In connection with tender No. RBI/Patna/DIT/10/20-21/ET/296 which was floated on both MSTC and RBI’s website on November 17, 2020 for the captioned work, a Pre-bid meeting was conducted at 03:00 PM on November 23, 2020 in the Tender Room, First floor, Reserve Bank of India, Gandhi Maidan, Patna. The following members participated in the meeting - a. Participants from RBI, Patna- | Sl. No. | Name of the RBI Officials | Designation | | 1 | Shri Arnab Paul | Manager | | 2 | Shri Neeraj Kumar Mishra | Assistant | b. Representatives from various Companies/ firms - | Sl. No. | Name of the Representative | Company/ firm | | 1 | Ajay Kumar | M/s Vserv Infosystems Pvt. Ltd. | | 2 | Amarnath Prasad | M/s Bharat IT Services Ltd. | | 3 | Amarnath Jaiswal | M/s Ensure Support Services (India) Limited | | 4 | Himangshu Mandal | M/s Puthur Infotech Pvt. Ltd. | | 5 | Upesh Singh | M/s Rapidtech IT Services Pvt. Ltd. | | 6 | Sangam Kumar | M/s Sysnet Global Technologies Pvt. Ltd. | | 7 | Saurabh Kumar | M/s Hue Service Pvt. Ltd. | Manager, DIT started the meeting by welcoming all the participating vendor representatives. He then gave a briefing on the important points of the tender document to the members. The aforesaid briefing included, inter-alia, clarifications regarding eligibility criteria, the terms and conditions, guidelines, procedure to fill the e-tender as well as e-tender documents, list of documents to be submitted along with technical bid, minute details often missed by the bidders while submitting their bids, etc. After the aforesaid briefing a few queries related to the clauses / requirements as per the uploaded tender document were raised by the participating representatives of different companies which were answered by the Manager, DIT. Details of all the queries raised by the representatives and the clarifications thereto are furnished as Annexure I to this minutes.
Annexure-I Clarifications to the queries raised by the representatives of the participating firms: | Sl. No. | Clause Details | Queries raised | Clarifications | | 1 | [Page No. 13, Point A. iv] | Annual Turnover-
[a] Some of the vendors raised concern over turnover threshold of ₹15 crore being too much high by giving logic that turnover in general is kept at maximum 500% of the estimated tender price which in this is ₹20 Lac
[b] Queries were also raised for – whether the above turnover is for total business or FMS/ AMC only | It has been decided to reduce the aforesaid turnover amount to ₹5 Crore from previous ₹15 crore. Now, the revised criterion requires all bidders to have minimum ₹5 crore turnover (from FMS/AMC services only) with net profit in each of the last three years (i.e. 2017-18, 2018-19 and 2019-20).
It is clarified that the above turnover is for FMS/ AMC only and not the other businesses of the firm. | | 2 | [Page No. 14, Point A. vi] | Qualified Engineers:
“The tenderer shall arrange to station at least four qualified resident engineers (REs) (who are working with the firm for at least last 3 years) including one team leader in RBI, Patna, on all working days. Out of these four REs, the team leader should be a B.Tech in Computer Science(CS)/Electronics & Communications Engineering(ECE)/IT or Master of Computer Application(MCA) or M.Sc.(IT) with 3 years’ experience (after obtaining degree) …”
[a] Whether 04 or more than 04 REs required?
[b] All the vendors unanimously raised the concern over the ‘3 years working with the firm clause’ and requested to remove or replace this clause because no firm in general will have REs with 3 years of experience who are not already deployed at other sites. | [a] 04 no. of REs to be deployed by the selected firm.
[b] The clause will now read as follows –
“The tenderer shall arrange to station at least four qualified resident engineers (REs) including one team leader in RBI, Patna, on all working days. Out of these four REs, the team leader should be a B.Tech in Computer Science(CS)/Electronics & Communications Engineering(ECE)/IT or Master of Computer Application(MCA) or M.Sc.(IT) with 3 years’ experience (after obtaining degree) …” | | 3 | [Page No. 14, Point A. vii] | ISO Certification:
[a] Vendors asked whether all the three ISO certifications are mandatory?
[b] the vendors suggested us of the printing error in the naming of ISO 2000-1:2011/2018 certification | Yes, all the three below ISO certifications are mandatory – - ISO 9001:2015
- ISO 20000-1:2011 or ISO 20000-1:2018
- ISO 27001:2013
Suggestion regarding misspelling/ misprinting has been incorporated with corrected name of the certification being ISO 20000-1:2011/2018 | | 4 | [Page No. 14, Point A. viii] | Solvency:
The tenderer should furnish solvency certificate as per Appendix-6 issued on or after 01/06/2020 by the Applicant’s banker
Concerns regarding non-availability of the certificate was raised as very less time is left to for those bidders who don’t have solvency certificate issued on or after 01/06/2020. | All prospective bidders were requested to apply for the solvency certificate at the earliest. In the event it does not reach us on or before the last date of tender application, DIT Cell will verify the mentioned details with the concerned Banks before taking any decision. If the reason for delay was found to be genuine, it would be given due consideration. | | 5 | [Page No. 15-16, Point B. i & iv] | Price Evaluation:
Query was raised as to whether price is to be quoted for one quarter i.e. January 01, 2021 to March 31, 2022 or for 12-months period? | All the prices in the price bid will be quoted for 12 months only. For the fifth quarter of first term, payment will be made on pro-rata basis. | | 6 | [Page No. 41 - Table, Serial No.2] | Form 1-Technical Bid Form
Financials:
Query was raised whether Financial statements for the year of 2019-20 also needs to be audited? | Yes, Financial statements of all the three years viz. 2017-18, 2018-19 and 2019-20 need to be audited/ verified by Chartered Accountant and Authorized signatory with no exception. | | 7 | [Page No. 44 - Table, Serial No.12(iv)] | Form 1-Technical Bid Form
Statutory Compliance of the tenderer:
All the vendors unanimously raised the concern over Registration under Bonus Act, 1965 saying that no such registration is in force as of now. | It has been decided that self-declaration of the bidder in the specified format (Appendix 8) will be sufficient and no separate copy of certificate of registration under Bonus Act, 1965 will be required. | | 8 | General | What all forms/ appendices/ annexures are to be submitted along with the e-Tender? | Documents to be submitted along with the e-Tender are as follows – - Form 1 i.e. Technical Bid Form
- Appendices 1 to 10
- Form 2 i.e. Price Bid Form
- Annexure - IV (UTR Transaction Details for EMDs)
| | 9 | [Page No. 60-64] | Form 2 i.e. Price Bid Form
Whether price to be given including or excluding GST? | It is clearly mentioned at the beginning of the Form 2 that all the rates to be quoted by firms in Price/ Financial Bid should be exclusive of GST and inclusive of all other applicable taxes. | | 10 | [Page No. 31, Note iii] | Chapter – 4 Submission of Bids:
Each page of the technical and price/financial bid should be signed by authorized signatory and stamped with40
Query raised what is “with40”? | “Each page of the technical and price/financial bid should be signed by authorized signatory and stamped with the company seal.” | | |