitization work carried out is not according to the specification as mentioned in the work order, the work will have to be redone.
  17. For billing, the actual number of pages in files will be counted.
  18. The tenders will be opened at 4.30.p.m on 08-12-2008 in the presence of interested tenderers present.
  19. The Chairman, Coffee Board reserves the right of rejecting all or any of the tenders without assigning any reason for doing so.
  20. All other terms and condition are to be adhered to strictly in accordance with general terms and conditions of the contract.
Secretary.