2. At the outset, GM, Estate Department welcomed the participants to the meeting and invited queries, if any, from the prospective bidder regarding the captioned tender. The queries put forth by the representative and the clarifications issued are tabulated below:
| Sr. No. | Queries/Proposals from the firms | Clarifications/Comments |
| 1. | Whether there is option to provide an single/multiple compressor for chiller with VFD. | Chiller machines with single compressor will also be acceptable. |
| 2. | We request you to provide the I/O summary for the SCADA-based Chiller Plant Manager. | I/O summary is given in Annexure ‘A’ |
| 3. | Confirm the details of the chillers to be considered under buyback, with respect to the make and model of the chillers and the present status of working condition. | The details are provided in the tender document. To ascertain the condition of the chillers, representatives of all firms were escorted to the plant room. They were also advised to visit with their expert again and see the actual condition and functioning of the existing machines. |
| 4. | Whether the existing power and control cables shall be utilized or whether we need to consider additional cables that shall be supplied by us | All existing power cables shall be reused. Any additional power cables required shall be provided by the Bank. However, all cabling requirements for sensors and SCADA input/output devices shall be included in the quoted rates. |
| 5. | We request you to amend the payment terms as stipulated below to render them reasonable, equitable, and operationally viable. | New Payment terms shall be as under:
(a) 60% value of the quoted rate shall be released on pro rata basis, after equipment’s is/are tested in the factory and on delivery at site of the same together with all the ancillary items and are accepted at site by the Employers authorized representatives along with submission of following documents. i) ii) iii) Bank Guarantee towards Security Deposit. Manufacturer’s inspection and test certificate that all the components, parts, subsystems, consumables etc., for successful installation, commissioning and testing of the systems including maintenance have been received at site in good condition and if any shortfall is noticed during installation, commissioning and testing they will be supplied free to the Bank. iv) Policies of insurance/ PBG as per tender conditions.
(b) Balance 30% of the quoted rate on satisfactory completion of erection, testing, commissioning and handing over the system to the Bank and an undertaking confirming that all the dues towards material and labour related to this work has been paid to the concerned vendors / labour as per prevailing acts.
(c) 10% of the quoted rates after receiving confirmation from the OEMs about the installation, testing and commissioning and system configuration have been executed as per OEM standard practice/ Guidelines. |
| 6. | We request you to modification of in the completion period for the project.
| Bidders may refer to Section VII point 4 – Special instruction to bidder
Bank decides to change the completion period as below: | (a) | Submission of layout drawing, programme chart etc | 1 | Week | | (b) | Approval of layout drawings by the Bank | 1 | Week | | (c) | Factory testing and Delivery of materials at site | 13 | Weeks | | (d) | Dismantling of existing McQuay Chiller and Installation of 1st new Chiller | 2 | Weeks | | (e) | Dismantling of existing Kirloskar make Chiller and Installation of 2nd new Chiller | 2 | Weeks | | (f) | Dismantling of existing Carrier make Chiller and Installation of 3rd new Chiller | 2 | Weeks | | (g) | Commissioning and Handing over of Installed Chillers with complete training | 3 | Weeks | | | TOTAL Completion Period in weeks | 24 | (Total from (a) to (g)) | |
| 7. | We request you to relaxation in definition of similar works | Bidders may refer to Section IV(a) point 4 – Eligibility criteria may be read as below:
Banks shall evaluate the vendor’s eligibility based on the estimated cost of the tender of 400 TR, considering the following qualifying works: one project of 80% the estimated cost of the tender, two projects each of 50% the estimated cost of the tender, and three projects each of 40% the estimated cost of the tender. However, to meet the requirement of five years of experience, the vendor must have executed, in each of the five years, at least one chiller installation project with a minimum capacity of 200 TR, irrespective of the project value. |
| 8. | Confirm whether to include applicable BEE Star Labelling requirements and energy efficiency criteria to ensure procurement of high-performance and energy-efficient equipment. | No BEE star rating is mandated; however, the IKW/TR specified in the tender shall be verified under design conditions during the acceptance test. |
| 9. | Confirm the requirement of ASME stamped evaporator. | Stamping is not required; however, all provisions must be strictly adhered to as per the standards specified in the tender document. |
| 10. | Confirmation related to Automatic Tube cleaning System (ATCS) | The Firm may opt to provide either a consolidated ATCS system encompassing all three chillers or individual ATCS systems for each chiller, at its discretion. |
| 11. | Confirm the inclusion of evaporator and condenser piping. | All mild steel (MS) piping of uniform diameter, including associated insulation, extending from the butterfly valve flange to the machine flanges, shall be included within the scope of the chiller rates. |
| 12. | Confirmation on VFD make. | In addition to the makes specified in the tender, manufacturer/OEM-specific VFDs shall also be deemed acceptable, provided they fully comply with the technical specifications mentioned in the tender document. |
| 13. | Confirmation on EMD Exemption for MSME. | The Earnest Money Deposit (EMD) is not exempted for any class or category of contractors. |
| 14. | Confirmation on Factory Testing of all Chillers. | It was clarified that four-point testing of all machines shall be carried out, in accordance with the factory testing specifications mentioned in the tender. |
| 15. | Confirmation on the thickness of Chiller and condenser copper tubes. | A firm has requested a reduction in the thickness of copper pipes from 1.156 mm to 0.56 mm. However, it is hereby clarified that the thickness specified in the tender document shall be strictly adhered to and is mandatory. |
| 16. | Confirmation on the PBG During installation and 2 years warranty | Bidder may refer to the CLAUSES OF CONTRACT, CLAUSE 1 of Section V (General condition of the contract). In addition to the relevant tender clauses, firms may, at their discretion, provide a combined bank guarantee for a period of two years and six months. |
| 17. | Additional information provided to vendors | a) The staging area, loading and unloading zones, and access route to the AC plant were formally demonstrated to all vendors. |
| | b) It is hereby intimated that the Bank shall provide motorized valves for all pumps, variable frequency drives (VFDs) for cooling tower (CT) fans, and adequate provisions shall be incorporated within the SCADA system to enable future remote control of these components. |
| | c) It is hereby intimated that the major civil works, including the foundation and wall openings, shall be undertaken by the Bank. Minor works relating to the installation of chillers and associated piping shall be executed by the firm. |
| | d) Only workmen possessing valid government-issued identification and who have undergone police verification shall be permitted entry of the bank premises. |
Above clarifications are issued for the information of all intending bidders. Minutes of the pre-bid meeting shall form part of tender. Rest of the terms and conditions shall remain the same.