Request for Bids
Non-Consulting Services
Employer: Ministry of Justice through the Department for Implementation of Externally Financed Projects
Project: Strengthening Foundations for Improved Justice Service Delivery Project
Contract title: Non-consulting services for archiving documents of the Bucharest Tribunal
Country: Romania
Loan No.: 9549–RO
RFB No: NCS-2-2-1
Issued on: April 1, 2025
1. The Government of Romania has received financing from the World Bank toward the cost of the Strengthening Foundations for Improved Justice Service Delivery Project and intends to apply part of the proceeds toward payments under the contract for Non-consulting services for archiving documents of the Bucharest Tribunal.
2. The Ministry of Justice through the Department for Implementation of Externally Financed Projects now invites sealed Bids from eligible Bidders for Non-consulting services for archiving documents of the Bucharest Tribunal that includes:
|
No |
Description |
Unit |
Estimated quantity |
|
1. |
Elaboration of methodologies and processes for archival processing of judicial files and pre-constituted materials, including digitization of selected documents. |
report
|
1
|
|
2. |
Archival processing services for documents that will include the following activities: 1. Handling, retrieval and transportation from the Tribunal’s repository to the service provider’s facilities; 2. Archival processing and inventorying; 3. Services associated with selection of documents (to separate documents within retention period and documents with expired retention term), including disposal of the selected documents; 4. At the end of archival processing services return the resulted archival units to the Tribunal’s repository. |
linear meters (payments will be done for batches of 500 linear meters of archival units) |
40,000 |
|
3. |
All throughout the archiving process for activity 2, upon the Tribunal’s request, return and retrieve the requested box(es) |
linear meters (payments will be done monthly or for several cumulated months, upon request of the Service Provider) |
7,500 |
|
4. |
Document restoration – at request |
Pages (payments will be done monthly or for several cumulated months, upon request of the Service Provider) |
8,500 |
|
5. |
Pilot scanning and indexing Scanning services for testing the efficiency and efficacy of different scanning parameters. At the end of the activity, the Beneficiary will select the scanning parameters for Activity 6 |
linear meters |
100 |
|
6. |
Scanning and indexing services for documents with permanent retention term and other documents selected by the Selection Committee. At the end of the activity, store the digital representation of documents in 3 (three) copies on different external hard drives and hand over the drives to the Beneficiary. |
linear meters – at request (payments will be done for batches of 500 linear meters of archival units) |
5,000 |
|
7. |
Revision of methodologies and processes Final revision of methodologies for archival processing of judicial documents, including all findings arisen from implementing the activities. |
report |
1 |
All activities described above shall be performed by June 30, 2029.
3. Bidding will be conducted through international competitive procurement using a Request for Bids (RFB) as specified in the World Bank’s “Procurement Regulations for IPF Borrowers – November 2020” (“Procurement Regulations”) and is open to all eligible Bidders (or only to prequalified Bidders as the case may be) as defined in the Procurement Regulations.
4. Interested eligible Bidders may obtain further information from Ministry of Justice (MoJ) through the Department for the Implementation of Externally Financed Projects (DIEFP), Mrs. Adriana-Victoria GHEORGHIU, Deputy Project Manager, email address: adriana.gheorghiu@just.ro and inspect the bidding document during office hours 0900 to 1700 hours at the address given below.
5. The bidding document in English may be acquired by interested eligible Bidders upon the submission of a written application to the address below, starting with April 7, 2025. The document can be handed over to the bidder’s authorized representative at the address below, can be sent in electronic format by email or in hard copy by courier. In case the bidding document will be sent by courier, the courier should be paid by the interested bidder.
6. Bids must be delivered to the address below on or before June 5, 2025, 1400 hours local time. Electronic Bidding will not be permitted. Late Bids will be rejected. The outer Bid envelopes marked “ORIGINAL BID”, and the inner envelopes marked “TECHNICAL PART” will be publicly opened in the presence of the Bidders’ designated representatives and anyone who chooses to attend, at the address below on June 5, 2025, 1400 hours local time. All envelopes marked “FINANCIAL PART” shall remain unopened and will be held in safe custody of the Employer until the second public Bid opening.
7. All Bids must be accompanied by a Bid-Securing Declaration.
8. Attention is drawn to the Procurement Regulations requiring the Borrower to disclose information on the successful bidder’s beneficial ownership, as part of the Contract Award Notice, using the Beneficial Ownership Disclosure Form as included in the bidding document.
9. The address(es) referred to above is (are):
Ministry of Justice
Department for Implementation of Externally Financed Projects – DIEFP
Attn: Mrs. Adriana-Victoria GHEORGHIU, Deputy Project Manager
17 Apolodor St, ground floor, room 1, sector 5, 050741, Bucharest, Romania
Tel: +40 037 105 1212
Fax: +40 037 204 1092
E-mail: adriana.gheorghiu@just.ro
Web site: http://www.just.ro