In connection with the captioned tender a pre bid meeting was held at 11:00 AM on March 7, 2017 in the Meeting Room, 4th Floor MOB, RBI, Ahmedabad. The meeting was attended by representatives of five firms viz.; Intellicon Pvt Ltd, Matrix Comsec Pvt Ltd, BPL Telecom Pvt Ltd, Clixxo Broadband Pvt Ltd and ITI Ltd. The meeting was headed by DGM Estate who stated at the outset that the purpose of the meeting was to clarify any doubts/queries regarding the said tender. Other officials of Estate Department, were also present to answer the queries of the participants. The issues raised by the participants & clarifications by the Bank are as under:

1. Request for adding Clixxo, NEC and Matrix to the list of approved make was made by respective firm representatives. It has been decided that all equivalent makes meeting the technical specifications of the tender would be accepted as approved make.

2. Representative of M/s Matrix enquired about Comprehensive Maintenance and Service Contract. It was explained that the system shall be under Defect Liability Period for one year from the date of commissioning, following which the firm shall provide Comprehensive Annual Maintenance and Service to the system for a period of three years at their same quoted rates. After completion of four years, the AMC rates shall be revised using the formula specified in the tender for a further five year period.

3. Representative of M/s Matrix quoted Para 13.6 of the tender and enquired if the firms participating in the pre bid meeting need to bring a sample of telephone instruments offered by the to the pre bid meeting. It was clarified that the same was not relevant at this stage of tendering and may be waived off. However the participating bidders need to ensure that the IP telephone instruments by the firms comply to the technical specifications of the tender.

4. Representative of M/s Matrix, enquired if the rates quoted by the firms for analog extension shall include the cost of telephone instrument. It is clarified the query saying that the rate need not be inclusive of the telephone instrument cost.

5. Representative of M/s BPL Telecom, quoted Para 7.2.3 of the tender and enquired whether both fully duplicated and centralized control needed to be provided. It was also advised by some of the participating firm representatives to include a server based system with gateway architecture with full redundancy of the system between two office buildings. It is clarified that since make modifications may inflate the overall cost of the project, the suggestion made by the firms in this regard is not be accepted. In case of a failure in IP EPABX system, the redundancy shall be provided within same system. However if the firm wishes to offer a server based system, it will be accepted and considered.

6. It was advised participating firms to quote separate rates (for two systems to be installed at both office buildings) for Item (E) in Tender Part – ll (Price Bid) separately. In absence of above, rate will be bifurcated in the ratio of 60:40 for Main Office Building and La- Gajjar building respectively.

7. It is advised that participating firms to submit the Certificate of previous works carried out, obtained from previous clients.

8. Participating firms are also advised to submit a Manufacturer’s authorization and backup service commitment from the OEM.

9. Tenderers shall submit demand draft for Rs 1000/- in favour of Reserve Bank of India Ahmedabad along with part I towards cost of tender document.

10. Para 3.8.1 scope of work: Taking away old EPABX and instruments are not included.

11. Assignment and Subletting: The whole of the works included in the Contract including AMC shall be executed by the Contractor and the contractor shall not directly or indirectly transfer, assign or under-let the Contract or any part share thereof or any interest therein without the prior written consent of the Employer and not undertaking shall relieve the Contractor from the full and entire responsibility of the Contract or from active superintendence of the works during their progress.

All the tenderers may kindly note that the above minutes of the pre bid meeting would form a part of the technical bid. A printout of the same should be taken and every sheet of the same duly signed stamped & should be enclosed with the part – I of the tender document. The meeting ended with vote of thanks to the chair.