2. The details of the queries raised by the vendors and the Bank’s clarification/ comments are given below:
| Sr. No | Query | Clarification/Comment |
| 1 | Can MSME Companies avail EMD Exemption? | No EMD Exemption for MSMEs. |
| 2 | Whether Annex I – Pre contract integrity pact must be submitted along with technical bid? | Yes. |
| 3 | For completion certificates from client, we request RBI to also consider an e-mail from client confirming the work done successfully. | Completion certificate from client should be provided in Form H as provided in the RFP document. |
| 4 | What is the mode for Submission of Bid, online or offline? | Technical bid submission is Offline in sealed cover. |
| 5 | Do we have to submit Bank guarantee form along with EMD Receipt? | Not needed during technical bid. |
| 6 | Any Format for Power of Attorney | No specific format. |
| 7 | Can we submit own Bank format against the Form G - Banker’s Certificate? Which full fills your criteria as mentioned in Certificate point no. 04 to 07. | Only in the format specified in RFP. |
| 8 | Should we submit the presentation along with tender or after evaluation will we be called /emailed separately for presentation on a subsequent date? | Presentation to be submitted along with technical bid documents. Updates if any can be emailed. |
| 9 | Penalty of 5 times the cost of the event is too high. We request RBI to reduce the penalty to 50% of the total cost of the event. | This request cannot be acceded to. |
| 10 | Please share the MSTC portal details for registration and submission of bid. | www.mstcecommerce.com |
| 11 | Looking at the documentation required for submission, we request you to extend the date of submission by at least 8-10 days from the existing 20th December 2023. The extension shall enable us to prepare a strong proposal to submit to RBI. | No change. |
| 12 | Considering that during FY 2020-21 & 2021-22, the pandemic affected physical events across India, we request RBI to reduce the turnover criteria of Rs. 25 crores to Rs. 15 crores and consider the average turnover for last 5 years i.e. for FY 2018-19, 2019-20, 2020-21, 2021-22 and 2022-23 and the relevant changes in technical evaluation criteria. | No change. |
| 13 | We request RBI to list down all the required approvals and the names of agencies. This will give us an idea on the cost required for taking those approvals.
We further request if this part of the scope can be managed by RBI being apex govt. body in India. The successful bidder may give handholding support and shall follow up with the respective agencies for speedy approvals. | Necessary information on exact scope of the event will be given before financial bid of the specific event.
No change. |
| 14 | Number of events - We request RBI to reduce numbers (from 3 to above 10) considering two FYs as pandemic years.
Also consider the experience since last 5 years. | No change. |
| 15 | Please clarify on the following points:
1. Indicative prices which we will submit will be arrived at without agreement with any other Bidder of this RFP for the purpose of restricting competition.
2. The indicative prices which we will submit will not be disclosed to any other Bidder responding to this RFP.
3. If our offer is accepted, we undertake to complete the formalities for providing services within the period specified in this document or as advised by the Bank. | 1 & 2. Please refer to the Pre-Contract Integrity Pact.
3. All the documentation work needed for Empanelment of EMA will be communicated by the Bank with timelines which needs to be adhered by successful Bidders. |
| 16 | Value of largest event - We request RBI to reduce value (less than 2 crores to more than 10 crores) considering two FYs as pandemic years. Also consider the experience since last 5 years. | No change. |
| 17 | In case event gets cancelled at the last moment due to unavailability of the chief guests, would RBI reimburse the expenses incurred by the Event Management Agency for all prior activities and setup? | Payment would be made to the agency to the extent of work completed by the Agency. |
| 18 | Can you please inform us the number of agencies RBI is planning to empanel for managing the events? | Please refer to page no. 27 of the RFP. |
| 19 | Post empanelment would RBI consider both the weighted score of Financial Bid and Technical Bid for the purpose of award of contract? | No. Only financial bids would form the basis for final award of contract. |
| 20 | Whether publicity and advertisement be the responsibility of the Event Management Agency? | Publicity and advertisement would be event specific. All events will not require publicity and advertisement. |
| 21 | Would the events be held pan India? | Yes. |
| 22 | Would RBI Mumbai Office be the coordinator for all the events to be held across India? | No. Different departments / offices of RBI may coordinate. |
| 23 | How many months in advance would RBI float financial bid for the upcoming events? | Well before the event. |
| 24 | Would evaluation of EMA be done based on guest’s profile/footfall handled in the past? | No. |
| 25 | Would RBI make payment towards security deposit, e.g., security deposit to be paid for booking of venue or hotel rooms, etc. | No. The Agency shall account for the cost of security deposit while submitting its financial bid proposal. |
3. The meeting was concluded with a vote of thanks.
Note: The above amendments/ clarifications are issued for the information of all the intending bidders. Minutes of the pre-bid meeting shall form part of RFP. All other parts of the RFP document continue to remain unaltered. The submission of bid by the firm shall be construed to be in conformity to the bid document and amendments/ clarifications given above.