Introduction

Scope of Work

 They are usually responsible for entering data into different computer
databases, manage and maintain effective record keeping. In addition, they
may be responsible for organizing files, collecting and managing data to be
entered into the computer.
 The entire correspondence and activities of the people deputed for work must
be stored in the data base of Coimbatore City Municipal Corporation for
retrieval analysis, querying and review. The tenderer has to submit a report on
monthly basis as per the requirements of the Coimbatore City Municipal
Corporation. The service has to be provided seamlessly without any disruption.
The database and all the data generated by this process will be owned by the
Coimbatore City Municipal Corporation only.

 The proposed architecture of the system shall be centralized and all data will
be on server only. The users of the department shall have access to it on the
basis of user name and password including that of Document Management
System.

 The successful bidder shall carry out the digitization process by Indexing and
Retrieval ready entry into Document Management System, and Data Entry in
customized develop a web portal. The bidder shall also develop ingenious
document management system. The successful bidder shall arrange requisite
hardware, storage devices and desktops to carry out the digitization of the
documents in consultation with the department. The successful bidder shall
carry out data entry in Tamil and English only.

 The bidder shall bring the required manpower and tables /chairs if required for
the activities.

 The Data Entry work will be done in the premises of Birth and Death Record
Room where space and power shall be provided by Coimbatore Corporation.
Receive physical Birth & Death Registers (year-wise, ward-wise) from CCMC
records section. Verify completeness of records before commencement.
Coimbatore Corporation nominated/delegated authority will carry out quality
checks periodically. The accepted digitized records shall have to be ported to
the server provided by the Coimbatore Corporation.

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 The successful bidder shall have to provide necessary software including the
necessary database software to maintain, archive, retrieve and manage the
digitized documents.

 Payments shall be made on Pro-Rata basis, of error-free data entry into the
server subject to verification by Coimbatore Corporation.

 The data entry will broadly cover following functional areas;

Birth Certificate:
Ward No, Date of Birth, Birth Registration Date, Child Name, Sex, Father
Name, Father Aadhar No, Mother Name, Mother Aadhar No, Place of Birth,
Address of Parents at the time of birth of the child, Permanent address of the
parents, Registration Number and remarks

Death Certificate:
Ward No, Date of Death, Death Registration Date, Name, Sex, Father Name,
Father Aadhar No, Mother Name, Mother Aadhar No, Place of Death, Address of
the Deceased at the time of death, Permanent address of Deceased,
Registration Number and remarks

 Provide necessary software to store, retrieve, search, access, maintain and

 100% accuracy ensured by double entry & validation.

 Post digitization process activities including handing over of physical Birth and
Death register of Form 24 & Form 4 and other documents provided to the
Coimbatore Corporation.

 Imparting training to the staff of the department. The successful bidder would
be required to train office staff of the Birth and Death Record Room to use the
software system provided by the bidder, to retrieve documents quickly and
efficiently in future.

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 Technical Bid (Eligibility Criteria)

S. Supporting documents to be
Eligibility Conditions
No submitted by the Bidder
1. The Bidder(s) should be registered as a (i) In case of Private / Public
company/ LLP/ Partnership in India as per Limited Companies, -Copy of
Company Act/ LLP Act/ Partnership Act and Incorporation Certificate issued by
should be existing over the past 5 years, as the Registrar of Companies.
on date (ii) In case of Partnership Firm -
Copy of LLP Registration/
Registered Partnership deed • Copy
of GST Registration certificate
2. The Bidder(s) should be registered legal Copy of PAN, copy of GST, last 3
entities in India and should be registered with year GST filing documents
the tax authorities
3. The Bidder(s) should have the following valid The sole bidder / lead bidder and
-live certifications as on date of bid the consortium member should
submission. submit following documents
• ISO 27001 certification or higher or • ISO 27001 or higher/equivalent
equivalent certification or certificate to be submitted
• ISO 9001:2008 certification or higher or or
equivalent • ISO 9001:2008 certification or
higher or equivalent (Quality
Management) certificate to be
submitted
4. The bid can be submitted by a Lead /Sole Consortium agreement to be
Bidder only. In case of Consortium, the same submitted in the given template
shall be limited to two members in total
(Lead + 1 Consortium). Including the Lead
Member.

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5. Bidder should have a minimum annual The bidder must enclose copies of
financial turnover not less than 6 Crores for the audited balance sheets &
the last three financial years (2021-22,2022- profit/loss Certificate for the last
23 & 2023-24). three financial years (2021-22,
The Bidder shall furnish audited financial 2022-23, and 2023-24), certified by
statements for the last three years, audited a Registered Chartered Accountant
by a Chartered Accountant, which include
Profit and Loss Account, Balance, sheet and
certificates regarding contingent liabilities.

6. The bidder should have prior experience in The bidder must enclose a copy of
successfully executing similar nature of work work order/ experience.
involving birth and death data entry or
handling birth and death-related tasks in
Corporation or Municipality offices.
7. Bidder Should have successfully executed The bidder must enclose copy of work
data entry of more than 1,00,000 records completion / experience /
through customized software and mobile performance certificate from required
applications as part of various government board.
and private sector projects.
8. Bidder should have successfully executed a The bidder must enclose a copy of the
single white color manpower supply project completion /experience /performance
valued not less than 3 crores in any state / certificate, issued by an officer of
Central Government departments, Boards, Executive Engineer level or above
Undertakings, Local Bodies, Public Sector
units in the last 5 years.

9. The bidder should submit EPF and ESI The bidder Must enclose ESI, PF
registration certificate last paid certificate Registration Certificate and Proof of
minimum 100 No of staffs. minimum 100 staff members enrolled
in EPF and ESI, along with the latest
payment certificate.
10. Bidders should have established offices Valid Rental Agreement or Landline
anywhere in Coimbatore. bill in bidder’s name and copy of GST
certificate
11. Bidder / Company Should have register in The bidder must enclose the Copy of
Tamil Nadu Labour Department register in Tamil Nadu Labour
Department Certificate

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12. All Annexure The bidder Must Enclose the All-
Annexure format
13. All Certificate should be notarized All Certificate should be notarized

14. The Bidder must sign in the tender documents The bidder must sign in the tender
all pages documents all pages
Note:
• Necessary documentary evidences for each of the above, failing which the
tender will not be considered.
• All Certificates Should be notarized

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