Nacionalinės žemės tarnybos prie Aplinkos ministerijos dokumentų archyvavimo ir skaitmenizavimo paslaugos

The contract duration states that the Supplier undertakes to provide services no later than 6 months from the effective date of the Contract. The Contract is valid until full fulfillment of obligations, but its term cannot be longer than 7 months, which includes the settlement period.

Key milestones include:

• The contract is considered concluded when it is signed by both parties and the contract performance guarantee is submitted.
• The Supplier must submit a performance guarantee within 10 working days from the date of signing the Contract.
• Payments for services can be made in 4 installments, after 25% of the services are completed.
• If service deficiencies are identified at any time during the Contract's validity, the Supplier must rectify them within 15 days of receiving a written claim.
• The deadline for submission of tenders is 07/09/2026 10:00 +03:00.
• The opening date of tenders is 07/09/2026 10:30 +03:00.
• The period during which the offer must remain valid is 90 days.

The core scope of work for this tender is the provision of document archiving and digitization services for the National Land Service under the Ministry of Environment.

The Statement of Work summary and core deliverables include:

• Service Objective: To archive and digitize documents.
• Detailed Services:
• Preparation of documents for archiving, including checking completeness, removing non-archival items, and removing staples/paper clips.
• Formatting files according to requirements, such as binding, numbering, creating internal inventories, creating file covers, stamping file cover details, and attaching barcode stickers.
• Data entry into the Buyer's data repository (Excel format files). This involves inputting various file header data (1 to 5 data points), including mandatory information like box number, file number, cadastral number, names, surnames, and specific notes (e.g., registration number, cooperative name, plot number, village, address, file type - parent or derivative). Unreadable handwritten information on file covers must be clarified internally.
• Folding boxes and placing files into them (10 to 25 files per box).
• Affixing special barcode stickers to boxes and entering the data into the Buyer's data repository.
• Placing the filled boxes onto archival shelves (heights ranging from 2.42 to 2.78 meters).
• Materials and Equipment: The Buyer provides special barcode stickers and archive boxes (dimensions 340x250x150 mm). The Supplier must use their own IT equipment (computers, monitors, keyboards, scanners) for data entry, with an estimated 1 to 3 workstations.
• Service Volume: The total quantity of services is 330,000 files, comprising 4 service parts, with 82,500 units (files) per part.
• Service Period: Services must be provided within a maximum of 6 months from the effective date of the contract.
• Deliverables: A service acceptance-transfer act and an invoice must be submitted.
• Payment Terms: Payments are processed based on service acceptance-transfer acts, with invoices issued after the Buyer verifies the quality of services. Acts can be issued and payments made in 4 installments, after 25% of services are completed.
• Confidentiality: The Supplier must maintain confidentiality regarding all information received during contract execution, using it only as required for the contract and not for personal or third-party purposes.