(290 kb)
Date : Feb 09, 2024
Minutes of the Pre-Bid Meeting - Annual Maintenance Contract for Operation, Upkeep & Maintenance of Electrical Substation, DG Sets and other Electrical equipment in Bank’s Main Office Premises, Bhubaneswar

e-Tender No: RBI/Bhubaneswar Regional Office/Estate/21/23-24/ET/373

Pre-bid meeting for the captioned e-tender was held on February 08, 2024, in the Video Conference Room, 2nd floor, RBI, Bhubaneswar, to discuss some clauses of the tender and to clarify queries, if any, raised by the interested vendors/ bidders. The meeting was attended by the following persons:

Representatives of the Bank Representative of the Vendors
i.Shri Sasanka Mohanty, DGM, ED
ii.Shri Ritu Raj, AGM, ED
iii.Smt. Resmarani Sahoo, MGR, ED
iv.Shri Nagarjuna Ratnala, AM(Tech-electrical), ED
v.Shri Neeraj Kumar Mishra, AM (AMC), ED
vi.Smt. Arunima Dash, J.E, (Tech-electrical), ED
vii.Shri Pranab Dash, Assistant (AMC), ED
i.M/s Tiger 4 India Ltd.
ii.M/s B. K. Giri
iii.M/s Udyog Engg & Construction
iv.M/s Hi Tech Power Transformer Services
v.Odisha Power Care Pvt. Ltd.
vi.Tushar Remian Parida

2. Discussions were held among the representatives of the Bank and Vendors, clarifications arrived thereof are tabulated below:

S.N. Reference to Tender Clause/ Section Subject matter of the discussion/ Queries raised by the interested bidders Clarification provided
1. Clause 12 of Section-I of the Tender Document
Schedule of Quantity/ Price bid of the Tender Document
How to fill the Price-Bid MSTC Portal based Price-Bid Filling Process was explained to the bidders, which is illustrated below –

Labour component (Header a)
[Grand total amount of quotes made in Lot 1.i, Lot 1.ii and Lot 1.iii in MSTC Price Bid]
  • Lot 1.i invites quote for Wages of 03 Highly skilled workers [Workman-HT] for whole year considering wage of ₹915/- per day for 365 days.
  • Lot 1.ii invites quote for Wages of 06 Skilled workers [Wireman-MV] for whole year considering wage of ₹832/- per day for 365 days.
  • Lot 1.iii invites quote for Employer Contribution of EPF & ESI at 13% of Sum of annual wages quoted in Lot 1.i & 1.ii.
Non-Labour component (Header b)
[Grand total amount of quotes made in Lot 1.iv, Lot 1.v and Lot 1.vi in MSTC Price Bid]
  • Lot 1.iv invites quote for “Annual Administrative Cost” which, inter-alia, includes Laisioning charges.
  • Lot 1.v invites quote for “Annual Overhauling charges plus profit margin of the contractor”
  • Lot 1.vi invites quote for “GST @ 18% on all the charges/ wages mentioned at Header a and b except for the Employer Contribution of EPF & ESI (as in Lot 1.iii).
All the participants were cautioned to follow due diligence regarding the bidding process in MSTC Portal. They were advised to register on the MSTC Portal to enable themselves to participate in the tender. They were further advised to fill the price bid while looking into all aspects such as minimum wages of labors, rejection criteria etc. They were further advised to quote annual rates (including GST) in 6 Lots of Price Bid on MSTC.
2. Clause 13 of Section-I of the Tender Document
Schedule of Quantity/ Price bid on the last page of Tender Document
Conditions under which Financial Bid is liable to be rejected at the discretion of the Bank Vendors were informed that it is clearly written in the tender that “Quoting of all rates/ amounts is to be done with 2 decimal places without any round-off/ up/ down. If no decimal is present in quoted value, it shall be treated as having “.00” decimal place.’”
It was reiterated that Financial Bid is liable to be rejected at the discretion of the Bank if –
(a) final rate quoted in the 1st header (i.e., sum of Lot 1.i, Lot 1.ii and Lot 1.iii in MSTC Price Bid) is lesser than the Bank’s estimation of ₹31,91,125.65/- [i.e., 365*(3*915+6*832)*1.13].
(b) final rate quoted in 2nd header [excluding GST] (i.e., sum of Lot 1.iv, and Lot 1.v in MSTC Price Bid) is zero or found to be unreasonable as per the view of the Bank as this includes Annual administrative cost, AND Annual Overhauling charges plus Profit margin.
3. Clause 4(h) of Notice inviting tender Client Certificates The bidders are advised to upload the Client Certificate as per enclosed Proforma from at least two of their clients for whom they have carried out eligible works in terms of eligibility (Pre-qualification) criteria described in the notice inviting tenders. It was further informed that Bank, at its own discretion, may accept client certificates issued in formats other than specified format in the tender. They were also instructed to go through all instructions mentioned in clause 4(h) for “Client certificate”.
4. Clauses 2 and 5 of Section III of the Tender Document Manpower and license Tenderers were informed about the requirement of deployment of 03 Workman-HT (Highly skilled) workers and 06 Wireman-MV (Skilled) workers and also about the arrangement of suitable relievers for relieving regular workforce for providing rest days.

The tenderers were advised to submit a copy of a valid license as specified therein. Further, they were advised to submit an HT Supervisory License issued by the Competent Licensing Authority during the tenure of the contract OR valid HT electrical contractor license issued by the competent Authority of state licensing board. Upon enquiry, it was further clarified that License issued in favor of joint venture shall not be considered by the Bank i.e., the applicant must have its own license.
5. Clause 10 of Section II of the Tender Document Insurance Clause/ Indemnity to employer Bidders were advised to take a thorough look at the insurance clause so that necessary protection may be obtained in case of any unfortunate incident during the contract period. Vendors were advised to take insurance/ covers/ policies as per the requirement of the tender in case of emerging as successful bidder.
6 Clause 3 (E) of Section III of the Tender Document Laisioning with the supply authorities, Electrical Inspectorate, and other Govt. Authorities The bidders were informed that the fees / inspection charges shall only be borne by RBI as per the challans / demand notes raised by the govt. authorities. It should be ensured by the AMC contractor to apply for the inspection well in advance so that, before expiry of the validity of the current certificate, all the procedures should be complied with for issuance of final certificate by the authorities.
7 Clause 3 of Notice inviting tender Yearly turnover The bidders were informed that they must have a minimum yearly turnover of 100% of the estimated cost during the 3 financial years i.e., 2022-23, 2021-22 and 2020-21 to become eligible for the tender.
8 Clause 3 (B) of Section III of the Tender Document Day to day Operation of DG sets / Engine 125 KVA and 380 KVA with AMF/LT panel room near DG set The bidders were informed that out of 02 DG sets (380 KVA & 125 KVA) installed at Bank’s Main Office Premises, one DG set of 380 KVA has been replaced with a new DG set of 400 KVA with the old DG set of 380 KVA having been dismantled.
9 Clause 8 of Notice inviting tender
Clauses 18 and 20 of Section-I of Tender Document
EMD & PBG Vendors were advised to go through the relevant clauses as per which EMD of ₹88,360/- is to be submitted and that no tender will be accepted without EMD. Also, that successful tenderer shall have to deposit a PBG of ₹2,20,900/- within ten (10) working days of the date of issue of the said intimation by the Bank.
10 Clauses 8 & 9 of Section II of the Tender Document Renewal of Contract & Rate Revision of the contract Vendors were informed about the revision of non-labour component of the contract once as per the formula given at clause 8 of the ongoing section. It was further informed that the Labour component will be revised twice in terms of revision of Minimum Wages by the Chief of the Labour Commission.
11 Clause 3 (F) of Section III of the Tender Document Periodical Preventive Maintenance of Electrical apparatus. Vendors were informed that, in addition to the regular preventive maintenance activities, any other major preventive/ breakdown maintenance activities, if required, are to be carried out by the successful vendor itself. However, for these extra works, additional cost shall be paid at the mutually agreed rates.

3. Further, bidders were advised to carefully undertake the bidding on the MSTC and ensure that they are registered on the MSTC Portal/ Website and are also allowed by the Bank to participate in the bid for the captioned tender. Bidders were asked to coordinate with MSTC Support Persons and Estate Department Officials if they face any issue while undertaking the bidding for the captioned e-Tender. Bidders were also advised to understand the scope of the work and to examine the work & site conditions by visiting the sites of the work.

4. All the above-mentioned points were noted and agreed by the representative of the firms that:

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

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

  3. The above 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
RBI, Bhubaneswar