Tender Details

Title	Digitization of Records (Phase III) PAMANTASAN NG LUNGSOD NG MAYNILA
Country	Philippines
Language	English
Organization	PAMANTASAN NG LUNGSOD NG MAYNILA
Published Date	01.06.2024
Deadline Date	03.07.2024
Overview	Digitization of Records (Phase III) Invitation to Bid (ITB) Reference Number 10912582 Procuring Entity PAMANTASAN NG LUNGSOD NG MAYNILA Title Digitization of Records (Phase III) Area of Delivery Metro Manila Printable Version Solicitation Number: 2024-G-10 Trade Agreement: Implementing Rules and Regulations Procurement Mode: Public Bidding Classification: Goods Category: Systems Integration Approved Budget for the Contract: PHP 5,000,000.00 Delivery Period: 270 Day/s Client Agency: Contact Person: Ron Marr P. Evangelista Staff, BAC Secretariat Muralla corner J. Luna St., Intramuros, Manila Metro Manila Philippines 1002 63-2-5284592 63-02-5284592 rmpevangelista@plm.edu.ph Status Active Associated Components Order Bid Supplements 0 Document Request List 1 Date Published 01/06/2024 Last Updated / Time 01/06/2024 12:00 AM Closing Date / Time 03/07/2024 1:00 PM Description INVITATION TO BID FOR Digitization of Records (Phase III) 1. The Pamantasan ng Lungsod ng Maynila, through the PLM’s Corporate Budget for the contract approved by the Board of Regents for CY 2024 intends to apply the sum of Five Million Pesos (PhP5,000,000.00) being the ABC to payments under the contract for Project Identification No. 2024-G-10. Bids received in excess of the ABC shall be automatically rejected at bid opening. This project is composed of one (1) lot only. The Pamantasan ng Lungsod ng Maynila, through the PLM’s Corporate Budget for the contract approved by the Board of Regents for CY 2024 intends to apply the sum of Five Million Pesos (PhP5,000,000.00) for the Digitization of Records (Phase III) with Identification No. 2024-G-10 being the ABC to payments under the contract for each lot/item. Bids received in excess of the ABC for each lot shall be automatically rejected at bid opening. 2. The Pamantasan ng Lungsod ng Maynila now invites bids for the above Procurement Project. Delivery of the Goods is required by Two Hundred Seventy (270) Calendar Days from the Date of Receipt of Notice to Proceed (NTP). Bidders should have completed, within Five (5) Years from the date of submission and receipt of bids, a contract similar to the Project. The description of an eligible bidder is contained in the Bidding Documents, particularly, in Section II (Instructions to Bidders). 3. Bidding will be conducted through open competitive bidding procedures using a non-discretionary “pass/fail” criterion as specified in the 2016 revised Implementing Rules and Regulations (IRR) of Republic Act (RA) No. 9184. a. Bidding is restricted to Filipino citizens/sole proprietorships, partnerships, or organizations with at least sixty percent (60%) interest or outstanding capital stock belonging to citizens of the Philippines, and to citizens or organizations of a country the laws or regulations of which grant similar rights or privileges to Filipino citizens, pursuant to RA No. 5183. 4. Prospective Bidders may obtain further information from PLM-BAC Secretariat and inspect the Bidding Documents at the address given below during Monday to Friday, 8:00 a.m. to 5:00 p.m. 5. A complete set of Bidding Documents may be acquired by interested Bidders on May 31, 2024, 8:00 a.m.-5:00 p.m. up to July 3, 2024, 1:00 p.m. from the given address and website(s) below and upon payment of the applicable fee for the Bidding Documents, pursuant to the latest Guidelines issued by the GPPB, in the amount of Five Thousand Pesos (PhP5,000.00). The Procuring Entity shall allow the bidder to present its proof of payment for the fees in person or through electronic mail. For lot procurement, the maximum fee for the Bidding Documents for each lot shall be based on its ABC, in accordance with the Guidelines issued by the GPPB; provided that the total fees for the Bidding Documents of all lots shall not exceed the maximum fee prescribed in the Guidelines for the sum of the ABC of all lots. It may also be downloaded free of charge from the website of the Philippine Government Electronic Procurement System (PhilGEPS) and the website of the Procuring Entity (www.plm.edu.ph), provided that Bidders shall pay the applicable fee for the Bidding Documents not later than the submission of their bids. See updated rates below (PLM-BAC Resolution No. 2023-04-07): Approved Budget for the Contract (ABC, PhP) Rates (PhP) 500,000 and below 500.00 More than 500,000 up to 1 Million 1,000.00 More than 1 Million up to 3 Million 3,000.00 More than 3 Million up to 5 Million 5,000.00 More than 5 Million up to 9 Million 7,000.00 More than 9 Million up to 11 Million 9,000.00 More than 11 Million up to 13 Million 11,000.00 More than 13 Million up to 15 Million 13,000.00 More than 15 Million up to 50 Million 25,000.00 More than 50 Million up to 500 Million 50,000.00 Prospective bidders may pay the bidding documents thru bank deposit or fund transfer to Landbank of the Philippines – DOLE Branch. Account Name : Pamantasan ng Lungsod ng Maynila Current Account No : 2472-1006-56 E-mail the scanned copy of deposit slip/online transaction slip or fund transfer confirmation (duly validated by LBP) to payonline@plm.edu.ph and procurement@plm.edu.ph and state in the body of e-mail the following details: Purpose : Project Title : Company Name : Complete Name of Payee : Date of Payment : Total Amount of Payment : 6. The Pamantasan ng Lungsod ng Maynila will hold a Pre-Bid Conference on June 20, 2024, 1:00 p.m. at Pamantasan ng Lungsod ng Maynila, General Luna St. corner Muralla St., Intramuros, Manila which shall be open to prospective bidders. 7. Bids must be duly received by the BAC Secretariat through manual submission at the office address indicated below, on or before July 3, 2024, 1:00 p.m. Late bids shall not be accepted. 8. All Bids must be accompanied by a bid security in any of the acceptable forms and in the amount stated in ITB Clause 14. 9. Bid opening shall be on July 3, 2024, 1:00 p.m. at Pamantasan ng Lungsod ng Maynila, General Luna St. corner Muralla St., Intramuros, Manila. Bids will be opened in the presence of the bidders’ representatives who choose to attend the activity. 10. Bidders shall submit their physical bids through their duly authorized representative using the forms specified in the Bidding Documents in a sealed bid envelope. Each bidder shall submit One (1) Original Copy of the First and Second Components of its bid. The first shall contain the technical component of the bid, including the eligibility requirements under Clause 10 of the Instructions to Bidders, and the second shall contain the financial component of the bid following Clause 11 of the Instruction to Bidders of the Bidding Documents. The Pamantasan ng Lungsod ng Maynila warns the public/bidders of unscrupulous individuals and groups posing as officers/employees of the PLM soliciting money, gifts, favors or benefits for alleged aid for whatever purpose. DO NOT GIVE anything to these unscrupulous individuals and groups. The PLM thus enjoins the cooperation of the public/bidders to report these individuals/groups to the PLM-Bids and Awards Committee and BAC Secretariat. 11. The Pamantasan ng Lungsod ng Maynila reserves the right to reject any and all bids, declare a failure of bidding, or not award the contract at any time prior to contract award in accordance with Sections 35.6 and 41 of the 2016 revised IRR of RA No. 9184, without thereby incurring any liability to the affected bidder or bidders. 12. For further information, please refer to: Contact Person: FRANCIS B. AGUILAR, Project Coordinator Procurement Office, Ground Floor, Gusaling Villegas, Pamantasan ng Lungsod ng Maynila Gen. Luna corner Muralla Streets, Intramuros, Manila Telefax No. : (02) 8528-4592 e-mail Address : procurement@plm.edu.ph 13. You may visit the following websites: For downloading of Bidding Documents: www.plm.edu.ph and/or www.philgeps.gov.ph Date of Issue: May 30, 2024 SGD SGD ATTY. RELSON P. MORAL PLM-BAC Chairperson Checked and verified by: SGD MARK CHRISTOPHER R. BLANCO End-user, ICTO Line Items Item No. Product/Service Name Description Quantity UOM Budget (PHP) 1 Digitization of Records (Phase III) The Digitization Services for the PLM was considered to enhance and speed up the processing of the PLM transactions by having readily available copies of the documents, data and records that are needed in the daily transactions of PLM. Further, this 1 Lot 5,000,000.00 Pre-bid Conference Date Time Venue 20/06/2024 1:00 PM Pamantasan ng Lungsod ng Maynila, General Luna St. corner Muralla St., Intramuros, Manila Other Information Lot No. Item Description Qty. Unit of ABC Statement of Compliance Issue Unit Cost Total Cost (Bidders offer including the corresponding parameter to PLM’s Technical Specification) -Comply or Not-Comply- 1 Digitization of Records (Phase III) 1 Unit 5,000,000.00 5,000,000.00 BACKGROUND The Digitization Services for the PLM was considered to enhance and speed up the processing of the PLM transactions by having readily available copies of the documents, data and records that are needed in the daily transactions of PLM. Further, this aims to preserve, standardize, and put into general use all digitized files of PLM records. OBJECTIVES • To make digitization an integral part of the major processes of PLM in order to provide faster and improved service to our employee, faculty and students; • To develop and maintain a standard, complete, accurate and systematic digitized documents and a Document Management System which is responsive to the needs of the University; • To have an easy and fast access/retrieval of digitized copies of records and electronic files for operational purposes; • To preserve the integrity and authenticity of vital documents from deterioration; and • To increase the life span of documents and safeguard them from loss or damage. SCOPE OF THE PROJECT This project will include documents and records of the Accounting Office, Office of the University Secretary, and Office of the University Registrar for a total of 2,576,400 pages. GENERAL REQUIREMENTS The chosen service provider shall be responsible for the following: • Conduct a strategic planning workshop with the designated PLM Digitization Team to come up with a Project Management and Implementation Plan, subject to approval by PLM Management, within two (2) weeks from issuance of Notice to Proceed. • Inclusion of the acceptance and sign-off of Project Management and Implementation Plan in the kick-off. Components of the Project Management and Implementation Plan: • Roll-out strategy • Project team composition (number of personnel to be deployed) and responsibilities • Project schedule or GANNT Chart • Scope of Work/Process Work Flow Diagram • Acceptance test plan • Space requirement and organization, equipment, and installation plans • Production delivery schedule • Procedure on the acceptance and turn-over of records • Security and control procedures • Sign-off and acceptance procedures • Adequate manpower, scanner, network facilities, and PC workstations for scanning, indexing, QA/QC tools and uploading based on daily/weekly/monthly commitments for the project duration must be provided. • Provision of supervision and project management services, manpower, hardware and software needed for the entire duration of the digitization project: • Haulage of documents to and from records rooms to work site; • Grooming of the documents for scanning; • Scanning and re-scanning of both documents • Indexing of scanned documents and existing scanned digital files; • Quality assurance and control of scanned documents; • Uploading of digitized records • Copying of digitized records/images, including indexes in External Hard Drive which should be searchable and viewable • Supervision and provision of personnel for the regular uploading of received and accepted scanned records • Review of identified file classification, definition of indices and file naming formats and provide recommendation. • Provision of all tools and consumables necessary in carrying out their tasks and activities. • The prospective bidder should have completed at least 2 similar contracts which are related to DMS and digitization projects and the aggregate contract amount should be equivalent to at least 50% of the ABC, the largest of which must be equivalent to at least 25% of the ABC. • If the winning provider is the same as the existing/previous DMS, upgrading the server and software license is optional to accommodate additional system requirements which could be needed. DETAILED REQUIREMENTS The service provider shall comply with the requirements of PLM which should not be limited to the following: • Provision of a solution that shall include all grooming, scanning, conversion, enhancement and development tools, integration programs related to indexing, database build-up, provision of equipment and other related components, if any; • Must ensure that documents should be accessible inside and outside of PLM through internet using website with GUI and log in security. • System should be perpetual licensed and capable of at least 6 full access and 6 view only access or 12 concurrent users with no limit on count of user accounts and this will add to the existing license of 6 full access and 6 view access or 12 concurrent users. System should also be compatible to the existing Globodox DMS installed on the Server of PLM. 1. HRDO 2. OUR 3. OUSEC 4. ADMISSIONS OFFICE 5. ACCOUNTING OFFICE 6. ICTO • The license should allow the system to connect to an external application/software for possible retrieval & uploading of document through applicable API. • The service provider is expected to deploy its document scanning equipment, manpower, PC workstations and Server related resources needed to digitize or convert to searchable and archivable PDF/A format; • If there are existing digital records, the provider shall convert it to OCR supported PDFs and upload it to the server for free, creation of indexes, database and documents types as well. • Testing and calibration of equipment to ensure the highest quality of the image output prior to and during the actual production of images; • Provision of a matrix of all criteria for testing and calibration of all equipment using actual samples of existing documents of PLM which shall be submitted by the service provider and approved by PLM; • Formatting of all form-based documents in Portable Document Format Archive (PDF/A) and those used as reference in searchable PDF/A; • Auto-correction/setting of parameters such as, but not limited to, resolution, format, compression, skew, orientation, cropping, etc.; • Insertion of brittle and fragile documents in plastic sleeves prior to scanning to avoid damage; • Scanning of all documents except for obvious duplicate copies; for duplicate copies, select the version bearing the original signature/s; • Indexing of all digitized documents, quality assurance, and delivery of output; • Review and assessment of current inventory of digital records if those can be converted to multipage searchable and archivable PDF/A format; • Conversion of scanned documents/images to searchable and archivable PDF/A. If not possible, the original paper documents should be scanned and outputted to searchable and archivable PDF/A format; • The service provider should be able to provide/create index file in the format compatible/similar from the existing DMS to the new DMS; • Should actual volume be less than the estimated volume, PLM shall identify other documents for scanning which may be from other PLM offices/departments. If the actual documents exceeded the estimated volume, PLM has the option to extend the project duration. Cost per page shall be based on cost submitted by the service provider as part of their cost proposal. Cost per page will still be considered regardless of the condition, sizes, and format of the documents but careful and appropriate handling must be applied when scanning bonded or fragile documents. The service provider must be able to setup a system and submit a detailed solution proposal in compliance with the following works and services: a. Document Preparation and Grooming Retrieval of documents and digital files to be digitized/ formats to be converted. The service provider shall: • Accept an acknowledgement and transmittal list of all document batches received from PLM which shall be signed by both parties; • Enter or key-in information based on received acknowledgement and transmittal list in the project monitoring system to facilitate tracking of documents which PLM need to urgently borrow but are already in the possession of the service provider; • The service provider shall segregate documents to be digitized based on document types to be provided by PLM. • Return documents which will not be scanned shall be returned to the corresponding envelope. • Haul the documents/files/DVDs/external drives to the designated scanning area. Grooming of Documents The service provider shall: • Remove extraneous materials such as staple wires and paper clips; • Detach documents for scanning that are placed in fasteners; • Straighten folded documents; • Mend torn documents; • Segregate obvious duplicate copies; • Remove carbon paper; • Paste related small-sized documents in one page; • Piece-count the identified documents for scanning; • Segregate and inventory large format documents such as building plans; • Such works and services shall include job or lot assignment and controls, physical document sorting, unbinding, loosening, repairing torn pages, re-assembling and accounting of the individual pages that will be scanned; • Wires, clips and/or fasteners shall be removed before scanning; • Remove dust and dirt from source document prior to scanning; • Re-file documents in new envelopes or boxes if needed. New boxes and envelopes will be provided by PLM; Return of documents and digital files The service provider shall: • Re-file documents back to their original envelopes/ boxes/batch. • Return the documents to their original location with the assistance of the records custodian. • Turn-over documents or digital files on a regular basis using the same acknowledgement/transmittal report • Update the monitoring system to indicate return of documents or digital files. The PLM records custodian shall counter-check and verify the documents, digital files to be returned as to their completeness and condition. Other works/services • All pertinent documents, digital files shall be processed on-site and prepared systematically prior to the actual scanning or formation of the images. Such preparation shall include proper handling and recording of the basic inventory information. • Every page of documents and/or envelopes, DVDs or external drives shall be returned to their original sequence and condition at any given time. o Documents for scanning shall be physically and electronically batched in the manner that will ease the daily operations of the scanning, noting all possible controls so as not to affect the business operations of PLM. • Documents shall be returned to their original sequence, condition and location without damaging the source document. • The service provider will be liable for any damage to the original document. The penalty for damaged documents will be discussed with the records custodian and made part of the service contract. b. Scanner Calibration As the documents for scanning greatly vary in size, color, paper quality and text print quality, a series of test shall be conducted by the service provider to ensure the highest quality of the output image prior to and during the actual production of the images. A3 scanners, wide format scanners, and the like, shall be deployed depending on source document size. Such tests shall include, but not limited to, the following: Input Consideration: • Volume • Different document types, dimension, sizes and copies (original, duplicate, 1st-2nd non-carbonized copies, etc.) • Duplex capability • Clarity, presence of shades (colors), handwritten marks and/or lines • Black and white i-threshold/scaling required • Brightness and contrast levels Output Consideration: • Schedule/duration, capacity • Resolution in dots per inch (dpi) • Image file format/type • Automatic line removal • De-skewing, de-speckling • Output dimension • Level sharpening • Rotating • Intelligent filtering • Auto text orientation • Removal of bleed-through specially for thin documents, onion skins • OCR (optical character recognition) conversion for printed text in the document • Smudge, streak, line removal due to dust and dirt from source documents • Conversion from single page file to multipage searchable PDF, PDF-A c. Scanning Actual document scanning or formation of the images shall be done on-site at the Pamantasan ng Lungsod ng Maynila (PLM) in a location to be identified by PLM. The service provider shall be fully equipped with the necessary digital imaging equipment, technology, programming development, system procedures and resources needed that will support the production, management and use of all digital media. • Document scanning shall be bi-tonal for black and white documents and color for color documents. Flatbed scanner shall be used for delicate and fragile documents. Service provider must use plastic sleeves for fragile documents. • The service provider shall provide scanners of industrial or production-type capacity. • Scanned images shall be saved in multi-page searchable PDF and PDF-A file format with scanning resolution at a minimum of two hundred (200) dots per inch (dpi). • Handle mixed type and sizes of documents. Image Enhancement The scanning software to be used should provide, but is not limited to, the following image enhancement capabilities: Deskew Bar Code Detection Despeckle (Noise removal) Extended Bar Code Detection Color Detection Patch Code Detection Color Drop Out Blank Page Detection Color Deskew Black Overscan Removal Crop Binary Thresholding Invert Image Color Crop Erosion Half tone removal Smooth Image scaling Dilation Skeleton Streak Filtering As quality is of utmost importance in the digitization of the documents, the following criteria and processes shall be strictly implemented to ensure the preservation and retrieval of quality scanned document images: Quality Assurance • The service provider must establish a quality assurance unit that shall ensure the quality of the images. • Acceptance criteria for scanning and indexing shall be 100% accuracy for image scanned, converted/migrated and indices encoded. • The service provider must have a system to track the completeness of all hardcopy documents versus digital output. • Each range of pages or images shall be assigned with a unique range or batch name that will directly relate and create the link between the documents that are electronically and programmatically controlled. • One document with multiple pages is equivalent to one file. • A specialized program shall be utilized to review the individual images that are created during scanning. All poor quality or rejected images shall be detected and reported for re-scanning. • Said Departments shall assign personnel who shall perform quality checking. Training for PLM personnel • The service provider shall train the PLM Digitization Team on the use of QA/QC, System Configuration, Administration and monitoring/auditing tools. • The Service Provider shall provide a QA/QC tool and facility that must enable to tag acceptable and unacceptable images. A report shall be generated for acceptable and invalid images and shall be confirmed by the PLM Digitization Team members. • QA/QC must assess and tag images as invalid and re-queued for re-scanning and reindexing. After re-scanning shall the QA/QC delete the invalid images before uploading to DMS. Turn-around time for resubmission to QA/QC of invalid images must be within three (3) days from rejection by QA/QC. • An ageing report must be provided to indicate invalid images that were not re-scanned and reindexed within the three (3) day turn-around time requirement. • Facility to view images and index values simultaneously. • The index of the images must be customizable and must comply with the PLM Document-type indices • The service provider must establish a quality assurance unit for the indexing process to be able to identify and correct erroneous index. This can be done by incorporating different controls or field end checks, such as: Image accounting (to ensure all images are indexed) Completeness checking • The service provider shall install to PLM a Project Management and monitoring tools which will enable PLM to view the project update and progress. Re-Scan Management • The service provider must establish re-scan management units that shall handle all missing, rejected or images that are reported to be of poor quality. • Re-scan operators shall follow a report submitted by the quality inspectors on what documents shall be reproduced for each batch or job. Re-scan operators shall prepare a report on all re-scanned documents for a second pass to the quality checkers. d. Indexing – to be defined and agreed in the implementation plan based on: • Document type • PLM Taxonomy • Retention schedule and archiving • Box Number / Racks Records Room • Multiple indexing and full-text indexing are required to allow a wider scope of search and faster retrieval by selecting crucial data elements. The service provider must be able to provide both international and local industry standard data entry services to produce the multiple and full-text indexing requirement of the project. • The service provider shall key-in and provide the index fields indicated per document classification. The indexing software must have the capability to add more fields when necessary. The indexing software must be capable of full-page OCR and zonal OCR. • The different index fields or data elements shall be identified for each document type. • The encoding speed of the indexers shall be on the acceptable level and the quality should meet the minimum data accuracy rating of 99.5%. Any method may be introduced to achieve the acceptable goal, so long as they meet the quantitative and qualitative goals. • Index values must be stored in a database; and may be extracted in “bar-delimited” format. • Initial Indexes: 1. Accounting: Check Name, Check Number, Amount, Check Date, Disbursement Voucher Payee, Disbursement Voucher Number, Disbursement Voucher Gross Amount, BUR Number, BUR Account Code; 2. Admission/HRDO/OUR/OUSEC: Same as on previous/existing DMS. e. Image Loading • All scanned images and their respective indexes shall be burned and stored in external hard drive in two copies which should be searchable and viewable, one copy shall be retained in each department while the other copy shall be used in uploading in System • Each External Hard Drive shall be properly labelled as to its content. • The cost of the External Hard Drive shall be for the account of the service provider. • The service provider shall ensure the completeness of each batch of images that is being uploaded to the PLM repository. Total number of records, images and indexes should be viewed to assist PLM in the acceptance process. • PLM shall check the scanned output for the accuracy of the index information and image quality prior to uploading. f. Turn-over and Acceptance of Document Images • The service provider must test the quality of all digitized documents prior to turn over to the PLM for acceptance. • There must be a formal definition of the acceptance criteria for the digitization before the start of the project. • Both PLM and the service provider must jointly agree upon the criteria for acceptance, which must be contained in an Acceptance Test Plan. • This document shall be used as a basis for the final acceptance of the document images. The acceptance tests must be repeated until satisfactory results are obtained. • The service provider shall provide full inventory list of all scanned/re-scanned documents. • The service provider will pay a penalty of Php2,000.00 for every damaged or lost document if no longer readable/useful and any torn important content of physical document. • Acceptance Criteria for scanning and indexing services shall be 99.5% accuracy for image scanned and indices encoded. • Payment shall be based on the number of successfully uploaded documents. g. Work Schedule • The service provider shall work from Mondays to Fridays from 8:00 am to 5:00 pm including Saturdays, if necessary. • To intensify the accomplishment or expedite the project, the service provider may assign additional manpower and hardware resources, payment for which shall be shouldered by the service provider. • The service provider can request work schedule during weekends and holidays subject to PLM approval. CONFIDENTIALITY • The service provider must sign a confidentiality and non-disclosure contract including all personnel to be assigned in PLM. • The service provider must issue a Data Deletion Certificate upon acceptance of output by PLM. • The Data Deletion Certificate with PLM conformance will be a required attachment to the final invoice and acceptance report. • The Supplier must adhere to the Data Privacy Policy of PLM and the Data Privacy Act of 2012. • Cabinets will be provided for the service provider personnel so that no personal belongings, including cellphones shall be brought to the work area. • The service provider shall strictly implement rules, comply to PLM privacy policy, and prevent unauthorized copying/transfer of physical/digital documents. • The personnel of the service provider shall not be allowed access to the Internet while in the work area. OTHER REQUIREMENTS AND DELIVERABLES a. Vendor Qualifications • Make available to the PLM qualified and competent personnel with extensive knowledge and experience who will perform the project management and technical activities in this project; • Inform the PLM for any change in the project management team and shall provide the same requirements as mentioned above; • Assign an over-all Project Manager as the single point/contact person who will provide the necessary reports and updates related to the project. The Project Manager shall also be regularly reporting to the PLM Over-all Project Manager. • Assign employees who will act as the team leader and the alternate team leader who, in the absence of the team leader, shall assume its role; the team leader and alternate team leader shall be responsible for the day to day operation, reportorial requirements and shall act as the central coordinator between PLM and the service provider; • Ensure that all personnel assigned at PLM will manifest a high level of professionalism and competence while maintaining a high standard of moral and ethical conduct in the performance of their tasks and responsibilities; • Replace, when necessary, any personnel found to be wanting in competence, honesty, integrity, or whose continued employment may be deemed prejudicial to the interest of PLM; • Make it known to its personnel assigned at PLM that said personnel remain as employees of said company and that no employee-employer relationship shall exist between them and the PLM; • Conduct the necessary training and transfer of technology to the PLM personnel who will be responsible in scanning incoming records, and uploading of digitized records to PLM existing DMS; • Prepare regular accomplishment/progress reports using the web-based project monitoring system: and • Submit complete documentation in soft and hard copies of all services delivered, including all supporting documents necessary in the processing of their payment. b. On Project Management: • The winning bidder is required to deliver a Project Management Plan at the start of the project. PLM reserves the right to review and approve the plan. This plan will be used to track and manage the project. The winning bidder is required to submit regular status reports showing progress against plan. The proposal must indicate the delivery of this plan. • The Project Management Plan must include the proposed project milestones and output delivery schedule of the service provider. The schedule will be approved by PLM. • The proposal must also include a detailed resource plan that describes the Digitization implementation team’s composition. It should define the roles and responsibilities of each member and the number of man-days that will be required of each member. The resume of each team member shall be submitted as part of the detailed resource plan. • Likewise, an Acceptance test Plan shall be prepared to define the acceptance criteria. c. PLM shall: • Ensure the participation and cooperation of PLM Digitization Team members – Steering Committee, Project Implementation Team including assigned Records Custodian, QA and Acceptance Team, Secretariat, etc. • Ensure that the personnel of the service provider assigned are provided with a suitable space that has an appropriate work environment and basic office facilities. – tables, chairs and cabinets with locks, air-conditioning units, electrical outlets and secured rooms. • Performs QA on digitized files output by the service provider • Ensure that at least ten percent (10%) of each batch on a per External Hard Drive basis has been quality checked within fifteen (15) days from receipt of the External Hard Drive. However, if PLM encounters errors or defects within the one year warranty period, the service provider shall perform the re-work without any additional cost to PLM. d. Documentation The service providers shall provide documentations for the following: • Project Management Plan • Project Monitoring System Documentation • QA Tool Documentation e. Warranty and Support Services • The Proponent must have locally available qualified and experienced IT personnel who will provide assistance in the installation, implementation and fine-tuning of the system and tools. They must be located in Metro Manila and dedicated to this project. Technical and project management support shall be required until the end of the project. • At least 1-year warranty on workmanship, service, re-scanning, re-uploading, hardware replacement, and support. Warranty shall start after project completion. PENALTY The service provider undertakes to comply with the following timelines and penalty provisions: Description SLA PENALTY Project Mobilization and Kick-off Setup hardware, software, deploy project team and make operational all items specified in TOR within fifteen calendar (15) days upon receipt of Notice to Proceed. 1/10th of one percent (1%) of the total project cost shall be imposed per day of delay or a fraction thereof. Output Submission / Turnaround Time Complete the project within 270 calendar days as may be agreed upon by PLM and by the Service Provider 1/10th of one percent (1%) of the total project cost shall be imposed per day of delay. PAYMENT TERMS Payment shall be subject to applicable taxes. Percentage Description of Deliverables Progress Billing Upon acceptance of Project Management Plan in Project Kick-off and setup of hardware, software and peripherals in PLM. Actual volume of uploaded digitized documents in DMS to commence after receipt of Notice to Proceed (NTP), payment of each milestone of the contract price with the quota of 30%, 30%, and 40 % of estimated pages every 90 days uploaded to DMS, service provider must submit QA/QC certification from offices. Milestone 1 (30%): 772,920 pages within 90 days. Milestone 2 (30%): 772,920 pages within 180 days. Milestone 3 (40%): 1,030,560 pages within 270 days. Total pages of 2,576,400. We certify/confirm that we comply with the Technical Specifications as indicated with Section VII. Technical Specifications of the Bidding Documents. __________________________ __________________________ [Name and Signature] [in the capacity of] Duly authorized to sign Bid for and on behalf of _______________________________ [Company Name] Date: ___________________ Created by Ron Marr P. Evangelista Date Created 31/05/2024 The PhilGEPS team is not responsible for any typographical errors or misinformation presented in the system. PhilGEPS only displays information provided for by its clients, and any queries regarding the postings should be directed to the contact person/s of the concerned party. PAMANTASAN NG LUNGSOD NG MAYNILA
NAICS	Business Hardware Instruments and Related Products Manufacturing for Measuring Justice Specialized Freight (except Used Goods) Trucking Electric Power Transmission Web Search Portals Regulation Ventilation Financial Transactions Processing Securities Justice Highway All Other Support Services Pulp Gift Other Justice Accounting Machinery Regulation Highway Gift Commercial Colleges Colleges International Accounting Search Corporate Web Search Portals Colleges Highway Financial Transactions Processing Fastener Photographic Film Environment General Freight Trucking Management Other Justice Electroplating Agencies Ventilation Process Other Accounting Services Logging Metal Can Funds
CPVS	Tools Earthmoving and excavating machinery, and associated parts Repair, maintenance and associated services related to aircraft and other equipment System, storage and content management software package Scanners Clip, suture, ligature supplies Aggregates Parts of locks Servers Workstations Networks Wire Networking, Internet and intranet software development services Fasteners Control, safety, signalling and light equipment CT scanners Calendars Sections Slips Engineering, auxiliary, average, loss, actuarial and salvage insurance services Locks, keys and hinges Tags Boards Control, safety or signalling equipment for inland waterways Repair, maintenance and associated services related to marine and other equipment Stocks Racking Crops, products of market gardening and horticulture Repair, maintenance and associated services related to aircraft, railways, roads and marine equipment Training, workout or aerobic services Office, school and office equipment cleaning services Records Labels Document creation, drawing, imaging, scheduling and productivity software package Seals Control, safety or signalling equipment for parking facilities Command, control, communication systems Supports Document creation, drawing, imaging, scheduling and productivity software development services Control, safety or signalling equipment for port installations Command, control, communication and computer systems Paper, printing and bookbinding machinery and parts System, storage and content management software development services Cabinets Locks Forms Library, archives, museums and other cultural services Onions Networking, Internet and intranet software package Sleeves Lifting, handling, loading or unloading machinery Boxes Rings, seals, bands, sticks and grout packers Installation services of equipment for measuring, checking, testing and navigating Transfers Repair, maintenance and associated services related to roads and other equipment Monitors Bars, rods, wire and profiles used in construction Pressure-reducing, control, check or safety valves Logs Other services Staples, tacks, drawing pins Tables Bars Bearings Accounting, auditing and fiscal services Seats, chairs and related products, and associated parts Envelopes Control, safety or signalling equipment for roads Display cases Envelopes, letter cards and plain postcards Electrical, electromagnetic and mechanical treatment Repair, maintenance and associated services of vehicles and related equipment Chairs Scales Repair, maintenance and associated services related to personal computers, office equipment, telecomm... Security, fire-fighting, police and defence equipment Vegetable saps, extracts, peptic substances and thickeners Administration, defence and social security services Electronic, electromechanical and electrotechnical supplies Hardware Staples Tool parts Manuals Repair, maintenance and associated services related to railways and other equipment Control, safety or signalling equipment for airports Tables, cupboards, desk and bookcases Dates Tools, locks, keys, hinges, fasteners, chain and springs
UNSPSC	Logs Hardware Bearings Filters Scanners Software Scales Boards Calendars Paper clips Staples Display cases Awards Business cases Tags Labels Project management Bars Corporate states Employment Trade agreements Equipment cases Chairs Tables Vouchers Single room Case making services Quality assurance services Seals Aggregates Side table University Cleaning, sorting, and grading machine parts and accessories Boxes Fluorine-based medical imaging agents, media, and tracers Securities Table saw Clinical Chemistry Analyser, portable Kitchen set, varying sizes Tent, for office use Suction pump, manual Suction pump, electrical Clinical laboratory and toxicology testing systems, components, and supplies Training, Technical: Crew Resource Management, Emergency Procedures, Dangerous Goods Clinical laboratory and toxicology testing systems, components, and supplies
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Sectors	Civil Works Pipeline Project Building Environment and Pollution-Recycling Automobiles and Auto Parts Non-Renewable Energy Supply Solar Photovoltaic PV Energy Security Services Bridges and Tunnels Banking-Finance-Insurance Postal and Courier Services Roads and Highways-Bridge Oil and Gas Infrastructure Law and Legal Printing and Publishing Services Cement and Asbestos Products Railways-Rail-Railroad Information Technology-IT Plastic and Rubber Education and Training Defence and Security Electricity Infrastructure and Tunnels Technology Hardware and Equipment Construction Energy-Power and Electrical Computer Hardwares and Consumables Steel Paper and Packaging Industry Laboratory Equipment and Services Healthcare Equipment and Services Aviation Electronics Building Material Construction Materials Marine
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Title
Digitization of Records (Phase III) PAMANTASAN NG LUNGSOD NG MAYNILA
Country
Philippines
Language
English
Organization
PAMANTASAN NG LUNGSOD NG MAYNILA
Published Date
01.06.2024
Deadline Date
03.07.2024
Overview
Digitization of Records (Phase III) Invitation to Bid (ITB) Reference Number 10912582 Procuring Entity PAMANTASAN NG LUNGSOD NG MAYNILA Title Digitization of Records (Phase III) Area of Delivery Metro Manila Printable Version Solicitation Number: 2024-G-10 Trade Agreement: Implementing Rules and Regulations Procurement Mode: Public Bidding Classification: Goods Category: Systems Integration Approved Budget for the Contract: PHP 5,000,000.00 Delivery Period: 270 Day/s Client Agency: Contact Person: Ron Marr P. Evangelista Staff, BAC Secretariat Muralla corner J. Luna St., Intramuros, Manila Metro Manila Philippines 1002 63-2-5284592 63-02-5284592 rmpevangelista@plm.edu.ph Status Active Associated Components Order Bid Supplements 0 Document Request List 1 Date Published 01/06/2024 Last Updated / Time 01/06/2024 12:00 AM Closing Date / Time 03/07/2024 1:00 PM Description INVITATION TO BID FOR Digitization of Records (Phase III) 1. The Pamantasan ng Lungsod ng Maynila, through the PLM’s Corporate Budget for the contract approved by the Board of Regents for CY 2024 intends to apply the sum of Five Million Pesos (PhP5,000,000.00) being the ABC to payments under the contract for Project Identification No. 2024-G-10. Bids received in excess of the ABC shall be automatically rejected at bid opening. This project is composed of one (1) lot only. The Pamantasan ng Lungsod ng Maynila, through the PLM’s Corporate Budget for the contract approved by the Board of Regents for CY 2024 intends to apply the sum of Five Million Pesos (PhP5,000,000.00) for the Digitization of Records (Phase III) with Identification No. 2024-G-10 being the ABC to payments under the contract for each lot/item. Bids received in excess of the ABC for each lot shall be automatically rejected at bid opening. 2. The Pamantasan ng Lungsod ng Maynila now invites bids for the above Procurement Project. Delivery of the Goods is required by Two Hundred Seventy (270) Calendar Days from the Date of Receipt of Notice to Proceed (NTP). Bidders should have completed, within Five (5) Years from the date of submission and receipt of bids, a contract similar to the Project. The description of an eligible bidder is contained in the Bidding Documents, particularly, in Section II (Instructions to Bidders). 3. Bidding will be conducted through open competitive bidding procedures using a non-discretionary “pass/fail” criterion as specified in the 2016 revised Implementing Rules and Regulations (IRR) of Republic Act (RA) No. 9184. a. Bidding is restricted to Filipino citizens/sole proprietorships, partnerships, or organizations with at least sixty percent (60%) interest or outstanding capital stock belonging to citizens of the Philippines, and to citizens or organizations of a country the laws or regulations of which grant similar rights or privileges to Filipino citizens, pursuant to RA No. 5183. 4. Prospective Bidders may obtain further information from PLM-BAC Secretariat and inspect the Bidding Documents at the address given below during Monday to Friday, 8:00 a.m. to 5:00 p.m. 5. A complete set of Bidding Documents may be acquired by interested Bidders on May 31, 2024, 8:00 a.m.-5:00 p.m. up to July 3, 2024, 1:00 p.m. from the given address and website(s) below and upon payment of the applicable fee for the Bidding Documents, pursuant to the latest Guidelines issued by the GPPB, in the amount of Five Thousand Pesos (PhP5,000.00). The Procuring Entity shall allow the bidder to present its proof of payment for the fees in person or through electronic mail. For lot procurement, the maximum fee for the Bidding Documents for each lot shall be based on its ABC, in accordance with the Guidelines issued by the GPPB; provided that the total fees for the Bidding Documents of all lots shall not exceed the maximum fee prescribed in the Guidelines for the sum of the ABC of all lots. It may also be downloaded free of charge from the website of the Philippine Government Electronic Procurement System (PhilGEPS) and the website of the Procuring Entity (www.plm.edu.ph), provided that Bidders shall pay the applicable fee for the Bidding Documents not later than the submission of their bids. See updated rates below (PLM-BAC Resolution No. 2023-04-07): Approved Budget for the Contract (ABC, PhP) Rates (PhP) 500,000 and below 500.00 More than 500,000 up to 1 Million 1,000.00 More than 1 Million up to 3 Million 3,000.00 More than 3 Million up to 5 Million 5,000.00 More than 5 Million up to 9 Million 7,000.00 More than 9 Million up to 11 Million 9,000.00 More than 11 Million up to 13 Million 11,000.00 More than 13 Million up to 15 Million 13,000.00 More than 15 Million up to 50 Million 25,000.00 More than 50 Million up to 500 Million 50,000.00 Prospective bidders may pay the bidding documents thru bank deposit or fund transfer to Landbank of the Philippines – DOLE Branch. Account Name : Pamantasan ng Lungsod ng Maynila Current Account No : 2472-1006-56 E-mail the scanned copy of deposit slip/online transaction slip or fund transfer confirmation (duly validated by LBP) to payonline@plm.edu.ph and procurement@plm.edu.ph and state in the body of e-mail the following details: Purpose : Project Title : Company Name : Complete Name of Payee : Date of Payment : Total Amount of Payment : 6. The Pamantasan ng Lungsod ng Maynila will hold a Pre-Bid Conference on June 20, 2024, 1:00 p.m. at Pamantasan ng Lungsod ng Maynila, General Luna St. corner Muralla St., Intramuros, Manila which shall be open to prospective bidders. 7. Bids must be duly received by the BAC Secretariat through manual submission at the office address indicated below, on or before July 3, 2024, 1:00 p.m. Late bids shall not be accepted. 8. All Bids must be accompanied by a bid security in any of the acceptable forms and in the amount stated in ITB Clause 14. 9. Bid opening shall be on July 3, 2024, 1:00 p.m. at Pamantasan ng Lungsod ng Maynila, General Luna St. corner Muralla St., Intramuros, Manila. Bids will be opened in the presence of the bidders’ representatives who choose to attend the activity. 10. Bidders shall submit their physical bids through their duly authorized representative using the forms specified in the Bidding Documents in a sealed bid envelope. Each bidder shall submit One (1) Original Copy of the First and Second Components of its bid. The first shall contain the technical component of the bid, including the eligibility requirements under Clause 10 of the Instructions to Bidders, and the second shall contain the financial component of the bid following Clause 11 of the Instruction to Bidders of the Bidding Documents. The Pamantasan ng Lungsod ng Maynila warns the public/bidders of unscrupulous individuals and groups posing as officers/employees of the PLM soliciting money, gifts, favors or benefits for alleged aid for whatever purpose. DO NOT GIVE anything to these unscrupulous individuals and groups. The PLM thus enjoins the cooperation of the public/bidders to report these individuals/groups to the PLM-Bids and Awards Committee and BAC Secretariat. 11. The Pamantasan ng Lungsod ng Maynila reserves the right to reject any and all bids, declare a failure of bidding, or not award the contract at any time prior to contract award in accordance with Sections 35.6 and 41 of the 2016 revised IRR of RA No. 9184, without thereby incurring any liability to the affected bidder or bidders. 12. For further information, please refer to: Contact Person: FRANCIS B. AGUILAR, Project Coordinator Procurement Office, Ground Floor, Gusaling Villegas, Pamantasan ng Lungsod ng Maynila Gen. Luna corner Muralla Streets, Intramuros, Manila Telefax No. : (02) 8528-4592 e-mail Address : procurement@plm.edu.ph 13. You may visit the following websites: For downloading of Bidding Documents: www.plm.edu.ph and/or www.philgeps.gov.ph Date of Issue: May 30, 2024 SGD SGD ATTY. RELSON P. MORAL PLM-BAC Chairperson Checked and verified by: SGD MARK CHRISTOPHER R. BLANCO End-user, ICTO Line Items Item No. Product/Service Name Description Quantity UOM Budget (PHP) 1 Digitization of Records (Phase III) The Digitization Services for the PLM was considered to enhance and speed up the processing of the PLM transactions by having readily available copies of the documents, data and records that are needed in the daily transactions of PLM. Further, this 1 Lot 5,000,000.00 Pre-bid Conference Date Time Venue 20/06/2024 1:00 PM Pamantasan ng Lungsod ng Maynila, General Luna St. corner Muralla St., Intramuros, Manila Other Information Lot No. Item Description Qty. Unit of ABC Statement of Compliance Issue Unit Cost Total Cost (Bidders offer including the corresponding parameter to PLM’s Technical Specification) -Comply or Not-Comply- 1 Digitization of Records (Phase III) 1 Unit 5,000,000.00 5,000,000.00 BACKGROUND The Digitization Services for the PLM was considered to enhance and speed up the processing of the PLM transactions by having readily available copies of the documents, data and records that are needed in the daily transactions of PLM. Further, this aims to preserve, standardize, and put into general use all digitized files of PLM records. OBJECTIVES • To make digitization an integral part of the major processes of PLM in order to provide faster and improved service to our employee, faculty and students; • To develop and maintain a standard, complete, accurate and systematic digitized documents and a Document Management System which is responsive to the needs of the University; • To have an easy and fast access/retrieval of digitized copies of records and electronic files for operational purposes; • To preserve the integrity and authenticity of vital documents from deterioration; and • To increase the life span of documents and safeguard them from loss or damage. SCOPE OF THE PROJECT This project will include documents and records of the Accounting Office, Office of the University Secretary, and Office of the University Registrar for a total of 2,576,400 pages. GENERAL REQUIREMENTS The chosen service provider shall be responsible for the following: • Conduct a strategic planning workshop with the designated PLM Digitization Team to come up with a Project Management and Implementation Plan, subject to approval by PLM Management, within two (2) weeks from issuance of Notice to Proceed. • Inclusion of the acceptance and sign-off of Project Management and Implementation Plan in the kick-off. Components of the Project Management and Implementation Plan: • Roll-out strategy • Project team composition (number of personnel to be deployed) and responsibilities • Project schedule or GANNT Chart • Scope of Work/Process Work Flow Diagram • Acceptance test plan • Space requirement and organization, equipment, and installation plans • Production delivery schedule • Procedure on the acceptance and turn-over of records • Security and control procedures • Sign-off and acceptance procedures • Adequate manpower, scanner, network facilities, and PC workstations for scanning, indexing, QA/QC tools and uploading based on daily/weekly/monthly commitments for the project duration must be provided. • Provision of supervision and project management services, manpower, hardware and software needed for the entire duration of the digitization project: • Haulage of documents to and from records rooms to work site; • Grooming of the documents for scanning; • Scanning and re-scanning of both documents • Indexing of scanned documents and existing scanned digital files; • Quality assurance and control of scanned documents; • Uploading of digitized records • Copying of digitized records/images, including indexes in External Hard Drive which should be searchable and viewable • Supervision and provision of personnel for the regular uploading of received and accepted scanned records • Review of identified file classification, definition of indices and file naming formats and provide recommendation. • Provision of all tools and consumables necessary in carrying out their tasks and activities. • The prospective bidder should have completed at least 2 similar contracts which are related to DMS and digitization projects and the aggregate contract amount should be equivalent to at least 50% of the ABC, the largest of which must be equivalent to at least 25% of the ABC. • If the winning provider is the same as the existing/previous DMS, upgrading the server and software license is optional to accommodate additional system requirements which could be needed. DETAILED REQUIREMENTS The service provider shall comply with the requirements of PLM which should not be limited to the following: • Provision of a solution that shall include all grooming, scanning, conversion, enhancement and development tools, integration programs related to indexing, database build-up, provision of equipment and other related components, if any; • Must ensure that documents should be accessible inside and outside of PLM through internet using website with GUI and log in security. • System should be perpetual licensed and capable of at least 6 full access and 6 view only access or 12 concurrent users with no limit on count of user accounts and this will add to the existing license of 6 full access and 6 view access or 12 concurrent users. System should also be compatible to the existing Globodox DMS installed on the Server of PLM. 1. HRDO 2. OUR 3. OUSEC 4. ADMISSIONS OFFICE 5. ACCOUNTING OFFICE 6. ICTO • The license should allow the system to connect to an external application/software for possible retrieval & uploading of document through applicable API. • The service provider is expected to deploy its document scanning equipment, manpower, PC workstations and Server related resources needed to digitize or convert to searchable and archivable PDF/A format; • If there are existing digital records, the provider shall convert it to OCR supported PDFs and upload it to the server for free, creation of indexes, database and documents types as well. • Testing and calibration of equipment to ensure the highest quality of the image output prior to and during the actual production of images; • Provision of a matrix of all criteria for testing and calibration of all equipment using actual samples of existing documents of PLM which shall be submitted by the service provider and approved by PLM; • Formatting of all form-based documents in Portable Document Format Archive (PDF/A) and those used as reference in searchable PDF/A; • Auto-correction/setting of parameters such as, but not limited to, resolution, format, compression, skew, orientation, cropping, etc.; • Insertion of brittle and fragile documents in plastic sleeves prior to scanning to avoid damage; • Scanning of all documents except for obvious duplicate copies; for duplicate copies, select the version bearing the original signature/s; • Indexing of all digitized documents, quality assurance, and delivery of output; • Review and assessment of current inventory of digital records if those can be converted to multipage searchable and archivable PDF/A format; • Conversion of scanned documents/images to searchable and archivable PDF/A. If not possible, the original paper documents should be scanned and outputted to searchable and archivable PDF/A format; • The service provider should be able to provide/create index file in the format compatible/similar from the existing DMS to the new DMS; • Should actual volume be less than the estimated volume, PLM shall identify other documents for scanning which may be from other PLM offices/departments. If the actual documents exceeded the estimated volume, PLM has the option to extend the project duration. Cost per page shall be based on cost submitted by the service provider as part of their cost proposal. Cost per page will still be considered regardless of the condition, sizes, and format of the documents but careful and appropriate handling must be applied when scanning bonded or fragile documents. The service provider must be able to setup a system and submit a detailed solution proposal in compliance with the following works and services: a. Document Preparation and Grooming Retrieval of documents and digital files to be digitized/ formats to be converted. The service provider shall: • Accept an acknowledgement and transmittal list of all document batches received from PLM which shall be signed by both parties; • Enter or key-in information based on received acknowledgement and transmittal list in the project monitoring system to facilitate tracking of documents which PLM need to urgently borrow but are already in the possession of the service provider; • The service provider shall segregate documents to be digitized based on document types to be provided by PLM. • Return documents which will not be scanned shall be returned to the corresponding envelope. • Haul the documents/files/DVDs/external drives to the designated scanning area. Grooming of Documents The service provider shall: • Remove extraneous materials such as staple wires and paper clips; • Detach documents for scanning that are placed in fasteners; • Straighten folded documents; • Mend torn documents; • Segregate obvious duplicate copies; • Remove carbon paper; • Paste related small-sized documents in one page; • Piece-count the identified documents for scanning; • Segregate and inventory large format documents such as building plans; • Such works and services shall include job or lot assignment and controls, physical document sorting, unbinding, loosening, repairing torn pages, re-assembling and accounting of the individual pages that will be scanned; • Wires, clips and/or fasteners shall be removed before scanning; • Remove dust and dirt from source document prior to scanning; • Re-file documents in new envelopes or boxes if needed. New boxes and envelopes will be provided by PLM; Return of documents and digital files The service provider shall: • Re-file documents back to their original envelopes/ boxes/batch. • Return the documents to their original location with the assistance of the records custodian. • Turn-over documents or digital files on a regular basis using the same acknowledgement/transmittal report • Update the monitoring system to indicate return of documents or digital files. The PLM records custodian shall counter-check and verify the documents, digital files to be returned as to their completeness and condition. Other works/services • All pertinent documents, digital files shall be processed on-site and prepared systematically prior to the actual scanning or formation of the images. Such preparation shall include proper handling and recording of the basic inventory information. • Every page of documents and/or envelopes, DVDs or external drives shall be returned to their original sequence and condition at any given time. o Documents for scanning shall be physically and electronically batched in the manner that will ease the daily operations of the scanning, noting all possible controls so as not to affect the business operations of PLM. • Documents shall be returned to their original sequence, condition and location without damaging the source document. • The service provider will be liable for any damage to the original document. The penalty for damaged documents will be discussed with the records custodian and made part of the service contract. b. Scanner Calibration As the documents for scanning greatly vary in size, color, paper quality and text print quality, a series of test shall be conducted by the service provider to ensure the highest quality of the output image prior to and during the actual production of the images. A3 scanners, wide format scanners, and the like, shall be deployed depending on source document size. Such tests shall include, but not limited to, the following: Input Consideration: • Volume • Different document types, dimension, sizes and copies (original, duplicate, 1st-2nd non-carbonized copies, etc.) • Duplex capability • Clarity, presence of shades (colors), handwritten marks and/or lines • Black and white i-threshold/scaling required • Brightness and contrast levels Output Consideration: • Schedule/duration, capacity • Resolution in dots per inch (dpi) • Image file format/type • Automatic line removal • De-skewing, de-speckling • Output dimension • Level sharpening • Rotating • Intelligent filtering • Auto text orientation • Removal of bleed-through specially for thin documents, onion skins • OCR (optical character recognition) conversion for printed text in the document • Smudge, streak, line removal due to dust and dirt from source documents • Conversion from single page file to multipage searchable PDF, PDF-A c. Scanning Actual document scanning or formation of the images shall be done on-site at the Pamantasan ng Lungsod ng Maynila (PLM) in a location to be identified by PLM. The service provider shall be fully equipped with the necessary digital imaging equipment, technology, programming development, system procedures and resources needed that will support the production, management and use of all digital media. • Document scanning shall be bi-tonal for black and white documents and color for color documents. Flatbed scanner shall be used for delicate and fragile documents. Service provider must use plastic sleeves for fragile documents. • The service provider shall provide scanners of industrial or production-type capacity. • Scanned images shall be saved in multi-page searchable PDF and PDF-A file format with scanning resolution at a minimum of two hundred (200) dots per inch (dpi). • Handle mixed type and sizes of documents. Image Enhancement The scanning software to be used should provide, but is not limited to, the following image enhancement capabilities: Deskew Bar Code Detection Despeckle (Noise removal) Extended Bar Code Detection Color Detection Patch Code Detection Color Drop Out Blank Page Detection Color Deskew Black Overscan Removal Crop Binary Thresholding Invert Image Color Crop Erosion Half tone removal Smooth Image scaling Dilation Skeleton Streak Filtering As quality is of utmost importance in the digitization of the documents, the following criteria and processes shall be strictly implemented to ensure the preservation and retrieval of quality scanned document images: Quality Assurance • The service provider must establish a quality assurance unit that shall ensure the quality of the images. • Acceptance criteria for scanning and indexing shall be 100% accuracy for image scanned, converted/migrated and indices encoded. • The service provider must have a system to track the completeness of all hardcopy documents versus digital output. • Each range of pages or images shall be assigned with a unique range or batch name that will directly relate and create the link between the documents that are electronically and programmatically controlled. • One document with multiple pages is equivalent to one file. • A specialized program shall be utilized to review the individual images that are created during scanning. All poor quality or rejected images shall be detected and reported for re-scanning. • Said Departments shall assign personnel who shall perform quality checking. Training for PLM personnel • The service provider shall train the PLM Digitization Team on the use of QA/QC, System Configuration, Administration and monitoring/auditing tools. • The Service Provider shall provide a QA/QC tool and facility that must enable to tag acceptable and unacceptable images. A report shall be generated for acceptable and invalid images and shall be confirmed by the PLM Digitization Team members. • QA/QC must assess and tag images as invalid and re-queued for re-scanning and reindexing. After re-scanning shall the QA/QC delete the invalid images before uploading to DMS. Turn-around time for resubmission to QA/QC of invalid images must be within three (3) days from rejection by QA/QC. • An ageing report must be provided to indicate invalid images that were not re-scanned and reindexed within the three (3) day turn-around time requirement. • Facility to view images and index values simultaneously. • The index of the images must be customizable and must comply with the PLM Document-type indices • The service provider must establish a quality assurance unit for the indexing process to be able to identify and correct erroneous index. This can be done by incorporating different controls or field end checks, such as: Image accounting (to ensure all images are indexed) Completeness checking • The service provider shall install to PLM a Project Management and monitoring tools which will enable PLM to view the project update and progress. Re-Scan Management • The service provider must establish re-scan management units that shall handle all missing, rejected or images that are reported to be of poor quality. • Re-scan operators shall follow a report submitted by the quality inspectors on what documents shall be reproduced for each batch or job. Re-scan operators shall prepare a report on all re-scanned documents for a second pass to the quality checkers. d. Indexing – to be defined and agreed in the implementation plan based on: • Document type • PLM Taxonomy • Retention schedule and archiving • Box Number / Racks Records Room • Multiple indexing and full-text indexing are required to allow a wider scope of search and faster retrieval by selecting crucial data elements. The service provider must be able to provide both international and local industry standard data entry services to produce the multiple and full-text indexing requirement of the project. • The service provider shall key-in and provide the index fields indicated per document classification. The indexing software must have the capability to add more fields when necessary. The indexing software must be capable of full-page OCR and zonal OCR. • The different index fields or data elements shall be identified for each document type. • The encoding speed of the indexers shall be on the acceptable level and the quality should meet the minimum data accuracy rating of 99.5%. Any method may be introduced to achieve the acceptable goal, so long as they meet the quantitative and qualitative goals. • Index values must be stored in a database; and may be extracted in “bar-delimited” format. • Initial Indexes: 1. Accounting: Check Name, Check Number, Amount, Check Date, Disbursement Voucher Payee, Disbursement Voucher Number, Disbursement Voucher Gross Amount, BUR Number, BUR Account Code; 2. Admission/HRDO/OUR/OUSEC: Same as on previous/existing DMS. e. Image Loading • All scanned images and their respective indexes shall be burned and stored in external hard drive in two copies which should be searchable and viewable, one copy shall be retained in each department while the other copy shall be used in uploading in System • Each External Hard Drive shall be properly labelled as to its content. • The cost of the External Hard Drive shall be for the account of the service provider. • The service provider shall ensure the completeness of each batch of images that is being uploaded to the PLM repository. Total number of records, images and indexes should be viewed to assist PLM in the acceptance process. • PLM shall check the scanned output for the accuracy of the index information and image quality prior to uploading. f. Turn-over and Acceptance of Document Images • The service provider must test the quality of all digitized documents prior to turn over to the PLM for acceptance. • There must be a formal definition of the acceptance criteria for the digitization before the start of the project. • Both PLM and the service provider must jointly agree upon the criteria for acceptance, which must be contained in an Acceptance Test Plan. • This document shall be used as a basis for the final acceptance of the document images. The acceptance tests must be repeated until satisfactory results are obtained. • The service provider shall provide full inventory list of all scanned/re-scanned documents. • The service provider will pay a penalty of Php2,000.00 for every damaged or lost document if no longer readable/useful and any torn important content of physical document. • Acceptance Criteria for scanning and indexing services shall be 99.5% accuracy for image scanned and indices encoded. • Payment shall be based on the number of successfully uploaded documents. g. Work Schedule • The service provider shall work from Mondays to Fridays from 8:00 am to 5:00 pm including Saturdays, if necessary. • To intensify the accomplishment or expedite the project, the service provider may assign additional manpower and hardware resources, payment for which shall be shouldered by the service provider. • The service provider can request work schedule during weekends and holidays subject to PLM approval. CONFIDENTIALITY • The service provider must sign a confidentiality and non-disclosure contract including all personnel to be assigned in PLM. • The service provider must issue a Data Deletion Certificate upon acceptance of output by PLM. • The Data Deletion Certificate with PLM conformance will be a required attachment to the final invoice and acceptance report. • The Supplier must adhere to the Data Privacy Policy of PLM and the Data Privacy Act of 2012. • Cabinets will be provided for the service provider personnel so that no personal belongings, including cellphones shall be brought to the work area. • The service provider shall strictly implement rules, comply to PLM privacy policy, and prevent unauthorized copying/transfer of physical/digital documents. • The personnel of the service provider shall not be allowed access to the Internet while in the work area. OTHER REQUIREMENTS AND DELIVERABLES a. Vendor Qualifications • Make available to the PLM qualified and competent personnel with extensive knowledge and experience who will perform the project management and technical activities in this project; • Inform the PLM for any change in the project management team and shall provide the same requirements as mentioned above; • Assign an over-all Project Manager as the single point/contact person who will provide the necessary reports and updates related to the project. The Project Manager shall also be regularly reporting to the PLM Over-all Project Manager. • Assign employees who will act as the team leader and the alternate team leader who, in the absence of the team leader, shall assume its role; the team leader and alternate team leader shall be responsible for the day to day operation, reportorial requirements and shall act as the central coordinator between PLM and the service provider; • Ensure that all personnel assigned at PLM will manifest a high level of professionalism and competence while maintaining a high standard of moral and ethical conduct in the performance of their tasks and responsibilities; • Replace, when necessary, any personnel found to be wanting in competence, honesty, integrity, or whose continued employment may be deemed prejudicial to the interest of PLM; • Make it known to its personnel assigned at PLM that said personnel remain as employees of said company and that no employee-employer relationship shall exist between them and the PLM; • Conduct the necessary training and transfer of technology to the PLM personnel who will be responsible in scanning incoming records, and uploading of digitized records to PLM existing DMS; • Prepare regular accomplishment/progress reports using the web-based project monitoring system: and • Submit complete documentation in soft and hard copies of all services delivered, including all supporting documents necessary in the processing of their payment. b. On Project Management: • The winning bidder is required to deliver a Project Management Plan at the start of the project. PLM reserves the right to review and approve the plan. This plan will be used to track and manage the project. The winning bidder is required to submit regular status reports showing progress against plan. The proposal must indicate the delivery of this plan. • The Project Management Plan must include the proposed project milestones and output delivery schedule of the service provider. The schedule will be approved by PLM. • The proposal must also include a detailed resource plan that describes the Digitization implementation team’s composition. It should define the roles and responsibilities of each member and the number of man-days that will be required of each member. The resume of each team member shall be submitted as part of the detailed resource plan. • Likewise, an Acceptance test Plan shall be prepared to define the acceptance criteria. c. PLM shall: • Ensure the participation and cooperation of PLM Digitization Team members – Steering Committee, Project Implementation Team including assigned Records Custodian, QA and Acceptance Team, Secretariat, etc. • Ensure that the personnel of the service provider assigned are provided with a suitable space that has an appropriate work environment and basic office facilities. – tables, chairs and cabinets with locks, air-conditioning units, electrical outlets and secured rooms. • Performs QA on digitized files output by the service provider • Ensure that at least ten percent (10%) of each batch on a per External Hard Drive basis has been quality checked within fifteen (15) days from receipt of the External Hard Drive. However, if PLM encounters errors or defects within the one year warranty period, the service provider shall perform the re-work without any additional cost to PLM. d. Documentation The service providers shall provide documentations for the following: • Project Management Plan • Project Monitoring System Documentation • QA Tool Documentation e. Warranty and Support Services • The Proponent must have locally available qualified and experienced IT personnel who will provide assistance in the installation, implementation and fine-tuning of the system and tools. They must be located in Metro Manila and dedicated to this project. Technical and project management support shall be required until the end of the project. • At least 1-year warranty on workmanship, service, re-scanning, re-uploading, hardware replacement, and support. Warranty shall start after project completion. PENALTY The service provider undertakes to comply with the following timelines and penalty provisions: Description SLA PENALTY Project Mobilization and Kick-off Setup hardware, software, deploy project team and make operational all items specified in TOR within fifteen calendar (15) days upon receipt of Notice to Proceed. 1/10th of one percent (1%) of the total project cost shall be imposed per day of delay or a fraction thereof. Output Submission / Turnaround Time Complete the project within 270 calendar days as may be agreed upon by PLM and by the Service Provider 1/10th of one percent (1%) of the total project cost shall be imposed per day of delay. PAYMENT TERMS Payment shall be subject to applicable taxes. Percentage Description of Deliverables Progress Billing Upon acceptance of Project Management Plan in Project Kick-off and setup of hardware, software and peripherals in PLM. Actual volume of uploaded digitized documents in DMS to commence after receipt of Notice to Proceed (NTP), payment of each milestone of the contract price with the quota of 30%, 30%, and 40 % of estimated pages every 90 days uploaded to DMS, service provider must submit QA/QC certification from offices. Milestone 1 (30%): 772,920 pages within 90 days. Milestone 2 (30%): 772,920 pages within 180 days. Milestone 3 (40%): 1,030,560 pages within 270 days. Total pages of 2,576,400. We certify/confirm that we comply with the Technical Specifications as indicated with Section VII. Technical Specifications of the Bidding Documents. __________________________ __________________________ [Name and Signature] [in the capacity of] Duly authorized to sign Bid for and on behalf of _______________________________ [Company Name] Date: ___________________ Created by Ron Marr P. Evangelista Date Created 31/05/2024 The PhilGEPS team is not responsible for any typographical errors or misinformation presented in the system. PhilGEPS only displays information provided for by its clients, and any queries regarding the postings should be directed to the contact person/s of the concerned party. PAMANTASAN NG LUNGSOD NG MAYNILA
NAICS
Business Hardware Instruments and Related Products Manufacturing for Measuring Justice Specialized Freight (except Used Goods) Trucking Electric Power Transmission Web Search Portals Regulation Ventilation Financial Transactions Processing Securities Justice Highway All Other Support Services Pulp Gift Other Justice Accounting Machinery Regulation Highway Gift Commercial Colleges Colleges International Accounting Search Corporate Web Search Portals Colleges Highway Financial Transactions Processing Fastener Photographic Film Environment General Freight Trucking Management Other Justice Electroplating Agencies Ventilation Process Other Accounting Services Logging Metal Can Funds
CPVS
Tools Earthmoving and excavating machinery, and associated parts Repair, maintenance and associated services related to aircraft and other equipment System, storage and content management software package Scanners Clip, suture, ligature supplies Aggregates Parts of locks Servers Workstations Networks Wire Networking, Internet and intranet software development services Fasteners Control, safety, signalling and light equipment CT scanners Calendars Sections Slips Engineering, auxiliary, average, loss, actuarial and salvage insurance services Locks, keys and hinges Tags Boards Control, safety or signalling equipment for inland waterways Repair, maintenance and associated services related to marine and other equipment Stocks Racking Crops, products of market gardening and horticulture Repair, maintenance and associated services related to aircraft, railways, roads and marine equipment Training, workout or aerobic services Office, school and office equipment cleaning services Records Labels Document creation, drawing, imaging, scheduling and productivity software package Seals Control, safety or signalling equipment for parking facilities Command, control, communication systems Supports Document creation, drawing, imaging, scheduling and productivity software development services Control, safety or signalling equipment for port installations Command, control, communication and computer systems Paper, printing and bookbinding machinery and parts System, storage and content management software development services Cabinets Locks Forms Library, archives, museums and other cultural services Onions Networking, Internet and intranet software package Sleeves Lifting, handling, loading or unloading machinery Boxes Rings, seals, bands, sticks and grout packers Installation services of equipment for measuring, checking, testing and navigating Transfers Repair, maintenance and associated services related to roads and other equipment Monitors Bars, rods, wire and profiles used in construction Pressure-reducing, control, check or safety valves Logs Other services Staples, tacks, drawing pins Tables Bars Bearings Accounting, auditing and fiscal services Seats, chairs and related products, and associated parts Envelopes Control, safety or signalling equipment for roads Display cases Envelopes, letter cards and plain postcards Electrical, electromagnetic and mechanical treatment Repair, maintenance and associated services of vehicles and related equipment Chairs Scales Repair, maintenance and associated services related to personal computers, office equipment, telecomm... Security, fire-fighting, police and defence equipment Vegetable saps, extracts, peptic substances and thickeners Administration, defence and social security services Electronic, electromechanical and electrotechnical supplies Hardware Staples Tool parts Manuals Repair, maintenance and associated services related to railways and other equipment Control, safety or signalling equipment for airports Tables, cupboards, desk and bookcases Dates Tools, locks, keys, hinges, fasteners, chain and springs
UNSPSC
Logs Hardware Bearings Filters Scanners Software Scales Boards Calendars Paper clips Staples Display cases Awards Business cases Tags Labels Project management Bars Corporate states Employment Trade agreements Equipment cases Chairs Tables Vouchers Single room Case making services Quality assurance services Seals Aggregates Side table University Cleaning, sorting, and grading machine parts and accessories Boxes Fluorine-based medical imaging agents, media, and tracers Securities Table saw Clinical Chemistry Analyser, portable Kitchen set, varying sizes Tent, for office use Suction pump, manual Suction pump, electrical Clinical laboratory and toxicology testing systems, components, and supplies Training, Technical: Crew Resource Management, Emergency Procedures, Dangerous Goods Clinical laboratory and toxicology testing systems, components, and supplies
Regions
APEC Countries Asia
Sectors
Civil Works Pipeline Project Building Environment and Pollution-Recycling Automobiles and Auto Parts Non-Renewable Energy Supply Solar Photovoltaic PV Energy Security Services Bridges and Tunnels Banking-Finance-Insurance Postal and Courier Services Roads and Highways-Bridge Oil and Gas Infrastructure Law and Legal Printing and Publishing Services Cement and Asbestos Products Railways-Rail-Railroad Information Technology-IT Plastic and Rubber Education and Training Defence and Security Electricity Infrastructure and Tunnels Technology Hardware and Equipment Construction Energy-Power and Electrical Computer Hardwares and Consumables Steel Paper and Packaging Industry Laboratory Equipment and Services Healthcare Equipment and Services Aviation Electronics Building Material Construction Materials Marine
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