Tender Document for ScanninglDigitization of the APAR files, their data entry in

AP AR application.

1.0 INTRODUCTION:

Ministry of Finance, Central Board of Income Tax, The Directorate of Income

Tax(HRD) , ICADR Building, Yasant Kunj ,New Delhi' invites sealed tenders from

registered agencies, well established and experienced for Scanning/Digitizationand data entry

of the APAR files in APAR application.

The present working strength of the IRS officers in CBDT is around 4000 and the APARs are

to be received in this Directorate through their cadre controlling authority for storage,

scanning/Digitization and other reporting purposes.

Apart from above, there will be No report Certificate (NRC) for the period of no reporting

which contains 3 pages on an average.

Sometimes, Officers also may have multiple repol1ing & for that period they have to write

multiple APARs depending upon number of reporting officers.

Thus, the Scanning of APARs has to perform for approx. 5000 APARs with 13 pages each,

and approx. 2000 NRCs as mentioned above&there will be around 2000 miscellaneous pages.

Thereby, the total pages for scanning would be around 73 ,000.

Each APAR & NRC has to be entered in specialized developed & designed software by data

entry operators.

RELATED INFORMATION:

S.No. Item Description

I. Scope of work Scanning/Digitization of the APAR files, their data entry in APAR a 1212 I ication

A sum of Rs. 20001- (Two Thousand) shall be furnished as

Earnest Money Earnest Money Deposit (EM D) through an account payee

2 demand draft favouring 'ZAO, CBDT, New Delhi'. The EMD Deposit (EMD)

must accompany the bid without which the bid will be rej ected

Last Date and Time 3 for submission of 25 August, 2015

Bid

4

5

6

Date and Time of Opening of technical 28 August, 2015 Bids Place of Opening of Conference Hall in the office of DIT (HRD), ICADR Building, Bid New Delhi

Deputy Director of Income Tax (Administration), DIT (HRD), Address for Second Floor, ICADR Building, Plot No. 6, Vasant Kunj Communication Institutional Area, Phase- II, Vasant Kunj , New Delhi- 110070

Tel. No. 011-26139297/ Fax. no. :01 1-26130592

2.0SCOPE OF WORK-

APARIACR files of the IRS officers, has to be scanned and entered in APAR application. The AP AR of the officers will be received every year, and it has to scannedv& data entered in the application.The duration of the agreement is for a period of one year.

Old APARIACR are also to be scanned & entered into the application.

2.1ScanninglDigitization of Files: Summary of Scope of Automation Work of Service Provider

2. I . I. Document Collection The vendor will collect all documents mentioned in the scope of work from the concerned department and returned to the concerned Department.

2.1 .2. Scanning Records may be scanned using flat bed/sheet fed scanner/book scanner. While scanning, the important parameter is DP) (dots per inch), which has to be precisely set. In general, the following minimum specifications should be adopted while scanning.

a) 100 dpi (In case legibility of the characters is not proper, the bidders scan at higher dpi).

b) Image should be stored in pdf. c) Image orientation should be upright. d) Image should be clean and free of noise. e) Legibility features should be good. f) Image should not be skewed or warped.

2.1.3 . Quality Check of Scanned Images

Images clearing this QC will lead to movement of documents to APAR application entry phase. QC activities in this stage are :

• Vendor should check scanned records for DPI , Image Quality, Format, Noise removal etc

• Vendor should do 100% on screen val idation for all scanned images • Vendor should check for the quality of the image. • The image should not be too dark/too light. • The image should not have been captured under improper lighting. • The image should not be cropped from any side. • The orientation of the image should be right.

• The image should be in correct colour mode. • The colour is consistent in all the images and not patchy. • The image should not be skewed. • The image should not be blurred. • The image should not have any excessive noise. • There should not be any data loss due to folds. • There should not be any data loss due to tight binding and bulge at the centre. • There should not be extra darkness at the edges. • Vendor should also check that all records obtained from the department have

been scanned and no document has been missed out.

2.1.4. Handover of documents (back to department officials) After completing quality check of scanned images, all the documents should be handed over back to the department in their original condition.

2.1.5. Delivery of Final Outputs The vendor will submit the following final deliverables to the department:

• List of Scanned documents along with details like officer civil, officer name and other details.

2.2 Data Entry

2.2.1 Add Officer

Approx. 4000 officers are already been added in the APAR application. CBDT has been

continually adding new I RS officers in its cadre every year. Successfully bidder has to add

officers with their basic details like Name, Civil Code, Batch, Grade, Date of Birth, Category,

Qualification etc.

Vendor will do the entry for an officer in APAR application ifrequired.

2.2.2 Data Entry for APAR

The vendor will upload the scanned images and information related to the scanned APAR

like APAR duration, reporting officer name, designation & grade provided, reviewing officer

name, designation & grade provided and overall grading of the officer has to entered in the

APAR application.

Accurate data should be captured for all scanned files, as that becomes the base for all future search and transactions.

3.0 Other Responsibilities of the executing AgencyNendor

Besides scanning and digitizing the collection, maintaining records and generating regular progress reports, the other major responsibilities of the vendor will be as under:

1. Maintaining confidentiality about work. 2. Safe handling of files used for scanning. While handling files, proper care is to be

taken, so vendor should deploy only experienced scanning operators. 3. Handling and maintenance of the hardware installed by the agency will be the

responsibility of the agency/vendor. 4. No ink or felt tip pens or markers, colored pencils, crayons, etc . 5. Keep work spaces free of food and drink. 6. Close files and cover collection items when leaving work area

4.0 INSTRUCTIONS TO THE BIDDERS:

4.1 The bids shall be submitted in a properly sealed cover addressed to Dy. Director of Income Tax (Administration), Directorate of Income Tax (HRD), Second Floor, ICADR Building, Plot No.6, Vasant Kunj Institutional Area, Phase- II , Vasant Kunj , ew Delhi- 110 070 and superscribed"Scanning/Digitization of the APAR files, their data entry in APAR application". The interpolations, insertions, cuttings and corrections, if any, made in the quotation, if any, must be duly initialed by the bidder.

4.2 Each of the bidders shall submit its bids in two parts viz. Technical Bid' and 'Financial Bid' in separate sealed covers superscribed with the words Technical Bid ' and 'Financial Bid' as the case may be. The draft/pay order for Earnest Money Deposit must be submitted in a separate sealed envelope and superscribed with the words" Earnest Money Deposit." The Financial bid shall be prepared as per proforma "Schedule of Prices" (Annexure-II) enclosed with these specifications. The two parts of the bid and the envelope containing Draft/Pay Order for Earnest Money shall be placed in one sealed cover which shall be marked and superscribed as indicated in Para above.

4.3 While submitting the bids as per the specifications, the bidder shall deemed to have read, understood and accepted all the terms and conditions stated in the tender document for this work and the clauses of the Contract Agreement that, if selected, it will be required to enter into.

4.4 The bidders sha ll be free to see" an) clari ficalion regarding the Scope of 'V. ork or Schedule of Requirements or any other matter between 11.00 AM and 3.00 PM till the last date of submiss ion of bid document.

4.5 The bidder will indicate the complete address of the company/office along with the name(s) of the contact person(s) and their telephone/Fax/Mobile No.(s) and other particulars as per the Proforma given in Schedule-I.

4.6 The offers/ bids must be sent by Registered Post/Courier/By hand/Speed Post sufficiently in advance so as to reach the Office of the Deputy Director of Income Tax (Administration), Directorate of Income Tax (HRD), Second Floor, rCADR Building, Plot No.6, Vasant Kunj Institutional Area, Phase- II. Vasant Kunj, New Delhi- 110070, by the scheduled date and time. Any bid received after the due date and time, by whatever means, shall not be considered and shall be returned unopened.

4.7 The bids will be received ur LO 11 AM Oll l-~ \.o'd2...~\S aL Second Floor. ICADR Building. Plot No.6. Vasant Kunj Institutional Area. Phase- II, Vasant KUllj, e\\ Delhi-110070 and will be opened on 'l\'01'~,)\S at 3:00 PM. The opening of bids may be postponed for any period of time without giving any prior notice to the bidders. The bids received after the deadline shall not be considered.

4.8 The financial bids shall be intimated separately, only to the bidders declared successful in technical bids .

4.9 Each page of the tender document should be numbered and signed by the bidder with the seal of the firm.

4.10 Telegraphic/telexlfaxle-mailed letterhead quotations are not acceptable and shall be ignored.

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5.0 QUALIFYING REQUIREMENT AND DOCUMENTS TO BE FURNISHED:

5.1 The "Technical Bid" must contain the required documents. failing which the tender is likely to be rejected.

5.2 Please note that no prices shall be indicated in the technical bid otherwise the bid will be disqualified.

5.3 The bidders are also required to furnish the Performance Certificates from their earlier clients for having rendered satisfactory services for Scanning and digitization of files in the past three years. A certificate from at least one Government Department/ PSU/ Nationalized Bank, to the effect of satisfactory services for Scanning and digitization .

5.4 rhe bidder must have the experience of providing the '>imilar services of Scann ing/Digitization of document tike., for at least three years. A list of Government Departments and uther nrtice'l ~\ here the bidder" ha\ e l'\ceutcd "lIeh nrder ... during la ... t three yea rs shall be furnished with the technic:.l1 bid (~dlCdulc II).

5.5 The tenderers/ bidders are required to deposit the Earnest Money Deposit of Rs.2,000/- (Rs. Two thousand only) in a sealed cover at the time of submission of bid. The earnest money deposit (EMD) shall be deposited in the form of a pay order/bank draft drawn in favour of the ZAO, CBDT, New Delhi . The tender shall be summarily rejected in the absence of Earnest Money Deposit. No interest on the Earnest Money shall be paid.

The demand draft towards EMD of all other bidders except those whose technical bids have been accepted shall be returned within one week of finalization of the technical bids. The EMD of technically qualified bidders, with the exception of successful bidder, shall be returned within one week of the finalization of financial bids. The EMD of successful bidder shall be returned within one week of furnishing of necessary Bank Guarantee of 10% of the bid amount valid up to 3 months beyond the period of contract. The EM D is liable to be forfeited if the bidder withdraws or impairs or derogates the bid in any respect within the period of validity of the offer. If the successful bidder fails to furni sh the Bank Guarantee the earnest money deposit shall be liable to be forfeited.

6.0 PA YMENT TERMS:

6.1 Vendor shall submit the detailed report of scanning & data entry with the triplicate inVOice.

6.2 For the application software support component. vendor ma) subl11it the bill 111

tri plicate on quarte r! ) basi".

7.00THER TERMS OF AGREEMENT:

7.1 The OlT (HRD) reserves the right to reject any/all the bids without assigning any reason.

7.2 Acceptance of the bid shall be communicated to the successful bidder by a formal letter of acceptance.

7.3 The 0 IT (H RO) reserves the right to cancel the tender process at any time without assigning any reason to any party.

7.4 The First Party/owner may stipulate any further conditions during the period of the Contract which will be duly communicated to the Contractor in writing.

7.5 The Contractor shall not employ any undesirable person(s) and if any such person(s) is unacceptable to Owner, the Contractor shall immediately replace him.

7.6 The Contractor undertakes not to enter into a sub-contract with any other person(s)/ company(ies) or to transfer the contract or any benefit there under to any person(s) or company(s) without the prior written approval of the owner.

7.7 The DIT(HRD), CSOT, Yasant Kunj , reserves the right to cancel the Contract in case of breach of security regulations and to take such action as may be considered necessary. Any special precautions required to be observed by the Contractor shall be made known to the Contractor by the Owner from time to time.

Schedule-l

TENDER PROFORMA

(To be filled in by the bidder for the technical bid)

TECHNICAL BID

I. Name of the company:

2. Head/Regd. Office Address:

(a) Postal

(b) Fax No.

(c) Telephone No. (s)

(d) E-mail Address

(e) Website Address

3. Former name of Company (if any)

4. New Delhi office Address:

(a) Postal

(b) Fax No.

(c) Telephone No. (s)

(d) E-mail Address

5. Type of Organization

(a) Individual

(b) Partnership

(c) Incorporated

6. Software Development Centre Detail s

(a) Postal

(b) Fax No.

(c) Telephone No. (s)

(d) Mobile No.

(e) Working Hour

(t) E-mail Address

7. Year of establishment

8. Amount ofEMD deposited

Draft No.

Bank Detail

Amount

9. Details of technical particulars and schedules/Annexure enclosed.

10. Name and Address of the authorized signatory/contact person for this tender

11 . Letter of authority for attending bid opening enclosed with tender

12. Whether copy of PAN Card is attached

13. Sales taX/VAT Regd . No.

Signature of authorized person

Date: Name:

Place: Seal:

DECLARA TION

I, Son/Daughter/Wife of Shri __________ _______ _ Proprietor / Partner / Director, authorized signatory of the Company/ Agency/Firm, mentioned above, is competent to sign this declaration and execute this tender document:

2. I have carefully read and understood all the terms and conditions of the tender and undertake to abide by them;

3. The information/documents furnished along with the above application are true and authentic to the best of my knowledge and belief. I/we, am/are well aware of the fact that furnishing of any false information/fabricated document would lead to rejection of my tender at any stage besides liabilities towards prosecution under appropriate law.

Signature of authorized person Full Name: Seal:

\

Schedule-II

Details of Similar Contracts Executed/Under Execution

S. Name of Organization/ Address Contract period Value of the

No. Project

From To

Signature of tenderer(authorised person)

Date: Name

Place: Office Seal

ANNEXURE-II

FINANCIAL BID (To be kept in a separate sealed envelope)

Schedule of Prices

A. Scanning/Digitization of Files:

Cost of Scanning per pages of APAR offiles as prescribed in the Tender:

Total Cost = Rs. (Exclusive of All Taxes, Levies & charges)

B. Data Entry:

Cost per APARA for Dara Entry as prescribed in the Tender:

Total Cost = Rs. (Exclusive of All Taxes, Levies & charges)

Period of validity of tender:

It is further certified that all costs of Scanning/Oigitization. Data Entry other than that

specifically provided for as per the terms of this contract, if any, have been included in the

price bid.

Signature of authorized person:

Full Name:

Seal:

Place:

Date: