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E-Tender No: RBI/Ahmedabad/HRMD/37/20-21/ET/452
The Pre-bid meeting for the captioned tender was held on February 03, 2021 from 15:30 hours to 16:15 hours at Main Office Building, RBI Ahmedabad. The meeting was chaired by Major Lalit K Baghel, Assistant General Manager (Protocol & Security). Officials from Protocol & Security Cell – HRMD and representatives of various prospective bidders participated in the meeting.
Major Lalit K Baghel, Assistant General Manager (Protocol & Security) welcomed the participants (List attached – Annexure I) and discussed the agenda points (as per Table 1). Thereafter, invited queries 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 |
Clarification/Comments |
| 1 |
Whether any relaxation for EMD eligible for MSME / NSIC certificate holders? |
Relaxation in submission of Earnest Money Deposit (EMD) to the prospective bidders shall be granted as per existing Govt. guidelines on the matter, subject to valid proof for the same being submitted by the bidders. |
| 2 |
Is it mandatory to have an office in Ahmedabad under Shop and Establishment Act? |
Not mandatory for bidding for this tender. |
| 3 |
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 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 analyses of its Bid price in relation to scope, schedule, resource mobilization, allocation of risks and responsibilities, and any other requirements of the bid document. |
| 4 |
Will the Bank ask for a demonstration/test the efficiency of the sniffer dog to be deployed before awarding the contract? |
The Sniffer Dogs being deployed will be tested for their olfactory capabilities before the firm is awarded the contract, failing which the Bank reserves the right to disqualify the Bid. |
| 5 |
Is there any minimum value laid down/ decided by the Bank for the Dog Charges to be quoted by the firms while bidding & whether the firms need to submit breakup of sniffer dog charges? |
Bank has estimated a cost to maintain all aspects of Sniffer Dog charges in one month. The firms are expected to quote reasonable Dog charges. In case of any deviation of more or less than 25% of the Banks estimate, the Bidder will be required to give detailed explanation of price analysis along with complete break-up of quoted dog charges. If, after evaluating the detailed explanation and break-up of abnormally high or low dog charges quoted, the Bank determines that the Bidder has substantially failed to demonstrate the practicality of quoted monthly expenditure on a sniffer dog, the Bank may reject the Bid. |
Major Lalit K Baghel, Assistant General Manager (Protocol & Security) thanked all participants for attending the meeting. The Meeting ended at 16:15 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:
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These minutes of pre-bid meeting shall form the part of bid document/Agreement
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Rest of the terms and conditions and specifications of the bid document shall continue to remain same
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The above clarification is issued for the information of all the intending bidders.
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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 Marshall Kennel & Dog Security |
Mr. Md M M Basha |
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