Archyvinių dokumentų archyvavimo ir skaitmeninimo paslaugos

The contract starts and becomes effective from the date of signing the contract and submitting the contract performance guarantee (on the day the second Party signs). The obligations under the contract must be fulfilled within 30 months, which includes a possible 6-month extension. The contract remains valid until all obligations are fully met. The services must be provided by the supplier no later than 24 months from the contract's effective date. The service provision term can be extended by a maximum of 6 months if there are justified obstacles not attributable to the supplier.

The core scope of work for this tender is divided into two main parts: Archival document archiving and digitization services, and Document management system creation services.

Part 1: Archival Document Archiving and Digitization Services

This part involves the archiving and digitization of geological fund documents. The services include:

• Formation of permanently stored files.
• Data entry into an electronic archive information system and coordination with the Lithuanian State New Archive.
• Creation of internal file inventories.
• Numbering of file pages.
• Binding files into archival folders.
• Writing and printing of title and final pages.
• Creation of file inventories, numbering, and placing them into archival boxes.
• Preparation and gluing of box spines.
• Creation of historical certificates and inspection acts.
• Provision of archiving tools, specifically archival folders for permanently stored files and archival boxes for permanently stored files, which must be included in the offer price.
• Performing other necessary tasks related to proper file management.
• Handover of the organized archive from Konarskio st. 35, Vilnius, to the Lithuanian State New Archive, Milašiaus st. 25, Vilnius.
• Loading services and placing documents on shelves at the Lithuanian State New Archive premises.
• Digitization of files that have already been organized and recorded in inventories, requiring transport and loading to the provider's premises for digitization.
• Ensuring that documents maintain their original composition and volume after digitization.
• Compliance of document handling and transfer with the General Data Protection Regulation (GDPR), Lithuanian Republic Law on Documents and Archives, Document Management and Accounting Rules, Personal Data Legal Protection Law, and other relevant legal acts.

Part 2: Document Management System Creation Services

This part focuses on the development and implementation of a document management system. Key deliverables include:

• Analysis and design of the document management system.
• An initial version of the document management system that includes search and document viewing functionalities.
• Development of internal and external portals for the document management system.
• Integration capabilities for the document management system.
• Deployment of the final version of the document management system and acceptance testing.

The overall tender is named "Geological fund document archiving, digitization, and electronic services creation services" and is part of a project co-financed by EU funds, aimed at modernizing environmental system institutions' work tools. The services are to be provided within 24 months from the contract's effective date, with a potential extension of up to 6 months.