Tenders


(385 kb)
Date : Jun 30, 2020
Minutes of the Pre-Bid Meeting - Private Security, Private Firefighting personnel, and Private Sniffer Dog services at RBI, Hyderabad

A pre bid meeting was conducted for the P&S E-Tenders viz. Private Security, Private Firefighting personnel, and Private Sniffer Dog services at 1130 hrs on June 22, 2020 in the Conference Room, 5th Floor, RBI Hyderabad. At the outset, GM HRMD welcomed all the participants of the pre bid meeting and advised the vendors to freely seek clarification on various statutory and non-statutory facets of the tenders.

2. Discussion on Private Security E-Tender

(a) The meeting started with the pre bid discussions with the vendors concerned with the Private Security Services. It was reiterated that agencies not having the requisite number of PSARA licences (05) would be ineligible for participation in the tender. Later it was ascertained from all the attendees whether they had any objection on the rest of the conditions as stipulated in the Tender document, to which all the participants replied in negative.

(b) The participants were advised to visit the MSTC website for obtaining Tender details and to seek clarifications regarding uploading of documents etc. from the support team of MSTC given in the tender documents.

(c) It was further clarified that, in the event, if more than one L1 bidder emerge (that is if two or more agencies quote similar Agency Charges), the technical evaluation matrix would be the sole criteria for selection. The Technical evaluation matrix has been prepared after due deliberation for an unbiased assessment of the tenderers.

(d) 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.

(e) As enquired by one of the prospective bidders, it is clarified that all the documents must mandatorily be submitted in the MSTC website only. However, the bidder can, in addition, submit hardcopy of the documents supporting technical bid through post. It may however be borne in mind that the Price bid essentially needs to be submitted on MSTC portal only.

Queries from the Participants:

Q1: RAXA Agency Query: Whether it is Central Govt. Minimum Wages or Central Govt. Wages?

Ans: It was clarified that wages in question are the Central Govt. published minimum wages. The revised and frozen price bid other than the Agency charge is attached as Annexure B, C and D. Since, other components of the price bid have been frozen, the agencies are advised to enter only the agency charges while filling the details in MSTC website in the price bid.

Q2: Is there exemption of EMD Charges for MSME?

Ans: The letter from RBI Premises Department No 15/81.06.01/2018-19 dated May 15, 2019 clearly mention in para 2.2 “To exempt all participating MSEs (Micro and Small Enterprises) in tendering process, both empanelled and non-empanelled, from payment of Earnest Money Deposit”. Thus, this exemption is available only to MSEs and not to the Medium Enterprises, provided necessary documentary evidence is submitted along with technical bid documents.

Queries on Technical Bid for Security:

Q3: RAXA:

The estimated cost was mentioned as 13,30,000/- p.m. not 9 months?

Ans: The correction has been affected as under:

a) Page 16 Para 3(d) “for nine months” read “per month”.

b) Page 17 Para 39(k) “Thirty-nine lakh (39,00,000)” read “Two hundred lakh (2,00,00,000).

c) Page 49 S.No.16 “Sixty lakh (60,00,000)” read “Two hundred lakh (2,00,00,000).

Q4: Expert Group

Solvency Certificate in one place has been mentioned as Rs. 1 Crore while at another place, as Rs. 2 Crore?

Ans: The total value of solvency for one-year long contract works out to be Rs. 2 Crore and is as such mentioned. However, since the longevity of the current contract will be truncated till March 31, 2021, a lesser value amounting to Rs 1 Crore has been mentioned for the same. Hence, it is clarified that, there will be a requirement of Solvency certificate valuing Rs. 2 Crore.

Q5: M/s RAXA enquired whether an experience letter from a big establishment will suffice for the requirement for having similar letters from the Residential colonies?

Ans: No. Since, the nature of duties in respect of Security Guards at big establishments and the residential colonies differ, it is mandatory to obtain experience letter from Resident Welfare Association (RWA) of the residential colonies only. Those colonies having less than 550 units will not be considered.

Q6: Expert Group:

Is ISO 9001-2008 certificate or any ISO certification sufficient?

Ans: PSA should have either of the certifications- ISO 9001-2008 or SA 8000 or OHSAS 1800 certification, this information forms part of tender document pg. 18 (w). However, the latest version i.e. ISO 9001-2015 is also acceptable.

Q7: M/s RAXA advised that Statutory charges like Bonus, Gratuity and Paid leave, National Holiday and Festival Holiday is mandatory to be added towards price bid calculations.

Ans:

(a) It has been decided that Bonus (8.33% of Basic + VDA) will be added while calculating towards the Salary component.

(b) It has been decided that Gratuity (4.81% of Basic + VDA) will not be added while calculating towards the Salary component.

(c) It has been decided that Security Guards will not be paid @ double wages for the duties performed on the National Holidays and Festival Holidays (Total 09) for Telangana state. The same will not be added while calculating towards the Salary component.

On the issue relating to Uniform, it was clarified that RBI will not borne any expenditure toward the same. However, RBI will examine and decide upon specialised items to be provided to the Guards like PPE kit etc on need basis, for which the cost will be borne by RBI.

Q8: Clarification on the issue of “Sealed cover”?

Ans: It was clarified that the word “Sealed” implied official seal of the organization concern. For the purpose, letter head with stamp/seal of the other organizations is acceptable.

3. Discussion on Private Firefighting personnel Fire E-Tender:

(a) In the event, if more than one L1 bidder emerge (that is if two or more agencies quote similar Agency Charges), the technical evaluation matrix would be the sole criteria for selection. The Technical evaluation matrix has been prepared after due deliberation for an unbiased assessment of the tenderers.

(b) It was clarified that while the Firemen and Fire Supervisor will be deployed 24x7 in the Bank, the Fire officer will perform duties 5 day a week on all working days (Monday to Friday).

(c) It was reiterated that the Fire officer will be paid wages @10% higher than of the Fire Supervisor. The revised and frozen price bid is attached as Annexure C.

(d) To avoid confusion for the agencies while filling the details in MSTC website, they must fill only the Agency Charges field.

(e) The agency charges should be minimum 8% and the all bids which are less than 8% will be disqualified from tendering process. Further it was stressed that if the agency wants to put higher agency charges, they can quote the same.

Q9: RAXA

RAXA asked regarding PPE personal protective equipment for fire staff.

Ans: RBI will examine and decide upon specialised items to be provided to the Firefighting personnel like PPE kit etc on need basis, for which the cost will be borne by RBI.

Q10: RAXA also told the insurance charges for the fire staff will be higher as compared to other category of outsourced personnel. He further stated that the same needs to be included in the price bid and paid by RBI.

Ans: It was clarified that the onus of insurance of their workmen lies with the Agency, thus RBI is not liable to incur any additional expenditure on this account.

4. Discussion on Private Sniffer Dogs and Handlers E-Tender:

(a) In the event, if more than one L1 bidder emerge (that is if two or more agencies quote similar Agency Charges), the technical evaluation matrix would be the sole criteria for selection. The Technical evaluation matrix has been prepared after due deliberation for an unbiased assessment of the tenderers.

(b) It was told the expenditure has to be quoted per dog, per handler per month. Please see Annexure D

(c) The administrative expenditure per Dog per month has been fixed at Rs. 12,000/- and the salary for dog handler will be for 26 days since there is no reliever for them. If the agency feels that their Dog administrative expenditure is more than Rs 12,000/- per month they may increase their Agency charge accordingly.

(d) To avoid confusion for the agencies while filling the details in MSTC website, they must fill only the Agency Charges field.

(e) The agency charges should be minimum 8% and the all bids which are less than 8% will be disqualified from tendering process. Further it was stressed that if the agency wants to put higher agency charges, they can quote the same.

(f) The Bank may consider providing accommodation for the dogs and their handlers at its sole discretion, but the Agency will not have any right in this regard. At present, RBI is providing an air-conditioned kennel for Dogs, and accommodation to the dog handlers. The agency should not treat this as a right, as the same is being provided out of goodwill.

Q11: M/s RAXA:

It was observed that since the pedigree food cost, medical expenses etc. are high the amount of Rs 12,000/- is towards the lesser side.

Ans: It was clarified that after cross checking the prices from various sources including Amazon and after working out some other calculations, Rs 12,000/- amount has been arrived at, which is sufficient, as RBI is also providing comfortable stay arrangement for the dogs as well as the handlers. However, if agencies still feel that the expenditure cost is less than they may increase their Agency Charges accordingly.

AGM Estate further clarified, that owing to the hike in the inflation rate, there can be an upward variation towards the expenditure of Dogs which will be factored at the time of renewal of contract.

It was informed If tender amount is increased, accordingly EMD amount may also be increased.

Finally, GM told all the participants that if there is more than one L1, then only Technical Bid Evaluation matrix will be considered for awarding the contract.

Q.12: Most of the vendors raised query regarding the mode of deposition of the EMD money.

Based on the queries raised, the following clarification is being given with respect to deposition of requisite EMD.

The amount of EMD is required to be deposited as under: -

Mode of Payment: NEFT

Beneficiary Name: Reserve Bank of India

Beneficiary A/c No. 8614038

IFSC Code: RBIS0NEFTHY (5th being zero)

E Tender application(s) not accompanied by EMD will be treated as unresponsive and rejected.

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Attachments:

The list of attendees ---Annexure A.

Price Bid of Private Security—Annexure B.

Price Bid of Private Firefighting personnel- Annexure C.

Price Bid of Sniffer Dog- Annexure D.



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