Corrigendum - June 21, 2017 Reserve Bank of India, College of Agricultural Banking, University Road, Pune 411 016 had invited tenders for providing Catering Services on May 11, 2017. The pre-bid meeting held on June 5, 2017 and the minutes of the meeting have been placed on the Bank’s website www.rbi.org.in. Please note that the last date for submission of tender has been extended to 3 pm on June 23, 2017. Principal
College of Agricultural Banking
Minutes of Pre Bid Meeting- Catering Services Contract A Pre-Bid meeting for Catering Services Contract in CAB, Pune was held at 11:30hrs on June 05, 2017 as per the tender document. The meeting was chaired by Smt Madhumita Sarkar Deb, Principal, CAB and was attended by the following officers from CAB and representatives of some interested firms. -
Shri Sudhir Kumar Jha, Vice Principal -
Shri Jawahar Lal Shaw, AGM -
Shri Sudhir Ghonge, AGM -
Shri Somit Dutta, Manager -
Shri V.N.Raut, AM -
Smt Pooja Ghavari, AM -
Mr.Sai Kiran, Asha P Caterers, Pune -
Mr. Govind Singh, Saanvi Stars Hospitality Pvt Ltd, Mumbai -
Mr. Shaikh, R&K Associates, Pune -
Mr. Nitin Sharma, Annapurna Catering Services, Mumbai -
Shri Harish Shetty, Kirthi Caterers, Mumbai During the meeting, the prospective bidders sought clarification on many issues relating to the tender, which were supplied. Additionally, some information/clarification was also provided by Bank’s officials to bring greater clarity on the whole tendering process. These are summarized below: | Sr. No. | Query | Clarification | | 1. | Whether rates to be quoted by the bidder should be inclusive / exclusive of taxes? (Ref. Page 38 - Annex V) | It was clarified that rates to be quoted by the bidder should be exclusive of Service Tax but should include all other taxes/levies. College will reimburse the applicable Service Tax/GST on production of appropriate documentary evidence. | | 2. | Is there a specific number of personnel to be employed for the contract? | It was clarified that it is a Service Contract and not a labour contract, hence the agency to which is the contract is awarded will have to decide on the number of chefs, assistants and waiters required to render the services satisfactorily. | | 3. | Who will supply kitchen equipment and bear the charges for Gas, Electricity, and Water? (Ref. Page 17 - Para 2 & 3) | It was clarified that the College will provide kitchen equipment, LPG gas connection and LPG cylinders. The agency to which the contract is awarded shall arrange for regular supply of commercial LPG refills at its own cost and pay directly to the gas dealer.
The College will bear electricity/water charges. | | 4. | Running of Staff Canteen for Class III/IV (Ref. Page 10 - Para 13) | It was clarified that the caterer who is awarded the contract will be bound to provide catering services in the Staff Canteen for class III/IV staff and outsourced staff. The menu and rates for items to be served in the canteen will be decided in mutual consultation with Class III/IV associations without Bank’s involvement. | | 5. | How many Visiting Officers Flats (VOFs)/ Transit Holiday Home (THH) will be required to be served under the contract? (Ref. Page 10 - Para 13 and Page 16 - Para V 1 (v)) | It was clarified that 14 Visiting Officers’ Flats (VOFs) at CAB Campus, 04 VOFs, 03 THHs and one Single accommodation located at Rajanigandha Staff Quarters, Near Bremen Chowk, Aundh, Pune will be required to be served under the contract. | | 6. | Whether approximate rates indicated in Annexure V are the minimum rates? (Ref. Page 38 (Annexure V) | It was explained that these rates are indicative rates. However, If the financial bids are lower than the indicative rates by more than 10%, then the bids will be liable for rejection. | | 7. | What is the stay arrangement for the employees engaged by the contractor/bidder? (Ref. Page 10 - Para 19) | It was clarified that stay arrangement will be provided by the College for only one cook and two helper or waiter of the contractor for early morning service, etc. | | 8. | How the financial bid will be evaluated? (Ref. Page 37 - Para 6) | It was clarified that - -
Bidders will be required to quote amount for each item indicated in Annex V. -
Amount quoted against each item will be multiplied by the percentage given under “weightage” in 3rd column of Annex V. -
After multiplying the quoted rate with the respective weight given in 3rd column, final rates will be arrived at for each item. The sum total of weighted rates for all the items will be the final bid amount. | | 9. | Whether the contractor will be required to furnish documentary evidence for having deposited ESIC premium and employer’s contribution towards PF for its existing workforce? (Ref. Page 26, Annex-II, Item 11) | Yes | | 10. | Who will provide Bisleri Bottles and Jars? (Ref. Page 16, Para V.1.(iii) (Supply of drinking water) | It was clarified that the College will provide Bisleri bottles (one litre) and 20 litre jars. It will be the responsibility of the contractor to provide services for placing Bisleri bottles and jars in hostel room/conference room/classrooms and office area etc. as directed by the College. | | 11. | What are the components of the Full Day Package mentioned in Annex V? (Ref. Page 38) | Details about Full Day Package (FDP) was explained as below : FDP consists of the following items. -
Bed Tea (tea bags/coffee sachets, sugar pouches, milk pouches to be kept in the hostel/VOF rooms) -
Breakfast -
Tea with biscuits - 11:00 a.m. -
Lunch -
Tea with biscuit - 03:00 p.m. -
Tea with snacks - 05:00 p.m. -
Dinner | | 12. | What will be the number of participants, is it fixed? (Ref. Page 10 - Para 14) | It was explained that number of participants is not fixed and may range from 60-90 on average. However, College does not guarantee any minimum number of participants. For details bidders may refer to Page 37 - Para 2 of the Tender document. | | 13. | What will be the rate for provision of High Tea, etc? | It was also clarified that the rates for high tea, etc. will be fixed for each time. It is to be done based on items to be included in the high tea. | | 14. | What will be the periodicity of billing for services provided? (Ref. Page 11 - Para 21) | Bills for catering services rendered will be raised after each training programme. Bills for trainees’ food (full day package, special lunch, dinner, etc.) will be paid by College. Billing for food consumed by guests in VOFs will be paid by the guests. Whenever the bills for guests are to be paid by the College, the contractor will be advised to raise bills on the College. | | 15. | What is the process of Medical Examination of the employees engaged by the contractor (Ref. Page 13 - Item (viii) | It was explained that, medical examination of all the waiters and employees is to be carried out on half yearly basis. | | 16. | What is the process of Police verification of employees engaged by the contractor (Ref. Page 13 - item (ix) | It was also clarified that Police verification is to be mandatorily done at Pune and has to be carried out on yearly basis. | | 17 | Whether Aadhaar Card is required to be submitted in respect of employees engaged by the contractor? (Ref. Page 13 - item (ix) | Yes | | 18. | Explanation about Technical Evaluation (Ref. Page 30 - Annex IV) | It was explained that the Technical Evaluation will be based on various parameters listed in Annexure IV. The weightage for Technical Evaluation will be 50% in deciding the overall score. Marks awarded against each parameter will be totalled and multiplied by the weightage (50% for technical evaluation) and final marks worked out. Likewise, a visit by a team from the Bank will be made to places of business of each bidder to award marks on quality (again out of 100) which will be given weight of 20%. | | 19. | Explanation about Supply of tea to officers / other staff (Ref. Page 38 - Annex V) | Tea has to be served 2 times on working days to 70 officers at workplace as required - Green tea/cooked tea/tea bags /lemon tea/coffee, etc) but rate is to be kept common. Hence, average rate for this is to be quoted. Additionally, tea is also to be provided to other staff (approximately 50) at one or two places in the office or canteen. Tea/coffee for meetings, guest, etc. will also have to be provided as and when required. | | 20. | Explanation regarding Unlimited Lunch/Dinner (Ref. Page 38 - Annex V) | Bidder/contractor will be required to quote rate for unlimited lunch/dinner. These are the rates at which contractor will provide lunch dinner to officers of the College and the guests staying in VOF/THH. This rate will also be used in arriving at the net cost of full day package when special lunch/dinner are organised for training programmes. | | 21. | Explanation about Monitoring Mechanism And penalty provision (Ref. Page 19 & 20 - Para 12 (iii) & (iv) | It was explained that surprise check for quality of raw material/food cooked/oil used will be carried out anytime. On the basis of surprise check and feedback from participants /oral complaints about quality of food penalty may be imposed on caterer. | At last, Principal emphasised that top quality food should be provided and a high level of hygiene has to be maintained at all times. | |