On-Site Document Digitization Service – 24,000 Images by IBA Karachi

The Institute of Business Administration (IBA) Karachi invites quotations for on-site document digitization services covering the scanning and storing of institutional documents. The project involves digitizing an estimated 24,000 pages or images, including both sides of pages, and delivering all digitized files on an external pocket drive provided by IBA. The work is to be executed entirely at IBA's main campus on University Road in Karachi, Sindh province, with documents remaining on-site throughout the entire process. The vendor must supply all high-speed scanning hardware, software, and trained staff to complete the assignment.

Bidders must meet the scope of work requirements which include on-site document preparation through unpinning and unstapling prior to scanning, re-pinning to restore original order post-scanning, and delivery in full-color high-definition PDF format at 900–1200+ DPI resolution with duplex scanning combining front and back sides into single PDF files. All files must be named according to IBA's prescribed taxonomy with a detailed Excel master log or index generated and maintained corresponding to every scanned PDF file. Service tax must be quoted separately from the per-image rate, which is required to be inclusive of storing and Excel entry or log work. Payment will be made within 30 working days through crossed cheque following invoice receipt and delivery confirmation, subject to final inspection by the end user at IBA.

Quotations must be submitted to the Purchase Department, IBA Main Campus, University Road, Karachi (contact: 0322-3553032, Extension 2155) by 06 August 2026 at 12:00 PM. All government taxes including income tax, stamp duty at 0.35% on the purchase order value, levies and charges will be applied as per applicable statutory rates. Advance payment may be accepted subject to bank guarantee. Liquidity damage at 2% per month on actual amount will be imposed for delayed delivery. The competent authority reserves the right to cancel items, alter quantities, or change specifications without assigning reason, and the quoted rate per item is final with no changes whatsoever accepted.

IBA Karachi requires vendor-supplied document digitization for 24,000 institutional document images at high resolution (900–1200 DPI) with on-site execution, file naming per IBA taxonomy, and Excel log generation. Vendor bears all hardware, software and labour costs; payment follows 30-day invoice cycle. Scale is medium; tight 2-day bid window suggests pre-planned procurement. Non-negotiable rates, 2% monthly penalty for delays, and inspection-based final acceptance indicate stringent contract management.

Who can bid: The notice does not state explicit eligibility criteria. Typically, bidders for such digitization services should hold a valid NTN (National Tax Number) and SECP registration if operating as a company, or valid CNIC if sole proprietor. Vendor must demonstrate technical capacity to provide scanning equipment meeting DPI specifications and possess software capability for PDF generation, file naming taxonomy compliance, and Excel log management.