Splash is looking for an entity that can provide the service of scanning and archiving multiple financial documents belonging mainly to the finance department in a very short period, in a modern manner backed by state-of-the-art hardware
TERMS OF REFERENCE (TOR)
Document scanning and archiving
Issue Date: July 13, 2022
Proposal Due: 5:00 PM July 18, 2022
BACKGROUND
Splash International is a US-based non-profit organization registered and licensed in Ethiopia as a foreign charity by the EFDRE Charities and Societies Agency since 2013 with registration NO.3038. Splash works with Addis Ababa Education Bureau and signatories to provide child-focused water, sanitation, hygiene (WASH), and menstrual health solutions for government schools.
OVERVIEW
Splash is currently undergoing a digitalization initiative where we are enroute to archiving almost all the organization's hard copy data in paper to a digital backup
Hence, Splash is looking for an entity that can provide the service of scanning and archiving multiple financial documents belonging mainly to the finance department in a very short period, in a modern manner backed by state-of-the-art hardware.
Since the documents hold many confidential financial contents and are of high sensitivity, we are looking for an entity that can provide us with both the labor and the hardware at our office to proceed with the document scanning procedure.
SCOPE OF WORK
The following key areas are what Splash is looking for in archiving documents spanning almost 4 years.
- Splash will provide the number of documents to be scanned based on different indexing variables
- Splash will provide a digital platform where the scanned documents will be stored
- Splash will provide any assistance in this project that may be requested of the organization
- Splash will provide a space where the project will be executed
The potential candidate who will be executing this job is expected to provide
- Dedicated and capable personnel who will be doing the scanning exercise by physically being present in Splash's domicile and who is tech-savvy enough to execute the document backup to a platform that splash will provide called SharePoint.
- Hardware that can scan a large volume of documents quickly
- Specification of the scanner that will be used to discharge this specific task
- A quotation of the service which will include the amount of time in days or weeks that it will take to finalize the document scanning exercise based on the number of documents Splash will provide and a brief mathematical summary on how the quote is prepared
- Allocate time to put documents back to exactly how they were before scanning once scanning is completed
PROPOSAL TO BE SUBMITTED
Proposing agencies/institutions will have to submit a detailed Proposal. The proposal has two distinct sections, technical proposal, and financial proposal.
TECHNICAL PROPOSAL
Profile Should include all the following details
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Sl. No. |
Description |
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1 |
Name of the firm /Organisation and its registered office |
|
2 |
Address for the correspondence |
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3 |
Legal registration status |
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4 |
Renewed business license |
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5 |
Number of Years Experience in conducting the same type of services |
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6 |
Experience working with International/NGO clients |
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7 |
VAT registration |
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8 |
TIN certificate |
FINANCIAL PROPOSAL (Separate Section)
The financial proposal must include all relevant cost information (in ETB) necessary to complete the scope of work described above and be in .xlsx format. Please include a budget narrative that discusses the rationale for costs listed. The cost narrative must include but is not limited to variables like cost per page of the scanned docs, labor cost, scanning hardware lease cost or a cost analysis targeting the number of days required to complete the task
Note: Splash has the right to cancel this bid fully or partially if found that such decision of cancellation will serve the best interest of Splash International.
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