Government Tender for Scanning & Digitization of Records and Document Management System Implementation
Progress
This government tender offers an excellent opportunity for experienced IT and records management companies to partner with Ahmedabad Urban Development Authority (AUDA) for scanning and digitizing their extensive physical records. The project involves high-resolution scanning, secure digital storage, and implementation of a comprehensive Document Management System (DMS) designed to streamline document access, improve security, and facilitate efficient record-keeping. With a project value estimated at INR 75 lakhs, the tender emphasizes technical excellence, data security, and timely delivery. Bidders must meet strict eligibility criteria, submit all required documents, and adhere to the specified timelines. This initiative aligns with government efforts to modernize administrative processes through digital transformation, offering a strategic opportunity for vendors specializing in large-scale digitization, system integration, and secure data management. The tender process is conducted electronically, ensuring transparency and fairness, with detailed evaluation based on technical competence and cost-effectiveness.
Scope Of Work
The selected vendor will be responsible for:
- Scanning and digitization of all existing physical records maintained by AUDA, ensuring high-resolution output and data integrity.
- Implementation of a Document Management System (DMS) that allows secure storage, retrieval, and management of digitized records.
- Integration of DMS with existing AUDA infrastructure.
- Provision of training and support to AUDA staff for effective use of the DMS.
- Ensuring data security and confidentiality throughout the project.
The process involves:
- Assessment of existing records and infrastructure.
- Preparation of records for scanning (removal of staples, labels, etc.).
- High-quality scanning with appropriate resolution.
- Data indexing and metadata tagging.
- Deployment of the DMS platform.
- Training sessions for end-users.
- Post-implementation support and maintenance for a defined period.
| Feature/Specification | Details |
|---|---|
| Record Types | Paper documents, blueprints, maps |
| Scanning Resolution | Minimum 600 dpi |
| Data Format | PDF, JPEG, TIFF |
| Storage Capacity | Based on record volume |
| Security Measures | Role-based access, encryption |
The vendor must ensure compliance with all applicable data security standards and provide a detailed project plan with milestones and deliverables.
Technical Specifications
The vendor shall provide hardware and software that meet the following specifications:
| Parameter | Specification |
|---|---|
| Scanners | Industrial-grade, capable of handling large volumes |
| Resolution | Minimum 600 dpi |
| Data Formats | PDF, JPEG, TIFF |
| Storage | Redundant storage options with backup capability |
| Security | Role-based access control, encryption |
| DMS Platform | Web-based, scalable, user-friendly interface |
Sequential procedures include:
- Hardware setup and testing.
- Software installation and configuration.
- Pilot scanning and validation.
- Full-scale digitization.
- System integration and testing.
- Staff training and handover.
All technical solutions must comply with applicable data security and privacy standards.
Financial Requirements
The estimated project cost is INR 75,00,000, which includes hardware, software, implementation, training, and support. The financial breakdown is as follows:
| Cost Component | Estimated Cost (INR) |
|---|---|
| Hardware & Scanners | 30,00,000 |
| Software & DMS | 20,00,000 |
| Implementation & Integration | 15,00,000 |
| Training & Support | 10,00,000 |
Payment terms are structured as:
- 30% advance upon contract signing.
- 40% after completion of pilot and initial deployment.
- 30% upon successful project completion and acceptance.
All payments are subject to submission of valid invoices and satisfactory progress reports.
Tender Data
Bid Details
Tender Type
Open
Sector
State Governments & UT
Tender Fee
₹5,000
Contract Form
Service
Completion Period
1 Years
Currency Type
Single
Bid Submission Start
21-09-2026 18:30:00
Document Download End
16-10-2026 18:00:00
Bid Validity
180 Days
Additional Tender Data
Commercial Details
Tender Category
Service
Tender Value
₹75,00,000
Bid To RA
No
Item Category
IT - All
Authority & Contact
Officer Inviting Bids
Administrative Officer , Ahmedabad Urban Development Authority, Ahmedabad
Bid Opening Authority
Deputy Collector, Ahmedabad Urban Development Authority, Ahmedabad
Address
1st floor , Admin Branch Ahmedabad Urban Development Authority, Sardar vallabhbhai patel bhavan, usmanpura ashram road, Ahmedabad-380014
Contact Details
7927545061
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Documents 1
SCANNING TENDER FINAL 21-09-2026.pdf
TENDER_DOCUMENT
Categories
6
Bidding Process
Process Timeline
19-10-2026 11:00
Required Forms
Preliminary
Tender Fee Form
Library-Standard
Emd Fee Form
Library-Standard
Commercial
Commercial Bid Scanning and Digitizing Work
User Defined Template-Secured
Required Documents
Stage - Preliminary stage
TENDER RELATED DOCUMENTS
RequiredForm - Tender Fee Form
Provide any proof of Bid Processing Fee
RequiredForm - Emd Fee Form
Provide any proof of EMD Document
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Eligibility Criteria
✓ Must have proven experience in large-scale document digitization and DMS implementation.
✓ Must possess valid certifications and technical credentials.
✓ Must submit all required documents for preliminary verification, including tender fee proof and EMD proof.
✓ Financial stability as evidenced by recent financial statements.
| Qualification Criterion | Minimum Requirement |
|---|---|
| Years of Experience | At least 3 years in digitization projects |
| Project Value | Completed projects worth INR 50 lakhs or more |
| Certifications | ISO 9001 or equivalent |
| Financial Turnover | Minimum annual turnover of INR 10 crores |
Important: Bidders must meet all eligibility criteria to qualify for the tender process.
Frequently Asked Questions
Key insights about GUJARAT tender market
What is the primary objective of this government tender?
The primary objective is to digitize Ahmedabad AUDA's old records through high-quality scanning and implement a Document Management System (DMS) to enhance record accessibility, security, and management efficiency.
Who is eligible to bid for this tender?
Eligible bidders must have at least 3 years of experience in large-scale digitization projects, possess valid certifications such as ISO 9001, and demonstrate financial stability with an annual turnover of INR 10 crores or more. They must also submit all required documents including tender fee proof and EMD proof.
What are the key technical requirements for the project?
The project requires industrial-grade scanners capable of minimum 600 dpi resolution, data formats in PDF, JPEG, TIFF, and a scalable, secure web-based DMS platform. Data security measures such as role-based access and encryption are mandatory.
What is the deadline for bid submission?
The last date for bid submission is 16-10-2026 at 18:00 hours. Bids submitted after this deadline will not be accepted. Bidders are advised to submit well before the deadline to avoid last-minute issues.
How can I get assistance with the tender process?
Bidders can attend free training sessions organized every Saturday at (n)Code Solutions, GNFC Ltd., Ahmedabad. For technical support or clarifications, contact the Ahmedabad Urban Development Authority at 7927545061 or email [email protected].