The Pre-bid meeting for the captioned tender was held on January 29, 2026, at 11:00 AM in the Conference Room, 2nd floor, RBI, Jaipur, to discuss some clauses of the tender and to clarify queries, if any, raised by the prospective bidders. The meeting was attended by the officials of Estate department and firm’s representatives, the full details of which are furnished in the Annexure. The following firms participated in the pre-bid meeting- -
M/s Vatika Hotels Private Limited -
M/s Swastik Electrotech Private Limited -
M/s Rakshak Securitas Private Limited -
M/s Tiger 4 India Limited -
M/s Updater Services Limited -
M/s Sterling & Wilson Private Limited 2. Assistant General Manager, Estate department welcomed all participants to the meeting and invited queries from the prospective bidders regarding the captioned tender. After a brief introduction of the e-tender and scope of work, various queries raised by the prospective bidders/ interested firms were clarified by the Bank’s officials. Summary of the same is as under- | S.No. | Queries raised by the intended tenderers | Clarifications by Estate Department, Jaipur | | 1. | Can a solvency certificate addressed to RBI/any other organization be accepted, as the purpose of the solvency certificate is to establish the financial soundness of the bidder to be able to meet the tender obligations? | No, please refer to Annexure IV of Part-1 for more details. | | 2. | Will the expenses incurred in transferring waste to designated sites be borne by the bank? | The cost (if any) of transferring waste to designated sites within Colonies and up to Jaipur Nagar Nigam Vans will be borne by the Successful Bidder. | | 3. | Will the bank reimburse the transportation costs of daily consumables such as microbial culture (bio-culture), odour control (Sanitrite), and absorbent media (sawdust/cocopeat)? | No, please refer to point no. 13 of page 26 of the e-tender document for more details. | | 4. | Please clarify how many additional manpower will be required per year so that we can include its cost in our margin. | 84 (minimum manpower), please refer to the requirement of minimum manpower mentioned in item numbers 3 and 4 on page 18 of the e-tender document. | | 5. | Please clarify the type of SS/bamboo and the exact quantity of scaffolding required annually, so that we can accordingly consider the cost in our margin or include it as a separate item in the BOQ since it is a DSR item. | The contractor will be responsible for arranging the ladder/scaffolding themselves. For more details, please refer to pages 21 (item number 26) and 37 (item number 4) of the e-tender document. | | 6. | Please clarify whether a replacement of potted plants is payable. If not, please specify at least a lump sum quantity of such plants, so that we can include the cost in our margin. | The replacement of current rotten/dead potted plants will be at the cost of the bidder. In addition, any new potted plants will be provided by the Reserve Bank of India, and the responsibility of replanting them will lie with the successful bidder. All bidders should consider the replacement cost of potted plants based on site visits. For more information, please refer to page 23 (point number v) of the e-tender document. | | 7. | Please clarify whether any repair related to the water pump, fountain motor starter panel, and motors is reimbursable or included within the scope of work. | The scope includes repair work related to water pumps, fountain motors, and starter panels and is not separately reimbursable. However, the cost of materials used in the mentioned repair work will be reimbursed by the Reserve Bank of India. | | 8. | Does any repair and replacement work related to LT panels, dry-type transformers, feeder panels, etc., fall within the scope of the firm's work? If not, will it be paid separately by the Reserve Bank of India? | Annual preventive and breakdown maintenance of all substations located in the bank's main office premises and residential colonies will be ensured by the successful bidder at no extra cost, and inspection of the entire system is also part of this work, which includes earthing and insulation. | | 9. | Please clarify whether the minor repair, servicing, and replacement costs of electrical appliances such as geysers, ceiling fans, exhaust fans, etc., will be payable separately by the bank, as no provision/item for this has been included in the BOQ. | Minor repairs and servicing of electrical appliances such as geysers, ceiling fans, exhaust fans etc. are covered under the scope of tender and are not reimbursable separately. However, the expenditure incurred on materials (consumable) used for repairs will be reimbursed by the Reserve Bank of India. | | 10. | Will the bank reimburse the cost of distilled water? If not, please provide the annual required quantity so that we can include our rates for it in our margin. | The cost of distilled water will be reimbursed by the Reserve Bank of India. | | 11. | Please clarify whether the AMC bank outsources the AMC of major E&M equipment to any agency, as any major failure in any 'E&M system' is not included in our scope of work and is expected to be covered under the AMC. | The Reserve Bank of India (RBI) has annual maintenance contracts separately from other firms for major faults in major "E&M" equipment (e.g. solar panels, EPABX systems, diesel generator systems, lifts, etc.). In this regard, normal preventive maintenance work such as faults in power supply and panels is included in the scope of work of the successful bidder. | | 12. | According to the paragraph related to plumbing and sanitation; sewer lines, manholes, septic tanks, rainwater drains, fountains, etc. need to be cleaned from time to time.
Please clarify whether this activity is payable separately or is included within the scope of the contract.
If it is not payable separately, please provide a complete list and details with cleaning frequencies so that we can take the cost into account in our financial bid. | Periodic cleaning of sewer lines, manholes and septic tanks, storm water drains, fountains, etc., is included in the scope of work. No separate payment will be made by the Reserve Bank of India for this.
For further information regarding periodicity of the mentioned tasks, please refer to page number 33 of the e-tender document (from serial number 2.(A).i. to serial number 2.(A).iv.) | | 13. | Please clarify whether the materials required for repair work of doors/ windows/ wooden/ metal items, gates, cloth hanging systems, etc. and other carpentry work are provided by the bank or not under the contract? | All necessary materials for carpentry repairs (such as doors, windows, wooden/metal items, etc.) will be arranged by the bidder. However, the expenses for the materials (consumables) used in the said repair work will be reimbursed by the Reserve Bank of India. | | 14. | The underground and overhead water storage tanks in the bank's properties will be cleaned once every 6 months, preferably in September/October and February/March.
Please specify the type of underground and overhead water storage tanks, whether MS/RCC/PVC, their capacity, and quantity.
Also, please clarify whether the cost is reimbursable or not. | No, for further information, please refer to point number 4 (ii) on page 40 of the e-tender document. Based on their site visit, bidders are advised to quote rates including all the costs associated with this work also. | | 15. | ESIC insurance will be taken for employees earning up to Rs. 21,000 as per the rules. Please clarify whether there is a need to provide medical insurance for skilled or highly skilled personnel, and who will bear the cost of such medical insurance.
Additionally, please clarify whether the requirement for medical insurance applies only to deployed employees/personnel (skilled/highly skilled) or if it is also necessary to include their family members, i.e., spouse and children under 18 years of age, in the coverage.
The cost implications are inherent in the above aspects and clarification is required. | The bidder is responsible for getting medical insurance for employees earning basic salary of more than ₹21,000 per month and their dependents. Therefore, it will not be reimbursed by the Reserve Bank of India. | | 16. | Please clarify whether the contract can be extended. | For the said information, please refer to page 49 (Serial No. 4.2) of the e-tender document. | | 17. | Since, according to the amended labor laws, gratuity applies after 12 months of continuous service, please clarify whether gratuity payment will be reimbursed based on actual disbursement along with GST and the quoted contractor benefits? | There is no provision in the IFMS tender or labor laws for the reimbursement of gratuity by the Principal Employer; therefore, it will not be reimbursed by the Reserve Bank of India. | | 18. | Please provide details and the monthly quantity of materials related to civil, electrical, plumbing, and carpentry work that are reimbursable. Additionally, please confirm whether an on-site storage facility is available or not. | Availability of stock materials for civil/electrical/plumbing/carpentry works will be ensured by the successful bidder as per the monthly requirements.
Dedicated store facilities are available on site. | | 19. | Since the brands of equipment related to civil, electrical, plumbing, and carpentry works are not specified in the tender documents, please provide a list of the desired equipment brands in this regard. | Keeping the quality of the work in mind, the responsibility for choosing an appropriate brand lies with the successful bidder. | | 20. | Will the employees' salary be paid before the work is done, or will it be paid monthly after the work? | The employees' salaries will be reimbursed on a monthly basis after the completion of work.
| | 21. | Is the supply of necessary materials required for cleaning work included within the scope of the bidder's work? | The supply of necessary materials required for cleaning work will be provided by the Reserve Bank of India. | 3. Bidders were advised to ensure that they are registered on the MSTC Portal (Latest Version). Bidders were asked to coordinate with MSTC Support Persons if they face any issue while undertaking the bidding for the captioned e-Tender on MSTC portal (Latest Version) to ensure submission of bid within stipulated timeline. 4. Further, vendors were explained about the evaluation of Financial Bid as mentioned in para-No. 4.1.2 (Financial Bid) of Section IV of the tender document. In case, profit percentage quoted by two or more firms is found to be same, then the firm with highest average turnover during last three Financial Years will be considered as the lowest Bidder. 5. 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. Regional Director / Officer-in-Charge
Reserve Bank of India, Jaipur
Annexure Participants of the Pre-Bid meeting held on January 29, 2026, at 11.00 am | S. No. | Name of RBI Officials | Name of the Representatives of the firm | | 1. | Shri Ravi Kaithwas, Assistant General Manager, Estate Department | Shri Nigam Prakash, M/s Vatika Hotels Private Limited | | 2. | Shri Ashok Kumar Gupta, Manager (Technical-Civil), Estate Department | Shri Satendra Singh, M/s Vatika Hotels Private Limited | | 3. | Shri Mahipal, Assistant Manager (Technical - Electrical), Estate Department | Shri Abhishek Dhingra, M/s Vatika Hotels Private Limited | | 4. | Shri Ankur Sood, Assistant Manager, Estate Department | Shri Jagveer Rawat, M/s Swastik Electrotech Private Limited | | 5. | Shri Ritesh Verma, Assistant Manager (Technical-Civil), Estate Department | Shri P. M. Mehra, M/s Rakshak Securitas Private Limited | | 6. | | Shri Phool Chand, M/s Updater Services Limited | | 7. | | Shri Vishal Sharma, M/s Tiger 4 India Limited | | 8. | | Shri Yashpal Solanki, M/s Sterling and Wilson Private Limited | | |