scope of work,scannig

8/11/2019 Scope of Work,scannig

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Section: 3

Scope of Work


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3. Scope of Work

DoI reserves the right to amend/add/delete/ edit any of the following items of the scope of work at

the cost of the bidder, which shall be binding on the successful bidder.

3.1 Project Brief

The objective of this project is to get the Records located across DoI offices scanned, indexed and

made easily retrievable. DoI requires services relating to scanning and indexing of documents at its

various offices. The details of Locations are mentioned in the Annexure 8. For this bidder will be

required to bring in high speed scanners, consumables to carry out actual physical scanning of

paper documents. The space and furniture (table, chairs, etc.) for setting up the infrastructure as well

as the raw power connections will be provided by DoI at respective locations. After completing the

contract period bidder will vacate the place provided by DoI. If there is any damage to the provided

space then same shall be deducted from the payments.

Scanning and Digitization

The scanning material provided by DoI shall contain old and new documents till date. The

documents shall have following type of papers.

i. A0 ii. A4

iii. A1 iv. Letter Size

v. A2 vi. Legal Size

vii. A3 viii. Other Sizes

The A4 size paper will be approximately sixty percent of total volume and the remaining type of

papers will be forty percent of the total volume.

Broadly, there are 2 stages in the entire scanning activity namely in which the following activities will

be carried out. The bidder shall carry out the scanning work on the DoI Locations mentioned in

Annexure 8 and Metadata entry work shall be carried out in Mumbai location. The DoI will arrange

the space and power for the same.

(A). Stage I - Pre scanning

1. Document Collection

2. Quality Check.


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(B). Stage II - Scanning

1. Scanning Records

2. Quality Check of scanned images

3. Document handover

4. Metadata Entry

5. Quality Check of metadata entry

6. Quality Check of 1% printouts.

Detailed activities under each phase have been mentioned in the subsequent sections:

A. Stage I - Pre-scanning

1.Document Collection

Prior to scanning process, there are number of activities that need to be carried out so that the

documents are properly handled. Bidder should take special care to ensure that not even a single

document is lost/misplaced/damaged. The steps in this stage of the process are as follows:

i. Name of Office

ii. Name of Locations

iii. Document type

iv. No. of pages (in each Document)

v. Date of collection

vi. Expected date of return

vii. Actual date of return

viii. Collected from and Signature

ix. Collected by and Signature

x. Returned to and Signature

xi. Date of return

xii. Any other details will be decided with the successful bidder before start of project.

Bidder should capture all the above mentioned details accurately in the inward/outward register.

Bidder should ensure that number of pages in each document is accurately captured and is then

cross-checked with the number of pages scanned. The bidder should maintain order of the

documents without disturbing chronology of the documents and without mixing pages between

different documents. In case of unavailability of required documents or pages missing or documents

missing, it should be notified to the department. Continuous assistance from the department will be

given for availability of required records. Bidder should inform department officials about illegible

textual records. Bidder on receipt of such books should prepare and repair all documents received.


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They should take special care of documents that are very old and not in good physical condition.

The Bidder is required to take necessary precautions while handling all documents. Bidder should

also do document preparation and repair work at their end. Activities to be undertaken during this

sub phase are:

i. Dusting the files to remove dirt and other possible noise causing particles

ii. Un-binding/defiling of only department approved documents (this should not lead to

iii. further deterioration of the documents)

iv. Removal of stapler pins, clips, etc. of only department approved documents (this should

not lead to further deterioration of the documents)

v. Repair the documents for scanning using cello-tape* or enclosing the documents in

plastic pouches (depending on the importance and condition of the documents).

Note:

*The bidder should note that cello-tape used should not lead to shining output. The cellotape

should be such that the data underneath it is not lost and also images do not have shine

marks.

The Bidder will take guidance from the concerned department officials of the record room on

files which needs to be defiled or where stapler pins/clips should be removed, even though it

may be mentioned on the top sheet. The bidder will re-bind the documents after scanning

activity is over and submit it to the concerned department officials in acceptable manner.

2.Quality Check

The Bidder should conduct thorough quality check before sending any document for scanning.

i. It is mostly a visual quality check of the records for visibility, readability, etc.

ii. It should be checked that all files/books have top sheet attached to them

iii. It should be noted that all pages have been numbered

iv. It should also be checked that they are torn or ragged

v. It should be checked that there are no folds

vi. It should be seen that they are dust free

vii. It should be checked that all damaged documents have been repaired and scan ready

viii. It should be checked that is there any important data loss due to tight binding

ix. In such cases a decision on whether to open the binding should be taken at respective

department level.

Note:

The bidder should be prompt in informing department officials regarding completely

destroyed documents handed over to them as soon as they receive it. In cases, where the


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documents are still not in a scan-ready mode, they should be worked upon. Only documents

clearing this QC should be taken up for scanning.

(B). Stage II Scanning

1. Scanning Records

Records may be scanned using flat bed/sheet fed scanner. All the scanners provided under this

scope of RFP should be owned by the bidder. The details of scanner should be provided as per

the format mentioned in Section 6.3 Section B. The choice of scanner depends completely on the

condition of the document. In case the document is very torn and cannot be fed in the sheet feeder,

then flatbed scanner should be used. In case, the document cannot be scanned using any type of

scanner, book scanners can be used as image capturing device. While scanning, the important

parameter is DPI (dots per inch), which has to be precisely set. In general, the following minimum

specifications should be adopted while scanning:

a. 200 dpi in Black & White/Grey Scale. (In case legibility of the characters is not proper, the

bidder should scan at higher dpi. No extra payment for the same shall be made).

b. Image should be stored in PDF/a.

c. Image orientation should be upright.

d. Image should be vertically oriented and should be without any tilt/skew.

e. Image should be clean and free of noise.

f. Image should not have any shear.

g. Legibility features should be good.

h. Image should not contain black borders.

i. Image should not be warped.

j. Blank page should be automatically removed. (Removal of Blank pages will not be paid).

k. Images should be scanned in such a way that printout of image on paper will be clean and

legible on 1:1 scale.

While scanning, the sheet has to be fed in straight upright position and smoothened so that no folds

are generated while scanning. In the flat-bed scanner, the document has to be laid flat on the glass,

smoothened and scanned; and bulging should be avoided.

Note:

In case the documents are not legible, it will be the bidders responsibility to scan the

documents at higher resolution.


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The bidder should note very carefully that some regions may have problems of uninterrupted

power supply due to load shedding. The bidder should be ready to work during time period

whenever electricity is available.

2. Quality Check (Scanned Images)

Quality check after scanning is of utmost importance. Images clearing this QC will lead to movement

of documents to metadata entry phase. QC activities in this stage are:

a. Bidder should check that no page has been scanned twice. Payment for such extra scanning

will not be made to the bidder.

b. Bidder should ensure that blank pages are not scanned unless given page number by the

department officials.

c. Bidder should check scanned records for DPI, Image Quality, Format, Noise removal, etc.

d. Bidder should do 100% on screen validation for all scanned images and submit the log for

100% QC work done along with QC certificate.

e. Bidder 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 color mode

The color 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 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 center

There should not be extra darkness at the edges

There should not be unwanted black vertical lines on the scanned images.

f. Post 100% QC by Bidder, 100% on screen QC will be done by department officials.

g. Images should be scrutinized by Bidder in detail for any other kind of issue in the scanned

images.

h. Bidder should also check that all records obtained from the department have been scanned

and no document has been missed out.

i. Quality check should happen on a daily basis along with scanning.


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j. Bidder should note that the scanned images will be printed later for serving to citizens. So the

quality of no image should be compromised and it should be exact replica in size.

k. Bidder will maintain a register of all the documents which have been rejected in 1st level QC.

l. In case there are issues with the scanned images, bidder will rescan all such documents

again and take them for 2nd level QC.

3. Documents Handover (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. Appropriate entries should be made in the inward/outward

register in presence of the bidder representative and department officials. The bidder should also

store the scanned files on the DVD and submit it to the respective DoI office after the completion of

scanning in those locations.

Note:

Under no circumstances shall the documents be changed, mutilated, destroyed or replaced

by some other documents. Any damage to the documents will lead to penalty for the Bidder

as per SLA. Thus the bidder should take utmost care of the documents taken for scanning.

4. Post Scanning Data Entry

a. File Indexing

The following indicating folder structure has to be followed while storing the digitized data in the

provided DMS.

Scheme [Name]

Place [Location Name]

Section [ Respective DoI Section]

Year [YYYY]

Type [ Project Type]

Subject/Number [ Name appearing on File]

File No [Numeric Number]

b. Legacy Data Entry

DoI also desires to convert existing file data into electronic format. DoI will provide the furniture,

Space, Data Entry Module and Internet Connection. Bidder needs to bring in the manpower and

Desktops for the same. The existing format contains approximately 30 fields per page.


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5. Metadata Entry

i. Metadata stores information related to the scanned images. Accurate metadata should be

captured for all scanned images, as that becomes the base for all future search and

transactions. Metadata entry is done by adding appropriate tags to each scanned document.

Metadata entry will be done through Double Blind Data Entry method i.e. two people will

enter the metadata for the same scanned image independently. The metadata entries done

by these operators will be compared by the application and those with wrong metadata entry

will be visible to the Bidders supervisor. Bidder should correct all such errors at no extra

cost.

ii. Bidder can perform metadata entry activity at the Head Quarter in the space provided. Such

space will be designated as District Metadata Center. Bidders should ensure high security in

handling data by its operators and project managers. Bidders will ensure that none of the

desktops used for scanning and metadata entry have USB ports, CD Drives or USB ports

and CD Drives are blocked. Data transfer should be allowed only from Operation Servers. All

scanned images should be transferred under the supervision of the supervisor/project

manager for the record room along with concerned department officials. No document/

scanned images should move out of the government premises, without consent and

supervision of department officials.

iii. A list of metadata will be decided and communicated to the successful bidder before start of

the project. Bidder should capture all metadata available on the documents accurately as this

forms the base for all document searches and analysis in the future. If metadata formats for

new records needs to be incorporated, it will be finalised by DoI. Bidders should note that the

records will be primarily in Marathi. Bidder should deploy adequate manpower to ensure that

all non-Marathi language data is understood and correct metadata entry in Marathi is done.

Language details for all such records should be captured in language metadata tag. Bidder

should capture language details of each document type at the beginning of the entire

metadata entry activity.

iv. While performing metadata entry in UNICODE Marathi, bidder should ensure that there are

no garbage (GOLU) characters in the data fed in the application. Bidder may deploy his own

tool to ensure the same.


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6. Quality Check of Metadata

Quality check after metadata entry is very important. Images clearing this QC will lead to submission

of the documents to department for acceptance. QC activities in this stage are:

a. The Bidder should do 100% on screen validation and submit log for 100% QC work done

along with QC certificate.

b. The Bidder should check the documents for the following

i. Whether all required metadata fields have been captured

ii. Whether the metadata captured is correct.

c. The Bidder shall generate a report identifying mismatch between the number of documents

submitted for scanning and number of documents scanned.

d. Post 100% QC by Bidder, department officials will perform 100% QC on metadata.

The bidder should also suggest their quality plan to the department over and above the quality

checks mentioned here. Templates for the same will be finalized with the successful bidder before

commencement of work.

Note:

All records unacceptable by department (due to improper image, missing metadata, wrong

metadata) will have to be rescanned and metadata re-entry should be done by the Bidder. The

Bidder will not be remunerated for all such documents re-scanned.

7. Quality Check of 1% printouts

The bidder will be required to handover 1% sample printout of each document type of record at the

end of each fortnight to the department for quality check, after completion of QC of metadata entry.

Bidder should ensure timely submission of images for QC.

Note:

a. It is the absolute responsibility of the Bidder to ensure that the content of scanned documents

is an exact replica in size of the original paper document.

b. Printout should be provided in the same page size as that of the original document.

c. In case the printout is rejected, such reasons should be documented and shared with the

department officials.

d. Bidder should rectify all such errors and re-submit the printouts for verification.


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Section BFormat for Financial Proposal

The bidder shall bid for all the items listed in Table- 1 below;failing to which, the bid shall be treated

as non-responsive and shall be rejected.

Table -1

S.

No

Consolidated

Cost for

Scanning and

Digitization of

DoI Records.

Reference inRFP

*Approximate

Number of

Records

[A]

Average

number of

A4 pages

per

Record

[B]

Approximate

Number of A4

size Pages for

Financial

evaluation

[C= A x B]

Rate

Quoted

per A4

size

page

[D]

#Total

Cost (In Rs.)

[E]=[C x D]

1.

Scanning and

Digitization

Cost

Section 3.1

Stage I1 & 2 3,59,114 48 1,72,37,472

2.

Quality

Checking of

Scanned

Documents

Stage II1, 3

3,59,114 48 1,72,37,472

3.

Data Entry

Cost (Double

Blinded

Method)

Section 3.1

Stage II2, 63,59,114 5 17,95,570

Total Cost in Figures

Total Cost In Words

*The number of records and A4 pages given in above Table -1 is indicative and is for evaluation

purpose only. DoI does not guarantee that these many pages and records will be given for Scanning

and Digitization. The actual number of pages may be more or less. Payment will be made on actual

number of pages scanned and digitized with quoted rate in the above table.

# Inclusive of all taxes except service tax

Table 2

S. No. Item No. and Description Unit One Man-Month Cost in INR

1. Data Entry Operator 1

Note: It shall be mandatory for the bidders to provide Data Entry Operator cost as denoted above in

Table -2.Also, the data entry operatory cost shall not be considered for commercial evaluation but

act as reference for future requirement.


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Annexure 7 Details of Records at each Location

Office Locations Number of Records

Head Office DoI New Admin Building 1344

Mumbai Metropolitan 27201

Konkan 21

Pune 105

Aurangabad 14

Nanded - Sub RO 2

Sub Total A 28687

DICs

KONKAN

Thane 45315

Raigad 9776Ratnagiri 4389

Sindhudurg 6515

NASIK

Nasik 14582

Dhule 7111

Nandurbar 3153

Jalgaon 16540

Ahmednagar 12019

PUNE

Pune 36731

Satara 4698

Sangli 14063

Solapur 16567

Kolhapur 57981

AURANGABAD

Aurangabad 17399

Jalna 3634

Beed 6451

Osmanabad 3867

NANDED SUB RO

Nanded 4499Parbhani 4146

Hingoli 2925

Latur 5578

AMRAVATI

Akola 2058

Buldhana 522


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Office Locations Number of Records

Amravati 918

Washim 150

Yavatmal 589

NAGPURNagpur 19541

Wardha 1466

Bhandara 1953

Gadchiroli 340

Chandrapur 2505

Gondia 2446

Sub Total B 330427

Grand Total A + B 359114


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Annexure 8 DoI office Locations

Name of Head Office Address of Head Office

Directorate of Industries 2nd Floor,

New Administrative Building,Opp. Mantralaya, Mumbai - 400 032

Name of Regional / Sub- Regional Office Address of Regional Office

Mumbai Metropolitan Region Office of Joint Director Industries,ICL Building,1st Floor, V.N. Purav Marg,Chunabhatti (East), Mumbai-400 022.

Konkan Office of Joint Director Industries,

MIDC CFC Bldg, 1st Floor, Opp.Modella Mill Compound,Wagle Estate Corner, Thane (W), 400604

Pune Office of Joint Director Industries,Agriculture College Campus,Shivaji Nagar, Pune - 411005

Aurangabad Office of Joint Director Industries,Aurangabad Region,Vikas Bhavan, Aurangabad

Amravati Office of Joint Director Industries,Dr. Kalantri Building,Khaparde Bagicha,

Amravati-444 602

Nagpur Office of Joint Director Industries,

Nashik Office of Joint Director Industries,Plot No.P-15, MIDC, Satpur,Nashik

Nanded (Sub Regional Office) Office of Superintending Industries Officer, Sub-Regional Office,Co-Op. Ind. Estate,Shivajinagar, Nanded.


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DISTRICT INDUSTRIAL CENTERS

Region Name of DIC Address of DIC

Konkan Thane District Industries Centre,Commercial Complex Bldg,Opp. Modella Wollen Mill,Near Mulund Check Naka, Thane(W)

Raigad District Industries Centre,Raigad-AlibagPincode No.402 201

Ratnagiri District Industries Centre,Opp. Telephone Exchange,Jail Road, Ratnagiri-415612

Sindhudurg District Industries Centre,Main Administrative Building,

A Block, 2nd Floor,

A/p.Sindhudurgnagari,Tal.Kudal, Dist.Sindhudurg-416812.

Nasik Nasik District Industries Centre,Near Govt. ITI,Satpur Tal & Dist Nashik.

Dhule District Industries Centre,Jamanagiri Road, Dhule

Nandurbar District Industries Centre,Collector Office Building,Nandurbar

Jalgaon District Industries Centre,Near Govt.ITI, Jalgaon- 425001.

Ahmednagar District Industries Centre,Near Ahmednagar College,Station Road,

Ahmednagar-414001

Pune Pune Office of Joint Director Industries,Agriculture College Campus,Shivaji Nagar,Pune - 411005

Satara District Industries Centre,

Plot No. A-13, MIDC Area,Satara415 004

Sangli District Industries CentreUdyog BhavanVishram Bhag, Sangli


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Solapur District Industries Centre,Hotgi Road ,Near Kinara Hotel,Solapur 413003

Kolhapur District Industries Centre,Udyog Bhavan,Behind Collector Office,

Assembly Rd. Kolhapur

Aurangabad Aurangabad District Industries CentreAurangabad

Jalna District Industries Centre, Jalna

Beed District Industries Centre,Bashirganj, Beed-431 213

Osmanabad District Industries Centre,

Opp. Central Building,Osmanabad -413501

Nanded - Sub RO Nanded District Industries Centre,Co-Op.Ind.Estate,Shivaji Nagar, Nanded

Parbhani District Industries Centre,Parbhani, Near TV Centre,Old Kregaon Road, Parbhani-431401

Hingoli District Industries Centre,Hall No.12,

Central Administrative Building,Collectorate, Hingoli-431513

Latur District Industries Centre,Plot No.P-5, MIDC Area, Latur

Amravati Akola District Industries Centre,Old cotton market

Akola

Buldhana District Industries Centre, Buldhana

Amravati District Industries Centre,Behind Collector Office,Camp, Amravati

Washim District Industries Centre,Kata Road, Washim

Yavatmal District Industries Centre,Add - 2nd Floor Udyog Bhavan,Darwha Road, Yavatmal


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Nagpur Wardha District Industries Centre,Sevagram Road, Civil Lines,Wardha-442001

Bhandara District Industries Centre,Administrative Bldg.National Highway No.6,Bhandara.

Chandrapur District Industries CentreC/o Adv Bapat House infront of Zilla Parishad. Chandrapur

Gondia District Industries Centre,Near 588 Bidi Co. Reltoli,Gondia.