Reserve Bank of India – Tenders

February 8, 2021 root Tenders

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The Pre-bid meeting for the captioned tender was held on February 03, 2021 from 10:30 hours to 12:00 hours at Main Office Building, RBI Ahmedabad. The meeting was chaired by Major Lalit K Baghel, Assistant General Manager (Protocol & Security), Reserve Bank of India, Ahmedabad. Officials from Protocol & Security Cell, Human Resource Development Department, Reserve Bank of India, Ahmedabad and representatives of various prospective bidders participated in the meeting.

Major Lalit K Baghel, Assistant General Manager (Protocol & Security) welcomed all participants (List attached – Annexure I) and discussed the agenda points (as per Table 1). Thereafter, queries were invited from the prospective bidders regarding the captioned tender. The queries raised by the prospective bidders during the meeting along with the Bank’s clarifications and comments are mentioned in Table 2.

Table 1 : Agenda Points
Sr. No	Agenda Points	Clarification/ Comments
1	All firms to strictly ensure that the EMD is deposited within the time frame of the Tender. Bank will not be liable for any delays in submission and no requests for extension with regard to time shall be granted for the issue.	No queries raised
2	The scanned copies of all supporting documents required to be uploaded on the MSTC portal by the bidders must be legible and clear.	No queries raised
3	Only the supporting documents as mentioned in the tender conditions needs to be uploaded/ submitted. Uploading of extra/additional document will not be appreciated and the same will not be taken into consideration/ no weightage will be given for the same.	No queries raised
4	A checklist/ index of all documents being uploaded / submitted to be provided by the firm and the documents should be as per the sequence mentioned in that checklist.	No queries raised
5	Any queries by the firms.	As per Table 2

Table 2: Queries by the Firms

Sr. No

Queries

Clarifications/ Comments & Corrections

Whether any relaxation for EMD eligible for MSME/NSIC certificate holders.

Will the bid get rejected if the firm fails to submit EMD within the stipulated time?

Para “F” of table in Schedule of Tenders of the tender document may be referred to. Eligible registered MSMEs participating in the tender process are exempted from payment of Earnest Money Deposit, on submission of valid documents.

Para 8 of “General Instructions to Bidders and General Terms & Conditions” may be referred to. If EMD is not paid / submitted (DD or Bank Guarantee, in original) till the last date of submission, the tender shall be treated as non–bonafide and will be rejected without further advice to the tenderer.

Following corrections shall be noted by bidders before offering the quotes:

“MSEs” appearing in the Tender Documents shall be replaced with the “MSMEs” and be read accordingly.

Para 4 and 6 of SPECIAL CONDITIONS at page no 25 and 26.
“The payment to the workmen engaged by the successful tenderer/contractor / firm / company has to be made on or before 05th working day of every month from RTGS/NEFT.”

“Category -1: For non-payment of monthly wages on or before 05th working day of succeeding month a penalty of ₹1000 per day will be recovered for delay. Recovery of ₹1000/- per man for being absent on duty will be imposed/recovered

Following corrections shall be noted by bidders before offering the quotes:

“5th working day” appearing in Para 4 and 6 of the Special Conditions of the tender document shall be replaced with the “7th working day” and be read accordingly. However, these conditions are subject to the relevant laws in force which are applicable regarding the time for payment of wages.

Para 11 of SPECIAL CONDITIONS at page no 27.
CLRA ACT: – As and when the successful tenderer/contractor / firm / company employs more than 20 workers as contract labour, he/she shall obtain license from competent authority in accordance with the provisions of the CLRA ACT.

The successful tenderer/contractor/firms/company shall obtain license from competent authority as per the relevant provisions in force of CLRA as amended from time to time in its application to the State of Gujarat.

What is the percent of ESI as per the labour law/ DGR? 4.75% or 3.25%?

The limits, applicability and contribution/payment percentage, etc. shall be read in conjunction with the latest rules/Acts/Regulations in force, as promulgated by Competent Government Authority.

Does the firm need to submit necessary documents physically, apart from proof of EMD?

Please refer the following:

Para 7 “f” of Important instructions for E-Procurement.
Para 5 a(iv) of General Instructions to Bidders and General Terms & Conditions.
Para 5 b(vi) of General Instructions to Bidders and General Terms & Conditions

Does a Proprietorship firm need to produce registration, as mandated in the tender document? As per the govt. guidelines they are exempted from the license.

The Sole Proprietorship firm need not have firm registration, however registration in PSARA ‘Private Security Agencies (Regulation) Act, 2005 is mandatory.

Is there any minimum value laid down/ decided by the Bank for the Service Charge to be quoted by the firms while bidding?

Bidders must keep in mind that while quoting Service Charges they should include all expenditure on providing managerial supervisory/ administrative services by all means to get the work done through deployed Security Service Staff.

Bidders offering “zero” or irrational quotes shall be liable for disqualifications. Further, in case of abnormally low bids, the Bank may seek written clarifications from the Bidder, including detailed price analysis of its Bid price in relation to scope, schedule, resource mobilization, allocation of risks and responsibilities, and any other requirements of the bids document.

Can firms submit ECR (Electronic Challan Receipt) as proof of EPF payment of their staff?

Bidders may submit Electronic Challan cum Return (ECR) as proof of EPF registration.

If a firm in Gujrat is in process of renewing shop/office license as per the Shop & Establishment Act, since the renewal is not being done in Gujrat by the authorities presently. In such scenario can the firm submit the last license/registration held by them i.e. upto Dec 31, 2020?

In such cases, the last license/registration held by them i.e. up to Dec 31, 2020 shall be considered valid for bidding for the tender. However, the firm should provide the License/ Registration before the award of tender, if they are selected.

What will be the selection criteria if two or more firms come as L1?

Para 13 and 14 of “General Instructions to Bidders and General Terms & Conditions” at page no 21 may be referred to.

In case of two tenderers becoming lowest i.e. quoting the same figures before or after the arithmetical check etc. the better of two shall be selected with the approval of Competent Authority.

Whether the private security guards are Ex-Servicemen or not? what Proof/Details are required to be uploaded/ submitted by the firm?

Bidders may upload details of Nos of Ex-servicemen (ESM) employed as security guards on the roll of the agency in ESI/EPF in the following format:

S. No

Name of Ex-Servicemen

PPO Number

UAN No.

Ex-Servicemen ID card no.

This format may be made on bidders letterhead duly signed, certifying the correctness of the details.

Is it mandatory to have an office in Ahmedabad?

No, However firms having their Registered / Head Office in Ahmedabad will be given weightage as per the Tender document.

Major Lalit K Baghel, Assistant General Manager (Protocol & Security) thanked all participants for attending the meeting. The Meeting ended at 12:00 hours.

It was reiterated to the participants that the documentary proof being submitted by the agency, may be subjected to verification by the Bank. In an event of fraudulent disclosure, the concerned agency will be disqualified. In addition, any agency blacklisted by any RBI office/s also stands to be disqualified.

• It was further stated as below:

These minutes of pre-bid meeting shall form the part of bid document/Agreement
Rest of the terms and conditions and specifications of the bid document shall continue to remain same
The above clarification is issued for the information of all the intending bidders.
The submission of bid by the firm shall be construed to be in conformity to the bid document and clarification given above.

Annexure I

Details of Participants: Pre-bid meeting held on February 03, 2021

The following Bank’s Officials and representative of prospective bidder were present during the pre-bid meeting:

Sr No.	Name and Designation of RBI Officials
1	Major Lalit Kant Baghel, AGM (Protocol & Security)
2	Major Richa Khare, AM (Protocol & Security)
3	Gaurang P Vasava, Assistant

Prospective Bidders present during the pre-bid meeting:

Sr No	Prospective Bidder firm	Representative Name
1	M/s Kutch Security Service	Mr. Prithviraj Gohil
2	M/s Kutch Security Service	Mr. Manhar Sinh
3	M/s CISS ltd	Mr. J K Tyagi
4	M/s CISS ltd	Mr. Vikram Sinh
5	M/s Max Vigil Security	Mr. Ajay Pundhir
6	M/s SIS India ltd	Mr. Manoj Singh
7	M/s SIS India ltd	Mr. Sunil Mishra
8	M/s SIS India ltd	Mr. Bhanu Pratap
9	M/s ESPS – Vadodara	Mr. M N Malik
10	M/s Viswambi Security Pvt Ltd	Major Vishwanath
11	M/s Viswambi Security Pvt Ltd	Major V P Nair (Retd)
12	M/s Tiger 4	Mr. Soham Malik
13	M/s Tiger 4	Mr. Shubham Tomar
14	M/s National Security	Mr. Rajeshkumar
15	M/s KSS Security	Mr. Kushal Desai
16	M/s KSS Security	Mr. Imran Shaikh
17	M/s Sainik Intelligence and Security	Mr. S Mohanty
18	M/s Sainik Intelligence and Security	Mr. Dilankar Jena

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Reserve Bank of India – Tenders

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