A pre-bid meeting for captioned e-tender was held at 11:00 am on February 09, 2026 at Conference Room, 3rd Floor, Reserve Bank of India, Kolkata.
2. (a) List of Bank's Officials who attended the meeting:
3. The following queries / issues were raised / discussed during the pre-bid meeting. Also, the Bank has received a few queries after the completiong of Pre-bid meeting which also have been included. The clarifications given by the Bank with respect to each of these queries / issues are as follows:
| Sr. No. | Query | Clarification |
| 1. | The bidder shall supply minimum twenty-five (25) number of fully covered metallic container trucks/ vehicles of height not more than 10.5 feet, having metallic body of sufficient thickness, preferably bullet / tamper proof with secure tamper proof double locking arrangement, enabled with Global Positioning System (GPS), CCTV enabled for passenger and cargo compartment, wireless mobile communication system along with Hooter and Fire extinguisher for the following activities:
Question: The weight of the vehicle is not specified in the tender. Further, in the rate schedule you have specified that the rate should be quoted for 3MT, 6MT and 9MT. Hence, we would like you to specify weight wise vehicle required. | The vehicle requirement is determined by the total payload weight and volume per remittance. Based on current trends for a five-day work week, the indicative fleet distribution is as follows:
1. For Coin Transportation:
a) 9 MT Containers: 28–29 units.
b) 3 MT / 6 MT Containers: 3–4 units.
Allocation Logic: Volume is primarily optimized for 9 MT containers. 3 MT/6 MT vehicles are utilized to accommodate the residual weight that does not require a full 9 MT load.
2. For Banknote Transportation:
a) 9 MT Containers: 3–4 units.
b) 3 MT / 6 MT Containers: 1–2 units.
Allocation Logic: Similar to coin transit, 9 MT containers are usually used for bulk transport, with 3 MT/6 MT units deployed for any residual weight per shipment. However, the banknote remittances are based on need and are not regular.
These figures are indicative, and the actual requirements may vary based on the specific weight of remittances or the need for Saturday operations. The successful Bidder must be prepared to supply surplus containers as indicated in the Bank's Work Orders. |
| 2. | a. Three similar completed services with each costing not less than the amount equal to 40% (forty per cent) of the estimated cost; or
b. Two similar completed services with each costing not less than the amount equal to 50% (fifty per cent) of the estimated cost; or
c. One similar completed service costing not less than the amount equal to 80% (eighty per cent) of the estimated cost.
Question:
Our question for the turnover calculation whether you will consider Rs. 13.02 crores i.e. turnover for one year | The eligibility criteria and the turnover will be calculated based on the average one-year cost i.e. ₹13.02 Crores. |
| 3. | Further the estimated cost of this tender is provided at Rs. 26.04 crores over two years.
Question: Whether you will consider Rs. 13.02 crores as estimated cost for one year while comparing the bidders experience in terms of the work executed as per point 2 above? | The turnover will be calculated based on the average one-year cost i.e. ₹13.02 Crores. |
| 4. | Performance Bank Guarantee In lieu of Security Deposit Rs 25,00,00,000.
Question: Generally, across Reserve Bank of India maximum amount of Bank Guarantee taken is Rs. 10,00,000. Intact in your previous tender you have called for the Bank Guarantee of Rs. 10,00,000 however raising the same to Rs. 25,00,00,000 will cause undue hardship over the bidder. | The mandatory Bank Guarantee (BG) of ₹25 Crore is a calculated requirement based on the maximum aggregate value of treasure (coins and banknotes) entrusted to the carrier at any given point in time. This amount has been determined by considering the high-value nature of coin remittances, which are executed under carrier's risk, alongside the requirements for banknote transit.
Given the current volume of remittances, the total value of treasure in transit frequently approaches this limit. Therefore, maintaining a BG of ₹25 Crore is essential to ensure adequate financial security and risk coverage for the Bank's assets. A lower BG amount would result in operational constraints, potentially halting or restricting the volume of remittances that can be safely processed each week. Consequently, this requirement is non-negotiable and must be issued by a scheduled commercial bank for the entire duration of the contract. |
| 5. | Loading/ unloading of the Coin Bags into/from the contractor's metallic containers will be done by the contractor at his cost at the destination currency chest(s)/ other office(s) of the Bank or other places specified by the Bank.
Question: Whether loading / unloading of the Coin Bags into / from the contractor's metallic containers at the RBI Kolkata Office will be done by a separate labour contractor appointed by the RBI Kolkata? | Loading/ unloading of the Coin Bags into / from the contractor's metallic containers at the RBI Kolkata Office will not be the responsibility of the Transport Contractor. |
| 6. | Loading unloading at the Bank will normally be done during the office hours of the Bank
[duties of the Contractor for transportation of Bank notes].
Question: Whether loading / unloading of the Bank notes into / from the contractor's metallic containers at the RBI Kolkata Office and other Currency Chests will be done by a separate labour contractor appointed by the RBI Kolkata or by the Currency Chests? | Loading/ unloading of the Coin Bags/banknotes boxes into / from the contractor's metallic containers at RBI/currency chests will not be the responsibility of the Transport Contractor. |
| 7. | Copy of valid license under the Private Security Agencies (Regulation) Act. 2005 or the similar AcU Rules promulgated by State in which the service is performed (in case of Security Service).
Question: We are the contractor for transportation of coins and bank notes. We are not security services agency. Whether it is compulsory to get the license under the Private Security Agencies (Regulation) Act, 2005 for qualification in the tender? | The requirement for a PSARA license depends on the bidder's operational model. The following rules apply:
1. Self-Managed Security: Bidders who intend to use their own internal security personnel for the protection of treasure must submit a copy of a valid PSARA license issued in their own name.
2. Outsourced Security (Tie-up): Bidders who do not possess a PSARA license may outsource security arrangements to a third-party agency. In this case, the bidder must submit a Declaration stating that, if successful, they will ensure all security arrangements are handled by a firm holding a valid PSARA license. A copy of the engaged firm's license must be submitted to the Bank before the commencement of work.
The Private Security Agencies (Regulation) Act, 2005 governs all private security services. Any personnel deployed for the protection of property or transit—whether carrying firearms or not—must be provided by a PSARA-licensed agency to ensure they are properly vetted, trained, and physically fit. |
| 8. | Earnest Money Deposit (EMO) - 2% of the total estimated cost of work i.e. ~ 52.08 Lakh only
(Rs. Fifty-Two Lakh Eight Thousand only)
Question: We have noted that the EMD called during the tender issued in 2023 was~ 7.20 lakhs for coin tender and Rs. 0.43 lakhs for bank note tender. Under the present tender both the work for coin and bank notes are clubbed together however the EMO has been substantially increased to~- 52.08 lakhs.
This is taken at 2% of the total estimated cost of work for two years i.e. ~- 52.08 lakhs. We would like to know whether the estimated cost of work for two years will be around ~- 26.04 crores since this is a very significant increase compared to previous estimates. | The estimated cost of work for two years will be around ₹26.04 Crores and hence, the EMD amount calculated at 2% of the estimated cost is ₹52.08 lakh. |
| 9. | The bidder shall supply minimum twenty-five (25) number of fully covered metallic container trucks/ vehicles of height not more than 10.5 feet, having metallic body of sufficient thickness, preferably bullet / tamper proof with secure tamper proof double locking arrangement. enabled with Global Positioning System (GPS), CCTV enabled for passenger and cargo compartment, wireless mobile communication system along with Hooter and Fire extinguisher for the following activities
Question: We have noted that the vehicles called during the tender issued in 2023 was 7 for coin tender and 7 for bank note tender this was totalling to 14 vehicles Under the present tender both the work for coin and bank notes are clubbed together however the requirement of vehicles has been raised to 25 vehicles which substantially increased to present 14 vehicles. | The minimum requirement of 25 containers has been determined based on current trends and projected weekly remittance volumes. It is an independent operational requirement and bears no relation to the specifications of previous tenders.
The bidders may note that the requirement for 25 trucks is a minimum baseline for eligibility, not a maximum cap on deployment.
The actual number of containers to be deployed will be governed by the specific Work Orders issued by the Bank, which may call for a fleet size significantly larger than the eligibile minimum to ensure timely delivery of treasure and to meet any contingencies. |
| 10. | Otherwise, the entire work may be split between L 1 and L2 in the ratio of 60:40 (approx.) subject to the L2 bidder agreeing to accept the rates offered and accepted by L 1 bidder. This is without any prejudice to the supply capacity of L 1 bidder and is only meant to reduce complete reliance on one contractor.
Question: In case of more than L 1 bidder i.e. L 1 and L2, will the work be distributed in the ratio of 60:40? | The bidders are advised to refer to Para viii under Scrutiny of Tenders heading.
a. In the event of there being more than one L1 bidder, the entire work may be equally distributed (50:50), (33.3:33.3:33.3) etc. among the L1 bidders.
b. Otherwise, the entire work may be split between L1 and L2 in the ratio of 60:40 (approx.) subject to the L2 bidder agreeing to accept the rates offered and accepted by L1 bidder. This is without any prejudice to the supply capacity of L1 bidder and is only meant to reduce complete reliance on one contractor.
c. In case L2 bidder is not agreeable to match L1 rate then L3, L4 etc. bidder in that order shall be given opportunity to match L1 rate for awarding the balance 40% of work.
d. If L2, L3, L4 etc, are not agreeable to match the offered rate of L1, then the balance estimated work (40%) may also be awarded to L1 bidder.
It may be noted that the work split provision is only applicable if multiple bidders meet the eligibility criteria. |
| 11. | Number of trucks in case of split work (L1 & L2)
As per the tender, the work may be split between L1 and L2 in the ratio of 60:40 based on kilometers covered during the year.
Request: Kindly clarify, in such a scenario, what will be the minimum number of fully covered metallic container trucks/vehicles to be deployed by each bidder (L1 and L2), considering the minimum requirement of 25 vehicles mentioned under Scope of Work / Eligibility. | The allocation of work and deployment of containers shall be governed by the following principles:
1. Fixed Eligibility Criterion (Capacity) The requirement to possess a minimum of 25 fully covered metallic container trucks is a mandatory eligibility criterion. This ensures that every qualified bidder possesses the inherent resource depth to manage the Bank's large-scale operations independently. This capacity requirement remains fixed at 25 vehicles for each bidder, regardless of any eventual work split.
2. Pro-Rata Deployment in 60:40 Split (Execution) The work split (60:40 ratio based on total kilometers) will only be triggered if multiple bidders qualify. In such a scenario, daily/weekly deployment will be as follows:
Deployment Logic: The number of containers actually deployed by L1 and L2 will be worked out on a pro-rata basis derived from the actual weekly remittance schedule.
Indicative Weekly Fleet Requirement:
Coins: ~28–29 units (9 MT) and ~3–4 units (3 MT/6 MT) to accommodate residual weight.
Banknotes: ~3–4 units (9 MT) and ~1–2 units (3 MT/6 MT) for residual weight.
Share of Work: L1 and L2 will broadly deploy containers in a 60% and 40% share, respectively, of the total volume required for that specific period.
3. Frequency and Operational Scalability
Banknote Remittance Frequency: Bidders must note that banknote remittances are on a need-basis only (typically 1–2 times per week, or potentially nil in some weeks). Coin transportation remains the primary driver of daily activity.
Readiness: While daily deployment is shared, both bidders must maintain their full eligible fleet capacity (25 trucks). The Bank reserves the right to issue Work Orders for surplus containers for heavy remittances or Saturday operations, and bidders must supply vehicles accordingly.
It may be noted that the work split provision is only applicable if multiple bidders meet the eligibility criteria. |
| 12. | Halt at nearest police station – permission/covering letter
The tender stipulates that the vehicle carrying treasure shall be parked at the nearest Police Station at sunset and that travel during night hours should not be undertaken / may be required to halt at nearest Police Station or District Police HQ en route.
Request: Please confirm whether RBI, Kolkata will issue any standard request/covering letter or standing instruction addressed to the concerned Police authorities to facilitate such halts of coin/note remittance vehicles at police stations. | The Bank provides specific facilitation protocols based on the type of remittance:
1. Coin Remittance Protocols: For each coin remittance, the Bank issues a specific letter detailing the container vehicles being used, as well as the security supervisors and drivers assigned. The Bidder shall utilize this letter to facilitate necessary halts at police stations or District Police Headquarters.
2. Banknote Remittance Protocols: For banknote remittances, the Bank arranges for dedicated police escort to accompany the treasure. These police officials are responsible for managing the security of treasure during transit and facilitating any required halts at the nearest police station or a secure location enroute to destination.
Regardless of the remittance type, the bidder must strictly adhere to the curfew timing of halting at a secure police location by sunset to ensure the safety of the treasure. |
| 13. | Estimated cost – including or excluding GST
In the Schedule of Tender and Format of Tender, the estimated cost is indicated as ₹26.04 crore over two years, and the Price Bid specifies that the "rates should be inclusive of all taxes but exclusive of GST."
Request: Please confirm whether the estimated cost of ₹26.04 crore is to be understood as excluding GST (i.e., GST payable extra as applicable over and above this amount), in line with the note in the Price Bid. | The estimated cost of the tender over two years is ₹26.04 Cr (exclusive of GST).
It may please be noted that the amount is indicative only and RBI Kolkata is not under any obligation to incur expenditure equal to or exceeding the estimated cost/ expenditure mentioned in the tender document. |
| 14. | Whether labour license is required? | It is desirable that the successful bidder/s hold a valid labour licence.
Non-requirement of licence due to workforce falling below statutory threshold, if applicable, shall not absolve the contractor from ensuring full compliance with wage, social security, safety, and other labour welfare provisions listed out under "Compliance of Statutes" heading.
The successful bidder/contractor shall be responsible for complying with all applicable labour laws and statutory requirements in force from time to time. Requirement of labour licence or registration shall depend on the nature of work and the number of workmen deployed, as prescribed under the relevant Central/State labour legislations (including but not limited to the Contract Labour (Regulation & Abolition) Act / applicable Labour Codes and State Rules).
Accordingly, the contractor shall obtain and maintain all necessary registrations, licences, permissions, and returns as may be legally required for execution of the contract. The principal employer/responsible authority may seek documentary proof of such compliance at any stage. |
| 15. | We are supplying similar services of transportation of high value items like pharma products to various MNCs. Whether we will be eligible for the said tender? | Similar Services has been clearly defined in the section Eligibility Criteria of Scope of Work as services for transportation and handling of cash/ valuables (coins/ banknotes) to Central/ State Government/ PSUs/ Nationalised Banks/ Reputed Organisations. |
| 16. | Why is the height of the container mentioned as 10.5 feet? | The height of 10.5 feet has been specified on account of structural restrictions at RBI Kolkata. |
| 17. | In case of work split, what will be the amount of Bank Guarantee? | The Bank Guarantee (BG) amount shall remain fixed at 25 Crore, irrespective of any subsequent work split.
Please note that a work split will be considered only if multiple bidders qualify the eligibility criteria. Regardless of the volume of work allocated to an individual bidder through this split, the security requirement remains non-negotiable at the original stipulated value to maintain operational continuity if one bidder fails to perform the split work. |
| 18. | Whether the Bank Guarantee amount of ₹25 Cr is subject to change? | In the tender document, under the Performance Bank Guarantee clause, it is mentioned that the Bank reserves the right to increase the amount of Bank Guarantee depending upon the amount of remittance and the contractor shall provide Bank Guarantee of additional amount. |
| 19. | In case of any security incident, who will be responsible? | The Bidder shall bear sole and absolute responsibility for any security incident. As the Bank enters into a contract directly with the Bidder, it is the Bidder's primary responsibility to ensure the prevention of any untoward incidents and to guarantee the swift mitigation of any breach.
This accountability remains exclusively with the Bidder, regardless of whether the security arrangement is managed directly by the Bidder or through a PSARA-registered firm. The engagement of a third-party agency does not divest the Bidder of their liabilities or contractual obligations to the Bank. |
| 20. | Whether experience certificate is required for each year? | No, separate experience certificates for each individual year are not required. The bidder must submit a Consolidated Experience Certificate or a Satisfactory Completion Certificate issued by the client for the entire tenure of the relevant project.
However, the submitted documentation must clearly specify:
a) The Start Date and End Date (or "Ongoing" status) of the service.
b) The Scope of Work handled during that period.
c) Confirmation of Satisfactory Performance throughout the contract duration. |
| 21. | Whether insurance is required for coins in transit? | Insurance is not mandatory.
However, the contractor may arrange for insurance of the coins at his/her own cost in consultation with the Bank as mentioned in the Tender document. |
| 22. | If only one bidder becomes eligible for Part II after scrutiny of the eligibility criteria, whether the work will be awarded to him? | Yes. The entire work will be awarded to the single eligible bidder, provided their financial bid is found to be reasonable and in compliance with the Bank's internal estimates and terms. As stated previously, the work split provision is only applicable if multiple bidders meet the eligibility criteria. If only one bidder qualifies, no split will occur, and that bidder shall be responsible for the 100% volume of the work. |
| 23. | How long should the CCTV footage be preserved for? | The CCTV footage of the containers (and related transit/handling areas) must be preserved for a minimum period of 90 days.
However, in the event of any security incident, discrepancy, or "untoward incident," the relevant CCTV footage must be preserved indefinitely until the matter is fully resolved and the Bank issues formal "further orders" for its disposal. |
| 24. | If transportation of coins/ banknotes has been carried out for banks/ other reputed organizations without entering into a contract with them, whether client certificates from such organisations will be admitted? | No. A formal contract or agreement with Banks or other reputed organizations is a mandatory prerequisite to be eligible under the "Similar Service" criteria.
While client certificates may validate the quality of work, they cannot be substitute for a formal contractual arrangement. The Bidder must submit a valid Contract/Agreement/Work Order along with the corresponding Performance Certificate to demonstrate a structured and legally recognized engagement for high-value logistics. |
| 25. | What is the duration of the contract? | The duration of the contract is for 2 years. |
| 26. | Whether work order should be provided for agreement period or for each year? | The bidder should provide the original Work Order or Letter of Intent (LoI) that covers the entire agreement period.
If the engagement was structured as a multi-year contract with annual extensions/renewals, the bidder must submit the initial Work Order along with all subsequent renewal letters or the latest extension order to establish the continuity of service. The documentation must clearly demonstrate the total uninterrupted duration of the service provided to the client. |
| 27. | The banks are not offering Bank Guarantees beyond ₹10 Crore. | The requirement for a Bank Guarantee (BG) of ₹25 Crore remains unchanged. As this contract involves the handling and transportation of high-value sovereign assets, the BG amount has been mathematically calculated based on the scale of operations.
Bidders are informed that this is an existing operational benchmark already met in similar high-value contracts of the Bank.
If a bidder's primary bank has internal limits, the bidder is permitted to submit multiple BGs from different Scheduled Commercial Banks, provided the cumulative value reaches ₹25 Crore and all BGs follow the Bank's prescribed format. |
| 28. | Whether PSARA license is required if a Bank Guarantee of ₹25 Crore is already being submitted? | Yes. The requirement for a PSARA license and the submission of a ₹25 Crore Bank Guarantee are independent mandates and both must be fulfilled.
In terms of Para v of Duties of the contractor for transportation of coins packed in bags in the Tender document, The coin bags will be handed over to the contractor at his/ her own risk, he must provide necessary security arrangements for them.
The Private Security Agencies (Regulation) Act, 2005 governs all private security services. Any personnel deployed for the protection of property or transit—whether carrying firearms or not—must be provided by a PSARA-licensed agency to ensure they are properly vetted, trained, and physically fit. If the Bidder is not a PSARA-licensed agency, they must have a formal tie-up with a PSARA-licensed service provider.
The ₹25 Crore BG is a performance security intended to safeguard the Bank against contractual defaults and operational risks of the value of the treasure in transit. |
4. These minutes of pre-bid meeting shall form the part of Bid document/ Agreement.
5. Rest of the terms and conditions and specifications of the Bid document shall continue to remain the same.
6. The above clarifications are issued for the information for all the intending bidders.
7. The submission of bid by the firm shall be construed to be in conformity to the Bid document and Amendments / Clarifications given above.