In connection with the captioned tender a pre bid meeting was held at 11:00 AM on March 8, 2017 in the Meeting Room, 4th Floor MOB, RBI, Ahmedabad. The meeting was attended by representatives of Span Technologies, Vehant Technologies, Krystal Vision Image Systems Pvt Ltd and Godrej Security Solutions. The meeting was headed by DGM Estate who stated at the outset that the purpose of the meeting was to clarify any doubts/queries regarding the said tender. The meeting was also attended by other officials of Estate Department, who were present to answer the queries of the participants. The issues raised by the participants & clarifications by the Bank are as under:

1. A request for lowering the experience limit to 3 years in the eligibility criteria was made by the representative of SPAN TECHNOLOGIES. As per tender conditions para 3.14, firm having 3 years’ experience are eligible to participate.

2. A request for inclusion of name of Vehant Technologies, an Indian Vendor and similar other Vendors was made by the firm representative. We may agree to the request to include equivalent makes complying all technical and commercial conditions. Further queries raised by the Firm are as under:

• Penetration thickness – Steel 33mm. guaranteed, a technical specification be reduced to 30 mm. This cannot be accepted, penetration thickness steel 34 mm guaranteed as against 33 mm given in tender.

• Guarantee period in Commercial conditions should be changed to Warrantee period so as to enable the firm to replace parts which is not possible under the former. Not accepted.

• Providing “HIT” message / pop up as required under clause (ii) under e) Feed Back / Report was difficult. Colour code to identify item as per atomic number assigned was possible. This was an additional requirement to facilitate security persons and hence all firms may accept.

• Buyback to be excluded in Price Bid. The request was not acceded to. Old X ray baggage m/c of Smith make, about 10 years old presently in working condition, will be given under buy back.

• A request to cap quote on charges for AMC should be at least 8%. While specific guidelines cannot be given to vendors in this regard, all firms were advised to quote realistic AMC rates.

• Food safety certificate shall be submitted from concerned regulatory authority by OEM.

3. A request to increase the estimated cost from Rs. 15 lakhs to 18 lakhs was made by the representative of Godrej Security Solutions so as to be at par with other RBI centres requirements. This will help in better quoting of rates including taxes, transportation costs etc, which may be not be accepted.

Further queries:

• Incorporation of sliding bed/roller table to be given with the X ray machine
  and
  Same shall be of 0.5 Mtrs length at each side. May be accepted and vendors may be advised to include cost for supply of the same.

• Net Present Value will include capital and AMC cost for 9 years. Tender evaluation will be as per tender clause.

4. +/- 10% tunnel size specified in tender may be allowed since lower size is enough for normal size baggage scanning work. It has been decided to accept.

5. The representative of Krystal Vision Image Systems Pvt Ltd requested for inclusion of his firm in the approved list of vendors. Which is accepted. Any other equivalent brand/model complying technical specifications are accepted.

6. Tenderers shall submit demand draft for Rs 1000/- in favour of Reserve Bank of India Ahmedabad along with part I towards cost of tender document.

7. Assignment and Subletting: The whole of the works included in the Contract including AMC shall be executed by the Contractor and the contractor shall not directly or indirectly transfer, assign or under-let the Contract or any part share thereof or any interest therein without the prior written consent of the Employer and not undertaking shall relieve the Contractor from the full and entire responsibility of the Contract or from active superintendence of the works during their progress.

All the tenderers may kindly note that the above minutes of the pre bid meeting would form a part of the technical bid. A printout of the same should be taken and every sheet of the same duly signed stamped & should be enclosed with the part – I of the tender document. The meeting ended with vote of thanks to the chair.