May 2016 Expression of Interest Digitization, restoration and metadata tagging of Film, photographs, song booklets etc. National Film Archive of India, Ministry of Information and Broadcasting, Government of India Law College Road, Pune 411 004.
Table of Contents 1 Schedule details... 3 2 Preamble... 4 3 Instruction to Bidders... 4 3.1 Completeness of Response... 4 3.2 Proposal Preparation Costs... 5 3.3 Signing of Communication with the NFAI... 5 3.4 Amendment of EoI Document... 5 3.5 NFAI s right to modify submission deadline... 6 3.6 NFAI s right to terminate the process... 6 3.7 Submission of Responses... 6 3.8 Short listing Criteria... 7 3.9 NFAI Rights to accept / Reject any or all Proposals... 7 4 Scope of Work... 7 5 Prequalification... 9 6 Evaluation of the organizations / agencies...10 7 Details to be submitted by the bidder...11 Page 1 of 11
Abbreviations GoI Government of India NFAI National Film Archive of India NFHM National Film Heritage Mission FIAF International Federation of Film Archives EoI Expression of Interest RFP Request for Proposal CM Centimeter DPI Dots Per Inch Page 2 of 11
1 Schedule details Sr. No Particulars Remarks 1 Cost of the EoI to be paid in form of a Demand Draft from any schedule commercial bank in name of Administrative Officer, NFAI payable at Pune Rs. 500 /- 2 Release of EoI 3 rd May, 2016 3 Submission of queries 10 th May, 2016 4 Response to queries 12 th May, 2016 5 Clarification meeting with agencies 18 th May, 2016; 4pm 6 Last date for submission of EoI response 25 th May, 2016 7 Presentation of the shortlisted agencies 26 th May, 2016; 3pm 8 Correspondence details Shri. Santosh Ajmera, IIS, Officer on Special Duty, National Film Heritage Mission, Contact (020) 25671569 Email ID - osdnfhm@gmail.com 9 Submission details National Film Archive of India, Law College Road, Pune 411 004 Page 3 of 11
2 Preamble The National Film Archive of India (NFAI) was established in February, 1964 as a media unit of the Ministry of Information & Broadcasting, Government of India. The mission of NFAI is to safeguard the heritage of Indian Cinema for posterity and act as a Center for dissemination of healthy film culture in the country. NFAI has a very large collection of film and non-filmic material relating to every period and era of Indian cinema. NFAI has a collection of approx. 1,32,000 film reels, 1,50,000 photos, 22,000 posters, 13,000 song booklets, 3,000 pamphlets, 1,00,000 press clippings, and 29,000 books. NFAI encourages and promotes research and academic activities related to every aspect of Cinema. It assigns monographs on eminent Indian filmmakers and pioneering film personalities, research fellowships on themes related to Indian cinema, and audio visual history recordings of senior artists and technicians and it has published a number of such projects till date. As part of its activities related to disseminating film culture, NFAI has a Distribution Library which supplies films to various film societies, educational institutions and cultural organizations in the country. It also conducts special screening programs across the country and is a major source of films for international film festivals in India and abroad. 3 Instruction to Bidders 3.1 Completeness of Response Bidders are advised to study all instructions, forms, terms and conditions, requirements and other information in the EoI document carefully. Bidders submitting their bids shall be deemed to have been done so after careful study and examination of the EoI document and with full understanding of its implications. The response to this EoI should be full and complete in all respects. Failure to furnish all information as required by the EoI or submission of a proposal not substantially responsive to the EoI in every respect will be at the Bidder's risk and may result in rejection of its Proposal. Page 4 of 11
3.2 Proposal Preparation Costs The bidder is responsible for all costs incurred in connection with participation in this process, including, but not limited to, costs incurred in conduct of informative and other diligence activities, participation in meetings / discussions / presentations, preparation of proposal, in providing any additional information required by NFAI to facilitate the evaluation process, and in negotiating a definitive contract or all such activities related to the bid process. NFAI will in no case be responsible or liable for those costs, regardless of the conduct or outcome of the bidding process. This EoI does not commit NFAI to award a contract or to engage in negotiations. Further, no reimbursable cost may be incurred in anticipation of award or for preparing this bid. All materials submitted by the bidder would become the property of NFAI and may be returned completely at its sole discretion. 3.3 Signing of Communication with the NFAI All the communication to NFAI including this EoI and the bid documents shall be signed on each page by the authorized representative of the bidder and authority / authorization letter duly signed and stamped should be attached with the bid. 3.4 Amendment of EoI Document At any time prior to the last date for receipt of bid response, NFAI may, for any reason, whether at its own initiative or in response to a clarification requested by a prospective bidder, modify the EoI document by an amendment. The amendment will be published on the NFAI website (www.nfaipune.gov.in) and it shall be the responsibility of the bidders to be vigilant about the updates uploaded by NFAI on their website. In order to accord prospective bidders reasonable time in which to take the amendment into account in preparing their bids, NFAI may, at its discretion, extend the last date for the receipt of Bids. The bidders are allowed to resubmit their bid, if required, after such amendments (but within the last date and time of submission of bids). If NFAI deems it appropriate to revise any part of this EoI or to issue additional data to clarify any provision of this EoI, it may issue supplements/amendments/corrigendum to this EoI. Any such corrigendum shall be deemed to be incorporated by this reference into the EoI. Page 5 of 11
3.5 NFAI s right to modify submission deadline NFAI may, in exceptional circumstances and at its discretion, extend the deadline for submission of proposals by issuing a corrigendum that shall be published on the NFAI website (www.nfaipune.gov.in). In such a scenario, all rights and obligations of the project and the bidders previously subject to the original deadline will thereafter be subject to the deadline as extended. 3.6 NFAI s right to terminate the process NFAI may terminate the EoI process at any time and without assigning any reason what so ever. NFAI makes no commitments, express or implied, that this process will result in a business transaction with anyone. This EoI does not constitute an offer by NFAI. The bidder's participation in this process may result in NFAI shortlisting the bidder to submit a complete technical and financial response to a RFP at a later date. 3.7 Submission of Responses The bidders should submit their responses in the format given in this document in printed copies in sealed envelope. The hardcopy of the EoI should be in a single sealed envelope, clearly marked as Response to EoI on Digitisation, Restoration and Metadata tagging of Film posters and related material from << Name of the bidder>>. This should not consist of any commercial/financial proposal. The envelope should indicate the complete address and contact details of the bidder to enable the proposal to be returned unopened in case it is declared late. The original proposal shall be prepared in indelible ink and shall contain no interlineations or overwriting, except as necessary to correct errors made by the bidder itself. Any such corrections must be initialed by the person (or persons) who sign(s) the proposal. All pages of the proposal must be sequentially numbered and shall be initialed by the Authorized Representative of the bidder. The bidder may submit suggestions/comments regarding scope of work towards digitization of posters, photos, song booklets, pamphlets, press clipping, books etc. which may be incorporated in the final RFP, if deemed fit. The submission of the bids have to be made at the following address: Officer on Special Duty, NFHM Page 6 of 11
National Film Archive of India, Law College Road, Pune 411 004. For all technical queries on the quantum of work, posters types etc, the bidders should correspond with the following officer: 3.8 Short listing Criteria Ms. Arti Karkhanis Documentation In-charge, National Film Archive of India, Law College Road, Pune 411 004 Contact: (020) 25658253 Email: nfaidocumentation@gmail.com NFAI will shortlist the organization / agencies / proprietors that meet the shortlisting criteria mentioned in the EoI. Any attempt by a Bidder to influence it s the bid evaluation process may result in the rejection of the Bidder's Bid. 3.9 NFAI Rights to accept / Reject any or all Proposals NFAI reserves the right to accept or reject any proposal, and to annul the shortlisting process and reject all responses at any time without thereby incurring any liability to the affected Bidder or Bidders or any obligation to inform the affected bidder or bidders of the grounds for NFAI s action. 4 Scope of Work As part of preservation of film culture in the country, as per mandate of NFAI, the existing non-film material in form of film photographs, posters, song booklets, pamphlets, press clipping have to be preserved. Scope: Conversion of content into Digital format with the best available techniques for digitisation, Page 7 of 11
Make corrections/enhancements/restoration wherever required, Creating the meta data and a unique ID for the content and Store them digitally/electronically Upload the digitized format into the database and make it available for the software The approximate number of the material in various forms is as mentioned below Sr. No Material Type Size in CM (upto) Numbers (approx.) 1 Colour 20 X 30, 30 X 40 12,432 2 Photos Black & White 5 X 7, 6 X 8, 8 X 10, 10 X 12 Colour 5 X 7, 6 X 8, 8 X 10, 10 X 12, 12 X 16, 16 X 20, 20 X 24 3,000 19,736 3 Song Black and 5 X 7, 6 X 8, 8 X 10, 2,069 Booklets White (Text) 10 X 12 and cover, back cover in Colour 4 Pamphlets Colour 5 X 7, 6 X 8, 8 X 10, 10 X 12, 12 X 16, 16 X 20 287 5 Press clippings Upto full newspaper size 10,000 Note: 1. Sizes and total number of the above material may vary 2. The digitized format should have a minimum DPI of 300 for normal poster and for fragile posters, depending upon their condition, the bidder should suggest the DPI so that the quality of the digitized format is not compromised. Page 8 of 11
5 Prequalification The organization / agencies fulfilling the following prequalification criteria only needs to submit their responses. Only the organizations / agencies fully meeting the prequalification criteria shall be considered for further evaluation and shall be given the Request for Proposal. The prequalification criteria shall be as mentioned below: Sr. No Criteria Supporting document 1 The organization / agency / proprietor should be registered as per the relevant Act (Companies Act or Partnership Act or any other relevant Act) in India 2 The organization / agency / proprietor should have a minimum 3 Years of experience in digitization of print material viz. banners, posters etc. as on date of submission of the EoI 3 The organization / agency / proprietor should have a minimum turnover of Rs. 25 Lakhs for the last three financial years (FY 2014-15, 2013-14 and 2012-13) 4 The organization / agency / proprietor should not be blacklisted by any State Govt. or Central Govt. department / organization as on date of submission of this EoI 5 The organization / agency / proprietor should have the necessary equipment Copy of Certificate of Incorporation or equivalent Work order / completion certificate for the works carried out Copy of the audited Profit and Loss Statement Self-certification by the organization / agency / proprietor Self-certification by the bidder with the list of equipment in working Page 9 of 11
Sr. No Criteria Supporting document in working condition required for carrying out the work condition Note: No outsourcing of the work shall be allowed due to lack of the necessary equipment 6 Evaluation of the organizations / agencies The evaluation shall consist of two stages: 1 The organization / agencies shall be evaluated on the basis of the prequalification criteria as mentioned in Section 6 2 The organization / agencies meeting the pre-qualification criteria shall be called for a technical presentation. The technical presentation should be based on the following Methodology for conducting the said work: Approach for digitization, restoration and metadata tagging of content Technical aspects / Details of equipment to be used Suggestions related to storage and format of digitized material Overall solution proposed Past experience of similar work Manpower support The Evaluation Committee constituted by NFAI shall evaluate the presentations and arrive at the shortlisting. The RFP document would be shared with shortlisted firms only at a subsequent date. The shortlisted firms would thereafter be expected to submit their Technical and Financial bids based on the RFP. The successful bidder would be selected based on the response to the RFP document. It is to be noted that the decision of the Evaluation Committee in the evaluation of responses to the Expression of Interest shall be final. No correspondence will be entertained outside the process of negotiation / discussion with the Evaluation Page 10 of 11
Committee. The Evaluation Committee reserves the right to reject any or all proposals on the basis of any deviations. Concealment or contradiction of facts would be held otherwise and liable for strict action. Any such incidence gives NFAI complete right to reject the claim of the bidder at any stage, even after the completion of tendering process, without even a formal notice. Each of the responses shall be evaluated to validate compliance of the bidders according to the following criteria as per format and supporting documents mentioned against each clause 7 Details to be submitted by the bidder The bidder is expected to submit the following as part of the bid 1. EoI Fees of Rs. 500 /- as per Section 1 2. Brief company profile 3. Documents as needed for highlighting compliance to the Prequalification criteria (Section 6) 4. Proof of Authorization for the person signing the bid 5. Copy of the presentation as per Section 7, Point No. 2. 6. Any other document which can help NFAI in ascertaining the credentials and credibility of the organization / agency / proprietor. **************************** Page 11 of 11