F.No.HRD/AD/8S6/1/201S-161 (; rO 2-- Dated: )0 .... 11,"2- 0 /)

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

APAR application and APAR application AMC".

1.0 INTRODUCTION:

Ministry of Finance, Central Board of Direct Tax. Directorate of In come Tax(HRD), ICADR Building, Vasant Kunj. New Delhi' invites sealed tenders from registered agencies. well estab li shed and experienced lor Scanning/Digitizarion data entry of the APAR files, in the APAR applications.

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 0 report Certificate ( CR) for the period of no reporting which contains 3 pages on an average.

Sometimes, Officers also may have l11ultiple reporting & for that period they have to write multiple APARs depending upon number of re porting officers.

Thus, the Scanning of APARs has to perform for approx. 5000 APARs wi th 13 pages each. and approx. 2000 NCRs as mentioned above & th ere will be around 2000 miscel laneous pages. Thereby, the total pages for scanni ng would be aro und 73,000.

Each APAR & NRC has to be entered in specialized deve loped & designed software by da ta entry operators.

RELATED INFORMATION:

S. No. Item Desc ri ptioll

I . Scope of work ScanninQ/Digitization of the APAR files, their data entrv in APAR al2l2lication and APAR apglication AMC

A sum of Rs. 2000/- (Two Thousand) sha ll be furnished as

Earnest Money Earnest Money Deposi t (EMD) through an account payee

2 Depos it (EM D)

demand draft favouring 'ZAO, CBDT, ew De lhi' . The EMD 111 LI s l acco mpany th e bid withollt which the bid wi ll be rejecled

Last Date and Time ., for sublll iss ion of 30111 /20 15 .)

Bid Date and Time of

4 Opening of technical 1.+/ 12120 15 Bids

5 Place of Opening of ConlCrence Hall in the office of Addl. Director General of Income Bid Tax (HRD), ICADR Building, New Delhi

I

I

6

Deputy Director of Income Tax (Administration)(HRD),

Address for Directorate of Income Tax(HRD), Second Floor, ICADR

Commun ication Building, Plot o. 6, Vasant Kunj Institutional Area, Phase- II , Vasant Kunj, ew Delhi- 110070 Tel. No. 011-26139297/ Fax. no. :011-26130592

2.0 SCOPE OF WORK-

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

Old APAR/ACR are also to be scanned & entered into the application.

2.1 ScanninglDigitization of Files:

Summary of Scope of Automation Work of Service Provider

2.1. 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 DPI (dots per inch), which has to be precisely set. I n genera I, the following min i mum specifications should be adopted wh i Ie scanntng.

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) 1 mage 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 act ivities in this stage are:

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

• Vendor should do 100% on screen validation 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 ske\Ved. • The image should not be blurred. • 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.IA Hanclover of documents (back to department officials)

After completing quality check of scanned images, all the documents should be handed over back to the dcpartment in their original condition.

2.1.5. Delivery of Final Outputs

The vendor will submit the following tinal deliverables to the department:

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

2.2 Data Entt·y

2.2. I Add Officer

Approx. 4000 officers are already been added in the APAR application. CBOT has been continually adding ne\\ I RS officers in its cadrc c\ ery year. Successfull) 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 if required.

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, revie\Ving officer name, designation & grade provided and overall grading of the officer has to entered in the APAR app lication. Accurate data should be captured for all scanned files, as that becomes the base for all future search and transactions.

2.3.1 Preventive Maintenance Services:

Preventive maintenance services are required to be taken lip by the 81 DOER on

quarterly basis.

2.3.2 Corrective Maintenance Services

Corrective maintenance will include the issue rectification. Issue is defined as an error, flaw.

mistake or fault in the software that produces incorrect result or hampers the norma l

functioning of the software. Any such bug would be resolved under the AMC contract.

The bidder should pe.-form the below mentioned activities under this AMC

• First Level support from offsite (phone / mail)

• Unl imited support for all Critical. High, Medium severity issues.

• Technical expertise support frolll offsite location / selected vendor's location.

• Upgrade the application whenever required by the CBDT.

• Single Point of Contact for Service related to app licat ion.

3.0 Other Responsibilities of the executing AgeneyNendor

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

I . 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/vendo r.

4. No ink or felt tip pens or markers. colored pencils. crayons. etc.

S. Keep work spaces free of food and drink.

6. Close files and cover collection items when leaving work area

4.0 INSTRUCTIO S TO Tile l3IDDERS:

4.1 The bids sha ll be subm itted in a properly sealed cover addressed to Dy. Director of

Incol11e Tax (Administration)(HRD), Directorate of Income Tax (HRD). Second

Floor, ICADR Building, Plot No.6, Vasant Kunj Insti tuti ona l A rea, Phase- II , Vasant

Kunj, New Delhi- 110070 and superscribecl" Scanning of the APAR files. their data

entry in APAR application and APAR app lication AMC". The interpolations.

insertions, cuttings and corrections, ifany. made in the quotation. irany, 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 1'01' 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 term s 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 shall be free to seek any clarification regarding the Scope of Work or Schedule of Requirements or any other matter between 11 .00 AM and 3.00 PM till the

last date of submission 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/Mobi Ie o.(s) and other particulars as per the Profarma 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)(HRD), Directorate of Income Tax (HRD), Second Floor, ICADR

Building, Plot No.6, Vasant Kunj Institutional Area, Phase- II, Vasant Kunj , ew Delhi- 110 070, by the scheduled date and time. Any bid rcceived 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 up to 11 :00 AM on 30/1112015 at Second Floor, ICADR Building, Plot o. 6, Vasant Kunj Institutional Area. Phase- II, Vasant Kunj, New DeIhi- 110070 and will be opened on 14/12/2015 at 3:00 PM. The bids received

after the deadline shall not be considered.

4.8 The financial bids shall be intimated separately, only to the bidders declared

sLiccessful in technical bids.

4.9 Each page of the tender docLiment should be numbered and signed by the bidder \\ ith the seal of the firm.

4.10 Telegraphic/teleX/fax/e-mailed letterhead quotations are not acceptable and shall be ignored.

Schedule -I

TE DER PROFORMA

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

TECHN1CAL 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) Partnersh i p

(c) Incorporated

6. Software Development Centre Details

(a) Postal

(b) Fax No.

(c) Telephone No. (s)

Cd) Mobile No.

(e) Working Hour

(f) E-mail Address

7. Year of establishment

8. Amount of EM D deposited

Draft No.

Bank Detail

Amount

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

10. Name and Address of the authorized signatol) /conlact person for th is tender

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

12 . Whether copy of PA Card is attached

13 . Sales taxiV A T Regd. No.

Signature of authorized persoll

Date: a 111 e:

Place: Seal:

DECLARATIO

I, Son/Daughter/Wife ofShri __________________ Proprietor / Partner / Director, authorized signatory oflhe 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 terllls and conditions orthe tender anclundertake 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. l/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 I iabi I ities towards prosecut ion 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

Frol11 To

Signature oftenderer(authorised person)

Date: ame

Place : Office Seal

ANNEXURE-ff

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

Schedule of Prices

A. Scanning/Digitization of Files:

Cost of Scanning and digitization of files and I year of Support Services as prescribed in the

Tender:

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

B. Data Entry:

Cost of Dara Entry as prescribed in the Tender:

Total Cost = Rs . (["clusive of 1\11 Ta"es, Levies & charges)

C. APAR AMC:

Cost of APAR AMC:

Total Cost = Rs. (Exclusive of All Ta:\es, Lcvies & charges)

D. Desktop/Laptop on Rent :

Cost of Desktop/Laptop on Rent on Monthly basis:

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

Period of validity of tender:

It is further certified that all costs of Scanning/Digitization, Data Entry and APAR AMC,

Desktop on Rent other than that spccifically pro\ided lo r as per the terms of this contract. if

any, have been included in the price bid.

Signature 0 f authorized person:

Full Name:

Seal:

Place:

Date:

Notes: 1.

2.

The rates quoted by the tendering Agency should be exclusive of all statutory/taxation liabilities in force at the time of entering into the contact. These should be separately mentioned. Payment shall be made on satisfactory conclusion of \\ ork.

DEC LARA TION-

I .............. .... .......... ................... Son/Daughter/Wire of Shri .................. ............. ..... . hereby certify that the information furnished above is full and correct to the best of my knowledge. I understand that in case any deviation is found in the above statement at any stage, the concern shall be blacklisted and shall not have any dealing with the Department in future.

(Signature of Authorized Signatory with date)