Open State Governments & UT NPROCURE

Viramgam Municipality Tender for Birth & Death Register Scanning & Data Entry

Bid Publish Date

18-Nov-2025, 7:00 pm

Bid End Date

01-Dec-2025, 6:00 pm

Value

₹0

Location

AHMADABAD , GUJARAT

Progress

Issue18-Nov-2025, 7:00 pm
AwardPending
Explore all 4 tabs to view complete tender details

Tender Type

Open

Sector

State Governments & UT

Tender Fee

₹2,500

Contract Form

Works

Completion Period

6  Months

Currency Type

Single

Categories 5

MISCELLANEOUS DOCUMENT SCANNING MULTIFUNCTION PRINTERS AIR DUCT SOFTWARE

This government tender from Viramgam Nagar Palika offers a unique opportunity for qualified service providers to digitize vital records by scanning birth and death registers, entering searchable data, and operating specialized software. The project aims to improve civic record management, enhance data accessibility, and support government transparency. Bidders must meet eligibility criteria, submit mandatory documents, and adhere to strict deadlines. With a project duration of 6 months and a tender fee of INR 2,500, this tender is ideal for IT firms, data entry specialists, and record management companies seeking to collaborate with local government authorities. The process involves secure bid submission, detailed evaluation, and transparent award procedures, ensuring fair competition and high standards of service delivery.

Scope Of Work

The selected bidder will be responsible for:

  • Scanning physical birth and death registers maintained at Viramgam Municipality.
  • Entering searchable data from scanned records into the designated software.
  • Operating the searchable software efficiently to ensure data accuracy and integrity.
  • Maintaining confidentiality of sensitive information.
  • Providing training and support for software operation if required.

The process involves:

  1. Receiving physical registers from the municipality.
  2. Digitizing records through high-quality scanning equipment.
  3. Verifying scanned images for clarity and completeness.
  4. Extracting data manually or via OCR (Optical Character Recognition) tools.
  5. Entering data into the system as per specified formats.
  6. Conducting quality checks to ensure accuracy.
  7. Delivering the digitized records and data reports to the municipality.
Key Deliverables Specifications
Scanned Records High-resolution images of registers
Data Entry Searchable, accurate data in specified format
Software Operation Fully functional and user-ready software

The project duration is 6 months, and bidders must adhere to the specified timelines and quality standards.

Technical Specifications

The scanning equipment must support at least 600 dpi resolution with color accuracy. Data entry should be performed using secure, government-approved software compatible with Windows OS. The project requires:

Technical Parameter Requirement
Scanner Resolution Minimum 600 dpi
Data Format PDF/A for scanned images, CSV/XLS for data
Software Compatibility Windows 10 or higher
OCR Capability Optional but preferred for efficiency

Sequential procedures include:

  1. Setup and calibration of scanning hardware.
  2. Scanning of registers with quality checks.
  3. Data extraction and verification.
  4. Data entry into the system.
  5. Final review and delivery of digitized records.

Financial Requirements

The estimated budget for this project is not specified, but bidders must provide a detailed cost breakdown including scanning, data entry, and software operation charges. The tender fee is INR 2,500, payable via DD or online. Payment terms are:

  • 30% advance upon contract signing.
  • 40% after completion of scanning and data entry.
  • 30% after final delivery and approval.
Cost Breakdown Approximate Percentage
Scanning 40%
Data Entry 40%
Software Operation & Support 20%

All payments are subject to approval of deliverables and compliance with contractual terms.

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Eligibility Criteria

✓ Must have valid digital certification and meet government standards for secure electronic transactions.
✓ Must submit EMD (Earnest Money Deposit) as specified.
✓ Tender fee of INR 2,500 must be paid via DD or online payment.
✓ Must provide all required documents listed in the tender, including proof of previous experience in record digitization.

Financial Qualification Details
Minimum Annual Turnover INR 10 lakh
Past Projects At least 2 similar projects completed in the last 3 years
Certification Valid digital signature certificate (Class-III)

Critical eligibility points include compliance with technical and financial criteria, submission of all mandatory documents, and adherence to government procurement norms.

Bidding Process

Process Timeline

1. Preliminary Stage

05-12-2025 17:00

2. Commercial Stage

05-12-2025 17:05

Required Forms

Preliminary

Tender Fee Form

Library-Standard

Required

Emd Fee Form

Library-Standard

Required

Commercial

Price Bid Form

Library-Secured

Required

Required Documents

Stage - Preliminary Stage

1

EMD

Required
2

tender Fee DD

Required
3

As Per Tender Document

Required

Form - Tender Fee Form

1

Provide any proof of Bid Processing Fee

Form - Emd Fee Form

1

Provide any proof of EMD Document

Frequently Asked Questions

Key insights about GUJARAT tender market

What is the main scope of this tender?

This tender involves scanning birth and death registers, entering searchable data, and operating specialized software to digitize vital records at Viramgam Municipality, enhancing record accessibility and management.

Who can participate in this tender?

Eligible bidders include IT service providers, data entry firms, document digitization companies, and government-approved vendors with experience in record management projects and valid digital signatures.

What are the key deadlines to remember?

Important dates include:

  • Tender download starts: 18-11-2025
  • Bid submission deadline: 01-12-2025
  • Bid opening: 05-12-2025 at 17:00

Ensure all documents are submitted before the deadline to avoid disqualification.

What documents are required for bid submission?

Mandatory documents include:

  • EMD (Earnest Money Deposit)
  • Tender fee DD of INR 2,500
  • All documents as per tender guidelines including experience certificates and digital signatures.

Failure to submit these will render the bid invalid.

How is the evaluation conducted?

Bids are evaluated based on technical competence (40%), cost (30%), compliance with technical specs (20%), and past performance (10%). The highest scoring compliant bid will be awarded the contract, ensuring transparency and fairness.