Jhpiego Corporation
RFQ/VI/2024/7661 - Firm required for warehousing and archiving of Jhpiego Islamabad data files
Jhpiego Corporation
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Posted date 16th June, 2024 Last date to apply 3rd July, 2024
Country Pakistan Locations Islamabad
Category Consultancy
Status Closed

Jhpiego is an International non-profit health organization affiliated with Johns Hopkins University, USA. For more than 40 years and in over 150 countries, Jhpiego has worked to prevent the needless deaths of women and their families. Jhpiego is dedicated to improving the health of women and families in developing countries.

Jhpiego intends to call for Sealed Quotation for warehousing and archiving of Jhpiego Islamabad data files. Please read below mentioned detailed description of items with detailed terms & conditions mentioned below before submission of your sealed quotation.

 

Sr. #

Services

Description/specification

Unit

Unit Price

Total Price

1.

Database Integration

  • Integration the document management system with the existing data of files and develop detail database of documents (e,g all vouchers data extraction from single file to database)

 

 

 

2.

Document Scanning  

  • Establish a process for scanning documents on a voucher-wise and document-wise basis and storing them in the system

 

 

 

3.

Software Development              

  • Structure: Develop a structured folder system to organize the scanned documents based on year, project, month, and book.
  • Search Functionality: Implement a robust search engine with advanced filtering options to enable efficient document retrieval.
  • User Interface Design: Design a user-friendly web-based interface for the document management system, ensuring easy navigation and document management capabilities.
  • Data Security: Implement robust security measures to ensure the confidentiality and integrity of the stored documents, including access controls and backup mechanisms.
  • Training and Documentation:   Provide comprehensive training to the users and prepare detailed documentation for the system's operation and maintenance

 

 

 

4.

Warehouse Storage

Implement a secure warehouse facility for the storage of physical documents and ensure the availability of documents at the office location within 24 hours on working days when needed. (Approximately 500 Files need to store in safe house). Establishment of application/software to access the required document with wide searching options.

 

 

 

 

Total cost

 

 

GST if applicable

 

 

Grand Total

 

NOTE: Kindly quote one-time cost and annual cost separately and at the end your offer must contain Grand Total.

 

Terms & Conditions for submission of quotations:

  1. Sealed Quotation must be submitted on company/organization’s original letterhead with signatures, date and company stamp.
  2. Quotation submitted through email and after due date/time will not be considered.
  3. NTN, GST and RFQ Reference number should be mentioned on quotation.
  4. Complete description/specifications of the goods/services
  5. Unit price must be quoted separately for each item/service
  6. GST taxes must be mentioned separately item wise, if applicable
  7. Withholding tax will be deducted from invoice as per applicable tax law of Govt. of Pakistan
  8. Rates should be quoted in local currency.
  9. Delivery time/schedule of supplies must be clearly specified.
  10. Warranty must be specified.
  11. Payment will be made through wire transfer/cheque within 1 month by max after delivery of items and submission of Invoice to Jhpiego Islamabad.
  12. Incomplete or partial bidding is not allowed.
  13. Jhpiego reserves right to accept/reject any bid/proposal with/without assigning any reason.
  14. Jhpiego reserves the right to add/reduce quantities.
  15. Technical Services Contract (TSC) will be issued to the supplier, who’s will be selected on technical & financial evaluation. 
  16. Detail Terms & Condition of the Purchase Order are attached with this RFQ as Annex-B.
  17. Sealed quotations should be submitted by hand or through courier at address mentioned above by COB July 03, 2024.

Thank you.

Operation Department

Jhpiego Corporation

Apply By:

Jhpiego Corporation

G106, NSTP Block, NUST University Campus

Sector H-12, Islamabad, Pakistan

Tel: 051-8355144 

[email protected] ( For queries only )

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