(160 kb)
Date : Sep 06, 2021
Minutes of Pre-Bid Meeting - Service contract for Maintenance, Housekeeping and Catering arrangements at (Reserve Bank of India) Visiting Officers’ Flats (VOFs), Transit Holiday Homes (THHs) and Medical Flats situated at Bhubaneswar

Tender No.- RBI/Bhubneswar/HRMD/6/21-22/ET/87

As per the Schedule, a Pre-Bid meeting for the captioned tender was held on September 3, 2021 at 11:00 AM in VC Room, 2nd Floor, RBI, Bhubaneswar to clarify the queries of the prospective bidders.

The pre-bid meeting was attended by the representatives of following vendors:

1. M/s Prince Facility Management Services
2. Maa Biraja Traders, Jajpur
3. U.Tech Services
4. Yatri Bhojan Pvt. Ltd.
5. Paradise Enterprise

On behalf of Reserve Bank of India, Bhubaneswar, the following officials were present:

1. Shri Priyaranjan, Deputy General Manager, HRMD
2. Shri T.K. Mahapatra, Assistant General Manager, HRMD
3. Shri Santosh Kumar Behera, Manager, HRMD
4. Shri Udit Jaiswal, Assistant Manager, HRMD
5. Shri Siddhanta Mohanty, Assistant, HRMD

The meeting was conducted to brief the bidders about the tender conditions, clarify any queries thereof and to sensitize them about how to submit e-Tenders on RBI portal of MSTC website. Further to the discussions held with the tenderers, clarifications arrived thereof are indicated as under.

Sl. No. Questions raised by firm’s representative Clarification given by the Bank
1. Vendor raised query regarding submission of Solvency certificate as indicated in Section 1.1.1 (f) under Eligibility/Pre-Qualification Criteria of Part-I. It was clarified that Solvency Certificate must be valid as on the last date of tender application.
2. EMD exemptions will be extended to MSME vendors or not? The EMD shall be submitted as per the tender provision, no exemptions are granted in this regard.
3. Participants raised a query about categorization of manpower (in terms of skilled / semi-skilled / unskilled) to be deployed and sought clarification on the same to enable prospective bidders to have clarity before quoting manpower charges in financial bid. Experience & qualification of manpower to be deployed is clearly mentioned at 1.1.1 (i) of the tender document, and manpower requirement is mentioned in para 2.4 (b) of the tender document.

Further, the cooking and serving staff must be different from the cleaning and maintenance staff.
4. The participants requested to change the requirement mentioned in para 1.1.1 (b) of carrying out “similar work” for minimum one-year duration in last 02 years to minimum one-year duration in last 03 years. Keeping in view the pandemic, the requirement under para 1.1.1 (b) of the tender document has been amended. Accordingly, “the bidder should have carried out similar works for minimum one-year duration in last three years”.
5. Query on EPF and ESI. EPF and ESI (%) should be applied on whole of basic wage amount.
6. Entries in the price bid. All entries in the price bid must be in whole number, not in decimal. The entries in price bid cannot be NIL. Bids having NIL entries are liable to be rejected.
7. Query raised on para 1.1.1 (d) and 1.1.1 (g) in connection with office within Odisha and Bank account in any scheduled bank branch in Odisha.

The bidder requested that in case they are awarded the tender, they will open a branch at Bhubaneswar and also a bank account in any scheduled bank branch in Odisha
The Registered office or Branch office of the service provider must be located within the Jurisdictional area of Odisha. And the bidder should have Bank account in any scheduled bank branch in Odisha. The bidder not satisfying above criteria will be rejected.
8. Query on Experience certificate The authenticity of experience certificate will be verified by the Bank.
9. Query on OHSAS 18001 OHSAS 18001 or any updated equivalent safety standard certificate would be accepted.

• All above points are noted and agreed by the bidders.

  1. These minutes of pre-bid meeting shall form the part of tender document/Agreement.

  2. Rest of the terms and conditions and specifications of the tender document shall continue to remain same.

  3. The above amendments/ clarifications are issued for the information for all the intending bidders.

  4. The submission of bid by the firm shall be construed to be in conformity to the bid document and amendments/ clarifications given above.

Regional Director
Reserve Bank of India