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RFQ # BCDA-2012-1732: One (1) year Scanning Services for Large Format Documents
Status:
Awarded 
TERMS OF REFERENCE
Electronic Conversion of Large Format Documents of BCDA
The Records Management and Office Services Division (RMOSD) will implement the PDF conversion of BCDA Document Archives.
This project will enable RMOSD to search and retrieve various documents through a database in a faster and more efficient way.
I. The Approved Budget of the Contract is P500,000.00.
II. Objective of the Project
To convert into electronic format (PDF, JPEG, etc.) documents with sizes A3 or larger from the BCDA Archives. Estimated number of documents is around 100,000 sheets.
III. Scope of Work / Procedure:
1. Mobilization – The Contractor shall collect BCDA’s Large Format Documents to the office address or the scanning site of the Contractor;
2. Document Preparation – Contractor shall unbind or remove any fastener to the document;
3. Scanning – Imaging of Document by Contractor;
4. Saving – The Contractor shall save the file into an external USB drive provided by BCDA;
5. Deletion – The Electronic File of the scanned document shall be deleted from the Contractor’s computers;
6. Document Return – the Contractor shall return the Document to its original state (i.e., stapled, bound, or fastened, with the corresponding page order);
7. The Contractor shall return the Documents to its original location in the BCDA archives;
IV. Term and Effectivity
The engagement of Services shall be for a period of one (1) year reckoned from the date of receipt of the Notice of Award issued by the BCDA, or until such time that all the documents are scanned, whichever comes first.
The CONTRACTOR shall be engaged to render contracted services to RMOSD and shall report directly to the Records Division’s Chief Administrative Officer.
V. Qualifications of the Contractor
The Contractor must be a reputable Document Scanning or Imaging Company with at least three (3) years business operation.
The contractor must have undertaken at least two (2) similar projects from reputable firms.
VI. Contract Term
The contract shall remain in force and effect for a period of one (1) year and effective until the full delivery of the requirement and acceptance by the BCDA set forth in the TOR, but not exceeding a period of six (6) months after the one-year contract period.
VII. Confidentiality
The CONTRACTOR warrants the full confidentiality of all information gathered for this CONTRACT given by the BCDA, unless the latter indicates the contrary. The CONTRACTOR shall not disclose any communication disclosed to him for the purpose of this Service. After the completion of the CONTRACT, all materials, data, and other related documents provided must be returned to the BCDA within 60 days from receipt thereof.
Because the CONTRACTOR has access to highly confidential information, unless indicated as contrary, his violation of any of the above-stated provisions shall be punishable under Art. 291 of the Revised Penal Code on revelation of secrets with abuse of office and other applicable penal and civil laws.
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Electronic Conversion of Large Format Documents of BCDA
The Records Management and Office Services Division (RMOSD) will implement the PDF conversion of BCDA Document Archives.
This project will enable RMOSD to search and retrieve various documents through a database in a faster and more efficient way.
I. The Approved Budget of the Contract is P500,000.00.
II. Objective of the Project
To convert into electronic format (PDF, JPEG, etc.) documents with sizes A3 or larger from the BCDA Archives. Estimated number of documents is around 100,000 sheets.
III. Scope of Work / Procedure:
1. Mobilization – The Contractor shall collect BCDA’s Large Format Documents to the office address or the scanning site of the Contractor;
2. Document Preparation – Contractor shall unbind or remove any fastener to the document;
3. Scanning – Imaging of Document by Contractor;
4. Saving – The Contractor shall save the file into an external USB drive provided by BCDA;
5. Deletion – The Electronic File of the scanned document shall be deleted from the Contractor’s computers;
6. Document Return – the Contractor shall return the Document to its original state (i.e., stapled, bound, or fastened, with the corresponding page order);
7. The Contractor shall return the Documents to its original location in the BCDA archives;
IV. Term and Effectivity
The engagement of Services shall be for a period of one (1) year reckoned from the date of receipt of the Notice of Award issued by the BCDA, or until such time that all the documents are scanned, whichever comes first.
The CONTRACTOR shall be engaged to render contracted services to RMOSD and shall report directly to the Records Division’s Chief Administrative Officer.
V. Qualifications of the Contractor
The Contractor must be a reputable Document Scanning or Imaging Company with at least three (3) years business operation.
The contractor must have undertaken at least two (2) similar projects from reputable firms.
VI. Contract Term
The contract shall remain in force and effect for a period of one (1) year and effective until the full delivery of the requirement and acceptance by the BCDA set forth in the TOR, but not exceeding a period of six (6) months after the one-year contract period.
VII. Confidentiality
The CONTRACTOR warrants the full confidentiality of all information gathered for this CONTRACT given by the BCDA, unless the latter indicates the contrary. The CONTRACTOR shall not disclose any communication disclosed to him for the purpose of this Service. After the completion of the CONTRACT, all materials, data, and other related documents provided must be returned to the BCDA within 60 days from receipt thereof.
Because the CONTRACTOR has access to highly confidential information, unless indicated as contrary, his violation of any of the above-stated provisions shall be punishable under Art. 291 of the Revised Penal Code on revelation of secrets with abuse of office and other applicable penal and civil laws.
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| Other Information |
| Submit in a sealed envelope: Quotation for: (Title and Reference Number) Address to: Procurement Division, BCDA, 2/F Bonifacio Technology Center, Bonifacio Global City, Taguig City. 1. Original Quotation (signed). 2. Certified True Copy (signature over printed name) of SEC Registration or DTI 3. Proofs of contracts (ie. NOA, PO with SI or DR duly acknowledged by the buyer) for at least three (3) similar completed projects in the past three (3) years, each with an amount of at least 50% of the proposed project. BCDA reserves the right to accept or reject any or all of the quotations to waive formally therein, or to accept quotation/s as may be considered most advantageous to the govt or to pursue appropriate legal action should the winning bidder refuse to accept the award without justifiable reason/s. BCDA reserves the right to reject the proposal of any proponent who: a. does not offer the required services as provided for in this Terms of Reference; b. is discovered to have suppressed, disclosed or falsified information; or c. failed to satisfactorily perform/complete any contract previously taken. For queries regarding TOR, pls look for Mr. Aris Guerrero of Records Div, GSD, tel no. 575-1700 local 1788 |
Publication Date: August 02, 2012 | Category: Goods