The captioned e-Tender (RBI/Bhubaneswar Regional Office/HRMD/7/24-25/ET/775) was published on RBI website and MSTC Portal at 16:00 hrs on January 15, 2025. The Pre-bid meeting was held on February 12, 2025, at 11:30 A.M. in the Reserve Bank of India, Bhubaneswar to clarify the queries of the intending bidders. 2. The meeting was attended by the representatives of 11 (Eleven) firms and officials of RBI, Bhubaneswar as detailed below: | Sl. No. | Name of the Firm | Name of the Representative | | 01 | Commando Industrial Security Force | Bidyadhar Pradhan | | 02 | Radiant Security | Gouranga Sasmal | | 03 | SIS Ltd | Nilamadhab Das | | 04 | CISB | Dillip Kumar Sahoo | | 05 | G2SS | Biranchi Narayan Mohanty | | 06 | BIS | Prafulla Kumar Prusty | | 07 | Tiger 4 India | Sidharth Sahu | | 08 | Security Engineers | Ganesh Lal | | 09 | Karan Singh Security Agency | Kedar Nath Patra | | 10 | Premier Vigilance Security Pvt Ltd | Bijay Kumar Dalei | | 11 | First man Management Services Pvt Ltd | Somanath Seth |
| Sl. No. | Name of the RBI Official | Designation | | 01 | Shri Madhukar Anand | Deputy General Manager | | 02 | Shri Ranjeet Singh | Assistant General Manager | | 03 | Capt. Uttam Kumar Behera | Manager | | 04 | Shri Manas Kumar Jena | Assistant Manager | | 05 | Shri Nirliptta Ranjan Singh | Assistant | 3. The meeting was conducted to brief the intending bidders about the tender conditions, clarify any queries thereof and to sensitize about the process of submission of e-Tenders on MSTC portal. Further, the queries raised by the representatives of the participating firms, vis-à-vis our clarifications thereto are as under: | Sl. No. | Query raised by the Representative | Our Clarification | | 1 | Para 5.3 of tender document (page 17), which states that the agency should be continuously in business (for providing security guards) at least for five years as on December 31, 2024. (As per Annexure I)
Query was whether experience in Public or Private sector will be considered? | Bidders can submit experience of work carried out both in Public or Private sector. In case of Private sector work, the bidders are required to submit TDS certificate pertaining to the work. | | 2 | Para 5.7(c) of tender document (page 18)
Query regarding validity of registration Certificate under Shops & Establishment Act post issue of new guidelines by Labour & ESI Department, Odisha. | Copy of registration Certificate under Shops & Establishment Act to be submitted by all vendors. | | 3 | Para 4(v) of the General Terms & Conditions (Page 33) which states that current month EPF remittance challan, as applicable, with consolidated and breakup details to be submitted along with bill. | The vendor has to submit the bill including documentary evidence in support of salary deposited and other statutory payments for the same month for which the bill is raised. (Refer Para 4(v) of the General Terms & Conditions) | | 4 | Para 2 of the Duties and Responsibilities (Page-38)
Whether the security supervisor will mandatorily be an Ex-servicemen or otherwise? | The security supervisor so deployed will have to mandatorily be an Ex-servicemen. | | 5 | Para 5.4 of tender document (page 17) “Client Report” -
The query was whether client reports for satisfactory completion/performance from minimum three different clients can be submitted in a format other than that of the prescribed Annexure II of the tender document. | Bidders are advised to submit its client certificate from three different clients as per Annexure-II.
However, client reports in other formats mentioning satisfactory completion /performance shall be considered at the discretion of the Bank. | | 6 | Para 12 of the Section 1 (Page-7)
Query was regarding submission of EMD in Hard copy | The copy of the NEFT details may be submitted in hard copy or by mail to the following email id. securitybhubaneswar@rbi.org.in | | 7 | Para 3 of the General Terms & Conditions (Page 32)
Query regarding - Workmen Compensation policy and Third-Party Liability. | a. Contractor’s All Risk Policy for the full contract value for entire contract period.
b. Workmen Compensation Policy for all workmen deployed at site
c. Third Party Liability Policy as per following details:
(i) For injury to persons – Rs 2 Lakh per person per accident
(ii) For damage to property – Rs 5 Lakh per accident Subject to overall ceiling as per extant Insurance guidelines. | | 8 | Para 12 of the Sample Wage Analysis (Page 60)
Query was regarding Services Charges | To accommodate and to promote competitiveness among the agencies, RBI Bhubaneswar advises the agencies to determine the service charge on parameters such as Deployment / Training Cost, Administrative & Overhead Charges, Uniform/ knitting Cost, insurance related cost & Profit Margin.
The Agency shall provide minimum two sets of uniform for winter and summer and ensure that the guards are always in proper uniform to be supplied by the Agency, while on duty. In this regard, the Agency shall at his own cost provide to the security guards sets of uniform, boots, caps, jackets for winter, belts, badges and other security equipment like lathis/batons, torches, cells, whistle, registers and stationery as approved by the Bank and for the proper maintenance of the same the Agency alone shall be responsible or liable.
The representative of the Agency is required to conduct surprise check frequently at least twice a week during late hours and to see themselves that their guards are discharging duties faithfully and properly and also submit their report to the official identified by the RBI.
(Refer to the sample wage analysis of tender document) | | 9 | In MSTC website that tender no RBI/BHUBNESHWAR/HRMD/7/24-25/et/775 is not available and it cannot be seen. | The tender is available on the MSTC Portal and the bidding will start as mentioned in the tender document. | | 10 | The exemption to MSME for tender Fees and EMD is exempted or not. | As the cost of the work is more than 10 lakh, MSME vendors are not exempted from tender fees and EMD. | | 11 | The office address at Bhubaneswar is mandatory or any shop at license in Odisha will be accepted. | As per para 5 of part-I (Technical bid), the agency should have credible supervisory infrastructure and network and have their own office/ branch in Bhubaneswar. | | 12 | Only the service charges has to be quoted, and that to Zero or Nil is not allowed, so the minimum value will be 0.01 In Such case all bidder quotes the same rate then what will be the methodology of selection of Bidder. | Methodology for determining L1, if any, will be issued as Corrigendum/Addendum. | Corrigendum: | Sl. No | Section | Existing Clause | Revised Clause | | 1 | Para 5.7(g) of Eligible tenderers/ Eligibility Criteria | Registration Certificate for Service Tax. | Registration Certificate for all applicable taxes including GST. | | 2 | Para 11.2 of EMD as Tender Security and Transaction Fee | Tenders without EMD (if not exempted) will not be accepted under any circumstances. | Tenders without EMD will not be accepted under any circumstances. | | 3 | Para 4(g) of part-I (Technical bid) | Registration Certificate for Service Tax. | Registration Certificate for all applicable taxes including GST. | | 4 | Para 17 of Technical bid Form II | Registration Certificate for Service Tax. | Registration Certificate for all applicable taxes including GST. | | 5 | Para 7 of Check list for submission of bids. | Registration Certificate for Service Tax. | Registration Certificate for all applicable taxes including GST. | | 6 | Para 5 of Section-IV of Evaluation matrix | If an identical bid is made by two or more firms in the calculation, a decision such as splitting the quantity / obtaining discount on already quoted amount in sealed envelope from such tenderers shall be taken for selecting the L-1 bidder as per Bank’s discretion. | @ Mentioned below as evaluation matrix | @ Evaluation matrix (i) Average Turnover of Previous Three Financial Years i.e. FY 2021-2022, FY 2022-2023, FY 2023-2024 (Evaluation will be done based on Turnover certificates, ITRs, Profit & Loss and Balance statement for the last 3 financial year duly certified by a Chartered Accountant submitted by the bidder along with Part-I of the tender) -
4.90 Crores up to 5 Crores: 10 Marks -
Above 5 Crores up to 10 Crores: 15 Marks -
Above 10 Crores up to 15 Crores: 20 Marks -
Above15 Crores: 25 Marks (ii) Number of Manpower Engaged as on Dec 31, 2024 (Bidders will be required to provide this information along with EPF/ ESIC statement in support of their claim whenever asked for) -
100 to 200: 10 Marks -
201 to 300: 15 Marks -
301 to 400: 20 Marks -
Above 400: 25 Marks (iii) Number of Similar works in hand as on Dec 31, 2024 (Bidders will be required to provide this information along with work order/ agreement, TDS certificates and Bank statement showing receipt of payment against the claimed work, whenever asked for) -
1 to 3 : 10 Marks -
Above 3 to 6 : 15 Marks -
Above 6 to10 : 20 Marks -
Above 10 : 25 Marks (iv) Past Experience (in field of providing unarmed security guard) (Evaluation will be done based on the oldest work order / agreement pertaining to providing unarmed security guard submitted by the bidder along with Part-I of the tender) -
5 to 10 years : 10 Marks -
Above 10 to15 years : 15 Marks -
Above 15 to 20 years : 20 Marks -
Above 20 years : 25 Marks Upon evaluation of the lowest bidders based on all the above criteria, the bidder with the highest marks will be declared successful in the tender process. However, Bank’s decision in this regard will be final and it shall not be open to arbitration. 4. In addition to above, the following points were also discussed in the meeting:- (i) The vendors were advised to comply with the guidelines and the terms and conditions of tender documents. All the terms and conditions were explained to the vendors in detail. (ii) The vendors were advised not to wait for the last date to submit their tender documents to avoid any last minutes hassles. 5. These corrigendum and minutes of pre-bid meeting shall form the part of the tender document/Agreement and the same is uploaded on RBI website and MSTC portal. Hence, it shall be signed and submitted along with the tender by the tenderers. 6. All other terms, conditions and specifications of the tender document shall continue to remain the same. 7. The above clarifications are issued for the information of all the intending bidders. 8. The submission of bid by the firm(s) shall be construed to be in conformity to the tender document and clarifications / amendments given above. 9. In case any vendors have already uploaded their bids to the MSTC portal before issuance of this Corrigendum, they are advised to revise their bids (if required) and re-upload their bids to the MSTC portal. 10. Any further changes in the tender document/conditions will be uploaded on RBI website and MSTC portal by way of Addendum/Corrigendum. The same shall be factored in by the bidders while submitting the final bids in the MSTC. |