Karnataka

Active

Services

Digitization/Scanning/Meta-data entry of Documents in Record Room and installation and maintenance of Record Room Management System (RRMS) with supply/installation & maintenance of Server and Storage Hardware to KSMCA

Karnataka State Marketing Communication and Advertising Limited

Head Office Bengaluru | Bengaluru, Karnataka

Amount: ₹10 CrCloses: 4 Apr 2026Closed

Tender Value

₹10 Cr

EMD Value

₹13 L

Closing Date

4 Apr 2026, 11:00 pmClosed

Tender Inviting Organisation

Name

Karnataka State Marketing Communication and Advertising Limited

Work Description

Digitization/Scanning/Meta-data entry of Documents in Record Room and installation and maintenance of Record Room Management System (RRMS) with supply/installation & maintenance of Server and Storage Hardware to KSMCA

Tender Information

Tender ID

74633

Reference Number

KSMCA/2025-26/SE0101/CALL-2

Tender Type

Open

Location

Head Office Bengaluru

Source Website

Subscribe to view

Documents Required

11 documents required · 11 mandatory

Technical Bid

RequiredThe bidder shall have fully functional Registered Office in Karnataka at least for a period of past 5 years, as on the date of Bid submission. The bidder should have a support office/Service Centres in Bengaluru, as on the date of tender submission

RequiredThe bidder shall have ISO 9001-2015 and should have an ISO 19005-1-2005 certificate, Portable Document Format, for long-term preservation of electronic documents.

RequiredThe bidder shall have proven capability, tools and licensed software for large-scale scanning, image enhancement, OCR, and metadata automation, including at minimum Licensed OCR software supporting English and Kannada for searchable PDFs. Licensed tools for clarity / accuracy / alignment checks, line/dot cleaning, de-skewing and noise removal. AI-assisted metadata extraction tools, with valid license documents attached

RequiredThe Bidder should have already registered their firm with ESI and PF.

RequiredThe bidder should have Average Annual turnover of Rs. 14.00 Crores during preceding 3 years 2022-23, 2023-24 and 2024-25

RequiredThe bidder should not be under liquidation court receivership or similar proceedings and should not be bankrupt.

RequiredThe bidder should not have been debarred/blacklisted by any State Government, Central Government, Central & State Govt. Undertakings/ enterprises/ Organizations and by any other Quasi Government bodies/ Organizations, World Bank / Govt E-marketing portal or any major Enterprise / Organization in India for non-satisfactory performance, corrupt &Fraudulent or any other unethical business practices, not meeting critical conditions/security clearance etc.

RequiredThe services/products offered by the bidder shall meet the Scope of the work and deliverables specification as per Appendix I of the Bid Document.

RequiredThe Tenderer must have successfully executed/ongoing projects for the Scanning and Digitalization of records and files in any Karnataka government departments, or similar entities in Karnataka, with a total billed value of not less than 3 crore in the last five financial years 2021-2026.

RequiredThe Tenderer should be a Proprietorship, Company, Partnership Firm, or Limited Liability Partnership Firm duly registered under relevant laws and operational for at least 5years as on the date of publication of this RFP

RequiredThe tenderer should have at least 45 nos. of latest document scanners which can scan up to A3 and above sized documents with minimum 600 dpi and up to 20,000 pages per day output capacity. Details and proof of purchase invoice for owning of scanners for completing the project shall be enclosed

Eligibility Criteria

Bidders shall not be under a declaration of ineligibility for corrupt and fraudulent practices issued by Government of Karnataka

It shall be the responsibility of the Bidder to ensure credit of Tender Processing Fee and EMD into the respective receiving bank accounts of e-Procurement on or before the last date and time of bid submission.

EMD Payments through e-Payment mode shall be made as one single transaction and payments made in part are liable for rejection.

Follow the terms and conditions as per the tender document

Technical Criteria

Past Experience

Successfully Completed/ongoing scanning and digitisation projects for records/files in Government Departments or similar public entities in any of the last five financial years 2021-22 to 2025-26 with cumulative billing value equal or greater than 3 crores

Work Done Certificate

Capabilities of Vendor

The Bidder must be registered as a Company/Partnership Firm and should have been in operation for a period of at least 5 years in Karnataka.

Labour Certificate

Financial Status

The Bidder should have Average annual turnover of at least Rs. 14 Crores in the last 3 financial years 2022-23, 2023-24 and 2024-25

Audited CA Certificate of Annual Turnover

Others

End-to-End Workflow Demonstration & Usability, Demonstrated Quality, Throughput & Infrastructure Readiness, RRMS/DMS, Security Features & Response to Queries

Others -- Demonstration

Fee & Financial Details

Tender Fee Amount

₹5,000

EMD Fee Amount

₹13 L

Important Dates

Last Activity

27 Mar 2026

Published

27 Mar 2026

Bid Opening

6 Apr 2026

Download Ends

31 Mar 2026

Pre-Bid Meeting

31 Mar 2026

BOQ Preview

•

Storage for Scanned Data Capacity 50 TB or more As per the specification enclosed

•

Server Hardware for Software Deployment along with scanned document As per specification enclosed

•

Supply installation and maintenance of Document Management Software for Search and Retrieval of records with Full text search and RFID/bar-coded retrieval feature which covers implementation, training and support for 1 year on mutual consent it may be extended.

•

META Data Entry (20 Fields Entry) and RFID TAG PER FILES - Per File

•

Pre-Scanning Activities and Post Scanning activities (Pre-organising, Unique Coding, Section wise, year wise, Un-Tagging, Un-Pinning of Physical Files, Page Numbering and Tagging)

Documents

Tap a document below to read it instantly. You can also download everything as a ZIP if you prefer.

NIT Documents

KSMCA Tender Bid Document.pdf

Tender Document • 2.67 MB

notification.pdf

Others - Notification of Tender • 0.28 MB

Ready to Participate?

Download all tender documents and submit your bid

Digitization/Scanning/Meta-data entry of Documents in Record Room and installation and maintenance of Record Room Management System (RRMS) with supply/installation & maintenance of Server and Storage Hardware to KSMCA

Market Intelligence

Tender Inviting Organisation

Work Description

Tender Information

Documents Required

Eligibility Criteria

Technical Criteria

Fee & Financial Details

Important Dates

BOQ Preview

Documents

NIT Documents

Ready to Participate?