Department Of Legal Affairs Scanning and Digitisation Service Tender Mumbai Maharashtra 2026 - A4 and Legal Documents
Bid Publish Date
03-Oct-2026, 10:35 pm
Bid End Date
24-Oct-2026, 6:00 pm
Location
Progress
Key Highlights
- • Flexible 25% variation clause enabling quantity or duration adjustments at contract issue and post-award
- • Target category: Scanning and digitisation service for A4 and legal-size documents
- • Mumbai, Maharashtra location with government procurement context
- • No BOQ items provided; tender relies on terms and bidder capabilities
- • Anticipated need for scalable digitisation workflows and secure data handling
- • Mandatory preparation of standard bidder documents (GST, PAN, experience, financials) if requested
- • Potential need for OEM authorisations for digitisation equipment or software
- • Compliance with government data integrity and archival practices
Tender Overview
The Department Of Legal Affairs invites bids for a Scanning and Digitisation Service in Mumbai, Maharashtra (400002), focusing on A4 and legal document formats. The procurement appears as a Version 2 package with unspecified quantity and value. A notable feature is the 25% up/down variation clause allowing contract quantity or duration adjustments at bid and post-award stages. The absence of BOQ items suggests a broad scope guided by terms; bidders should prepare scalable digitisation workflows and document handling processes. The opportunity hinges on meeting generic service expectations while accommodating potential scope expansion. Key differentiators include the location (Mumbai) and the contract’s flexible quantity/duration clause, which requires adaptable resource planning and project management capabilities.
Technical Specifications & Requirements
- Service category: Scanning and digitisation of physical documents to digital formats, focusing on A4 and legal-size materials.
- Scope indicators: Version 2 procurement with potential scope growth up to 25% as per clause; no explicit BOQ items available.
- Delivery considerations: Not specified; bidders should outline scalable workflows, metadata tagging, indexing, and secure data handling compliant with government standards.
- Standards/Compliance: No explicit standards listed; assume standard archival and data security practices for government digitisation.
- Experience/Capabilities: Emphasize ability to manage large-volume digitisation projects in Mumbai with reliable turnaround and quality checks.
Terms, Conditions & Eligibility
- 25% option clause allows contract quantity/duration adjustments up to 25%.
- EMD/Financials: Not specified in available data; bidders should prepare typical government bid deposits and financial documents.
- Delivery timeline: Not specified; propose staged milestones and acceptance criteria to align with potential scope changes.
- Payment terms: Not specified; bidders should seek clarity on milestone-based payments and final settlement terms.
- Documents: Prepare common bid documents such as GST, PAN, experience certificates, and OEM authorizations for submission if required.
Key Specifications
-
Product/service: Scanning and digitisation of physical documents to digital format
-
Format focus: A4 and legal-size documents
-
Quantity/volume: Not specified in BOQ; scalability expected
-
EMD/estimated value: Not specified in tender data
-
Standards/certifications: Not explicitly listed; prioritize data integrity and archival practices
-
Delivery/installation: Not specified; propose scalable workflow with milestones
-
Experience: Demonstrated capability in government digitisation projects
Terms & Conditions
-
Section 1: 25% variation clause in contract quantity or duration
-
Section 2: No BOQ items; scope driven by terms and bidder capabilities
-
Section 3: Submission of standard bidder documents as applicable (GST/PAN/experiences)
Important Clauses
Position on Quantity/Duration Variation
The buyer may increase or decrease the contract quantity or duration by up to 25% at contract issue; post-award, the same 25% limit applies. Bidders must accept revised scope.
Lumpsum Scope Adjustment
For lumpsum-based service contracts, the buyer may expand the scope of work and contract value by up to 25% with consent of the service provider.
Bidder Eligibility
-
Experience in government digitisation/scanning projects
-
Ability to handle A4 and legal-size document workflows
-
Financial stability to support scalable digitisation effort
Tender Data
Bid Details
Quantity
800000
Bid Type
Two Packet Bid
Bid Validity
30 (Days)
Bid Type
Service
Evaluation
Total value wise evaluation
Tech Clarification Time
2 Days
Preference & Exemptions
EMD Required
No
MII Compliance
Yes
MSE Purchase Preference
Yes
MSE Preference Band
L1+15%
MSE Exemption/Relaxation
No
Startup Exemption/Relaxation
No
Bid Splitting Applied
No
Requirements
Experience Required
3 Year (s)
Arbitration Clause
No
Mediation Clause
No
Additional Tender Data
Commercial Details
Tender Category
Service
Bid To RA
No
Bid To RA Enabled
No
Item Category
Scanning and Digitisation Service (Version 2) - 300; A4 and legal
Advisory Bank
Bank Of Baroda
ePBG Percentage
0.01%
ePBG Duration (Months)
8
Delivery Details
Delivery Locations
1
Delivery Cities
Mumbai
Delivery Pincodes
400020
Delivery Locations
| Consignee | Address | City | State | Pincode | Quantity | Delivery Days | Additional Requirement |
|---|---|---|---|---|---|---|---|
| K Poleswara Rao | 400020,244, 2nd Floor Aayakar Bhavan Annexe, M.K.Road, New Marine Lines Mumbai | Mumbai | Maharashtra | 400020 | 800000 | - | - |
Authority Records
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Documents 3
GeM-Bidding-9982363.pdf
Main Document
GEM General Terms and Conditions Document
GEM_GENERAL_TERMS_AND_CONDITIONS
GEM General Terms and Conditions Document
GEM_GENERAL_TERMS_AND_CONDITIONS
Corrigendum Updates
2 Updates Update
Update
Categories
2
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Required Documents
GST registration certificate
Permanent Account Number (PAN) card
Experience certificates from similar scanning/digitisation projects
Financial statements demonstrating financial stability
EMD submission evidence (if required by terms)
Technical bid documents outlining methodology and workflow
OEM authorisation letters (if using branded scanners/software)
Any other documents explicitly requested in buyer terms
Frequently Asked Questions
Key insights about MAHARASHTRA tender market
How to bid in the Mumbai scanning service tender for A4 documents?
Bidders should prepare standard documents (GST, PAN, experience certificates, financials) and a technical approach outlining scalable digitisation workflows, metadata tagging, and secure data handling. The tender allows a 25% variation in quantity or duration; confirm post-award adjustments and submit OEM authorisations if applicable.
What documents are required for the Department Of Legal Affairs digitisation bid in Mumbai?
Submit GST registration, PAN card, prior experience certificates for similar scanning projects, financial statements, and any EMD evidence if specified. Include technical bid detailing workflow, data security measures, and compliance with archival practices; include OEM authorisation letters if using branded equipment.
What are the technical expectations for A4 and legal-size scanning in this tender?
Expect services covering high-volume digitisation of A4 and legal-size documents with accurate indexing, metadata tagging, OCR capability, and secure storage. While no explicit standards are listed, align with government archival quality and data integrity practices, and propose scalable phased delivery.
When is the contract quantity variation allowed in this Mumbai tender?
The buyer may increase or decrease contract quantity or duration up to 25% at contract issuance and may apply the same variation post-award, requiring bidder acceptance of revised scope and possible pricing adjustments within the stated limit.
What is the payment schedule for the Department Of Legal Affairs digitisation contract?
Payment terms are not specified in the available data. Bidders should seek clarity on milestone-based payments, interim invoicing, and final settlement timelines during bid submission discussions, ensuring alignment with project milestones and acceptance criteria.
What basic eligibility criteria are expected for this Mumbai digitisation tender?
Eligible bidders should demonstrate prior digitisation or scanning experience in government or large-scale projects, capability to handle A4/legal formats, and financial stability proven via recent financial statements; GST and PAN are typically required for participation.
What standards or certifications are needed for suppliers in this Mumbai tender?
No explicit standards are listed in the provided data. Vendors should propose ISI/ISO-aligned data handling and archival practices, along with robust data security and privacy controls to meet government expectations, and include OEM authorisations when proposing branded equipment.
How to prepare for potential scope changes in the Mumbai digitisation contract?
Plan for a scalable workforce and phased delivery to accommodate up to 25% scope expansion. Document a flexible pricing model, change-management process, and data integrity controls to rapidly adjust to revised requirements while maintaining delivery timelines.