Subject / Specification
Project Name / High Volume Scanners to Image Scan Postbank documents
Reference / RFQ No: RFQ -171-2017/18
© 2015 South African Post Office
RFQ No: /Multiple Functional Devices for Postbank Image Scanning/ /17/PN Page 1 of 6 © Copyright Reserved 2015South African Post Office
Table of Contents
1. Background 3
2. OBJECTIVE OF BID 3
3 Bid evaluation committee 3
4. SCOPE OF WORK 3
5. GATEKEEPING CRITERIA 8
6. CONDITIONS TO BID 8
7. signitures 9
8. ANNEXUREA: Approved specification……………………………...……10
1. BACKGROUND
Postbank, a division of the South African Post Office, and a financial institution, is providing basic financial services to its customers and is therefore liable to adhere to the industry rules, standards and requirements laid down by regulatory bodies such as PASA and FICA.
The Postbank Operations division in Bloemfontein is responsible for the administration of all documents (hard copies) so that it can be retained in either electronic or physical format to adhere to the FIC Act, as well as for daily business operations. To improve the efficiency of document handling, Postbank is looking for two scanners with advanced scanning intelligence and processing speed to handle high volumes.
2. OBJECTIVE OF BID
The objective of this bid is to transfer the paper documents into useful electronic data by purchasing two new High Volume Scanners that will enable Postbank to scan and upload scanned images into a storage database via FTP or via email.
The devices should have USB ports and ability to scan to a network locations, i.e. computer on a different IP address range.
The winning bidder to deliver within two weeks, install and train users onsite.
Warranty and service options is also required and should be clearly defined.
Scope of Work below refers for more details.
4. SCOPE OF WORK
Postbank receives approximately 100,000 to 200,000 physical documents (A4 size pages) in the central processing centre in Bloemfontein for processing on a monthly basis. Thereafter these documents need to be scanned, indexed and converted into an industry standard digital image Tiff, PDF and/or XML format so that quality document images can be stored on a database and made accessible to a document management software application.
These figures are not static and will grow as business is growing. Emphasis is on quality images which retains the exact, or very near to the exact, quality of the original document being scanned as these images will in future be used for the identification of a customer over the counter as well as, for example, proof of customer due diligence for FICA compliance.
Postbank also requires the scanned documents to be indexed at source according to a unique identifier to enable retrieval in an easy and efficient manner. Therefor the High Volume Scanner will be required to run a software solution that gives capability to setup the device in such a manner that it extracts information for indexing from a barcode (EAN128) affixed to the page (eg.OCR - optical character reading). The solution must hence address the following issues:
Ability to scan the documents.
Format conversion and compatibility.
Optical Character Recognition including Barcode and Indexing.
Perform automatic file naming.
Ability to perform compression and encryption of images.
Integration to workflows based on templates and rules.
Product Specification Table
Functional SpecificationsFast scanning – up to 90 pppm/180 pm in color, grayscale or monochrome, landscape/portrait
Ultrasonic double-feed detection with advanced control
Intelligent multi-feed function to support batch scanning processes
Automatic document feeder and flatbed
Resolution: Monochrome, Greyscale and colour
Intelligent blank page deletion, auto colour detection, content based rotation, background saturation, advanced clarity, selectable background.
Supporting following operating software: Windows 7, Windows 10, XP
Image Sensor Type / Charge coupled device (CCD) image sensor (x 2)
Output Resolution / Monochrome, Grayscale and Colour / 50 to 600 dpi, 1200 dpi(1)
(adjustable by 1 dpi increments)
Optical Resolution / 600 dpi
Output Format / Colour: 24-bit; Grayscale: 8-bit; Monochrome: 1-bit
AD Converter / 1,024 levels (10-bit)
ADF Capacity / 200 sheets (A4: 80 g/㎡ or 20 lb.) (Active loadable ADF)
Daily Duty Cycle / 25,000 Pages
ADF Feeding
Paper ( Letter) Weight (Thickness) / 31 g/m² to 209 g/m² (8.3 lb. to 56.1 lb.)
Document Size / ADF Minimum / A8 (52 mm x 74 mm or 2 in. x 3 in.)
ADF Maximum / A3 Portrait (297 mm x 420 mm or 11.7 in. x 16.5 in.) Double letter (279.4 mm x 431.8 mm or 11 in. x 17 in.)
Interfaces / Ultra SCSI, USB2.0/USB1.1 (Selectable)
Scanning speeds(2)
Letter/Landscape Mode / Simplex / Duplex
Monochrome, Grayscale & Colour @ 200 dpi / 100 ppm / 180 ipm
Monochrome, Grayscale & Colour @ 300 dpi / 90 ppm / 160 ipm
Letter/Portrait Mode / Simplex / Duplex
Monochrome, Grayscale & Colour @ 200 dpi / 90 ppm / 140 ipm
Monochrome, Grayscale & Colour @ 300 dpi / 70 ppm / 120 ipm
Reliability Specifications
Daily Duty Cycle / Up to 25,000 documents per day
Features / Automatic colour detection, content-based rotation, intelligent blank page deletion, background saturation, advanced clarity, selectable background, onboard JPEG compression, dual control panels(3)
OS Support / Windows® 10 (32-bit/64-bit), Windows® 8 / 8.1 (32-bit/64-bit), Windows® 7 (32-bit/64-bit), Windows Vista® (32-bit/64-bit), Windows XP® (32-bit/64-bit), Windows Server® 2012 (64-bit), Windows Server® 2012 R2 (64-bit), Windows Server® 2008 (32-bit/64-bit), Windows Server® 2008 R2 (64-bit)
Options / Post-Imprinter
Others / Multi-feed Detection / Yes, Ultrasonic double feed detection with Intelligent MultiFeed Function
Long Paper Scanning / 3,048 mm (120 in.)
Warranty
A minimum two year onsite warranty is required with a turnaround time of two days.
5. GATEKEEPING CRITERIA
Bidders must comply with the following gatekeeping criteria.
Failure to comply with the following criteria will lead to disqualification
No / Description / Yes / No5.1.1 / 100% compliance to the Product Specification Table by submitting such product specification.
5.1.2 / The scanner has the following capacity: Duty cycle of at least 25 000 pages per day
5.1.3 / Fast scanning – up to 90 pppm/180 pm in color or monochrome, landscape
5.1.4 / Ultrasonic double-feed detection with advanced control
5.1.5 / Intelligent multi-feed function to support batch scanning processes
5.1.6 / Automatic document feeder
5.1.7 / Resolution: Greyscale and colour
5.1.8 / Intelligent blank page deletion, auto colour detection, content based rotation, background saturation, advanced clarity, selectable background
5.1.9 / Supporting following operating software: Windows 7, Windows 10, XP
6. Phase 2: Functionality
((Bidders scoring 70% and above on functionality will be further evaluated)
Functionality Criteria / Weight / Sub-criteriaAbility of the Bidder: Bidders must provide client reference letters whereby they have supplied the high volume scanners and installed. / 50 /100 / Produce two credible reference letters on an original Letterhead from different Company/Businesses where High Volume Scanners have been installed and maintained in the last 2 years.
> Four client reference letters = 5
Three client reference letters =4
Minimum of two client reference letters = 3.5
Less than two years= 0
Service provider’s relevant previous experience in supply and delivery of high volume scanners / 50/100 / Previous experience supply and delivery of high volume scanners.
≥ 5 years = 5
< 4 years = 4
Minimum of 3 years = 3.5
<Less than 2 years = 0
TOTAL / 100/ 100
6. CONDITIONS TO BID
Bidders must submit the following document/s.
6.1 Original Valid Tax Clearance Certificate of the bidding company. The Tax Clearance Certificate must be valid upon closing of the bid and throughout the duration of the contract.
6.2 Bidders to submit their Municipal Account or Statement which should not be older than two (2) months. In case of rented premises a valid lease agreement must be submitted.
6.3 Bidders to provide their valid original or certified copy of B-BBEE certificate.
6.4 Supply Chain Management (SCM) a division of the South African Post Office will have the right to enter into an Agreement with the a Supplier who offer the best prices and solution at no cost to the Post Office.
6.5 Bidders must submit a completed detailed Pricing Schedule as well as a project plan for delivery, installation and training.
6.6 Proof of Registration at National Treasury database.
7. Approval
Prepared By:Oswald Roberts
ACTING SENIOR MANAGER POSTBANK OPERATIONS
Date / Date
Recommended By: / Supported By:
Date / Date
RFQ No: /Collection of Scrap Metals/16/17/PN Page 8 of 6 © Copyright Reserved 2015