Gujarat Maritime Board RFP for Digitization & Records Management Service Provider
Bid Publish Date
17-Sep-2026, 6:30 am
Bid End Date
19-Oct-2026, 12:40 pm
Location
Progress
The Gujarat Maritime Board is seeking qualified service providers for a comprehensive digitization and records management project. This tender involves scanning, digitizing, and organizing government records using open-source software to improve accessibility, security, and efficiency. The project duration is 3 months, with a focus on high-quality data capture, system integration, and staff training. Bidders must demonstrate experience in large-scale digitization, provide valid digital certificates, and submit all required documentation as per the tender guidelines. This opportunity is ideal for IT firms specializing in document management systems, data scanning, and government projects. The tender process emphasizes transparency, technical excellence, and cost competitiveness, making it a valuable opportunity for firms aiming to expand their government sector portfolio and contribute to digital transformation initiatives.
Scope Of Work
The selected service provider will be responsible for:
- Scanning and digitization of physical records as per the specifications outlined in the RFP.
- Implementation of an open-source document management system for easy access and retrieval.
- Ensuring data security and confidentiality during the digitization process.
- Providing training and support for GMB staff on the new system.
- Delivering a comprehensive digitized archive within the stipulated 3-month period.
The process involves:
- Preparation and assessment of physical records.
- High-quality scanning of documents ensuring clarity and data integrity.
- Data entry and indexing for efficient retrieval.
- Integration of scanned records into the open-source DMS.
- Testing and validation of the system.
- Training sessions for end-users.
| Specification | Details |
|---|---|
| Document Volume | Large-scale, including various formats |
| Software Platform | Open-source document management system |
| Security Standards | Data encryption, access control |
| Delivery Timeline | 3 months |
| Support & Training | Included |
The bidder must ensure compliance with all technical standards and deliver a fully functional digital records system as per the tender requirements.
Technical Specifications
The project requires high-resolution scanning of various document formats, including paper and microfilm. The scanning process must ensure clarity, data integrity, and security. The open-source document management system should support multi-user access, version control, and audit trails. Technical parameters include:
| Parameter | Requirement |
|---|---|
| Resolution | Minimum 300 DPI |
| File Format | PDF/A for long-term preservation |
| Data Security | Encryption, user access controls |
| Storage | Cloud-based or on-premises options |
| Compatibility | Must support integration with existing systems |
The process involves:
- Conducting a detailed assessment of physical records.
- Performing high-quality scanning and data entry.
- Indexing and categorizing documents.
- Integrating data into the open-source system.
- Conducting testing and user training.
Bidder must ensure adherence to technical standards for security, data quality, and system compatibility to deliver a seamless digitization and document management solution.
Financial Requirements
The total budget for this project is estimated to be between INR 10,00,000 and INR 15,00,000, inclusive of all costs. The cost breakdown includes:
| Component | Estimated Cost |
|---|---|
| Scanning & Digitization | 60% |
| Software Licensing & Setup | 20% |
| Training & Support | 10% |
| Contingency & Miscellaneous | 10% |
Payments will be made in milestones:
- 30% upon contract signing.
- 40% after successful completion of scanning and system integration.
- 30% after final acceptance and training.
All financial proposals must be inclusive of taxes and applicable charges, with clear itemization of costs. Bidders should ensure competitive pricing aligned with the scope and quality standards specified in the tender.
Tender Data
Bid Details
Tender Type
Open
Sector
State Governments & UT
Tender Fee
₹2,832
Contract Form
Service
Completion Period
3 Months
Currency Type
Single
Bid Submission Start
17-09-2026 12:00:00
Document Download End
19-10-2026 18:10:00
Bid Validity
180 Days
Additional Tender Data
Commercial Details
Bid To RA
No
Item Category
Consultancy Services
Authority & Contact
Officer Inviting Bids
General Manager (PPP), Gujarat Maritime Board
Bid Opening Authority
General Manager (PPP), Gujarat Maritime Board
Address
Gujarat Maritime Board, Sagar Bhavan, Sector – 10A, Gandhinagar, Gujarat - 382010
Contact Details
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Documents 2
RFP Digitization of Documents.pdf
TENDER_DOCUMENT
English NIT Advertisment Digitization.pdf
TENDER_DOCUMENT
Categories
10
Bidding Process
Process Timeline
28-10-2026 12:00
30-10-2026 12:00
Required Forms
Technical
Tender Fee Form
Library-Standard
Emd Fee Form
Library-Standard
Financial
Finance Bid
User Defined Template-Secured
Required Documents
Stage - Technical stage
Upload scan copy of Bid processing Fee proof.
RequiredUpload scan copy of Bid Security proof.
RequiredUpload scan copy of Necessary Documents as per RFP along with Annexure 1 to Annexure 10
RequiredFORM-1 LETTER OF APPLICATION
RequiredFORM-2 BIDDER’S AUTHORISATION CERTIFICATE
RequiredFORM-3 FORMAT OF EARNEST MONEY DEPOSIT IN FORM OF BANK GUARANTEE
FORM 6 General Information
RequiredFORM–7 Annual Turnover Information
RequiredFORM-8 Details of completed or ongoing projects of Data Digitization Scanning of Documents.
RequiredFORM–9 Certificate for No Ban OR Not Blacklisted
RequiredClause no. 2.1 Documents listed from 1 to 12
Required🤖 AI-Powered Bidder Prediction
Discover companies most likely to bid on this tender
Eligibility Criteria
Bidders must meet the following eligibility criteria:
- ✓ Must have experience in large-scale document digitization and scanning projects.
- ✓ Must possess valid digital certificates as per IT Act-2000.
- ✓ Must submit proof of bid processing fee and bid security.
- ✓ Must provide necessary documents as specified in the RFP, including Annexures 1 to 10.
- ✓ Must demonstrate financial stability with an average annual turnover of at least [specified amount] in digitization services.
- ✓ Must submit Form-1: Letter of Application, Form-2: Bidder’s Authorization Certificate, and Form-3: EMD Bank Guarantee.
- ✓ Must have completed or ongoing projects related to digitization of records or document management.
- ✓ Must provide Certificate for No Ban or Blacklisting.
| Qualification Parameter | Minimum Requirement |
|---|---|
| Experience | 3+ years in digitization projects |
| Turnover | Minimum of [specified amount] annually |
| Certification | Valid digital certificates and relevant certifications |
| Past Projects | At least 2 similar projects completed |
All submissions must be complete and meet the specified criteria to qualify for further evaluation.
Frequently Asked Questions
Key insights about GUJARAT tender market
What is the deadline for bid submission?
The bid submission deadline is 19-10-2026 at 6:10 PM. Bidders must upload all required documents before this date and time through the nProcure portal. Late submissions will not be accepted, so early preparation is recommended.
What are the eligibility criteria for bidders?
Bidders must demonstrate experience in large-scale digitization projects, possess valid digital certificates, submit proof of bid processing fee and bid security, and have completed relevant projects. Financial stability and compliance with technical standards are mandatory, with specific forms and documents required as outlined in the tender.
What technical standards must the digitization process meet?
The digitization must ensure high-resolution scanning (minimum 300 DPI), use PDF/A format for long-term preservation, incorporate data encryption and access controls, and support integration with open-source document management systems. The process includes assessment, high-quality scanning, indexing, system integration, and training.
How will the evaluation of bids be conducted?
Bids will be scored based on technical competence (50%), cost (30%), past project performance (10%), and compliance with technical specifications (10%). Minimum qualifying marks are 70%. The highest-scoring bids will be shortlisted for award, emphasizing quality, experience, and cost-effectiveness.
Who can I contact for queries or clarifications?
For inquiries, contact Gujarat Maritime Board at [email protected] or call +91-79-40007517. Clarifications should be sought well before the submission deadline to ensure all requirements are met and to avoid last-minute issues.