Providing and rendering Integrated Facility Management Services (FMS) for carrying out day to day maintenance works for various trades like Electrical/Mechanical, Carpentry, Sanitary/Plumbing, Housekeeping, Garden Hedges, Lawns, Horticulture services etc., - Minutes of Pre-Bid Meeting A. Queries raised by M/s BVG India Ltd | Sr.No. | Query | Clarification by the Bank | | 1 | The firm informed that they were not able to pay the transaction fee mentioned in the NIT through MSTC portal. | There is a ceiling of ₹15,000/- (plus GST) set in MSTC portal. Hence, all the participating firms shall pay only the above-mentioned transaction fee and not the amount mentioned in the NIT. | | 2 | The firm raised concern that the experience certificate available with the firm is not in the format specified in the Tender document. | Certificate shall be submitted as per Bank’s approved format. | | 3 | The firm requested for the total quantity of the bin bags of size 30” x 37”, as the same is not available in the Tender document | Colony wise requirement is as below.
VVT - 5 kg quarterly
Dhanastra - 1 kg monthly
Bank house 1 kg monthly
GOV bungalow 1 kg monthly
TMC 15 kg monthly
Suvarnarekha 15 kg monthly | | 4 | The firm requested to specify that the categories of the Technicians in the Tender i.e., the rates quoted for carpenter/plumber/electricians/gardeners/housekeeping are categorized as skilled/unskilled/semi-skilled | All technicians shall be of skilled category. | | 5 | The firm raised query about minimum wage if the tender is extended beyond one year. | The firms have to quote considering the minimum wages for full year. Accordingly, no change in Tender terms and conditions. | | 6 | The firm requested clarification regarding the following clause in the tender document:
“Details of ongoing contract of Providing Facility Management Services (FMS) for day to day maintenance of Buildings for the various trades like Carpentry, Sanitary- Plumbing, Electrical/Mechanical etc. under supervision by providing specified manpower in respective trades ending on February 28, 2024” | The clause may be read as follows:
“Details of ongoing contract of Providing Facility Management Services (FMS) for day to day maintenance of Buildings for the various trades like Carpentry, Sanitary- Plumbing, Electrical/Mechanical etc. under supervision by providing specified manpower in respective trades as on February 28, 2024”. | B. Queries raised by M/s Sterling & Wilson Pvt. Ltd. | Sr.No. | Query | Clarification by the Bank | | 1 | The firm requested for the number of relivers to be provided in the colonies | Absences for any category of manpower shall be managed by providing relevant substitutes of respective category. | | 2 | The firm requested for clarification of the number of washrooms in all the colonies covered in the scope of the Tender as there is a discrepancy observed in the numbers i.e., 6 & 22 | May be considered as 6 for dispensaries but there are common toilets in all colonies as detailed below (including toilet in dispensaries)
TMC and Suvarnarekha – 9
Dhanastra – 9
Bank House – 6
NS Road quarters – 9
Governor Bungalow – 7 | | 3 | The firm insisted to provide the make or model for the automatic soap dispensers that would help them to quote the rates; accordingly, or at-least the size/capacity of the soap dispensers to be provided | 250 ml per toilet in common areas like community hall, dispensary, caretaker office, security guards area etc.
Make is mentioned on page no.45 of tender. | | 4 | The firm requested for details of the M-fold to be specified | Mentioned on page no.45 of tender. | | 5 | The firm requested to provide the details of the size/capacity/consumption of the cleaning chemicals | Consumption shall be as per manufacturer specifications.
Please refer to “v. Supply and distributing of Cleaning material in all Colonies on monthly basis:” in page 50 of the tender document for clarification. According to which, “The Contractor should supply and utilize materials/brands which have been approved by the Bank. Cleaning of activity should be done only with Industrial grade cleaning products or Bio-products/ISO marks. Cleaning materials (like Cleaning Chemicals, all cleaning soft tools, all Disinfections materials) should be utilized as per the requirement and site conditions in all colonies (i.e., type of flooring etc.) minimum consumption of cleaning material, list & type of material will be finalized with successful bidder in consultation with Manufacturers of approved cleaning materials before start of the actual work.”
The contractor shall use cleaning materials which are preferably non-toxic and eco-friendly as approved by the Bank.
The bidders shall visit all the sites before applying for the tender and quote accordingly. | | 6 | The firm raised query about the type of the dry mops to be provided in the colonies i.e., the types of the dry mops, whether their inbuilt should be of microfiber or of some similar material | Microfiber dry mops shall be used. | | 7 | The firm requested to provide the details of the tools and equipment (make/model/size) | Firms shall deploy appropriate tools and plants to give the required quality output. Details are provided at page nos.50,51,54 and 55 of the tender document. | | 8 | The firm requested for clarification of the type of cleaning machine i.e., whether it should be walk behind or battery operated | Firms shall deploy appropriate tools and plants, as per site visit and conditions, to give the required quality output. | | 9 | The firm was not clear regarding the number of biometrics to be provided for the attendance of the staff employed in the colonies | Biometric shall be provided in each colony. | | 10 | The firm raised a query regarding the exact number of seasonal flowers to be provided and requested the Bank to provide exact bifurcation regarding the types of flowers to be provided in all the colonies | Basic rate of plant shall be considered as ₹30/- per plant (excluding GST).
Proper tax invoice shall be submitted for the procurement. | | 11 | The firm had also raised a query regarding the number of ceramic/brass pots to be supplied at the site and requested for exact bifurcation of the ceramic and brass type pots | The existing Brass/Ceramic pots are to be reused, to be replaced with same type only in case any pot is damaged/broken. | | 12 | The firm needed more clarification regarding the liaison required for the tree cutting/trimming and whether the Bank will reimburse the additional charges required for the same other the rates quoted in the Tender | Liaising shall be in the scope of the FMS agency and only authorized statutory payments will be reimbursed against submission of original payment receipt, bank will, Bank will facilitate whenever required in documentations, etc., | | 13 | The firm requested for the area of garden in all the colonies that would help them for estimating the cost of the manure required for the healthy growth of the plants | Bidders were advised to do site visit before quoting for tender to measure the actual areas of the garden. | | 14 | The firm requested for the average consumption material sheets of the amenities and the frequencies at which plants must be supplied in the colonies | Frequency of supply of plants are as under:
Indoor plants – Monthly
Seasonal Plants – Quarterly
Plants which go dry/sick and don’t look healthy shall be replaced as and when required or directed without any extra claim. | | 15 | The firm sought clarification in the final estimated cost of the Tender i.e., whether the total cost of the Tender is inclusive or exclusive of GST. Also inadvertently, the CPOH@15% was separately given in the Tender which created a confusion among the firms that whether the rates need to be quoted by considering 15% margin in the beginning or at the end | Appropriate CPOH shall be considered and included in the respective items and total value of the work is including GST. | C. Queries raised by M/s Swastik Electrotech Pvt. Ltd. | Sr.No. | Query | Clarification by the Bank | | 1 | The firm had a concern regarding the QCBS type of evaluation that the Bank had opted for the Tender | No change in the tender condition. | | 2 | The firm had a query regarding the placement/repair/maintenance of the inbuilt materials of the panels i.e., the firm needed the information of the damaged materials that they need to replace inside the panels for quoting the rates in the Tender | In terms of Clause no. 3 (c) of Section II of Tender Part I, the rates quoted must include consumables such as washers, screws, connectors, PVC insulation tapes, Teflon tapes and tools, indoor ladders, grease, oil etc. Whenever any item is to be replaced, prior approval would be obtained from engineer-in-charge and then the same shall be replaced. Payment for material replaced only shall be made separately, based on the tax invoices and delivery challan. On the cost of the material, 15% profit may be considered on basic purchase price of material before GST. The rate claimed should be competitive, reasonable, and justified from the current market price available in local market. Further, Data for repairs requiring material replacement shall be maintained in each premise and a copy of the same shall be submitted along with the bill. Contractor shall maintain Issue/Receipt register supported by call sheet signed by occupants/caretaker. | | 3 | The firm had a confusion regarding the number of the relievers and when they need to be appointed at the site.
The firm was under the impression that working days considered in the Tender is 06 days a week and relievers only need to be appointed when a particular Technician / supervisor / manager is on leave and no relievers to be provided for the 7th day of the week. | Manpower should be provided for all 7 days in a week and accordingly relievers should be provided. | D. Queries raised by M/s SV Enterprises | Sr.No. | Query | Clarification by the Bank | | 1 | The firm had raised a query regarding the additional charges required for the removal of the coconuts from the coconut tree | Not required, as nets are provided. | | 2 | The firm raised a similar query regarding the liaison required for the tree cutting/trimming inside the colonies | Refer point B-12 above. | E. i) These minutes of the pre-bid meeting shall form a part of the tender. Hence, it shall be signed and uploaded on MSTC along with the tender by the tenderers. ii) Rest of the terms and conditions & specifications of the tender document shall continue to remain the same. iii) Submission of bid by the firm shall be construed to be in conformity with the bid document and minutes of the pre-bid meeting. iv) No change in the estimated value of the work.
Annexure 1 Participants of the Pre-Bid meeting a) List of Bank’s officials who attended the meeting: | Reserve Bank of India | | Sr. No. | Name | Designation | | 1 | Shri Siddharth P Singbal | AGM (Tech-C) | | 2 | Shri Nitesh Prasad | AGM (Tech-E) | | 3 | Shri Ravindra Barku Patil | Manager (Tech-C) | | 4 | Shri Raosaheb Ganpat Ghadge | Manager (Tech-E) | | 5 | Shri Vishnu N | Assistant Manager | | 6 | Shri Tejasva Dinesh Baghel | JE (Tech-C) | b) List of representatives of participating firms | Sr. No. | Name of the representative | Name of the firm | | 1 | Shri Atul Tiwari | M/s S V Enterprises | | 2 | Shri Swapnil Ashok Khale | M/s BVG India Ltd | | 3 | Shri Niranjan Kr Tiwari | M/s Swastik Electrotech Pvt Ltd | | 4 | Shri Paresh Heliya | M/s Sterling & Wilson Pvt. Ltd. | | 5 | Shri Shubham Kitey | M/s Sterling & Wilson Pvt. Ltd. | | 6 | Shri Mahendra Singh | M/s Sterling & Wilson Pvt. Ltd. | | 7 | Shri Nikhil Bhagwat | M/s Sterling & Wilson Pvt. Ltd. | | 8 | Shri Sagar Manker | M/s BVG India Ltd | | |