Project Management Consultant for NMML’s Digitisation Project
Request for Proposal (RFP)
The Nehru Memorial Museum and Library (NMML), Delhi is a unique repository of personal
memorabilia of the first prime minister of India, late Pt. Jawaharlal Nehru. It was founded by the
initiative of the Government of India under the Ministry of Culture as a gesture to pay tribute to the
country's first Prime Minister in the year 1964 post Nehru's death. Apart from the various personal
documents and treasures of the Nehru family the Library is also a treasure trove of books, periodicals,
photographs and various other relevant materials pertaining to the life of Jawaharlal Nehru tracing the
different phases of the Indian national Movement. Apart from these historically significant documents,
the library also has published and unpublished materials relating to the many progressive policies and
thinking of Nehru who was a great visionary. Housed in the Teen Murti, which used to be the Prime
Minister's post independence residence, it is a premier research library, which has a stock of many rare
documents and printed materials.
NMML is the biggest repository in the country for private paper collections of eminent individuals and
social and political organizations active during the struggle for India’s freedom. NMML’s manuscript
and historical newspaper collections run into millions of pages. It is an institute of advanced study in the
area of modern and contemporary history and has one of the largest archives in the country for
documents relating to the Indian freedom struggle and modern and contemporary India. The Library
has been designed and developed as a centre par excellence for research on modern and
contemporary Indian history. It has vast resources of books, newspapers, periodicals, microfilms,
manuscripts, photographs and videos. The NMML has been designed and developed as a research
centre for academicians, researchers & general public. Information can be quickly retrieved by using
catalogue cards and records registers.
Brief Description of the Project
Nehru Memorial Museum and Library has undertaken a Turnkey Project of Digitization of Archives
which not only scaning, indexing and metadata creation of around 60 million pages / images but also
includes a Web-based Integrated Document Management System (IDMS) to be implemented to work
as a digital library, for both internal and external users. A turnkey Solution Provider for this purpose has
already been selected. The Solution Provider will be responsible for scanning and digitizing the
NMML’s holdings, creating of metadata, and porting the entire digitised collection into a readymade
IDMS solution through which the scanned documents can be managed, catalogued and searched.
Considering the importance of the materials to be digitised, a dedicated team of Project Management
Consultants is required to work closely with NMML, to supervise and carry out quality assurance of the
work performed by the Solution Provider.
The key objective of this TOR is to define the scope of work for the Project Management Consultancy
(PMC) firm, which would be responsible for project management, quality assurance, and supervision
of digitization work on behalf of NMML. The actual digitisation work is being carried out by a separate
vendor on a turnkey basis.
Eligibility / Qualifying Criteria
Bidders who meet the following eligibility criteria are invited to submit their technical and financial thproposals in a sealed envelope, latest by 4:00 PM on 12 March 2010.
1. Bidder should be preferably an ISO 9000 certified firm.
2. Bidder must have a minimum turnover of Rs.50 lakhs from consulting, in each of the last three
3. Bidder who has worked as a Project Management Consultant / Bid Process Consultant in at
least one large Library or Archive will be given preference.
4. Bidder must have relevant consulting experience in handling ICT / E-governance projects.
The project location will be at NMML premises at Teen Murti, New Delhi.
Project Management consultancy will be initially for a period of 9 months (pilot phase), extendable to
another 18 months or more, subject to the satisfaction to NMML However, NMML reserves the right to
terminate the contract at its discretion at any stage..
Conflict of Interest
Bidder shall furnish an affirmative statement as to the existence of, absence of, or potential for conflict of interest on the part of the bidder for having any relation with the selected solution provider for
The Quality and Cost-Based Selection (QCBS) Process will be followed by NMML for evaluation of
the Bids. Financial bids will be opened for those Bidders who are short listed during the Technical
Technical shortlist shall include only those Bidders who score more than 90% marks as per their
Technical Proposal. The Least Cost Bidder amongst the technically short-listed bidders, shall be
awarded the contract.
The technical proposals shall be primarily evaluated based upon the following criteria:
? Approach and methodology proposed (no more than 6 pages)
? Resumes of the key professionals mentioned
? Track record of the firm / consortium in executing similar projects
The entire technical proposal (excluding resumes and supporting documentation for each of the criteria
defined in the Eligibility / Qualifying Criteria section above) should not be more than 10 pages.
For the services rendered by the full team mentioned above, the Bidders are required to
1. A consolidated monthly fee rate for the Pilot Phase, expected to last 6-9 months ; and
2. A consolidated monthly fee rate for the Implementation Phase, expected to last 18
months or more and include 40-50 million pages / images;
Prices must be inclusive of all taxes, rates, duties etc. except Service Tax which shall be paid extra as per prevailing rates.
Bidders are required to submit their financial quote as per the format provided in Annexure A.
For L1 purposes the financials would be evaluated as follows:
TOTAL EVALUATED BID PRICE =
Per month cost in the Pilot phase (X) 9 months
Per Month Cost after Pilot phase (X) 18 months
Payment and Contract Terms
? Invoices would be submitted by the selected consultant on the first day of every month (for
work done in the preceding month) .
? NMML shall carry out a review of the work done by the Vendor at the completion of the Pilot
Phase and may at that stage, request the PMC Consultant to modify its scope of work for the
implementation phase. Such change may involve readjustment of the monthly quoted figure,
upon mutual consent of both parties.
? NMML reserves the right to terminate the contract at any stage.
Closing Date: thThe last date of technical and financial Bid submission is 4:00 PM on 12 March 2010.
Bids must be submitted in a sealed envelope marked “PMC for Digitisation” and addressed to the
“The Director, NMML”. This envelope should contain two sealed envelopes containing Technical and
Financial Proposals respectively, and each marked clearly as such.
NMML reserves the right to reject any tender without assigning any reason whatsoever.
Terms of Reference The Project Management Consultant (PMC) team will work closely with NMML staff and report to the
Project Coordinator, Digitization, NMML. The PMC will check and approve all artefacts so that they
can be made available on NMML’s Live Server and the Solution Provider’s monthly payments can be
released. Appropriate metrics for testing digital resolution will be put in place by PMC to ensure that
the Quality of the images submitted by the Solution Provider can be checked.
It is virtually impossible to estimate the exact quantum of material or number of pages / manuscripts in
NMML’s holdings and any estimates mentioned below are at best a very rough guess of the volume.
Items to be digitised Approximate volume
Manuscripts 45 million pages
Photographs 0.3 million photos
Microfilms* and micro fiches 14 million images
The Solution Provider is required to meet a daily minimum target of 12,000 pages / images. The PMC’s role would include quality assurance of the digitised documents.
PMC’s work will be divided into two phases – pilot phase and implementation phase. Pilot phase is expected to last around 6-9 months and implementation phase is expected to last 18 months or more.
The broad scope of work for the consulting organization will be:
Using a representative sample of NMML artefacts, not less than 1.5million pages/images, a pilot of the
Digitisation process will be conducted. The purpose of the pilot project is to gauge the ability of the
proposed work plan and workflow to digitise artefacts with the required speed, quality of digitised
records and care of original artefact. IDMS will be implemented and data incorporated from the digitised
artefacts during the Pilot.
The list of activities to be completed during Pilot phase is described below. The Project management
consultants shall ensure and assist NMML that these activities are completed successfully. The pilot
phase is likely to be completed within 6-9 months.
PMC to oversee that during the pilot phase a fully equipped digitization centre. i.e. all the required
hardware/software and supporting equipment (servers, computers, scanners, cameras, etc.) required
to set up a Digitisation and/or Microfilm Centre is operationalised. The required IDMS software and all
other systems and supporting software required to carry out the digitisation work and implement the
IDMS will be installed and get operational in the pilot phase. The PMC to check that all IDMS searches
must return results within a maximum time of 5 (five) seconds and ALL pages of the IDMS must open
(on NMML’s intranet) within a maximum time of 3 (three) seconds. Stress Tests shall be conducted with
simulated test data to evaluate the performance of the system at full load at the project completion.
Passing this stress test shall be one of the key prerequisites for considering the Pilot successful and
going ahead with the rest of the project.
The functionality and performance of the IDMS will also be assessed. The criteria by which the Pilot
Project Digitisation processes are assessed:
? Number of artefacts digitised per day (according to the figures stipulated in the Expected Time
? Quality of digitised records and metadata (records conformity with image Technical
Specifications and agreed metadata standards will be assessed).
? Care of artefacts (reports from NMML staff in supervisory roles will gauge level of care).
In addition to the above three broad criteria, a detailed User Acceptance Criteria for the Pilot shall be
prepared jointly by NMML before the commencement of the Pilot. The Pilot shall be considered
successful or otherwise based upon the detailed acceptance criteria so agreed.
The assessment of the IDMS in terms of functionality and performance will be conducted as per the
solution provider’s response to the IDMS Functionality Matrix submitted in the technical proposal.
The detailed scope of work during the pilot phase shall include:
Digitization of Artefacts– Quality Assurance and verification
? Carry out Quality Assurance checks to review quality of approximately 1.50 million digitised
artefacts (images, data & metadata files) received from the digitisation vender
? Assist NMML in setting the digitization quality parameters/ quality standards.
? Advising NMML for ensuring availability of artefacts for digitization
Integrated Document Management System
? Verify availability of required functionality as per the project Terms Of Reference
? Verify IDMS searches show results within the stipulated time.
? Supervise the Solution Provider in creation and monitoring of test cases and verify the results
acceptability based on standards
? Review training manual on operations for digitization, file conversion, and application to
? Review adequacy of capacity building of NMML staff by training provided by solution provider
? Review design and recommend suggestions in metadata creation process for the proposed
? Assist NMML with compliance issues related to digitization standards and guidelines.
? Assist in technical verification of deliverables from the digitization vendor.
? Report to steering committee members regarding the progress of the project.
? Organise steering committee meetings.
? Escalate any matter that is beyond the control of the consultants and suggests alternatives.
? Verify the Solution Provider is following standards :
? BS 5454:2000 standards for storage and handling of all Archival documents
? ISO 17799 standards for data security and protection
? ISO 27001:2005 standard for Information Security Standards
? Verify disaster recovery plan submitted by the solution provider.
? Verification and approval of technical and functional manuals.
? Verify all project deliverables
? Assist NMML in all project related issues
It is expected that a total of at least one and a half million artefacts / pages would be covered in the pilot
phase. These artefacts (for the Pilot) would be selected in a manner to ensure that all kinds, types,
categories and condition of artefacts are included in this sample (e.g. the papers which are unlisted and
unpaginated shall also be included) so that this sample is adequately representative of the complete
The main objective being to streamline and finalise all manual and automated work procedures and
resolve most technical issues so as to ensure smooth work during implementation phase. Therefore
the role of the PMC during the Pilot Phase would be to provide project management and quality
assurance services on ALL technical aspects of the work done by the Digitisation Service Provider
during the pilot phase. The pilot phase shall include all activities mentioned below for the
Implementation Phase, but for at least 15 lakhs artefacts.
Successful completion of the pilot shall be the prerequisite for going ahead with the remaining
Team / Skills Required The following team / skills would be required during the Pilot Phase:
Team Leader – An expert having extensive experience in ICT and E-Governance Projects, and experience of implementing best practices in the IT projects is desirable.
Project Management Specialist - An Expert in ICT and having excellent Project management skills.
S/he should have experience in managing large and complex ICT projects.
Digitization Specialist - An expert having experience in digitization projects, s/he should have
excellent knowledge about scanning, microfilming, metadata creation and IDMS. S/he must have
excellent knowledge of latest scanning equipment, tools and techniques. She/he should also have
good knowledge of document/records management and IDMS solutions and capable of addressing all
technical issues related to digitization of artefacts.
IDMS / ERP Specialist - An expert having experience in IDMS / ERP / MIS projects. S/he should have
excellent knowledge about implementing and managing IDMS / ERP / MIS projects. S/he should also
have good knowledge of documents / records management and IDMS solutions.
Quality Assurance Specialist – IT Professional having relevant experience on Quality Assurance
Projects. S/he is expected to ensure the quality of digitized artefacts (all images, data, and metadata).
(B) Implementation Phase (After completion of Pilot Phase)
This phase shall primarily include carrying out Quality Assurance checks to review the quality of
approximately 50 million digitised artefacts (images, data & metadata files) received from the
digitisation vender, at a minimum rate of 12,000 images per day, and as per mutually agreed QA Plan.
Team / Skills Required Once the pilot phase is over, a smaller team would be required, primarily to Quality Assure scanned
images which will be delivered at a minimum rate of 12,000 documents per day. The following team
/ skills would be required to continue from the Pilot Phase:
? Project Management Specialist
? Quality Assurance Specialists
NMML shall provide a single point of contact for the PMC through its Digitisation Coordinator who shall
ensure all administrative and logistical support required by the PMC for the completion of tasks
assigned. NMML shall also provide the necessary office space and office equipment required by the
Financial Proposal Format
Description No. Of Monthy Total Amount
Months Rate (in Rs.)
(A) Consolidated monthly fee rate for the 9
Pilot Phase, expected to last 6-9
months and include at least 1.5 million
pages / images
(B) Consolidated monthly fee rate for the 18
Implementation Phase, expected to
last 24 months or more and include
40-50 million pages / images
TOTAL EVALUATED BID PRICE (A + B) In Figures : Rs. In Words : Rupees
Prices quoted above are inclusive of all taxes, rates, duties etc. except Service Tax which shall be paid
extra as per prevailing rates.