The Pre-bid meeting for the captioned tender was convened as per the schedule on December 04, 2024 at 11:30 Hrs in the Video Conference Room, 3rd floor, Reserve Bank of India, Bakery Junction, Thiruvananthapuram.
2. The following staff members of Reserve Bank of India and representatives of intending bidders were present during the pre-bid meeting:
3. Shri Pravin M S, Manager welcomed the participants and briefed about the tender.
4. List of queries discussed in the meeting and clarifications/comments given during the meeting regarding the tender are tabulated below.
| Sl No | Reference to tender clause/section | Query | Bank's clarification/comments |
| 1 | Section III (d) | Is EMD exempted for applicants who are registered with MSME? | EMD exemption for entities registered under MSME is applicable only for goods, services and work contracts having an estimated cost of up to ₹ 10 lakh. Therefore, for this tender, EMD exemption for MSME is not applicable. |
| 2 | Clause C. (para 3) of Section IV | Is OEM B2B support required for any items? | It was clarified that the tenderer should preferably have an OEM certification or authorization or service provider certificate. |
| 3 | Clause C. (para 4) of Section IV | Any OEM certifications required for the on-site resources? | OEM certification is not required for on-site resources. |
| 4 | Clause C. (para 10, sub para 3) of Section IV | Repair and return the defective parts with the help of Test & Repair Centre of the vendor and is it mandatory to replace the old & defective parts with new & genuine parts in all cases. | It was clarified that in case where parts are unserviceable and such parts of the equipment needs replacement, the vendor shall replace such parts with new ones of the same brand or a brand specified by the Bank of similar price, promptly at no extra cost to the Bank. |
| 5 | Clause C. (para 10, sub para 4) of Section IV | Whether it is needed to arrange additional engineers for the shifting activity or the deployed on-site resources are enough? | Three Engineers deputed at Main Office Building of the Bank (On-site) are sufficient for shifting activity as and when required. |
| 6 | Clause C. (para 16) of Section IV | Whether the Bank shall arrange the consumable items or it is the vendor's responsibility to supply the consumables? | All consumables other than the ones specified (fuser assembly, ribbon, printer cartridge & toner cartridge, printer head) in the tender clause has to replaced by the vendor at no extra cost to the Bank. |
| 7 | Clause C. (para 26) of Section IV | Any specific amount to be covered for insurance? | It was clarified that the insurance policies will have be valid and co-terminus with the tender condition in Clause O. (3) (b) (Insurance) of Section IV. |
| 8 | Clause C. (para 29) of Section IV | Kindly share the details of call logging tool available at Bank.
Or the vendor has to deploy any tool? | The Bank has a portal called 'Suvidha' for this purpose. Dedicated E-mail Id is also provided to the vendor. |
| 9 | Clause C. (para 35 and 36) of Section IV | Kindly make the notice period to 3 months in both termination scenarios. | It was reiterated that the Bank reserves the right to terminate the agreement at any time, if the vendor fails to carry out any of the obligations/ duties in terms of the agreement. |
| 10 | Clause D. (para 1) of Section IV | Will the deduction be in-line with the amount of respective engineers? | It was clarified that absence of engineers at work will attract a proportional deduction from the charges in the subsequent quarterly payment, if alternate arrangements are not made by the vendor. |
| 11 | Clause D. (para 2) of Section IV | Clarity required on the penalty term of "scheduled engineer visit", as we are deployed on-site resources. | It was clarified that absence of engineers at work will attract a proportional deduction from the charges in the subsequent quarterly payment, if alternate arrangements are not made by the vendor.
An additional penalty of Rs.1000/- will be deducted from subsequent quarterly payment in case of non-adherence of at least 60% of scheduled engineer visit in a month. |
| 12 | Clause D. (para 3) of Section IV | Penalty will be 5% of Quarterly bill amount of the respective system or on complete bill amount, kindly confirm. | It was clarified that penalty of 5% of quarterly bill amount (base amount i.e. excluding taxes) will be levied if monthly and/ or quarterly preventive maintenance schedule is not done. |
| 13 | Clause D. (para 4) of Section IV | Kindly confirm the upper cap of penalty imposed for SLA failure. | It was clarified that there is no upper cap of penalty. |
| 14 | Clause O. (para 3) (b) (Insurance ) of Section IV | Clarity required on the insurance term. | It was clarified that the insurance policies will have be valid and co-terminus with the tender condition in Clause O. (3) (b) (Insurance) of Section IV. |
| 15 | Part A of Section V | Kindly share the make / model / configuration of the devices to be supported | The required details are provided in the Annexure. It was reiterated that the bidder has to note that the list is indicative and not exhaustive and that the number of items may vary during the contract period. |
| 16 | Part B of Section V | Are all the mentioned softwares arranged by the Bank and the cost for the license / subscription charges borne by the Bank? | It was clarified that the software, licence/subscription shall be arranged by the Bank and the cost will also be borne by the Bank. |
| 17 | Annexure X | Kindly provide separate line for entering AMC rate and FMS rate for each items, since the rates are different for AMC and FMS. | It was clarified that the Part II Financial/Price Bid to be filled in MSTC portal will be as given in the format in Annexure X. Item-wise AMC and FMS rates can be filled in by the bidder. |
5. Corrigendum
6. Intending bidders were advised that the tender documents should be uploaded in e-Tendering (MSTC) portal well before the last date of bidding to avoid any last-minute errors/rush and also informed that the EMD for the work should be transferred in the form of NEFT to the account provided in the tender document.
7. Bidders shall also note that all the above clarifications provided by the Bank during the pre-bid meeting and corrigendum, along with details indicated in the tender document shall form part of the tender/contract.
The meeting concluded at 12:30 Hrs.