In terms of E-Tender No. RBI/Chennai Regional office/HRMD/4/23-24/ET/511 dated February 08, 2024 a pre-bid meeting was held at the Conference Room-1, 2nd floor, Reserve Bank of India, Chennai on March 06, 2024 at 11:00 AM. The list of participants from the Bank and vendors is given below:
2. The queries raised by the participants during the meeting vis-à-vis the clarification given by the Bank are as given below:
| Sl. No. | Queries / Proposals | Clarification furnished by RBI Official |
| 1 | Whether price quoted should be inclusive of GST or exclusive of GST? | The price quoted shall be inclusive of all applicable taxes excluding GST.
(Please refer para 6 in Page no. 62 of Tender Document) |
| 2 | Clarification regarding non-availability of vehicles in particular category | The tenderer may not apply for a category, if they do not own the vehicles mentioned in that particular category. |
| 3 | Whether cars provided for RBI duty should be run for less than 1,00,000 KMs? | The KMs run for the cars provided for RBI duty is increased to 2,00,000 KMs, subject to good condition of car. |
| 4 | Whether other State / Union-Territory registration cars can be provided for RBI duty? | The cars with Tamil Nadu registration is preferred, however the agency can provide cars with other State / Union-Territory registration in exceptional circumstances provided, the cars should have all India permits and have paid local taxes and registered with RTO as a commercial vehicle. |
| 5 | Clarification regarding charges on permit, toll and parking. | Toll, permit and parking charges will be extra, in addition to the car usage charges. |
| 6 | Whether the trip sheet / log sheet should be as per RBI specified format? | The trip sheet / log sheet should necessary be in the RBI prescribed format or if the agency has a particular format, it should be ensured that all the details in RBI format are captured in it. |
| 7 | Whether soft copy of the bills may be submitted? | Both hard and soft copy bills are accepted, provided that the bills are duly signed and stamped by the authorized signatory. |
| 8 | How prior the booking will be done? | Booking will be done by car desk one day prior to the actual scheduled trip in most of the cases. In exceptional circumstances, booking will be done at short notice say within 2 hours of the scheduled trip. |
| 9 | Whether any dedicated number of bookings will be made on daily basis? | There will not be any dedicated number of bookings on a daily basis. |
| 10. | Whether confirmation of the booking should be sent to Travel Desk of the bank and to the guest at least eight hours prior to the time specified in the requisition? | Yes, confirmation prior to 8 hours to the specified time is compulsory. |
| 11. | What will be the method of booking? | The method of booking will be through e-mail in most of the cases. In cases of emergency / holidays, bookings may be done via telephone and the same will be confirmed through e-mail subsequently. |
| 12. | Whether business will be provided equally to all the empanelled agencies? | Bookings will be equally provided to all the empanelled agencies, based on the satisfactory performance of the agency. |
| 13. | Whether any hard copy of documents to be submitted to the Bank for this e-tendering ? | No. Both Technical Bid and Financial Bid should be submitted through MSTC portal only in the link mentioned below:
https://www.mstcecommerce.com/eprocn |
| 14. | How long does the Bank take to settle the monthly bills? | Bills will be settled not later than thirty days of receipt of clear and complete bills. |
| 15. | When is night detention charges considered? | Night detention charges is applicable only for outstation trips. |
| 16. | How to calculate the fare to be charged, if a trip falls between two different rate slabs? | The rates that can be charged are indicated below:
Scenario 1 – If the usage of car is 6 hrs and 60 KMs, the billing may be made as follows:
Consider rate for 4hrs / 40 KMs slab and charge for extra 2 hours and extra 20 KMs.
Scenario 2 – If the usage of car is 7 hrs and 70 KMs, the billing may be made as follows:
Consider rate for 4hrs / 40 KMs slab and charge for extra 3 hours and extra 30 KMs.
Scenario 3 – If the usage of car is 9 hrs and 40 KMs, the billing may be made as follows:
Consider rate for 8 hrs / 80 KMs slab and charge for extra 1 hour.
Scenario 4 – If the usage of car is 4 hrs and 90 KMs, the billing may be made as follows:
Consider rate for 8 hrs / 80 KMs slab and charge for extra 10 KMs.
Note – 8 hrs / 80 KMs slab should be considered, if either number of hours or KMs exceed 8 hrs or 80 KMs |
2. The above clarifications are issued for the information of all the intending bidders. Minutes of pre-bid meeting shall form the part of tender. Hence, it shall be signed and submitted along with the tender by the tenderers. Rest of the terms and conditions and specifications as mentioned in the tender documents shall continue to remain the same. The submission of bid by the firm shall be construed to be in conformity to the bid document and clarifications given above.