The Pre-bid meeting for the captioned tender was held on February 12, 2025 at 11:00 Hrs through CISCO WebEx. The following staff members of RBI and firms/prospective tenderers were present during the pre-bid meeting:
2. The following queries/proposals were raised in the pre-bid meeting:
| S. No | Query/Proposal | Clarifications furnished by the Bank |
| i. | What is duration of contract for which the estimated cost mentioned in the tender. | Estimated cost mentioned in the tender is for one year. |
| ii. | Clarification regarding in which mode EMD needs to be deposited. | EMD amount of ₹4,00,000/- shall be deposited through NEFT, DD or Bank Guarantee. In case of DD and BG the same should be physically submitted to the Bank before cut off time as mentioned in tender document. |
| iii. | Whether MSME bidders or bidders registered with the NSIC are exempted from remitting EMD? | No. |
| iv. | Kindly clarify requirement of manpower to be deployed. | Kindly refer Section-I, Clause 3 of the tender for details. |
| v. | Do housekeeping staff needs to work all 365 days in year. What is requirement of relivers? | Kindly refer Section-I, Clause 3 of the tender for details.
Each housekeeping staff will have to work for 6 working days in a week. Weekly holidays must be given to all housekeeping staff (which should be strictly adhered to) as per Statutory Requirement without affecting services.
In case any of vendor’s personnel(s) deployed under the contract is (are) absent, a substitute shall be provided by the agency immediately. In case of absence without providing a substitute, the Bank reserves the right to impose a penalty equal at double the rate of daily wages of total absentees. |
| vi. | Do we need to give banker’s certificate in format provided in the tender document? | Yes, Banker’s certificate must be provided in the format specified in the tender document. It may be ensured that Bankers' certificates should be on the letter head of the Bank, addressed to the Regional Director, Reserve Bank of India Nagpur. |
| vii. | What is the procedure for site visit? | Intending tenderers are advised to perform a site visit at their own cost on or before the last date of submission of tender during office hours (preferably from 10:00 Hrs to 15:00 Hrs) on the Bank’s working day (Monday-Friday). |
| viii. | What is meaning of full-fledged service set up needed for tenderers to have in Nagpur? | The tenderers are required to have a full-fledged service setup/ back office/ administrative office in Nagpur wherefrom required support in terms of manpower and supervision are provided during the contract period for the specified job.
Tenderers need to submit valid documents like shop and establishment registration certificate and sale deed/ rent agreement for the set up.
Site office of any other project will not be considered as a full-fledged service set up. |
| ix. | Kindly clarify price bid format. | Kindly refer Part-II of the tender document.
The intending tenderers are required to quote their service charge/ profit (inclusive of reliever/ leave reserve charges, cost of materials, tools, machinery, equipment used for efficient rendering of services, cost of the liveries required for the workers, contractor’s profit & overhead, Workmen compensation policy, Contractors all risk policy, Public Liability/ Third Party Insurance Policy, Bonus payment to workers (if applicable), transportation, loading and unloading, freight charges, transit insurance and other administrative charges and all taxes, duty or other levy levied by Central Government or any State Government or local authority if applicable other than Good and Service Tax (GST)) as percentage of the fixed amount given by the Bank. Quotations received in any other format will be summarily rejected. |
| x. | Is there any minimum service charge to be quoted? | No minimum service charge to be quoted is fixed. However, to ascertain the reasonableness of the bid, the Bank may, at its discretion, ask any bidder for a clarification of their bid.
The clarification so called, should be given with detailed price analysis containing the cost of all the cleaning materials (GreenPro certified only), 100% oxo biodegradable garbage bags and other consumables (room fresheners, face tissues, paper towels, toilet papers etc.), equipment, machines (vacuum cleaner, pressure scrubber etc.), liveries, compliance of statutory requirements (Contractor All Risk Insurance, workmen/ employee compensation Insurance, Third Party/ Public Liability Insurance, Bonus Act (if applicable) etc.) and other administrative charges etc. required to complete the work) and should be supported with quotations received from the suppliers/ providers of the above mentioned goods and services.
On scrutiny of the clarification so submitted, if the rates quoted by the tenderer are found not workable/ feasible, the Bank reserves its right to summarily reject such tender.
Failure on the part of the bidder to provide such clarification within the stipulated time, may entail cancellation of the bid of such bidder. |
| xi. | What is procedure followed in case of multiple L1? | Kindly refer clause 2 (k) of Section F of the tender document. |
| xii. | Clarification regarding security deposit/ Retention Money Deposit and performance bank Guarantee needs to be submitted by successful tenderer. | Kindly refer clause 17 and 18 of Section H of the tender document. |
| xiii. | Is it compulsory for the successful tenderer to take Workmen Compensation, Third Party Liability and All Risk Insurance? Will the cost of these insurance policies be reimbursed to the contractor separately? | Kindly refer clause 20 of section H. The successful tenderer shall compulsorily take all three insurance policies at his own cost.
No reimbursement for the same will be made by the bank. |
| xiv. | Clarification regarding cleaning in colonies. Is only garbage collection required in case of occupied flats in colonies? | Kindly refer Clause 6 (IV) of Section-I of the tender document.
Cleaning of common areas and vacant flats is required to be carried out as specified in the tender document. In case of occupied flats in colonies, scope of work includes only garbage collection and providing 100% oxo-biodegradable garbage/ dustbin bags as specified in tender document.
Further, it may be noted that cleaning of occupied RSO flats at office buildings will be carried out as specified in clause 6 (I) and 6 (II) of Section-I of the tender document. |
| xv. | Clarification regarding no. of female staff required and shift planning of housekeeping staff. | Kindly refer Clause 3 of Section-I of the tender document. |
| xvi. | What all materials, equipment and machines are to be provided by the contractor and in what quantity? | Kindly refer to the list of materials indicated in clause 4 of section-I of the tender document.
To properly assess the Bank’s requirements and to ascertain the exactness of the area to be maintained, intending tenderers are advised to perform a site visit at their own cost on or before the last date of submission of tender during office hours (preferably from 10:00 Hrs to 15:00 Hrs) on the Bank’s working day (Monday-Friday) before quoting their rates. |
| xvii. | In how many premises OWC is installed? Kindly clarify regarding details of work required to be done by housekeeping staff regarding OWC. | Kindly refer Clause 6 (V) (3) of Section-I of the tender document.
As of date, only 2 OWCs are installed at the Bank’s premises at different locations. However, this number may increase based on the Bank’s requirements.
It may be noted that the Organic Waste Converter (OWC) operator will be an unskilled worker. It is not required to employ a skilled worker to operate the OWC as it is a fully automatic machine. The necessary training for operating the OWC for the concerned staff will be provided by the Bank. |
| xviii. | Who will bear uniform cost of housekeeping staff? | Kindly refer Clause 4(d) of Section-I of the tender document.
The contractor must bear the cost of the livery. The same will not be reimbursed by the Bank. Also, it should not be charged to the housekeeping staff employed.
It may be noted that full pants and full/half shirts for males and overcoat/apron for females must be provided by the contractor in two sets every year. Whereas other livery items as specified in the tender document may be provided in one set every year by the contractor. |
| xix. | What are the terms of payment? Is there any specified timeline for payment of monthly bill? | Kindly refer Clause 24 of Section-J of the tender document for terms of payment.
Any amounts payable by the Bank to the Contractor in pursuance of submission of any bill by the contractor for this work and provided the bill submitted by the contractor is found to be in order (i.e., the bill is found to be arithmetically accurate and as per the agreed rates and submitted along with all the necessary documents as stipulated tender document shall be paid within the 30 working days in case of monthly bills and within three months in case of final bill.
In case of delay in payment, interest at the rate of interest of provident fund will be paid. However, it may be noted that no interest shall be paid by the Bank under any circumstances if the delay in payment of bills is caused due to non-submission of the above-mentioned documents by the contractor or non-responsiveness of contractor in case any clarification is sought by the Bank in respect of the invoice or the work mentioned there under. |
| xx. | Tentative date of start of work? | Tentative date of start of work is April 01, 2025.
It may be noted that all the necessary documents like agreement, bank guarantee, insurance, police verification and bio-data of housekeeping workers must be submitted before the commencement of work. |
| xxi. | Clarification regarding duties of housekeeping staff on National Holidays. | Kindly refer Clause 27 (e) of Section-J of the tender document. |
| xxii. | Clarification regarding contract cost after Wage Revision. | Kindly refer clause 26 of Section-J of the tender document. |
| xxiii. | Will there be extension in Date of closing of online e-tender for submission of Techno-Commercial Bid? | As of now no such extension is proposed. |
| xxiv. | Will the cost of Bonus be borne by the bank? | Kindly refer to clause 38 of Section-J.
The cost of bonus payment to the contract workers, if applicable shall be borne by the contractor and no reimbursement for the same will be made by the Bank. |
| xxv. | Do police verification of the housekeeping staff needs to be submitted every year? In case of workers from other state police verification may be obtained from their native place, will it be allowed? | Kindly refer Clause 31 of Section-H of the tender document.
You are advised to get the antecedents of each worker to be deployed at the bank verified from the police as per their extant guidelines. No workers will be allowed to work at RBI premises for long term without valid police verification/ character certificate. |
| xxvi. | Details of existing contractor for housekeeping services. | The details of all tenders awarded are published in the bank’s website under Tenders awarded section. You may refer the same for details. |
| xxvii. | details about waste segregation and disposal. Whether any transportation of garbage is required by the contractor? | Kindly refer Clause 6 (V) (2) of Section-I of the tender document.
It is further clarified that the Contractor will be responsible for liaising with NMC for timely collection of waste from the Bank’s premises. In case, due to any reasons, NMC is unable to collect the garbage, it will be the responsibility of the contractor to remove the garbage from the Bank’s premises (i.e., from Office buildings as well as colonies) at their own cost. |
| xxviii. | Do we need to employ the housekeeping staff currently serving at RBI under the existing contract? | There is no compulsion of employing the housekeeping staff currently serving at RBI under the existing contract. |
| xxix. | In case, the wages of unskilled housekeeping workers increase beyond the limit of ESIC coverage i.e ₹21000/- per month, they will no more be covered under ESIC. Will RBI reimburse the contractor for Workmen compensation policy that will be required to be obtained under such scenario? | It may be noted that Workmen Compensation Policy must be obtained by the contractor for all the housekeeping workers at their own cost irrespective of their coverage under ESIC. RBI will not reimburse any cost towards the same. Accordingly, the tenderers are advised to consider the same while submitting their bids. |
| xxx. | Does the cleaning of AC duct come under the scope of this housekeeping contract? | Cleaning of only the outside visible area of the AC duct comes under the scope of this housekeeping contract. |
3. All the above points were noted and agreed by the firms. Firms were advised to adhere to the prequalification criteria and all terms & conditions mentioned in the tender documents.