kud digitalization tender 23.12.13
TRANSCRIPT
Karnatak University
Dharwad, Karnataka
Tender For
Digitisation of Theses
Proprietary & Confidential This Tender Document is both confidential and proprietary to the Karnatak University and Karnatak
University reserves the right to cancel or recall the Tender in its entirety or in part thereof. Bidder(s) or
Applicants cannot, and agree that they will not duplicate, distribute or otherwise disseminate or make
available this document in its entirety or in part thereof, or the information contained in it without the
written consent of Karnatak University. Notwithstanding the foregoing, Bidder(s) or Applicants may make this document available to those
employees who have a need to know its contents in order to participate in the preparation of the response;
however, Bidder(s) or Applicants must first communicate the terms and conditions of this section to such
employees. Bidder(s) or Applicants shall not include or reference this TENDER in any publicity without prior
written approval from Karnatak University. Bidder(s) or Applicants must accept all of the foregoing terms and conditions without exception. All
responses to the tender submitted within the stipulated time will become the property of Karnatak
University and will not be returned. Disclaimer The information contained in this tender document or subsequently provided to Bidder(s) or Applicants
whether verbally or in documentary form by or on behalf of Karnatak University or any of their employees or
advisors, is provided to the Bidder(s) on the terms and conditions set out in this Tender Document and all
other terms and conditions subject to which such information is provided. This Tender Document is not an agreement and is not an offer or invitation by the Karnatak University to any
party other than the Applicants who are qualified to submit the Bids (“Bidders”). The principle (purpose) of
this Tender Document is to provide the Bidder(s) with information to support the formulation of their
Tenders. This Tender Document does not purport (claim) to contain all the information each Bidder may
entail (require). This Tender Document may not be apposite (appropriate) for all persons, and it is not
possible for the Karnatak University , their employees, or advisors to consider the investment objectives,
financial situation, and particular needs of each Bidder who reads or uses this Tender Document. Each Bidder
should conduct its own investigations and analysis and should check the accuracy, reliability and
completeness of the information in this Tender Document and where necessary obtain independent advice
from appropriate sources. Karnatak University, their employees and advisors make no representation or
warranty and shall incur no liability under any law, statute, rules or regulations as to the precision (accuracy),
reliability or completeness of the Tender Document. Karnatak University may in their absolute discretion, but
without being under any obligation to do so, update, improve or supplement the information in this Tender
Document.
NOTICE INVITING TENDER
Date: Dear Sir,
SUB: Digitisation of Theses for the Karnatak University Library, Dharwad, Karnataka – Request for
Proposal Regarding
Invites tenders from eligible tenderers for the digitization of theses. Two cover tender
procedure as per KTPP Act shall be allowed.
Bidders / Respondents are requested to send their requirements titling the query as
‘Clarification Regarding proposed Digitization of Theses at the Karnatak University’ and the
University may at its discretion direct an appropriate authority to respond to all such queries for
better understanding and clarification (if any).
Bidders / Respondents are requested to submit their bids as per the closing date i.e. at
hours. The bids will be opened on at Hours in the presence of University authorized Committee
members only.
In case of any further information, please contact University Librarian on phone no 0836-2742291 during office Hours. Further notification/Corrigendum/information regarding tender will appear in University Website only. Best Wishes.
Registrar
BACKGROUND NOTE
The Karnatak University Library was established in 1950 along with the university on a
small hall of Government Training College for men. Now it has independent building located behind
"Gandhi Bhavan" surrounded by beautiful natural greenery. The building has a carpet area of 4030 sq.
mtrs. It accommodates about 4 lakhs books in its four stack rooms and around 300 students at a time to
read in the reading halls of the library. Library also provides reading facility for physically challenged
student. A reading room near the entrance hall of library specially available for physically challenged
users.
BID DATA SHEET The schedule for online sale of RFP Document, Meeting with Parties and Online Submission of
RFP is given below:
Online Tender/TENDER document at From 16/12/2013 to
15/01/2014, 4:00 pm
Validity of offer/tender 90 days from date of submission
Opening of Technical bid 17/01/2014, 4:30 pm Opening of Financial Bid 24/01/2013, 4.30 pm
Tender Security (Earnest Money deposit) Rs.25,000=00 in the form of e-payment. For
instructions log into
http://eproc.karnataka.gov.in
NOTE 1: Karnatak University reserves the right, at its sole discretion, to adjust this schedule as it
deems necessary. Karnatak University will communicate any adjustment to the Schedule of Events
to the potential Service Providers from whom the University has received an offer/RFP. NOTE 2: The Financial Bid will be opened upon completion of the Technical Bid evaluation by the
University authorized Technical Evaluation Committee.
Secretary
GENERAL CONDITIONS FOR ELIGIBLE BIDDERS
Bidder must be a company registered under the Indian Companies Act
The bidders should have a minimum turnover of Rs. 50 Lakhs in the IT services or IT
consolatory services in the last three financial years.
The bidder should have recurred and executed at least one orders such as Digitization or
software development for University specifically Shodhaganga.
Performance Certificate/Satisfactory Service.
Bidders shall not be under a declaration of ineligibility for corrupt and fraudulent practices
issued by Government of Karnataka.
The Bidder shall ensure credit of Tender Processing Fee and EMD into the respective
receiving bank accounts of e-Procurement on or before the last date of bid submission.
The bidder is required to ensure browser compatibility of the computer well in advance to
the last date and time for receipt of tenders. The departments shall not be responsible for
non-accessibility of e-Procurement portal due to internet connectivity issues and technical
glitches.
EMD Payments through e-Payment mode shall be made as one single transaction and
payments made in part are liable for rejection.
Tenders from Joint ventures are not acceptable.
Conditional tenders will not be accepted.
The bidder shall bear all costs associated with the preparation and submission of the tender,
and the purchaser will in no case be responsible and liable for those costs.
The cost of the Tender Processing shall not be refundable.
The KUD is not responsible for any delay in accessing E - Procurement Portal.
The Bidders need to register with e-procurement portal and to obtain user ID and Password
for participating in the tender.
The EMD & Tender processing fee shall be paid through e-procurement portal only using
any of the four modes.
Bidders should upload the specification separately for which you are bidding optional.
The Karnatak University does not bind itself to accept the lowest bidder and this university
reserves the right to accept or reject any of the Tender or all the Bidders without assigning
any reasons.
The company should be profit making company for last 3 years.
The quoted price should be inclusive of all types of taxes (Service tax ,VAT, Sales tax),
customs duty, clearance charges, transportation, erection (commission), excise duty etc., &
all incidental charges as maybe applicable F.O.R KARNATAK UNIVERSITY,
PAVATENAGAR, DHARWAD 580003 KARNATAKA STATE,INDIA.
Interested Bidders can get the information through the following email address
www.eproc.karnataka.gov.in / www.kud.ac.in
FINANCIAL BID FORM (On the letter head of the Bidder)
Ref.No. Date:
To
The Registrar, Karnatak University, Pavate Nagar, Dharawada-580003
Sir,
Sub.: Digitization of Thesis
I/We have perused the tender document for subject assignment containing Terms of Reference given
in Tender document and other details and am/are willing to undertake and complete the assignments
as per terms and conditions stipulated in the tender document.
Our offer is inclusive of all taxes including service tax, incidentals, overheads, travelling expenses,
printing and binding of reports, all sundries, all other expenditure for execution of this
services/assignment covering all ‘Terms of Reference’ of the tender document is Rs…………………..
(i.e., in words Rupees ………………………………………………………).
I/We also agree with the phase-wise and percentage-wise payments as detailed in the
tender document.
This offer is valid for a period of 120 Days from the date of opening of the bid (bid due date).
Also find attached the breakup of the above mentioned total cost as per the format
provided.
The respondent should submit the overall cost of the project in the format specified below:
Sr. No.
Description of Work Total No. of Pages Scanned and OCRing
Rates Rs.
1.
Digitization Services: Scanning , de-skewing, cropping, de-speckling, OCRing ( for English text), Indexing, making TIFF, PDF for each thesis and backup of all TIFF & PDF in DVD
7.0 Lakhs
2. In the shodaganga prescribed file format (Refer Annexure I)
All Theses Scanned
3. Design and development of software using DSpace or Eprints (Open source) with shodaganga DC fields ( Refer Annexure I) and backup on RAID Drives
One
4. Unbinding and Binding of Theses if required All Theses Scanned
5. Uploading of these files to INFLIBNET repository All Theses Scanned
6. Annual Support for next 3 years for Database
Attach separate sheet, if required
Model is to be specified. Quote all possible models and the articles with all details. I hereby agree
to abide by the terms & conditions of this tender enclosed herewith &
duly signed by me. Place: Date:
Signature Name Rubber stamp
1. Technical Requirements
Digitization of Theses
1. The thesis to be converted in requisite format will be provided in hard bound volumes.
2. The output should provide in set of two DVDs i.e. one will contain Raw TIFF Images (includes
Thumbnail Image of Covering Pages of each thesis) and other enhanced, searchable PDF-A.
3. The output should be of acceptable readability, reasonable accuracy, consistent in term of tone and
color reproduction and use neutral common rendering for all images.
4. Sample images to be provided in different Modes (Black & White, Color, and Grey Scale) along with
the tender in DVD. Sample to be obtained along with tender. This will be part of Technical Bid.
5. The scanner should have minimum of 300 or more dpi (dot per inch) optical responses or resolutions
with [Bit depths: Bit, not less than 8-bit Grayscale, or 24-bit Color (True color)].
6. Image Enhancement – Basic Enhancement Raster cleaning, De-skew, De-Speckle Cropping & hole
removal etc., to be carried out on each images for optimum images clarity.
7. The PDF files should be compressed.
8. No cropping is allowed for Raw Image, the entire document has to be scanned for maintaining
original size and shape of the document.
9. The scanning specifications for text support - the production of a scan that can be reproduced as a
legible at the same size as the original (at 1:1, the smallest significant character should be legible).
10. Cleanliness of Work Area, Digitization Equipment, and Originals like Scanners, platens, and copy
boards will have to be cleaned on a routine basis to eliminate the introduction of extraneous dirt
and dust to the digital images. Many old documents tend to be dirty and will leave dirt in the work
area and on scanning equipment.
11. The final scanned copy in PDF-A should be legible, with completeness, image quality (tonality and
color), and the ability to reproduce pages in their correct (original) sequence.
12. Digital images should be created to a quality level that will facilitate OCR conversion to a specified
accuracy level. This should not, however, compromise the quality of the images to meet the quality
index.
13. The digitized images to be converted to searchable PDF-A format. The layout of the page should be
retained.
14. A file-naming scheme database - should be established prior to capture. The same will be provided
by Central Library KUD.
15. The master files contain final documents should be stored on DVD. It has been recommended that
High Quality DVD should be used for storing the document copy.
16. The metadata for each thesis should be captured and created using Dublin Core for specific fields to
be decided by as per INFLIBNET guidelines. (Annxture-I)
17. Uploading of digitized theses along with metadata on Virtual software or any Open Source Software
( Dspace or Eprints) at Central Library, KUD, Dharwad.
Scope of work Digital Library Project
The scope of work may vary scanning and digitization of theses to be completed
within three months after place of order and work will be allocated based on performance of the
vendor. The work involves scanning and digitization of theses.
The following goals and tools are listed in priority order of importance
1. Accurate imaging - use scanner controls and reference targets to create grayscale and color
images that are:
I. Reasonably accurate in terms of tone and color reproduction, without relying on color
management.
II. Consistent in terms of tone and color reproduction, both image to image consistency and batch
to batch consistency.
III. Reasonably matched to an appropriate use‐neutral common rendering for all images.
2. Color management – as a supplement to accurate imaging, use color management to
compensate for differences between devices and color spaces:
I. If needed to achieve best accuracy in terms of tone, color, and saturation ‐ use custom profiles for
capture devices and convert images to a common wide‐gamut color space to be used as the
working space for final image adjustment.
II. Color transformation can be performed at time of digitization or as a post scan/digitization
adjustment.
3. Post scan/digitization adjustment - use appropriate image processing tools to:
I. Achieve final color balance and eliminate color biases (color images).
II. Achieve desired tone distribution (grayscale and color images).
III. Sharpen images to match appearance of the originals, compensate for variations in originals
and the digitization process (grayscale and color images).
Digitization specifications for record types
The types are broken down into following main categories:
1. Textual documents
A. Thesis
4. Objects and artifacts. The scanning specifications for text support the production of a scan that can be reproduced as a legible
facsimile at the same size as the original (at 1:1, the smallest significant character should be legible). For
photographic materials, the tables are organized around a range of formats and sizes that influence
capture decisions.
Note: It is strongly recommend to digitize the original size of the records (i.e. no magnification, unless scanning from various intermediates). Many Windows applications will read the resolution of image files as 72 ppi by default and the image dimensions will be incorrect. Cleanliness of Work Area, Digitization Equipment, and Originals
Scanners, platens, and copy boards will have to be cleaned on a routine basis to eliminate the
introduction of extraneous dirt and dust to the digital images. Many old documents tend to be dirty and
will leave dirt in the work area and on scanning equipment.
Cropping
No cropping is allowed, the entire document has to be scanned. A small border should be visible around
the entire document or photographic image.
Note: If there is important information on a mount or in the border of a negative, then scan the entire
mount and the entire negative including the full border.
Backing reflection
Backing all originals with a bright white opaque paper is necessary for better scanning result. Black
backing is allowed to use in some cases, black can be used to minimize bleed-through from the back.
Another option is to photograph the encapsulated/sleeved document first and then scan the
photographic intermediate.
Compensating for Minor Deficiencies
Scanning at higher than the desired resolution and re sampling to the final resolution minimizes certain
types of minor imaging deficiencies, such as minor color channel mis registration, minor chromatic
aberration, and low to moderate levels of image noise.
Scanning Text
The most basic requirements for preservation digitization of text-based materials, this level of
reproduction is defined as a “faithful rendering of the underlying source document” as long as the
images meet certain criteria. These criteria include completeness, image quality (tonality and color),
and the ability to reproduce pages in their correct (original) sequence. Optical character recognition,
the process of converting a raster image of text into searchable ASCII data.
Digital images should be created to a quality level that will facilitate OCR conversion to a specified
accuracy level. This should not, however, compromise the quality of the images to meet the quality
index.
File Naming Scheme
A file-naming scheme should be established prior to capture. File names can either be meaningful or
non-descriptive .File names should be as per the shodhaganga programe (Annexure-III):
Metadata Standards & formats
INFLIBNET Centre has simplified the submission process with one-page, one-form submission with almost all mandatory fields. While some of the fields can be selected from drop down box, other fields should be filled in with care. For e. g. in Title text box, first letter is in capital and all other letters are in small case, except in case of proper nouns. For example: "Involvement of nitric oxide (NO) and associated bimolecular in sunflower seedling growth in response to salt stress". The basic DC sets consists of 15 elements and the qualified set has 31 elements in Shodhganga as shown below. However, the Annexure I metadata elements are used to describe essential elements of the thesis submitted to Shodhganga:
Storage requirements The master image files be stored on hard drive systems with a level of data redundancy such as RAID drives, rather than on any Flash Drive.
An additional set of images with metadata stored on an Write once Height quality DVD is recommended
and a backup copy should be stored offsite. Regular backups of the images onto tape from the RAID
drives are also recommended. A checksum should be generated and should be stored with the image
files.
It is strongly recommend not using inexpensive or non‐brand name DVD’s.
Minimum Steps involved in Digitization Process
Two separate copies to be maintain of scanned document 1st
copy will be as it of original document
without any modification to it in TIFF format and 2nd
copy will be used for further process.
Step-I
Duplicate checking of the books to be scanned: Creation of Metadata information as per the sub-sets of
Dublin Core in the given format.
Step-II
Scanning the images using the agreed resolution and providing the data in the requisite formats, i.e. tiff,
.PDF etc.
Step-III
Cleaning of images (removing black noises around the text) Skew correction to make the image straight)
De-Speckle (removing of small dots between the text) providing the Equal margin all around the text
and maintain Same Page Size as per original for all pages of each thesis. Note: No cropping is allowed.
Step-IV
Extracting text from the images converting to Searchable PDF with 98% accuracy of text. Creating links
within each PDF from call-out to the destination for intra document maneuverability. Graphics should
have their enhanced grayscale/RGB look in the final output.
Step-V
Storing and maintaining back-up, verification of backup and status reports on daily basis is required. (as
suggested by the KUD Library on Hard disks and provide backups on DVD. ) The master image files be
stored on hard drive systems with a level of data redundancy such as RAID drives, rather than on any
Flash Drive. An additional set of images with metadata stored on an Write once High quality DVD is
mandatory and a backup copy should be stored offsite. Regular backups of the images onto tape from
the RAID drives are also recommended. A checksum should be generated and should be stored with the
image files.
Inexpensive or non‐brand name DVD’s will not be allowed in this project.
Infrastructure
All infrastructure Hardware-including Desktop computers, scanners and other equipment’s and all
software to carry out the work of digitization are to be arranged by the agency at their own cost.
Other Responsibilities of the executing agency
Besides scanning and digitizing the collection, maintaining records and generating regular progress
reports, the other major responsibilities of vendor are as under:
1. Maintaining confidentiality about work
2. Safe handling of theses (as these are rare available in single copy and can not be recreated).
While handling these, proper care is to be taken, so vendor should deploy only experienced
scanning operators. In case of any negligence the vendor may be penalized.
3. Handling and maintenance of the hardware installed by the agency will be the responsibility
of the agency
4. In case of any damage to content, same should be informed to the KUD LIBRARY without
delay by the agency.
To provide all upgrades and patches for Selected Digital Library Software free of cost during the
warranty period.
Confidentiality Agreement
An agreement will be signed between the KUD LIBRARY and the agency for maintaining confidentiality of
work as per the terms and conditions provided herein.
Payment
90% payment shall be made on monthly basis on receipt of bill after verification of the work
executed and rest after completion of project. The verification and payment may take up to 45 days.
Performance Guarantee
Successful vendor shall be required to execute performance guarantee @ 10% of work order
value at the time of award of contract, by way of bank guarantee. This performance guarantee shall be valid
for a period of sixty days beyond the date of completion of all contractual obligations of the vendor.
Cancellation of Contract:
In the event of assigned work being carried out by the vendor not found satisfactory by the KUD, the contract
would be liable to be terminated and the KUD shall have right to get the remaining work carried out from
another vendor.
I hereby agree to abide by the above stated terms and conditions.
Place:
Date: Signature of Agency
with
stamp.
Annexure – 1
SI. DC Field Qualifier Descriptions
1 title Title of the thesis along with subtitle.
2 title alternative Alternate title, if any, of the thesis
3 creator researcher Main reponsible person of the “work”, mostly the
research work
4 subject keyword If subject keywords drawn from the thesis title
and abstract.
5 description abstract Abstract of the thesis
6 description note Any information available in the thesis for the
7 description release In case any errata etc. released by the re searcher.
8 contributor guide Repeatable, in case of co-guide
9 publisher place Place of the publication
10 publisher university Name of the publisher, mostly the name of the
university that granted the Ph.D. award.
11 publisher institution Name of the institution, mostly the name of the
institution that granted the Ph.D. award.
12 date registered Ph.D. registration date
13 date completed Ph.D. completion date
14 date awarded Ph.D. awarded date. According to ISO 8601 dates
YYYY-MMDD
15 type dcmitype (Text/ETD, Software, Moving Image) will be
selected from the dropdown
16 format medium PDF file, Image file, Text file, etc. (to be auto
identified by System)
17 format extent Pagination details in case of text, bytes in case of
software and duration in case of moving image.
18 format dimensions Size of the dissertation
19 format accompanying
material
Accompanying material, if any, released with the
thesis. Mandatory, if available.
20 identifier uri Uniform Resource Identifier. Mostly the URL.
21 identifier thesis number Thesis number, if any, is provided by the
INFLIBNET Centre to the thesis.
22 identifier handle Handle number, if any provided to the thesis (as
case of DSpace).
23 source uri If the thesis is harvested from the online source
24 source university If the thesis is submitted by the university.
25 source selfsubmission If the thesis is submitted by the research scholar
himself/herself
26 source guidesupervisor If the thesis is submitted by the research guide/
supervisor
27 source inflibnet If the thesis is submitted by the INFLIBNET
Centre.
28 language Language of the thesis
29 relation Any other relation with the thesis available
30 coverage spatial Time period or region related coverage
31 rights Copy right of the thesis. Mostly copy right lies with
the university/institution.
Table 2: DC fields for Shodhganga
Check list for Eligible Bidders
S.
No. General Term and Conditions Yes No
1. Bidder must be a company registered under the Indian Companies Act
2. The bidders should have a minimum turnover of Rs. 1 Crore in the IT services or
IT consolatory services in the last three financial years.
3. The bidder should have recurred and executed at least one orders such as
Digitization or software development for University specifically Shodhaganga.
4. Performance Certificate/Satisfactory Service from govern
5. Bidders shall not be under a declaration of ineligibility for corrupt and fraudulent
practices issued by Government of Karnataka.
6.
The Bidder shall ensure credit of Tender Processing Fee and EMD into the
respective receiving bank accounts of e-Procurement on or before the last date of
bid submission.
7.
The bidder is required to ensure browser compatibility of the computer well in
advance to the last date and time for receipt of tenders. The departments shall not
be responsible for non-accessibility of e-Procurement portal due to internet
connectivity issues and technical glitches.
8. EMD Payments through e-Payment mode shall be made as one single transaction
and payments made in part are liable for rejection.
9. Tenders from Joint ventures are not acceptable.
10. Conditional tenders will not be accepted.
11.
The bidder shall bear all costs associated with the preparation and submission of
the tender, and the purchaser will in no case be responsible and liable for those
costs.
12. The cost of the Tender Processing shall not be refundable.
13. The KUD is not responsible for any delay in accessing E - Procurement Portal.
14. The Bidders need to register with e-procurement portal and to obtain user ID and
Password for participating in the tender.
15. The EMD & Tender processing fee shall be paid through e-procurement portal
only using any of the four modes.
16. Bidders should upload the specification separately for which you are bidding
optional.
17.
The Karnatak University does not bind itself to accept the lowest bidder and this
university reserves the right to accept or reject any of the Tender or all the
Bidders without assigning any reasons.
18. The company should be profit making company for last 3 years.
19.
The quoted price should be inclusive of all types of taxes (Service tax ,VAT,
Sales tax), customs duty, clearance charges, transportation, erection
(commission), excise duty etc., & all incidental charges as maybe applicable
F.O.R KARNATAK UNIVERSITY, PAVATENAGAR, DHARWAD 580003
KARNATAKA STATE,INDIA.
Documents to be enclosed
1. VAT/ Certificate
2. Company Registration Certificate
3. Service for Certificate
4. Last 3 years Balance Sheet
5. Last 3 years Income tax paid receipt
6. Previous work done Certificate
7. PAN of Firm/company
8. Acceptance of legal terms & conditions.