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.