SCANNING & DIGITIZATION OF OLD RECORDS AND IMPLEMENTATION OF DOCUMENT MANAGEMENT SYSTEM (DMS)

The bidder shall quote rates for all applicable line items. Prices shall be exclusive of GST unless

otherwise stated. GST shall be payable extra as per applicable Government terms. The bidder shall

provide a detailed BoM identifying each line item and sub-component.

For scanning items, the bidder shall quote unit rates. Since the source tender establishes an estimated

overall volume of approximately 65,00,000 pages but does not provide size-wise quantities, AUDA shall

evaluate scanning rates using the quantities actually ordered/accepted under the applicable work order

and the approved rate schedule. No bidder shall assume payment for quantities not actually ordered and

Code Description Unit Rate (₹)

A1 Scanning – A4, single side Per page [Rate]

A2 Scanning – Legal, single side Per page [Rate]

A3 Scanning – A3, single side Per page [Rate]

A4 Scanning – A2, single side Per page [Rate]

A5 Scanning – A0 map/document, single side Per side [Rate]

A6 Scanning – larger than A0 Per sq. ft. [Rate]

A7 Lamination of document – A4/Legal, where specifically Per document [Rate]

A8 OCR, image enhancement, indexing and searchable- Per page Included / [Rate if

PDF creation separately

B1 DMS application development, implementation, Lump Sum [Rate]

configuration and hosting/installation

B2 DMS support – Year 1 Year NIL

B3 DMS AMC – Year 2 Year [Rate]

B4 DMS AMC – Year 3 Year [Rate]

B5 DMS AMC – Year 4 Year [Rate]

B6 DMS AMC – Year 5 Year [Rate]

B7 DMS AMC – Year 6 Year [Rate]

C1 Primary Storage NAS – NAS-1 Unit [Rate]

C2 Dedicated Backup NAS – NAS-2 Unit [Rate]

Grand Total (excluding GST): ₹ __________________________

Grand Total (excluding GST): ₹ __________________________

The bidder shall ensure that all costs required to perform the expressly stated scope are included in the

applicable quoted rates. No additional amount shall be payable for activities already included in the

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20. Technical Compliance Matrix

The bidder shall submit a completed compliance matrix with the technical bid. The bidder shall indicate

Yes/No compliance and provide the relevant page/section reference of its proposal.

Sr. Requirement Compliance Deviation / Remarks Bidder Page Ref.

1 Minimum five years data-entry/scanning experience Yes / No

2 ISO 9001 certification Yes / No

3 ISO 27001 certification Yes / No

4 Average annual IT/ITeS turnover of ₹5 crore Yes / No

5 100 lakh documents handled in last five years Yes / No

6 Web application development experience Yes / No

7 Government organization experience Yes / No

8 Adequate manpower and scanning infrastructure Yes / No

9 Minimum 300 dpi scanning Yes / No

10 Duplex scanning where content exists Yes / No

11 Gujarati and English OCR/searchable PDF Yes / No

12 Image enhancement and quality assurance Yes / No

13 Configurable metadata/indexing Yes / No

14 Department/branch/unit segregation Yes / No

15 Search and retrieval Yes / No

16 Version control Yes / No

17 Role-based access control Yes / No

18 User/group/role administration Yes / No

19 Backup and restore Yes / No

20 Two enterprise NAS appliances (one primary and one Yes / No

dedicated backup)

21 24×7 CCTV Yes / No

22 Minimum 90-day CCTV retention Yes / No

23 Mobile/electronic-device restrictions Yes / No

24 Chain-of-custody register Yes / No

25 Monthly MIS Yes / No

26 Training Yes / No

27 Year 1 support and Years 2–5 AMC Yes / No

28 Five-year OEM NAS warranty Yes / No

29 AI-assisted classification and metadata extraction Yes / No

30 Natural-language/semantic search with access-control Yes / No

31 OCR confidence review / AI-assisted quality utility Yes / No

32 AI audit trail and human approval of AI suggestions Yes / No

33 No use of AUDA data for external/public AI model training Yes / No

without written approval

34 SLA compliance and incident management Yes / No

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Sr. Requirement Compliance Deviation / Remarks Bidder Page Ref.

35 Primary production storage at AUDA premises; SDC only on Yes / No

AUDA written direction

36 Security Deposit forfeiture and contractual remedies Yes / No

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21. Annexure A – Turnover Statement

Statement showing annual turnover relevant to IT/ITeS/scanning and digitization activities.

Sr. Financial Year Turnover (₹) Relevant IT/ITeS Turnover (₹) Remarks

Attach CA certificate and audited financial statements. The bidder shall also provide the list of relevant

clients/projects supporting the stated experience.

22. Annexure B – Pre-Qualification Bidder Details

Sr. Particular Bidder Response

1 Name and registered address of agency

2 Authorized person / Director name

3 Landline / mobile / email

4 Tender fee payment details

5 EMD payment details

6 Years in scanning/data entry business

7 ISO 9001 certificate details

8 ISO 27001 certificate details

9 Average IT/ITeS turnover for last three FY

10 Documents handled in last five years

11 Web application development experience

12 Government organization experience

13 Non-blacklisting declaration

14 Consortium declaration

15 Proposed manpower and scanner deployment

16 Proposed completion period

Note: The bidder shall attach all documentary evidence required under Section

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23. Annexure C – Enterprise NAS / Storage Infrastructure

Technical Specification

The successful bidder shall supply, install, configure, commission and maintain two (2) enterprise-grade

rack-mount Network Attached Storage (NAS) appliances at the AUDA Data Centre/server room: one

primary storage NAS appliances and one dedicated backup NAS appliance.

23.1 Primary Storage NAS – Quantity:

Requirement Specification

Storage capacity Minimum 50 TB usable storage after RAID 6 per appliance; expandable to at least 100 TB without

chassis replacement; online capacity expansion.

Drive configuration Enterprise NL-SAS 12 Gbps or enterprise SATA HDDs suitable for 24×7 operation; minimum

7,200 RPM; minimum 512 MB cache per drive or OEM equivalent; MTBF ≥ 2 million hours;

workload rating ≥ 550 TB/year; hot-swappable drives.

RAID Support RAID 1, RAID 5, RAID 6 and RAID 10. RAID 6 shall be configured by default. Minimum

one global hot-spare disk.

Processor 64-bit quad-core or higher enterprise storage processor with hardware encryption

acceleration/AES-NI and virtualization support or equivalent enterprise NAS processor.

Memory Minimum 64 GB ECC DDR5 RAM, expandable to at least 128 GB ECC. ECC mandatory.

Network Minimum 2 × 10GbE and 2 × 1GbE; support LACP, failover and jumbo frames. 25GbE upgrade

support preferred.

File system Support enterprise file systems such as BTRFS, ZFS or EXT4 with snapshots, compression,

deduplication and data-integrity checking.

Protocols SMB/CIFS, NFS, FTP, SFTP, WebDAV, Rsync and iSCSI.

Security Active Directory, LDAP, Windows ACL, user/folder quotas, AES-256 encryption, two-factor

authentication, antivirus support, audit logs, immutable snapshots and ransomware protection.

Backup Snapshot replication, remote replication, incremental backup, versioning, scheduled backup and

real-time synchronization.

Management Web GUI, email alerts, optional SMS alerts, SNMP, Syslog, REST API, role-based administration,

health monitoring and SMART/disk health prediction.

Power Dual redundant hot-swappable power supplies.

Warranty Minimum five years comprehensive onsite OEM warranty covering parts, labour, firmware and

software updates.

23.2 Dedicated Backup NAS – Quantity:

Requirement Specification

Purpose Dedicated backup repository for the primary NAS.

Capacity Minimum 50 TB usable capacity.

Functions Snapshot repository, backup target, automatic replication destination and versioning.

Replication Primary NAS → Backup NAS with automatic replication.

Backup schedule Daily incremental backup and weekly full backup.

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Requirement Specification

Retention Daily backup: 365 days; weekly backup: 12 months; monthly backup: 24 months.

23.3 Availability, Expansion & Installation

 No single point of failure.

 Automatic disk failure recovery, online RAID rebuild and hot-swap disk replacement.

 Snapshot rollback and data-integrity verification.

 Support future SSD cache, NVMe cache, additional drive shelves and 25GbE upgrade; Fibre Channel

 Install all NAS equipment in the AUDA Server Room and provide rack-mount kits.

 Configure RAID, users, shared folders, backup, snapshots and replication.

 Perform data validation before acceptance.

 Submit network diagram, storage architecture, RAID configuration report, user manual, backup policy,

disaster recovery document, asset details, OEM warranty certificates and acceptance test report.

 The offered NAS shall be an enterprise-class rack-mount appliance from a reputed OEM or

equivalent. Desktop/SOHO NAS appliances shall not be accepted.

24. Project Deliverables

Sr. Deliverable Minimum Requirement

1 Digitized records Accepted scanned files in approved format and sequence.

2 OCR/searchable PDF Gujarati/English OCR as applicable.

3 Metadata/index Department-approved metadata and index structure.

4 DMS Configured, commissioned and accepted DMS.

5 Storage Two configured enterprise NAS appliances (one primary and one

dedicated backup) and documentation.

6 Backup Configured backup/replication from primary NAS to dedicated backup NAS

with documented retention.

7 CCTV Operational 24×7 surveillance and recordings.

8 MIS Monthly digitization and acceptance report.

9 Training User and administrator training with manuals.

10 Security records Personnel list, access logs, chain-of-custody registers and security reports.

11 Final handover All project data, configurations, manuals, credentials as directed by AUDA,

and required certificates.

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25. Annexure D – Bidder Declarations

7. Declaration that the bidder has examined and understood the complete tender document and shall

comply with all applicable requirements.

8. Declaration that all information and documents submitted are true and correct.

9. Declaration that the bidder is not currently blacklisted/debarred by the authorities identified in Section

2 for corrupt/fraudulent practices.

10. Declaration that no consortium/joint venture is being proposed.

11. Undertaking to maintain confidentiality and ownership of AUDA records and digital information.

12. Undertaking for safe custody and proper return of original records.

13. Undertaking to comply with CCTV, mobile/electronic-device restrictions and access-control

14. Acceptance of payment, penalty, security, termination and handover provisions of the tender and

resulting contract.

26. Contract Finalization & Administrative Particulars

The successful bidder shall execute the agreement, submit Security Deposit and commence work only

after issuance of the applicable Work Order/Letter of Award and completion of AUDA's prescribed

formalities. The exact contract period, completion schedule, bid validity, Security Deposit amount and

other portal-specific administrative particulars shall be governed by the final tender notice/e-procurement

schedule and the executed agreement.

Where any requirement in this tender requires a quantity or schedule to be specified by AUDA at Work

Order stage, the bidder shall comply with such approved quantity/schedule within the quoted rates and

contractual framework.

In the event of inconsistency between the e-procurement notice, this tender document and the executed

agreement, the order of precedence shall be as expressly stated in the final tender/contract documents

issued by AUDA.

27. Bidder Signature & Seal

Particular Bidder Response

Authorized Signatory

Telephone / Mobile

Signature & Seal

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