A Pre-bid meeting in connection with the tender RBI/Hyderabad Regional Office/HRMD/6/24-25/ET/1049, which was floated on both MSTC and RBI’s website on March 18, 2025, for the captioned empanelment was conducted at 03:00 pm on April 15, 2025 at Conference Hall, 5th Floor, RBI, Hyderabad. The list of participants is placed at Annexure. 2. At the outset, Shri Saravanakumar R, Assistant Manager welcomed the participating representatives of Car agencies / Companies. They were apprised about the tendering process and advised to get their queries / doubts clarified in the meeting. 3. The queries raised by the intending bidders vis-à-vis the clarifications given by the Bank are tabulated below: | Sr. No | Queries raised by the bidders | Clarifications | | 1. | As per para 3.5 of the tender document, whether the tendering firms / Agency / company should have at least 20 Cars & 5 EVs owned by them only? | It was clarified that, bidders may be guided by Section-II (A) Para 3.5 of PART- I (Technical Bid), ‘The tendering firms / Agency / company should have a minimum fleet of 20 (Twenty) cars (with at least 5 EVs included) owned by /or at disposal of the agency’ | | 2. | Is there any minimum number of engagements of clients/ Empanelment with Government Institutions/PSUs with the Car Providing Firm/ Agency/ Company is required for the tender process? | It was clarified that, as per Section-IV (A) para 1.4. (e) of the tender document, minimum three Clients / Empanelment with Government Institutions/PSUs are required to get minimum marks for this criterion in the technical bid evaluation. | | 3. | Is there a cap on number of Kilometers to be charged from Garage to Pick-up and Drop location to Garage? | It was clarified that, it varies on type of services viz. airport drop/pick up, Local usage and Outstation bookings. As per Section V. 2: Specific Conditions of Contract (SCC) para 13, ‘The charges for maximum distance that can be claimed in respect of garage to point of pick-up and back to garage from drop point would be restricted to 10 Kms (to and fro) and bill will be paid for actual distance or 10 Kms (to and fro) whichever is less’.
However, as per part-II financial bid, a fixed amount would only be paid for airport drop/pick up. | | 4. | What is the procedure and criteria of Renewal of contract every Year? | It was clarified that, as per Section-V.2 para 36, ‘Punctuality and quality of service will be the essence of the agreement. Therefore, the renewal of the agreement will be subject to punctuality and satisfactory performance by the Agency / Company.’ | | 5. | How the Rates are Fixed and how to approach if the agencies want to increase the quoted prices? | It was clarified that, as per section-V, general conditions of contract para M 16.1 ‘The rates offered by the tenderers and acceptance by the Bank, will remain valid, for a period of one year, hereafter they may be reviewed at the time of renewal of the contract depending on prevailing circumstances at the time of renewal viz. any major changes occur in labour laws or Government decision affecting fuel pricing etc. Any revision in the rate shall be at the discretion of the Bank and only with the permission of the Regional Director, RBI, Hyderabad.’ | | 6. | Power of attorney applicability and whether it is mandatory? | It was clarified that, it is mandatory for Partnership firms. | | 7. | How the booking information will be sent to the Agencies? | It was clarified that Booking will be done by car desk as early as possible or one day prior to the actual scheduled trip in most of the cases through mails giving the full information required for the booking. In exceptional circumstances, booking will be done at short notice say within 2 hours of the scheduled trip. | | 8. | When the billing to be done? | It was clarified that, bills are to be sent by 10th of successive month and payment for the monthly bills will be made within 15 days and not later than 45 days of receipt of complete and clear bills. | 4. The meeting concluded with a vote of thanks to the representatives of participating Car agencies / Companies.
Annexure Reserve Bank of India, Hyderabad | 1 | Shri Ganesh Arjun Katakdhond | Assistant Manager (Car Desk) | | 2 | Shri Saravanakumar R | Assistant Manager (Car Desk) | | 3 | Shri Srikanth Reddy Dontham | Assistant (Car Desk) | On Behalf of the Car agencies / Companies | 1 | Shri Bhav Singh | M/s Bhukya Tours and Travels | | 2 | Shri Mohammed Abdul Wahab | M/s Noori Travels | | 3 | Shri Ajith Shetty A | M/s Fab Car Travels | | 4 | Shri Kapil Dev | M/s First Cars | | 5 | Shri Syed Arbaz | M/s MM Travels | | 6 | Shri Srinivas | M/s Maruthi Travels | | 7 | Shri MD Shariff | M/s Maruthi Travels | | |