Digitization and data entry of HR Records

Barbados, through the Ministry of Education, Technological and Vocational Training, has received financing from the Inter-American Development Bank (IDB) under the "Skills For The Future II: Digital Transformation For Inclusive And Quality Education" program (Loan BA-L1053-P00056). This International Competitive Bidding (ICB) process invites eligible firms to submit sealed bids for the end-to-end digitization and data entry of human resources records for the Ministry.

Scope of services

Main objective: Complete digitization, OCR processing, indexing, and migration of physical Human Resources records into a structured SharePoint Document Management System (DMS).

Key technical components:

Secure physical file logistics, document preparation, and execution of a strict chain-of-custody protocol.

High-resolution scanning (300 DPI), optical character recognition (OCR) with handwriting recognition, and multi-stage quality control.

Metadata schema design, folder architecture, and bulk upload to SharePoint DMS, facilitating interoperability with Ministry HR, payroll, and EMIS systems.

Qualification requirements and evaluation criteria

Evaluation framework: Technical proposals will be evaluated against a 100-point scoring scale:

Specific Experience (20 points): Minimum of five (5) years of organizational experience in document digitization and at least three (3) successfully completed systems of similar nature.

Technical Approach & Methodology (40 points): Execution methodology, OCR technology capabilities, quality control procedures, chain-of-custody security, and detailed scanning equipment specifications.

Work Plan (10 points): Detailed schedule showing activity sequencing and milestone targets (25%, 50%, 75%, and 100% completion).

Key Personnel (30 points): Project Manager (PMP/PRINCE2 preferred), Systems Engineer / SharePoint Specialist, Quality Control & Indexing Supervisor, and Operations Lead (Physical Records Logistics).

Guarantees and preferences: Bids must be accompanied by a Bid Security Declaration. A margin of preference will be granted to national contractors or joint ventures. Contract negotiations may be applied during the selection process.

Selection and bid management Access to bidding documents: Bidding documents and registration instructions are available on the government e-procurement portal at gov-bb.bonfirehub.com and procure.gov.bb.

Submission modalities: Bids may be submitted electronically via the procurement portal or physically to The Government Procurement Department in Bridgetown. Public opening will occur physically and virtually (via Zoom).

Contact information: Ministry of Education Transformation, Elsie Payne Complex, Constitution Road, St. Michael (Attn: Programme Coordinator, Email: info.sftf2@mes.gov.bb).

Note: Bidding documents and annexes are available in the official language of the country.

Executing unit: Ministry of Education, Technological and Vocational Training

IDB project: BA-L1053

Contact: [contact details removed]

Financed by the Inter-American Development Bank (IDB).