Hiring of Services for Record Digitization, Archiving & Intelligent Record Retrieval

Pakistan Revenue Automation Pvt Limited (PRAL) Islamabad invites bids for the hiring of services for record digitization, archiving, and intelligent record retrieval on a turnkey basis. This procurement covers comprehensive end-to-end services including physical record management and logistics, high-quality scanning and digitization, OCR and metadata indexing, quality assurance, physical record retention and retrieval, and training and knowledge transfer. Items being procured: - Physical record inventory and preparation - Secure GPS-tracked transportation of records - Document preparation including de-stapling, unfolding, tape repair - High-resolution scanning of various document types (B&W, color, oversize, microfilm) - OCR processing with minimum 99.5% accuracy - Metadata tagging with mandatory 18-field schema - Quality assurance with multi-tier checks and defect rectification - Secure physical storage with environmental controls - Retrieval services with guaranteed turnaround times - Training for PRAL staff on archive management The technical scope demands ISO-standard digital images, multi-language OCR, zonal OCR for structured forms, and a fully searchable classified digital archive. Physical records must be securely retained or destroyed as per PRAL instructions with full documentation. The bidder must provide secure storage facilities with fire protection, pest control, CCTV, and access control. Retrieval services must meet strict SLA turnaround times for urgent and standard requests. Eligibility requires minimum 3 years of digitization experience, valid SECP registration, FBR NTN and GST registration, active taxpayer status, ISO 27001 certification or documented ISMS, and possession of high-speed scanners. Bidders must attend the mandatory pre-bid conference in Islamabad and submit bid security as per instructions. The submission deadline is Monday, July 27, 2026, 03:00 PM via EPADS v2.0 only. Manual bids will not be accepted. The technical and financial bids will be evaluated on a QCBS basis with a minimum technical score of 70 required for financial bid opening. The contract duration is 12 months with possible extension. Performance guarantees and liquidated damages apply as per contract terms. A practical tip for bidders: Ensure your technical proposal thoroughly addresses each of the six mandatory modules with detailed methodology, quality assurance plans, metadata architecture, and a realistic project execution plan including a resource-loaded Gantt chart. Non-compliance with any module or incomplete metadata capture will lead to bid rejection. Attend the pre-bid meeting to clarify any ambiguities and confirm quantities. Submit all mandatory eligibility documents and bid security in the prescribed format to avoid disqualification.