Document Control Sheet Name of the Organisation StockHolding Document Management Services Ltd RFP Reference No. SDMS/IT/08/01 Date of issue of RFP Document 26 th August 2016 Pre-bid Meeting 2 th September 2016 at 2:00 PM at Mahape Office Last Date and Time for 20 th September 2016 on or before 03:00 PM submission of Bids Address for Communication and Manager IT Submission of Bids StockHolding Document Management Services Ltd. SHCIL House, Plot No.51, T.T.C. Industrial Area M.I.D.C., Opp. L&T Infotech, Mahape, Navi Mumbai - 400 710 No of Pages in this RFP 010 (Ten) Document This Bid document is not transferable Page 1 of 10
DISCLAIMER The information contained in this Request for Proposal (RFP) document or information provided subsequently to bidder(s) or applicants whether verbally or in documentary form by or on behalf of SHCIL Projects Limited (SDMS), is provided to the bidder(s) on the terms and conditions set out in this RFP document and all 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 by SHCIL to any parties other than the applicants who are qualified to submit the bids ( bidders ). The purpose of this RFP is to provide the bidder(s) with information to assist the formulation of their proposals. This RFP does not claim to contain all the information each bidder may require. Each bidder should conduct its own investigations and analysis and should check the accuracy, reliability and completeness of the information in this RFP and where necessary obtain independent advice. SDMS makes no representation or warranty and shall incur no liability under any law, statute, rules or regulations as to the accuracy, reliability or completeness of this RFP. SDMS may in its absolute discretion, but without being under any obligation to do so, update, amend or supplement the information in this RFP. Page 2 of 10
Invitation for bids RFP for QC Tool Invitation of Bids This Invitation for bids is for QC Tool Software Vendor The Sealed Bids in accordance with this RFP should be submitted to: Manager - IT, StockHolding Document Services Limited SHCIL House, Plot No.51, T.T.C. Industrial Area. M.I.D.C, Opp. L & T Infotech Mahape, Navi Mumbai 400 710 on or before 20 th September 2016 3:00 PM Due Diligence: The bidder is expected to examine all instructions, Forms, Terms, Conditions and Specifications in this RFP. Bids shall be deemed to have been made after careful study and examination of this RFP with full understanding of its implications. The Bid should be precise, complete with all details required as per this RFP document. Failure to furnish all information required by this RFP or submission of Bid not as per RFP requirements will be at the bidder s risk and may result in rejection of the bid and the decision of SDMS in this regard will be final and conclusive and binding. Cost of Bidding: The bidder shall bear all costs associated with the preparation and submission of its bid and SDMS will in no case be held responsible or liable for these costs, regardless of the conduct or outcome of the bidding process. Contents of this RFP Document: The requirements, bidding procedure, general terms & Conditions are prescribed in this RFP document. The RFP document consists of following Sections: Section 1 - Introduction Section 2 - Requirements Section 3 - Scope of Work Section 4 - Terms & Conditions Section 5 - Bids Preparation and Submission Details Clarifications Regarding RFP Document: Before bidding, the bidders are requested to carefully examine the RFP Document and the Terms and Conditions specified therein, and if there appears to be any ambiguity, contradictions, gap(s) and/or discrepancy in the RFP Document, they should forthwith refer the matter to SDMS for necessary clarifications. A bidder requiring any clarification on this RFP may notify SHCIL in writing to this e-mail address: Vijaylakshmy.g@stockholdingdms.com prior to the date of pre-bid meeting and get clarified in the Pre-bid meeting SDMS shall not be responsible for any external agency delays. Page 3 of 10
Amendment of RFP Document: SDMS reserves the sole right for carrying out any amendments / modifications / changes in the bidding process including any addendum to this entire RFP At any time before the deadline for submission of bids / offers, SDMS may, for any reason whatsoever, whether at its own initiative or in response to a clarification requested by bidders, modify this RFP Document. All bidders who have received this RFP document shall be notified of the amendment in writing by e-mail or fax or post, and all such amendment(s) shall be binding on them. SDMS reserves the rights to extend the deadline for the submission of bids, if required. However, no request from the bidders for extending the deadline for submission of bids, shall be binding on SDMS. SDMS reserves the right to cancel the RFP without assigning any reasons Page 4 of 10
Section-1: Introduction StockHolding Document Management Services Limited is the 100% subsidiary of Stock Holding Corporation of India Limited. Established in the year 2006. Process driven company for document storage solution in Physical and Digital realm. Recognized credentials in 1. End to End Document Management Solutions 2. Information Technology enabled Services (ITes) SDMS is also a Insurance repository and has large number of clients. SDMS with its registered office at SHCIL House, Plot No.51, T.T.C. Industrial Area. M.I.D.C, Opp. L & T Infotech Mahape, Navi Mumbai 400 710 operated from has over 200 offices / facilitation centers across the country of SHCIL Branches. Page 5 of 10
QC Tool features:- Section-2: Requirement Page 6 of 10 Phase 1 Requirement for QC Tool Specifications of QC Tool 1 Application should be capable of importing indexing data from CSV given by SDMS. 2 Application should be able to scan in Color/Grey/B&W at DPI as configured. 3 Application should automatically convert Color/Grey images to Bitonal images retaining original images. 4 Application should have multiple options for auto converting images to B/W a Application should be able to scan from any TWAIN compatible scanner as well as Compatible Camera mounted 5 on stand. 6 Application should store images in database in encrypted format only. 7 Application should remove noise automatically without removing any portion of Text. Following imaging features are mandatory Automatic and Manual batch wise 8 a. Auto Deskew b. Convert selected page back to Grey/Color images from b&w with one key stroke. c. Rotate image by degree d. Ability to ZoomIn-ZoomOut, Magnification Glass. Zoom to Fit by Width/Height. e. Thumbnail View f. Ability to add margin to page when margin at edge is very low g. Convert page to bitonal while keeping portions of page in Color/Grey ( For example text in B&W and Photograph on same page in Color) h. Auto Punch Hole Removal Output: Application should generate PDF/A-1B when exported as per ISO 19005-1:2005. 9 PDF/A-1B should be OCRed where ever printed text in English or Hindi is found automatic. PDF/A should be after OCRing. Conversion of PDF/A in bulk. 10 Image Compression upto 80% 11 Bookmark 12 Annotation 13 Indexing Fields to be Hyperlinked with Page Numbers 14 Duplicate Image report 15 Image Size restriction post scanning dynamically 16 Auto and Manual Crop Functionality but size and quality of the images should remain same as original 17 Removal of Mirror Image from Butter Paper scanned 18 Water Mark 19 Output in CSV and XML 20 Renaming of Scanned Images in bulk and one by one
21 Merging of Images Horizontally and Vertically RFP for QC Tool 22 All above operations should be available in tiff format also Page 7 of 10
Section-3: Scope of Work (SoW) / Service Level Agreement (SLA) The bidder will provide Solution Architecture Design for QC Tool. The bidder will also provide pre-requisite details for the required hardware, OS, all software licenses (including third party software licenses), third party freeware etc. for QC Tool. The bidder will suggest the best practices on various aspects viz. architecture, policies, etc. to SDMS. Based on User Acceptance Test (UAT) or beta testing of QC Tool, the bidder will make the System in production environment and provide complete documentation and comprehensive training and sign-off along with Escalation Matrics. In case the terms of the SLA and/or Scope of Work are violated in any manner, SDMS reserves the right to terminate the SLA agreement immediately without notice. The bidder shall indemnify, protect and save SL against all claims, losses, costs, damages, expenses, action suits and other proceedings, resulting from infringement of any patent, trademarks, copyrights, IPR, etc. or such other statutory infringements in respect of all the equipment, services, licenses, software, etc., offered by the bidder. If the bidder is not able to comply with this condition, the bid will be treated as non-responsive. Any publicity by the bidder in which name of SDMS is used should be done only with the explicit permission of SDMS. This service level agreement is an exclusive agreement between the bidder and SDMS. Neither party shall disclose any part of the agreement to a third party without the written permission of the other. Page 8 of 10
Section-4: Terms & Conditions SLA & NDA: The bidder shall sign SLA with SDMS The bidder will submit Non Disclosure Agreement (NDA) The draft text of SLA and NDA will have to be approved by SDMS legal department before execution or submission of the SLA and NDA Deployment & Implementation: The bidder will deploy / implement the entire QC Tool in SDMS Client Location Source Code will be handed to SDMS Page 9 of 10
SECTION-5: Bid Preparation & Submissions The bids not confirming to the RFP requirements shall be rejected The bidders should quote basic price, Taxes and Levies Technical Bid: The bidder will submit Complete software specification as mentioned above There should not be any hidden / conditional costs in the bids and in the event of their presence in the bid, the bid is liable to be rejected. The price component furnished by the bidders will be solely for the purpose of facilitating the comparison of bids by SDMS and will not in any way limit SDMS s right to negotiate on any of the terms offered. No open ended / Conditional bid shall be entertained and are liable for rejection. POC to be carried out at the location specified by SDMS The bidder will submit TECHNICAL and COMMERCIAL bids in a separately sealed envelope. The Bid containing the Technical and Commercial details should be submitted in SEALED envelope on or before 20 th September 2016 3:00 PM to: Manager - IT StockHolding Document Services Limited. SHCIL House, Plot No.51, T.T.C. Industrial Area. M.I.D.C, Opp. L & T Infotech, Mahape, Navi Mumbai 400 710 on or before 20 th September 2016 3:00 PM No indications pertaining to price or commercial terms should be made on the envelopes. If any price indications are made, then the bids may be rejected. Page 10 of 10