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E-Tender No.: RBI/Thiruvananthapuram/HRMD/34/20-21/ET/423
The Pre-bid meeting for the captioned tender was held on January 20, 2021 from 15.00 hours to 16.00 hours through Webex Meeting, chaired by Shri S Sankar, Assistant General Manager. Officials from Human Resource Management Department, Protocol & Security Cell and representative of a prospective bidder participated in the meeting.
Shri S Sankar, Assistant General Manager welcomed the participant (List attached – Annexure P) to the meeting and invited queries from the prospective bidder regarding the captioned tender.
The queries raised by the prospective bidders during the meeting, over telephone and email along with the Bank’s clarifications, comments, corrections and additions are tabulated below.
| No |
Query |
Clarification, Comments, Corrections and Additions |
| 1 |
Whether any relaxation for EMD eligible for MSME / NSIC certificate holders |
Bidders, irrespective of their category, are ineligible for relaxation in submission of Earnest Money Deposit (EMD). |
| 2 |
Whether wages are to be paid to the staff based on DGR guidelines |
Para ‘4.19’ of the tender document may be referred to. The latest DGR wage rates, which are effective from October 01, 2020, may be borne in mind while quoting rates. The documentary proof of payment of DGR wages to their employees will be obtained by the Bank for processing contractor’s monthly invoices. DGR wages as mentioned in the tender document represents all components ranging from serial numbers ‘(a)’ to ‘(j)’ for the category ‘Security Guard Without Arms (skilled) for ‘Area B’ of the latest DGR notification “NOTICE OF REVISION OF MINIMUM WAGES FOR ONE DAY W.E.F. 01 October 2020”. The limits, applicability and contribution/payment percentage, etc. shall be read in conjunction with latest rules / Acts / regulations and policies as promulgated by Competent Government Authority. |
| 3 |
Whether the Bank reimburses revision in Minimum Wages as and when the Government of India revises Minimum Wages effective from April and October every year. |
Para ‘4.51’ of the tender document may be referred to for more details. |
| 4 |
Whether the Bank reimburses the components that form part of the salary of employees viz. EPF, ESI, Bonus, etc. as and when the Government of India revises Minimum Wages effective from April and October every year. |
Para ‘4.51’ of the tender document may be referred to for more details. |
| 5 |
How to quote rates in the Financial Bid |
The rates (exclusive of GST) are to be quoted in lumpsum under the two rows/fields in the Bank’s e-procurement portal.
a) Serial No. ‘1’ of the Financial Bid is exclusively meant for quoting Basic Wages (BW) including Variable Dearness Allowance (VDA) per Annum for the firemen and supervisor deployed for the entire 12 months based on the estimated annual duties. The bidders shall keep in mind the applicable minimum wages effective from October 2020. The current Basic wage plus VDA as notified by the Central Labour Commissionerate, Govt. of India under the category ‘WATCH AND WARD (without arms) for ‘Area B’ is ₹707.00 per duty. The bidders shall refer to Part-I of the document for more details.
b) Serial No. ‘2’ of the Financial Bid is exclusively meant for quoting Annual Service Charges of the bidder which shall also be inclusive of the following:
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All components of wage structure, excluding the charges for Basic Wages plus VDA components which must be quoted under Serial No. ‘1’, as per latest DGR notification available as on date (effective from October 2020).
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All statutory charges viz. Employer’s EPF and ESI contribution, Bonus to Employees, other DGR wage components, levies, duties, etc. and their possible escalation in future. The bidders shall keep in mind the applicable rates, limits and other criteria as per various statutes viz. Employees’ Provident Fund and Miscellaneous Provisions Act, 1952, The Employees State Insurance Act, 1948, The Payment of Bonus Act, 1965, etc. and their rules, regulations, latest notifications, etc.
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All expenses related to the supply of all accessories / Uniform / equipment to be provided to the firemen.
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Overtime wages / charges, if any, payable.
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Overtime wages, if any, to be paid for deploying guards on specified National Holidays, etc.
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Any such expense which form part of the Contractor’s obligations as per the tender document or obligation(s) which is/are statutory in nature.
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| 6 |
Whether the bidders can offer ‘zero’ in any of the fields of the Price Bid |
Para ‘3.20’ of the tender document may be referred to. Bidders offering ‘zero’ or irrational quotes shall be liable for disqualification. However, variation in bidder’s offer from that of the Bank’s estimate with respect to any of the fields of Part-II – Financial Bid (Price Bid) due to difference in methods of round-off or difference in method of estimation but adhering to the tender conditions, shall not be treated as an irrational quote. |
| 7 |
Short description provided in the Financial Bid |
The description provided in the user interface of the Bank’s e-procurement portal, against the two price fields shall be considered as ‘short description’ due to character limit and symbol restriction. The bidders shall refer to Part-II-Financial Bid of the tender document for detailed information before quoting. |
| 8 |
Page 10 of tender document says that details of similar completed works (providing security guards) to be submitted. Please clarify. |
Following corrections shall be noted by bidders before offering the quote:
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The words “security guards”, “guard” and “guards” appearing in para ‘2.4’, para ‘4.10’ and para ‘4.30’ of the tender document shall be replaced with the word “fire-staff” and read accordingly.
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The word “colonies” appearing in para ‘4.33’ of the tender document shall be replaced with the word “premises” and read accordingly.
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The word “colonies” appearing in para “4.10” of the tender document shall be deleted.
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The word “residential” appearing in para “4.24 (e)” of the tender document shall be deleted.
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The entire para ‘6.4’ of the tender document shall be replaced with the words “6.4. I/We shall provide fire security services by deploying requisite number of fire staff as and when required by the Bank.” and read accordingly.
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The entire para ‘6.5’ of the tender document shall be replaced with the words “6.5. I/We do hereby undertake that the fire security of the Bank’s Main Office Premises shall be ensured by us, as well as any other assignment considered by the Bank.” and read accordingly.
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| 9 |
As per the gratuity Act, every employee who has worked for over 4.8 years will be eligible for the same. Whether RBI reimburses gratuity amount wherever applicable? |
Para ‘4.9’, para ‘4.30’ and para ‘6.3’ of the tender document may be referred to. It is reiterated that the personnel deployed by the contractor will be the employees of the contractor for all intents and purposes. They shall not have any claim or right against the Bank, nor can they claim any Association / rights as an employee of the Bank. Hence, the possible expense, if any, in this regard under Serial No. ‘2’ of the Financial Bid may be incorporated by the bidder. |
| 10 |
We understand that the tender (contract) is for a period of one year extendable for a further period up to 2 years. We would like to know whether the said extension is on a mutually agreeable basis. Kindly explain the notice period the service provider will have to serve. |
Para ‘4.49’ and para ‘4.50’ of the tender document may be referred to. |
| 11 |
Whether RBI will be compliant as per the wage code, 2019 that is coming into effect in the next couple of months? |
Para ‘4.9’, para ‘4.30’ and para ‘6.3’ of the tender document may be referred to. It is reiterated that the personnel deployed by the contractor will be the employees of the contractor for all intents and purposes. They shall not have any claim or right against the Bank, nor can they claim any Association / rights as an employee of the Bank. Hence, the possible expense, if any, in this regard under Serial No. ‘2’ of the Financial Bid may be incorporated by the bidder. |
| 12 |
Please confirm whether casual leave as per act will be provided by RBI. Also, please confirm whether NFH (Double wages) will be provided by RBI |
Para ‘4.9’ and para ‘4.30’ of the tender document may be referred to. It is reiterated that the personnel deployed by the contractor will be the employees of the contractor for all intents and purposes. They shall not have any claim or right against the Bank, nor can they claim any Association / rights as an employee of the Bank. Hence, the possible expense, if any, in this regard may be incorporated under Serial No. ‘2’ of the Financial Bid by the bidder. The duties as per the scope of work shall be ensured by the contractor. Provision of Casual Leave, Overtime Wages, Double the wages for National / Festival holidays, etc. shall be the responsibility of the contractor based on applicable statutes and the deployment of adequate relievers shall be the responsibility of the contractor only. Any additional cost in this regard may be incorporated by the bidder under Serial No. ‘2’ of the Financial Bid. |
| 13 |
Request to change the age limit criteria for Supervisors |
The firemen deployed shall not be above the age of sixty. Based on the market conditions pointing to limited availability of experienced supervisors, the Bank, based on the advice of its Security Officer (s), shall permit deployment of supervisors beyond the age of sixty considering their suitability, efficiency, experience and exposure in this field. |
Shri Sabu S Rajan, Assistant Manager thanked all participants for attending the meeting. The Meeting came to an end at 16.00 hours
Regional Director for Kerala and Lakshadweep
Annexure P
List of Participants
| SL No. |
Name of the Service Provider |
Name (s) of the Representative |
| 1 |
Updater Service Private Limited |
Shri Sanjayanadh |
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