FHI360
THE SCIENCE OF IMPROVING LIVES
REQUEST FOR PROPOSAL FOR PROVISION OF PROJECT ‘S DOCUMENT ARCHIVE DIGITALIZATION
A. BACKGROUND
Family Health International (FHI360) is a not-for-profit human development organization dedicated to Improving lives in lasting ways by advancing integrated, locally driven solutions. Our staff includes expert in health, education, nutrition, environmental, economic development, civil society, gender equality, youth, research and technology – creating a unique mix of capabilities to address today’s interrelated development challenges.
FHI360 Nigeria Country Office is desirous to enhance its project’s document archiving system through digitalization. We are hereby seeking qualified and interested vendors to outsource the Archive Digitalization. Interested bidders are required to submit their cost/quote for the outsourcing service as instructed Section E below.
B. SCOPE OF WORK
The successful bidder(s) will own and provide all equipment, software and staffing required scanning, index and storing several millions of manually filed documents (5mllion paper documents as at present count) into an existing online Sharepoint site. The digitization project will require that the present manual storage process and nomenclature be replicated in the electronic method of storage and archiving. All tasks will be conducted on FHI360’s premises in Abuja.
THE SELECTED CONTRACTOR(S) WILL PROVIDE THE FOLLOWING:
Services:
1. Document Preparation: This entails the collection and sorting of documents according to the method by which they will be stored. Also it requires treatment of damaged papers, removal of staple pins, straightening etc in order to make them ready for scanning.
2. Scanning: Paper documents will be converted into electronic form using high volume and high speed scanners for the backlog and desktop scanners for incoming new records. These will be scanned into a central storage location and will be accessible only to authorized users.
3. Indexing: An application will be used to enter index records that will be used to search for a particular document. Structured and unstructured documents already scanned will be stored into electronic cabinet which can be searched by only authorized personnel.
4. Validation: This process is to crosscheck all entries made to the indexing of the document and ensure that they are correct.
5. Storage: Transfer indexed documents and their metadata into our online sharepoint site.
6. Return: Processed documents will be placed back to the same location from where it was lifted.
HARDWARE:
Contractor(s) will own and provide all equipment required to complete the task within the specified timeline. Equipment will be retrieved at the completion of the project.
Project Management and Staffing:
Contractor(s) will submit a project management plan itemising staffing inclusive of Supervision and verification plans and shift duties required to process up to five (5) million documents in four (4) weeks.
TRAINING:
Contractor(s) will provide training for necessary staff on the retrieval of processed documents.
C. EVALUATION FACTOR & SELECTION CRITERIA
Please review the table below for the required components of all proposal submissions.
Evaluators will neither make assumptions nor draw inferences regarding missing or incomplete information. The submission of incomplete information could result in the rejection of the proposal.
No. Proposal Requirement 1 Company profile with registered address, functional email address and telephone number, point of contact for the entity 2 Evidence of company registration (i.e. Certificate of incorporation, form CAC7 & CAC2). 3 Evidence of tax payment for the last three years 4 Evidence of past performance of similar Archive Digitization projects that include high volume document scanning and indexing for INGO, Government and any other corporate institutions. Evidence should include copy(ies) of the approved purchase order(s),contracts and evidence of completion that is, signed delivery notes or Job CompletionCertificate of similar jobs) done in the last 3 years 5 Three professional references, including name, phone number and organization that can attest to satisfactory performance in previous similar supply or related services 6 Contractor(s) will submit a project management plan itemising staffing inclusive of Supervision and verification plans and shift duties required to process up to five (5) million documents in four (4) weeks
Bidder should ensure that all requested information above are included in the submission. Proposals will be evaluated based on conformity to proposal requirement as listed above, bidders’ experience in similar services, delivery timeline, price and payment terms.
D. CLARIFICATION
Bidders must submit request for any clarification and further information concerning this solicitation in writing via email to quotations.Nigeria@fhi360.org not later than 5pm, Monday March 9th, 2020
The title/subject of your email enquiry must be “Provision of Project Document Archive Digitalization”
E. SUBMISSION OF PROPOSAL
Complete bidding documents including company profile/Proposal Requirement and costing for the service must be submitted in a sealed envelope, signed by the authorized representative of the bidding company to the below address on or before 5 pm, Monday, March 16th, 2020.
Envelopes should be labelled “RFP for Provision of Project Document Archive Digitalization”
The Procurement Committee FHI360, Godab Plaza, 1073A-1, JS Tarka Street, Area 3 Garki Abuja, Nigeria
PLEASE NOTE:
Any proposal received by FHI360 after the deadline for submission stated herein shall be disqualified
FHI360 anticipates awarding multiple contracts but reserves the right to terminate the RFP or negotiations at any time prior to award:
Issuance of this RFP in no way constitutes a commitment by FHI360 to award a contract. FHI
360 reserve the right to vary any part of the RFQ at the time of prior to award if it becomes necessary.
FHI360 is Value added tax (VAT) exempt, but charges Withholding Tax (WTH) in compliance with Relevant Nigerian laws.
