Request for Proposal for Image-Capturing and Metadata Creation Work for Various Documents in Different Departments of Ahmedabad Municipal Corporation

Date & Time for Opening of Technical Bids 04/08/2026 at 16:30 Hrs.

AHMEDABAD MUNICIPAL CORPORATION

E-Governance Department

2nd Floor, Smart City Ahmedabad Development Limited

Near Sanskar Kendra, Paldi, Ahmedabad -

www.ahmedabadcity.gov.in

[email protected]

The information contained in this Request for Proposal document (“RFP”) whether subsequently provided to

the Implementation Agency, (“Implementation Agency/s”) verbally or in documentary form by Ahmedabad

Municipal Corporation (henceforth referred to as “AMC” in this document) or any of its employees or advisors,

is provided to Implementation Agency on the terms and conditions set out in this RFP document and any other

terms and conditions subject to which such information is provided.

This RFP document is not an agreement and is not an offer or invitation to any party. The purpose of this RFP

is to provide the Implementation Agency or any other person with information to assist the formulation of

their financial offers (“Bid”). This RFP includes statements, which reflect various assumptions and

assessments arrived at by AMC in relation to this scope. This Tender document does not purport to contain all

the information each Implementation Agency may require. This Tender document may not be appropriate for

all persons, and it is not possible for the Municipal Commissioner, AMC and their employees or advisors to

consider the objectives, technical expertise and particular needs of each Implementation Agency. The

assumptions, assessments, statements and information contained in the Bid documents, may not be complete,

accurate, adequate or correct. Each Implementation Agency must therefore conduct its own analysis of the

information contained in this RFP and to seek its own professional advice from appropriate sources.

Information provided in this Tender document to the Implementation Agency is on a wide range of matters,

some of which may depend upon interpretation of law. The information given is not intended to be an

exhaustive account of statutory requirements and should not be regarded as a complete or authoritative

statement of law. AMC accepts no responsibility for the accuracy or otherwise for any interpretation of

opinion on law expressed herein.

AMC and their employees and advisors make no representation or warranty and shall incur no liability to any

person, including the Implementation Agency under law, statute, rules or regulations or tort, the principles of

restitution or unjust enrichment or otherwise for any loss, cost, expense or damage which may arise from or

be incurred or suffered on account of anything contained in this RFP or otherwise, including the accuracy,

reliability or completeness of the RFP, and any assessment, assumption, statement or information contained

therein or deemed to form part of this RFP or arising in any way in this Selection Process.

AMC also accepts no liability of any nature whether resulting from negligence or otherwise howsoever caused

arising from reliance of any Implementation Agency upon the statements contained in this RFP.AMC may in its

absolute discretion, but without being under any obligation to do so, can amend or supplement the

information in this RFP.

The issue of this RFP document does not imply that AMC is bound to select an Implementation Agency or to

appoint the Selected Implementation Agency (as defined hereinafter), for implementation and AMC reserves

the right to reject all or any of the Implementation Agency or Bids without assigning any reason whatsoever.

The Implementation Agency shall bear all its costs associated with or relating to the preparation and

submission of its Bid including but not limited to preparation, copying, postage, delivery fees, expenses

associated with any demonstrations or presentations which may be required by AMC, or any other costs

incurred in connection with or relating to its Bid. All such costs and expenses will remain with the

Implementation Agency and AMC shall not be liable in any manner whatsoever for the same or for any other

costs or other expenses incurred by an Implementation Agency in preparation for submission of the Bid,

regardless of the conduct or outcome of the selection process.

Sr. No. Description Page No.

Section I Invitation of Bids & Tender Schedule

Section II General Conditions

Qualification Criteria

Contents of Envelopes

Submission of Tender

Special Conditions

Section III Declaration Form

Section IV Documents To Be Submitted

Section V Commercial Bid

A Contract Agreement Specimen

B Bank Guarantee/Security Deposit Specimen

(To Be Submitted on Letter Head of the Bidder’s Firm/Company)

Ahmedabad Municipal

Corporation "Sardar Patel

Bhavan", Danapith,

Ahmedabad - 380

Subject: Tender for rate contract Image-Capturing and Metadata Creation Work for

Various Documents in Different Departments of Ahmedabad Municipal Corporation

We hereby offer to provide the services listed in Section V at the firm prices quoted through

the nprocure (https://www.nprocure.com) online portal. We undertake to provide the

services in full compliance with the terms and conditions of the tender documents.

A receipt of the Tender fee of ₹ 2400 /- (₹ Two Thousand Four Hundred only), non-

refundable and earnest money deposit of ₹ 3,00,000 /- (one lakh and fifty thousand rupees

only) paid in the form of Demand Draft of nationalized bank of Ahmedabad payable at

Ahmedabad in favor of Municipal Commissioner, Ahmedabad is attached herewith separately.

Bank Name and DD no.

Tender Fee ₹ 2400/- (₹ Two thousand and four hundred

rupees only), Non-Refundable

EMD ₹ 3,00,000 /- One lakh and fifty thousand

Sincerely Yours,

Signature of Bidder

(Including Title and Capacity in Which Bid is Made)

SECTION - I INVITATION FOR BIDS & TENDER SCHEDULE

Ahmedabad Municipal Corporation invites Online/sealed Bids for Image-Capturing and Metadata

Creation Work for Various Documents in Different Departments of Ahmedabad Municipal

The bidders may download the Tender document from website of Ahmedabad Municipal

Corporation (www.ahmedabadcity.gov.in) and (https://tender.nprocure.com)

Particulars Details

Tender Fee ₹ 2,400/- (Non-Refundable)

Submission of Pre-Bid Queries shall be submitted through e-mail at [email protected]

Date & Venue of Pre-Bid Date & Time: 17/07/2026 at 11:00 Hours

Meeting Venue: 2 Floor, Smart City Ahmedabad Development Limited, Near Sanskar Kendra,

Paldi, Ahmedabad -

Last Date & Time for Online 04/08/2026 up to 16:00 Hours

Submission of Bids

Date & Time for Opening of 04/08/2026 at 16:30 Hours

Address for Communication 2 Floor, Smart City Ahmedabad Development Limited, Near Sanskar Kendra,

Paldi, Ahmedabad -

Earnest Money Deposit ₹ 3,00,000/-

Last Date & Time for Online Bid Submission: 04/08/2026 up to 15:00 Hours

Submission of EMD & Bid Physical Bid Submission: 04/08/2026 up to 16:00 Hours

Opening of Technical Bid: 04/08/2026 at 16:30 Hours

Validity of Tender 12 Months

Contact Person Mr. Salman Abbasi

System Analyst (E-Governance)

Contract Period The contract shall initially remain valid for one (1) year and may be extended for a

further two (2) years, subject to satisfactory performance of the agency and at the sole

discretion of Ahmedabad Municipal Corporation.

SECTION - II GENERAL CONDITIONS

1 In the event of the date specified for receipt and opening of bid being declared as a

holiday, the due date for submission of bids and opening of bids will be the following

working day at the appointed time.

2 AMC reserves the right to accept or reject any Tender without assigning any reason.

3 Use & Release of Bidder Submissions:

AMC is not liable for any cost incurred by a Bidder in the preparation and production of

any Proposal, the preparation or execution of any benchmark demonstrations,

simulation or laboratory service or for any work performed prior to the execution of a

formal contract. All materials submitted become the property of AMC and may be

returned at its sole discretion. The content of each Bidder's Proposal will be held in strict

confidence during the evaluation process, and details of any Proposals will not be discussed

outside the evaluation process.

4. Scope of Work

1. Broad Scope of work is divided in 2 parts:

A. Digitization of Records of Estate/Town Planning department:

All files of Estate department will have to be scanned as per requirement of department

and necessary metadata of the same will have to be created by party and scanned

documents will have to be uploaded in AMC software by agency personal. All necessary

data entry of files will have to be done in AMC software.

2. Training for the same will be given by E-governance department of AMC

3. Rates per file for the meta data creation, data entry in AMC software and all other

necessary things is asked in price bid. Bidder will be paid accordingly.

4. AMC may ask for limited pages to be scanned from file containing various documents.

5. Bidder will have to do data entry of all fields asked by the département from

concerned file into AMC software

B. Files of other departments of AMC

Files of all other department of AMC will have to be scanned as per requirement of

6. It is always imperative for any organization to meet accepted standards for managing

its large official records. These standards are designed to ensure that electronic

images of paper source documents, where the image is intended to replace the

original as the official record, are captured in a way that ensures their reliability,

authenticity, and usability over their entire retention period and that allows the

images, or copies produced from the images, to be authenticated as true copies of

the originals and to be admissible as evidence in legal proceedings. AMC hopes to

achieve the following by image-capturing and digitizing documents for various

departments across the city:

a. Less Storage space for preserving the documents.

b. Reduction in overall Searching time.

c. Increasing productivity of processes and office personnel.

d. Availability of the document for sending over email.

e. Reduced turnaround time of processes.

f. Increase control over all the important digitized documents by restricting access.

7. The basic scope of this Tender is to provide rates for Image-capturing/Digitization

work and meta data creation of scanned document in AMC software for different

departments of Ahmedabad Municipal Corporation as per the quality standards and

within the stipulated time period mentioned below.

(a) Digitization should be Unicode compliant.

(b) On receiving work order from AMC, vendor will setup

Image- capturing/Digitization facility at the End User Department’s office.

(c) The vendor will setup and install the setup as per the requirement of the type

and number of documents.

(d) The vendor will be required to setup and install all necessary equipment’s

and infrastructure to carry out the allotted work on its own expense

(e) The vendor should provide enough equipment so as to complete the Image-

Capturing in the limited time provided by the end user department. Delay in

the completion of work will attract penalty to the vendor.

(f) The End User Department will provide space and electricity to the vendor; all

other necessary setup shall have to be done by the bidder on its own.

(g) Entire operation is to be carried at different AMC office locations provided by

related departments of Ahmedabad Municipal Corporation in Ahmedabad.

(h) Bidder will have to set up scanning and metadata creation facility at 7 zonal

estate office of AMC and one at central record office of AMC for documents of

Estate department.

(i) In addition to above bidder will have to set up scanning facility at any other

office of AMC for which work order is given to bidder.

8. Records would be entered/image-captured at the department premises and the

vendor shall be responsible for collecting them from different units of the

department to carry out the digitization work. The documents would be received in

lots as agreed mutually between the vendor and the department. The vendor shall

provide sign-off on number of documents received from the department.

9. The vendor shall maintain a note of the document details in a register while

collecting these documents. The log register should contain at least the following

a. Name of the document collected.

b. Size of the pages in document (A4, legal, A3, etc.) along with the count.

c. Total number of pages in the document.

d. Collected from (AMC’s Official).

e. Date of Collection.

f. Expected date of return.

g. Returned to (AMC’s Official).

h. Returned by (Vendor representative).

i. Actual date of return.

10. After collection of documents by the vendor, it would be the responsibility of the

vendor to maintain and return the documents in their original form to the End User

Department. Any damage to the documents collected shall make the vendor liable for

11. The vendor shall check for the number of documents in a file in presence of the

representative of End User Department.

12. The vendor shall be responsible for removal of unwanted dust, removal of tags,

pins, threads, rubber bands etc. and sorting & numbering of pages in the document

file in the correct order.

13. The vendor will carefully unfold and flatten the documents to eliminate creases

14. The vendor shall take special care in preparing the documents which are too old and

that may not be in good physical condition and as very delicate they may not be

directly image- captured. This may include (but not limited to) pasting of torn pages,

straightening of pages, rebinding of files that cannot be image-captured directly.

Some documents which are folded at the edges may even require ironing to

straighten them. Documents should be prepared such that normal scanner can scan

15. The vendor shall take extreme care towards handling of documents so that their

chronology is not disturbed or to maintain the sequence of records in the files. For

example, multi-page documents that must be kept together (e.g., a letter with an

16. Segregating the documents to be image-captured into batches. The size and content

of a batch shall be determined by each unit of the End User Department based on the

nature of the documents being image-captured and that unit’s workflow.

Procedures for batching must be documented in the unit specific procedures and

must include the use of batch sheets (with e.g., batch number, scanner operator ID,

and date image- captured) for subsequent traces and storage.

17. Image Capturing:

1. Image Capture refers to the process where an electronic device such as a

scanner is used for creating a digital representation of an image. The image

obtained can be stored in a computer for further editing.

2. Document search facility must be one of the indispensable facilities.

3. The size of documents may vary (A2/A3/A4/Legal/Letter etc.)

Document Size Type of Image Resolution of

Capturing Image Captured

Color 600 – 1200 dpi

A4/Legal/Letter

18. The image-captured documents shall be converted into PDF or other standard

formats as per the requirement of the end user department. All the pages of a

single file have to be stitched together to generate an exact replica of the physical

file. The stitched document should be represented in a searchable PDF format.

19. The vendor will be responsible for quality assurance and will go through all

documents to see if they are complete and legible. The vendor will undertake

Quality Assurance processes for all aspects of processing and post-processing of

records including image capture, indexing, storage and return.

20. The vendor’s staff will perform quality control to ensure that each page is fully

rendered, properly aligned, and free of aliasing/ distortions. Inspection and quality

control data shall always be recorded on the worksheet accompanying each

volume. When necessary (e.g., poor image capture of an illustration), the staff will

re-scan from the original text and insert the image(s) into the proper image file

21. The vendor shall perform following image enhancement activities:

1. The vendor shall ensure that the quality of image-captured images is enhanced

to the optimum level.

2. The vendor shall perform skew/de-skew activities on the image-captured

document to make the image straight.

3. The vendor shall carry out cropping and cleaning of images like removal of

black noises around the text, providing equal margins around the text.

4. In case the documents are not legible, the vendor shall scan the documents at

a higher resolution or in gray scale. No extra payment shall be made for the

5. No document shall be image-captured more than once if it is image-captured

properly and no blank pages shall be deleted if they are part of file. The blank

page in a file is a page that is entirely blank, or has only page number, or has

only rubber stamp.

6. Vendor shall perform the OCR/ ICR on the document with 100% accuracy so that

the documents can be searched using the text in the document.

7. The vendor will deploy its own human resources for all the above-mentioned

8. The vendor will deploy adequately skilled manpower resources to complete the

job within the specified time.

13. Indexing and cataloguing:

1. After documents/images are image-captured and stored in digital form, they

would be indexed using manual entry. The vendor will create data-dictionary

required for indexing as per the requirement of the End User Department.

2. The vendor will establish procedure for checking the accuracy of indexing and

making necessary corrections as accurate indexing is required for efficient

retrieval of digital documents from digital storage media.

3. Once all documents are verified and pass vendor’s quality assurance phase, they

will be stored on final digital media of the client’s preference, complete with

their indexes. At the end of the process all paper documents will be returned in

their original form to the department.

14. Post Image-Capturing:

1. After image-capturing, the physical document would be pinned together/

tagged in the same form as it was given for image-capturing by the individual

units of any department. At the end of the process all paper documents will be

returned in their original form to the department.

2. Each page shall be serially arranged and shall be counted while giving the

documents back to the department.

3. Version Control mechanism should be allowed. Version control has to be done

in case of addendum to the pre-existing digitized file. Vendor will have to

make this facility available in the capture and indexing module.

4. The vendor is required to use their own MIS tool to generate fortnightly reports

for tracking the digitization status. These reports shall contain basically the

summary of records image-captured and stored.

15. Storage and Backup:

1. A folder structure/ configuration management policy has to be followed while

storing the digitized data in the DVD and/or central storage.

2. Nomenclature of the digitized file should be in accordance with the e-

Governance standard and should be discussed with the End User Department.

3. Copies of the image-captured data with data-dictionary shall be provided in DVD

by the Vendor. The Vendor will create a Master copy for the End User

Department and will provide the replica of Master copy as per the requirement

of the End User Department.

4. Vendor shall use standard methodology for Image-capturing and archiving so

that in future, any service provider can access the archival database.

5. Vendor shall train the respective users on retrieving the records after

file conversion

5. Qualification Criteria:

Particulars Requirement

Experience of The Bidder shall have successfully completed similar works during the last three (3) years

Image-Capturing ending on the last day of the month preceding the month in which applications are invited,

Work satisfying any one of the following criteria:

Three (3) similar completed works costing not less than ₹ 40 Lakhs each; OR

Two (2) similar completed works costing not less than ₹ 50 Lakhs each; OR

One (1) similar completed work costing not less than ₹ 80 Lakhs.

The Bidder shall submit supporting documentary evidence such as Work Orders and Work

Completion Certificates.

Only work experience from Government, Semi-Government, Urban Local Bodies (ULBs),

Municipal Corporations, Municipalities, or Panchayats shall be considered.

Annual Turnover The Bidder shall have a minimum annual turnover of ₹ 2 Crore in each of the last three

completed financial years (from FY 2023–24 onwards). A Certificate from a Chartered

Accountant (CA) in support of the turnover shall be submitted.

Registered Office / The Bidder shall have a registered office in Ahmedabad. Documentary proof such as Property

Physical Presence Tax Bill, Electricity Bill, or other valid address proof shall be submitted.

6. Purchase of Documents:

Tender fee for Tender Document is ₹ 2400/- (₹ twenty-four hundred rupees Only). The

Tender fee must be paid with Tender document at the time of submission of Tender by

Demand Draft payable at Ahmedabad in favor of Municipal Commissioner,

Ahmedabad of any nationalized bank having branch in Ahmedabad Other than Demand

Draft, any other mode of payment will not be accepted in any circumstances. Tender fee

is non-refundable. Bidder must complete online information of draft of Tender fee like

number, date, Bank & value.

7. Whom to Contact: (for any further queries on the Tender)

Name Designation Contact No.

Salman Abbasi System Analyst (E-Governance)

Prashant Mishra Asst Manager (E-Governance)

8. Earnest Money Deposit:

a. Tender should be accompanied by Earnest Money Deposit of ₹ 3,00,000/- (₹ one

lakh fifty thousand rupees only) which shall be in favor of Municipal Commissioner,

Ahmedabad in a form of Demand Draft payable at Ahmedabad of any nationalized

Bank of Ahmedabad only. Other than Demand Draft, any other mode of

payment will not be accepted in any circumstance. Bidder must complete online

information of draft of EMD like number, date, bank & value.

b. Tender form not accompanied by Earnest Money Deposit and Tender Fee shall be

rejected as non-responsive.

c. If the Bidder withdraws his Tender, the Earnest Money Deposit shall be forfeited.

d. The Earnest Money deposit will be returned to the unsuccessful Bidders only after

the decision taken on this Tender item by The Municipal Commissioner. The Earnest

Money deposit will be returned to the successful Bidder only after the

submission of security deposit as per the prevailing rules and regulations of The

Ahmedabad Municipal Corporation.

e. The successful bidder, once he is intimated about the acceptance of his Tender,

shall provide the services as per the guidelines given until the specified work gets

completed. If he fails to provide the service as per terms & conditions, his Tender will

be cancelled and Earnest Money Deposit and/or performance guarantee will be

9. Tender Validity Period:

a. The Tender shall be valid for a period of not less than 12 months from the

date of opening. That shall be extended by AMC for one more year provided

requirement of AMC and the satisfactory performance by the vendor at sole

discretion of AMC

10. Contents of Envelopes:

a. Demand Draft of Tender fee & EMD, Copy of Tender duly signed & stamped

on each page of Tender must be submitted in one sealed cover and sealed cover

should be super scribed with "TENDER for Image-Capturing and Metadata

Creation Work for Various Documents in Different Departments of

Ahmedabad Municipal Corporation” and Company's name and address,

contact person name & contact no (office and mobile both).

b. Bidder must provide following documents along with the above submissions

1. The bidder must have office in Ahmedabad. Please attach the

a) Property Tax Bill of current/last year OR

b) Telephone/Electricity Bill (not older than three OR

c) GST Registration

2. The Bidder shall submit copies of Work Orders, Work Completion

Certificates, and documents pertaining to the Annual Turnover requirements,

as specified under Clause 5 – Qualification Criteria. The Bidder shall attach

supporting documentary evidence along with the Tender and submit the

prescribed details in the format provided under Section – IV.

3. Bidder must provide detail of its organization along with technical staff detail

in Ahmedabad. The Bidder must fill & submit on separate sheet in required

format as per Section-IV.

4. Bidder must provide tentative list of skilled computer operators which will be

deployed for Image-capturing work for different departments of AMC.

5. Bidder should maintain the sequence of attached form, format & certificates

as given above as bid (as depicted in above points 10.2.1 to 10.2.4)

c. Cover of above said items will be submitted in the office of

The Tender Officer,

Department, Ahmedabad

Municipal Corporation,

Sardar Patel Bhavan,

Danapith, Ahmedabad -

Tender must be submitted before 04/08/2026 4:30 PM at above address, as

detailed below. Hand Delivery or Registered Post/ Speed Post shall only be

considered as a valid mode of submission of tender. Telegraphic Tenders will not

be entertained.

11. Submission of Tender:

a. Tender received late on account of any reason will not be considered.

b. Bidder must quote separate price for each item in commercial bid as per

attached format in electronic format only.

c. Closing & opening of Tenders:

1. Closing of Tender will be at For Online Bid 04/08/2026 up to 15.00 Hrs. and for Offline Bid

Submission till 04/08/2026 up to 16.00 Hrs

2. Technical Bid will be opened at 04/08/2026 16.30 Hours

d. Capability of Bidder:

1. Tender must be signed by an authorized person of Firm/Company.

2. The certificate from the Firm/Company should be attached with Tender

stating authority to sign such Tender by above person.

3. Bidder's full names, occupation, phone no. (Office & mobile both) and

addresses shall be stated below their signature on all Schedules, continuation

sheets and all other pages on which he makes entry. Bidder must sign & stamp

of his company on each page of Tender

12. Bidder Must Submit:

1. The Tender form is to be completed by ink or by typewritten without alteration

or modifications. Changes if any, must be initialed by the person signing the

Tender. Additional pages must be serially numbered.

2. The Tender will be disqualified if complete information, as called for, in the bid,

is not provided.

3. Any Tender containing vague and indefinite expressions will not be considered.

4. Bidders must furnish all literature or leaflet or supplementary description in

English language only. They may point out any special features and

advantages of the equipment offered by them.

5. Once Tender is submitted to Tender Officer's office in Ahmedabad Municipal

Corporation, no modification can be done in Tender.

6. While Tenders are under consideration, Bidders and their representatives or

other interested parties shall refrain from contacting by any means or by any

persons or representatives of Ahmedabad Municipal Corporation on matters

relating to the Tenders under study. If necessary, Deputy Municipal

Commissioner (E- Governance) or Deputy Municipal Commissioner (Relevant

Department) may be requested for clarification of Tenders in writing.

7. Descriptive literature as required in the specification must be submitted

with the Tenders and shall include sufficient detailed performance information

to allow evaluating the items as to soundness, reliability, serviceability and

efficiency. If literature is submitted that would require modification to meet

the specifications, these modifications should be clearly indicated. Failure of

information to show that the item offered confirms to the specifications may

result in rejection of the Tender.

8. Printed terms and condition of the Tender will not be considered as forming part

of Tender. In case, any terms and condition of the contract or items in

literature are not applicable to this Tender, Bidders are warned to intimate

separately on their own letterhead. Cancellation of any term and condition of

the Bidder form will not be entertained in any circumstance.

13. Special Conditions:

a. Bidder must understand the existing procedure of Image capturing work.

b. Whatever registers or necessary materials supplied to operators of Bidder, the

responsibility of which shall remain of the BIDDER until they are submitted back to

AMC. Bidder must ensure that the documents received from the AMC are not

damaged /mutilated /defaced/ altered/reused in any manner.

c. Bidder will have to follow instructions and directions of concerned department

and must take work completion certificate from concerned department of AMC.

d. Bidder must take Backup of keyed-in-data at regular interval. In case of loss of

keyed- in- data due to any reason, Bidder will have to re-enter lost data without any

additional charge.

e. No additional cost like transportation, collection & submission of materials etc. will

be provided by AMC.

f. For any kind of stationary for printing checklist/reports or any other certificates, Bidder

will have to make provision for stationary as per standards at its cost.

g. Bidder shall have infrastructure provision at its premise for at least 8 kits , sets of

computer, laser printer, web camera and scanner and other necessary equipment’s.

h. The job of Image Capturing work includes verification and correction of data till

100% accuracy of the keyed-in-data.

i. The bidder will maintain a register for Image-Capturing work and various

documents received from the departments and will ensure that all the records are

entered without any duplication and data redundancy. The register will also serve

a purpose of evidence for the number of records entered by the bidder.

j. The service provider shall be responsible to return the documents as they were

received along-with the covering list indicating discrepancies, if any.

k. The Bidder shall take due care in entering the data, so that future reference and

retrieval should be correct and error-free.

l. The Bidder would provide its adequately skilled manpower resources to complete

the job within the specified time and all work to be completed within prescribed

AMC office premises and allocated shift time. If agency needs extra time other

than shift time, prior sanction needs to be taken from AMC.

m. The Bidder shall have to ensure that the entire work of Image-Capturing done at

the premise of AMC only or at location mutually decided by bidder & AMC; and

that no documents are taken out of the site at any time.

n. The Bidder should be responsible for providing man power on a continuous basis

and all contingencies as may arise out of government rules / leave / absentees etc.

shall be managed by providing substitutes without disruption of services.

o. Absolute care must be taken to avoid errors and Data Redundancy & blanks. During

the course of the inspection and authentication, if errors and data redundancy is

detected then rectification of the same shall be made without any extra payment

to the bidder, failing which an amount proportionate to the cost involved shall be

p. Numbers of entries per person should be as per schedule given by

concerned department.

a. All Tender prices should be on a fixed and firm price basis.

b. All Tender prices must only be filled in the format prescribed in Commercial

Bid in electronic format only in specified format only.

c. Prices should be inclusive of all taxes except GST. Only GST will be paid on

raised invoices as per prevailing rules.

d. All columns of commercial bid should be filled compulsorily & correctly.

15. Successful Tenders:

a. Normally the lowest evaluated responsive Tender, which qualifies both technically

and financially, will be selected for award of the contract. However, Municipal

Commissioner reserves the right to reject any or all Tenders without assigning any

b. The award of contract will normally be made within one month after the

date of opening of Tende₹

c. Contract shall mean acceptance of Tender issued against this Tender.

d. The selected Bidder for award of the contract will sign an agreement on the Govt.

stamp paper. The format for the agreement is shown in Annexure - A.

e. The selected Bidder shall have to pay the Security Deposit as per the

prevailing rules and regulations of The Ahmedabad Municipal Corporation.

f. The successful Bidder(s) will be required to pay Security Deposit at 5% of

approx. contract value by Demand Draft payable at Ahmadabad in favor of

Municipal Commissioner, Ahmedabad of any Nationalized bank of

Ahmedabad only. The Performance Guarantee will be returned after the

successful completion of assigned work for one year. In case, the successful bidder

desires to provide Tender Performance Guarantee in the form of Bank Guarantee,

the same should be from the nationalized bank of Ahmedabad only acceptable to

the A.M.C. The Bank Guarantee shall be as per the enclosed format Annexure-B

g. In case the awardees i.e. the selected Bidder fails to provide service in time or

specified quantity and quality of services is not found up to the quality standards,

Performance Guarantee will be forfeited at once.

h. The Awardees i.e. the selected Bidder will have to enter into an agreement with

AMC for supply of goods on a ₹300/- stamps paper of Gujarat at its own cost

within 30 days period from the date of receipt of Award. The agreement shall be

as per the format attached as Annexure-A herewith or in such other form /

format as acceptable to the A.M.C.

i. Corrections, erasures made in the Tender format(s) and other paper(s) including

pasted slip(s) if any, should be invariably initialed. No negotiations as to rate(s)

quoted will be made unless it is deemed necessary in context of the configurations

and quality of the items required.

j. AMC shall reserve the right to allocate work order to one or more agencies on

partial basis on any ground which shall deem adequate to the authority.

16. Work completion and Payment:

a. All payments will be done to the agency after completion of the job.

b. Payment will be worked out as under.

c. Total payment = (per unit page charge of image capturing * No of pages as per

size types) + GST charges for documents of other department of AMC except

Estate/Town planning department

d. For Estate/Town planning department payment will be made for (per unit page

charge of image capturing * No of pages as per size types) + GST charges for

documents scanned and for (no of files for which metadata is created * per file

charge of metadata creation) + GST

e. Any penalties imposed on the agency for non-performance will be deducted from

17. Penalty Clause:

a. Penalty will be levied proportionate to no. of less entry per shift. Standard no of

average entries shall be 2000 entries per day where time period for data-dictionary

integration and other allied activities shall be included. Average entries per day will

be calculated on the basis of individual total work-assignment.

Sr. Percentage of inefficiency (in Penalty to be levied

No. terms of slow work)

1 more than 10% 2.5%

2 more than 20% 5%

3 more than 30% 10% or what may deem adequate

to AMC authority

b. If Image-capturing erroneous record is more than 10%, penalty for the same

would be levied up to 10% of invoiced raised for the said work or as decided by

c. If the Service Provider is not executing the contract to the satisfaction of

AMC, it may invoke any or all of the following clauses.

1. Forfeit the Security Deposit Amount. OR

2. Terminate the contract without giving any notice.

d. The SLA for damage or permanent loss of documents: The selected bidder shall be

responsible to take care of documents during the process of Image-Capturing. If

any documents will be damaged during the process, the selected bidder shall be

responsible to rectify it/ repair the same at its own cost. In case of any permanent

loss or damage of documents, the penalty will be applicable as mentioned in SLA

mentioned below.

Action Flat Penalty ₹

Measures Document

1 Rectify it/ repair the same on immediate basis NIL

2 to 5 Rectify it/ repair the same on immediate basis ₹ 200 per page

Above 5 Rectify it/ repair the same on immediate basis ₹ 500 per page

Permanent any number of

loss of documents ₹5000 per page

e. Damage of documents includes any kind of damages mentioned below:

1. Partial or full torn of page(s)

2. Register(s) or page(s) gets wet and become unreadable.

3. Intentional or unintentional pen/marker/sketch marks in the document(s)

which makes data unreadable.

4. Intentional or unintentional alteration of record(s) in the document(s) which

makes data unreadable or wrong.

5. Any kind of stains on given material which makes data unreadable

18. Legal Clause:

Both legal and equitable title to the services covered by the contract shall pass on to

19. Contract documents and matters to be treated as confidential:

All documents, correspondence, decision and orders concerning the contract shall be

considered as confidential and/or restricted in nature by the seller and he shall not

divulge or allow to access to them by any unauthorized person.

20. Force Majeure:

The supplier shall not be liable for forfeiture of his performance security, liquidated

damages, or termination for default if and to the extent that his delay in performance

or other failure to perform its obligations under the Contract is the result of an event of

For purpose of this clause, “Force Majeure” means an event beyond the control of

the supplier and not involving the supplier’s fault or negligence and not foreseeable.

Such event may include, but are not limited to, acts of the Government in its sovereign

or contractual capacity, war or revolutions, fires, floods, epidemics, quarantine

restrictions and freight embargoes. If the Force Majeure situation arises, the

supplier shall promptly notify AMC in writing of such conditions and the cause

thereof. Unless otherwise directed by AMC in writing, the supplier shall continue to

perform his obligations under the Contract as far as it is reasonably practical, and shall

use reasonable alternative means for performance not prevented by the Force

21. Resolution Of Disputes:

AMC and the supplier shall make every effort to resolve dispute amicably by direct

informal negotiation in case of any disagreement or dispute arising between them or in

connection with any of the terms & conditions of the contract or part of the terms &

conditions of the contract or touching to interpretation of any or part of the terms &

conditions of the contract.

22. Arbitration:

If, after thirty (30) days from the commencement of such informal negotiations, AMC

and the supplier have been unable to resolve amicably a contract dispute, the dispute

will be referred for arbitration to an arbitrator to be appointed by mutual consent

whose decision will be final and binding on both the parties. The proceedings shall be

conducted in Ahmedabad and as per Indian Arbitration & Reconciliation Act, 1996. The

language of the proceedings shall be in English only.

23. Governing Language:

The contract shall be written in English. All correspondence and other documents

pertaining to the contract that are exchanged by the parties shall be written in English.

24. Applicable Law:

The resulting contract shall be made under and shall be governed by and

construed in accordance with the laws of the State of Gujarat, India and will be subject

to jurisdiction of courts of Ahmedabad, Gujarat, India.

Any notice given by one party to the other pursuant to this contract shall be sent to

the other party in writing or by fax and confirmed in writing to the party’s address.

A notice shall be effective when delivered or on the notices effective date, whichever is

For the purpose of all notices by the Supplier to AMC, these shall be sent, or

on changed address, if informed in writing by AMC to the supplier, at the following

The Municipal Commissioner

Ahmedabad Municipal

Corporation Sardar Patel

Bhavan, Danapith,

Ahmedabad – 380

For the purpose of all notices by AMC to the supplier, these shall be sent on the

following address or on changed address if informed in writing by the supplier to the

Company: (To be filled in at the time of Contract signing)

26. Binding Clause:

All decisions taken by the Municipal Commissioner, AMC regarding the processing of

this Tender and award of contract shall be final and binding on all parties concerned.

AMC, reserves the rights:

a. To vary, modify, revise, amend or change any of the terms and conditions

mentioned above; or

b. To reject any or all the Tender/s without assigning any reason whatsoever thereof

or to annual the bidding process and reject all bids at any time prior to award of

contract, without thereby incurring any liability to the affected bidder(s) or any

obligation to inform the affected bidder(s) of the grounds for such decision.

27. Interpretation Of the Clauses:

In case of any ambiguity in the interpretation of any of the clauses in the Bid document

or the Contract Document, the interpretation of Municipal Commissioner of

Ahmedabad Municipal Corporation of these clauses shall be final and binding on all

parties. Bidders shall carefully examine the Tender Documents and fully inform

themselves as to all the conditions and matters which may in any way affect the

work or the cost thereof. Verbal clarification and/or information given by the E-

Governance Department, AMC shall not be binding on the AMC.

28. Stamp Duty and Legal Charges:

It shall be incumbent on the successful Bidder to pay stamp duty on the contract and

legal charges for preparation of the contract agreement.

Bidders not submitting the above-mentioned information along with their Tenders, the

Tender will not be considered for evaluation and the bid will be outright rejected.

DECLARATION FORM

(i) I/ We hereby declare that I / We have visited the site and fully acquainted

myself / ourselves with the local situations.

(ii) I / We hereby declare that I / We carefully studied the conditions of

contract, specifications and other documents of this work and agree to

execute the same accordingly

Declaration Certificate

I / We hereby declare that my / our near relatives are not working in Ahmedabad

Municipal Corporation in any capacity as on today. (As a concerned Dy. Municipal

Commissioner, Asst. Managers, E-Governance Department or up to class I and II

officers of AMC departments and any other Organization associating with AMC like

M.J. Library, A.M.T.S., V.S. Hospital)

I/We have thoroughly read, studied and understood the instructions for the Tender

formats as well as the terms and conditions referred to herein-above and same are

acceptable to us.

Signature of Bidder:

Company's Stamp:

SECTION - IV DOCUMENTS TO BE SUBMITTED

1) Form no. 1: Office in Ahmedabad

Sr. Address Contact Person Contact nos. Other Information

2) Form No. 2: Experience Details (Customer References)

Name of the Work Work Organization

Sr Organization Contact Order Completion (Govt/ Semi.

no. No. and Certificate Govt/ULB/

Date Details Panchayat/

3) Form No. 3: Organization Details

Sr. Name Designation Qualification Expertise Domain

4) Form No. 4: Tentative List of Computer Operators to be deployed

Sr. Name Qualification Experience Expertise Domain

SECTION – V COMMERCIAL BID

Prices should be clearly mentioned inclusive of all taxes and any other charges except GST. (to be

PRICE BID TABLE

Sr. No Type of Resolution of approx. Rate (₹) per Total ₹ Except GST

image image pages page/ file (approx. no. of pages *

Size capturin capturi /files rate per page)

1 A0 Color 600 – 1200 dpi

2 A1 Color 600 – 1200 dpi

3 A2 Color 600 – 1200 dpi

4 A3 Color 600 – 1200 dpi

5 A4 Color 600 – 1200 dpi

4 Legal Color 600 – 1200 dpi

5 Letter Color 600 – 1200 dpi

6 Per file rate of 100000 Total for approx. 100000 files

Metadata (i.e. rate per file * no. of files)

7 Total =Sum (G1 to G6)

Note: If AMC gives work order to more than one bidder, item wise lowest value quoted will be taken in to account as final

for work order allotment.

submitted online only on https://www.nprocure.com)

 For Finalizing the L1(lowest bidder approx. quantity is taken as 100000. So, total of all types of pages

values plus value of metadata creation of 100000 files will be considered at value for finalizing the Lowest

bidder. i.e. Value of Row 7 and cell G7 will be considered for L1. (Lowest bidder)

 It is to be noted that quantity of 100000 is taken for price discovery and no. of pages of each size may vary

as per requirement of different department of AMC.

 In case different bidder is at L1 in different category, bidder which has quoted for minimum rates in

maximum category will be considered as L1. However, AMC may ask the L1 bidder to match the rates of

lowest bidder in different category/

 Rates of metadata creation will be not considered for deriving L1. However, AMC may ask the L1 bidder to

match the rate of Metadata creation which is lowest among all.

 AMC may split the work between more than one bidder at sole discretion of AMC.

Signature of Bidder

Company's Stamp:

SPECIMEN OF CONTRACT AGREEMENT

THIS AGREEMENT made on the day of

between of (hereinafter called " the

Purchaser") the ONE PARTand

(hereinafter called "the Seller") of the OTHER PART.

WHEREAS the Purchaser is desirous that certain Goods and Services should be provided by

the supplier and has accepted a Tender by the seller for the provision of those Goods and

Services in the Sum of (thereinafter called the "Contract Price")

NOW THIS AGREEMENT WITNESSETH as follows:

1 In this Agreement, words and expression shall have the same meanings as are

respectively assigned to them in the conditions of contract hereinafter referred to.

2 The following documents shall be deemed to form and be read and considered as part

of this Agreement; viz.

a) The said Tender Notice;

b) Information and Instructions for Tenders;

c) General conditions of Contract;

d) The Configurations/Specifications, Number(s) etc.

e) The relevant part of the bidder proposal;

f) Any and all agenda or modifications to the above;

g) Letter of acceptance of Tender.

3 In Consideration of the payments to be made by the Buyer to the Seller as

hereinafter mentioned the Seller hereby covenants with the Buyer to provide

goods and services and to remedy defects therein in conformity in all respects

with the provisions if the Contract.

4 The Buyer hereby covenants to pay the Seller in consideration of the

providing goods and services and the remedying of defects therein the contract

price at the times and in the manner prescribed by the contract.

IN WITNESS WHERE OF the parties here to have hereunto set their respective

hands and seals the day and year first above written.

SIGNED, SEALED AND DELIVERED by the said (For Sellers) in the capacity of on behalf of in

the presence of SIGNED, SEALED AND DELIVERED by the said __(for sellers) in the

In the presence of

SIGNED, SEALED AND DELIVERED by the said

(For buyers) in the capacity of

______on behalf of _______ in the presence of______

FORMAT OF THE UNCONDITIONAL AND IRREVOCABLE BANK GUARANTEE FOR

EARNEST MONEY DEPOSIT

(To be on non-judicial stamp paper of appropriate value as per Stamp Act relevant to place of

In consideration of the ……………... (Insert name of the SI) submitting the Bid inter alia

For Selection of Vendor for Empanelment with Ahmedabad Municipal Corporation for _____

, for meeting the terms and conditions in response to the RFP DOCUMENT---------- ---- dated -----------

---- issued by Amdavad Municipal Corporation (“AMC”), and AMC agreeing to consider the Bid of

……… [Insert the name of the SI] in accordance with the terms of the E-BID DOCUMENT, the

……………………… (Insert name and address of the bank issuing the Bid Bond, and address of the head

office) (Here in after referred to as “Guarantor Bank”) hereby agrees unequivocally, irrevocably and

unconditionally to pay to AMC or its authorized representative at ………………….. [Insert Name of the

Place from the address of AMC] forthwith on demand in writing from AMC or any representative

authorized by it in this behalf an amount not exceeding Rupees …………………..on behalf of M/s.

………………………..[Insert name of the SI].

This guarantee shall be valid and binding on the Guarantor Bank up to and including ………………

(Insert date of validity of Earnest Money Deposit in accordance with the terms of reference of the E-BID

DOCUMENT) and shall not be terminable by notice or any change in the constitution of the

Guarantor Bank or by any other reasons whatsoever and our liability hereunder shall not be

impaired or discharged by any extension of time or variations or alternations made, given, or agreed

with or without our knowledge or consent, by or between concerned parties.

Our liability under this Guarantee is restricted to Rupees …………………….. (Rs… ………….).

AMC or its authorized representative shall be entitled to invoke this Guarantee until

……………………….. [Insert Date, which is six months after the date in the preceding sentence]. The

Guarantor Bank hereby expressly agrees that it shall not require any proof in addition to the written

demand from AMC or its authorized representative, made in any format, raised at the above-

mentioned address of the Guarantor Bank, to make the said payment to AMC or its authorized

representative.

The Guarantor Bank shall make payment hereunder on first demand without restriction or

conditions and notwithstanding any objection, disputes, or disparities raised by the SI or any other

person. The Guarantor Bank shall not require AMC or its authorized representative to justify the

invocation of this

BANK GUARANTEE, nor shall the Guarantor Bank have any recourse against AMC or its authorized

representative in respect of any payment made hereunder.

This BANK GUARANTEE shall be payable at Ahmedabad.

This BANK GUARANTEE shall be interpreted in accordance with the laws of India and the courts at

……………. shall have exclusive jurisdiction.

The Guarantor Bank represents that this BANK GUARANTEE has been established in such form and

with such content that it is fully enforceable in accordance with its terms as against the Guarantor

Bank in the manner provided herein.

This BANK GUARANTEE shall not be affected in any manner by reason of merger, amalgamation,

restructuring, liquidation, winding up, dissolution or any other change in the constitution of the

This BANK GUARANTEE shall be a primary obligation of the Guarantor Bank and accordingly, AMC

or its authorized representative shall not be obliged before enforcing this BANK GUARANTEE to

take any action in any court or arbitral proceedings against the SI, to make any claim against or any

demand on the SI or to give any notice to the SI to enforce any security held by AMC or its

authorized representative or to exercise, levy or enforce any distress, diligence or other process

against the SI.

The Guarantor Bank hereby agrees and acknowledges that AMC shall have a right to invoke this

Bank Guarantee either in part or in full, as it may deem fit.

Notwithstanding anything contained hereinabove, our liability under this Guarantee is restricted to

Rupees -----------------and it shall remain in force until ……………………….. [Date to be inserted on the

Terms of Reference of the E-BID DOCUMENT], with an additional claim period of 6 (six) months

thereafter. We are liable to pay the guaranteed amount or any part thereof under this BANK

GUARANTEE only if ……………AMC or its authorized representative serves upon us a written claim or

In witness whereof the Bank, through its authorized officer, has set its hand and stamp on this

Signature Signature

Address Address

Designation with Bank Stamp Signature Designation with Bank Stamp Signature

Name and address

Attorney as per power of attorney No. …………………

For:……………………………………………. [Insert Name of the Bank]

Banker’s Stamp and Full Address:

Dated this ………………… day of ……………

Note: The Stamp Paper should be in the name of the Executing Bank