In line with E-tender No - RBI/Mumbai Regional Office/Others/5/24-25/ET/705 dated January 08, 2025, a pre-bid meeting was held on February 04, 2025, at 03.00 PM in Kaner HRMD Conference Room, 1st Floor, Main Office Building in presence of two IEMs, viz. Shri Nageshwar Rao Koripalli, IRS (Retd) and Shri Pramod Shripad Phalnikar, IPS (Retd) via Video Conferencing (online Webex meeting).
2. Queries for pre-bid meeting was received from M/s BVG India Limited and M/s Quess Corp Limited on e-mail /hand delivery up to the scheduled date and time given in the tender document. The list of participants from the Bank and vendors is given below:
The followings were participated the Pre-bid meeting.
| Sr. No | Name of participants |
| | Bank’s IEMs |
| 1 | Shri Nageshwar Rao Koripalli, IRS (Retd) – Through WebEx |
| 2 | Shri Pramod Shripad Phalnikar, IPS (Retd) – Through WebEx |
| | Reserve Bank of India |
| 1 | Shri P C Joshi, DGM, P&SE |
| 2 | Shri Dilipkumar Kerba Patil, AGM, P&SE |
| 3 | Smt. Shubhada Shreeram Paluskar, Manager |
| 4 | Shri Senthilnathan Ganesan, Manager (Security) |
| 5 | Shri Ravindra Wakade, Manager |
| 6 | Shri Saransh Masram, Assistant Manager |
| 7 | Shri Nitesh Taksande, Assistant |
| | Participated Vendors |
| 1 | Smt. Laveena Veigan – M/s All Services Global Pvt Ltd |
| 2 | Shri Mihan Ali – M/s Shree Consultancy Services |
| 3 | Shri Abhishek Bhogie – M/s Oriental Integrated Facility Management Pvt Ltd |
| 4 | Shri Atul Tiwari – M/s S V Enterprises (India) Pvt Ltd |
| 5 | Shri Vijay Parit – M/s Sumeet Facilities Ltd |
| 6 | Shri Narayanmoorthy Iyer – M/s Firstman Management Services Pvt Ltd |
3. The details of the queries raised by the vendors and the Bank’s clarification/ comments are given below –
| Sr. No | Query | Clarification/ Comment |
| 1 | Whether the documents need to submit separately on the company’s letterhead or the entire tender document along with corrigenda thereof signed and stamped as a token of acceptance will suffice | The duly signed and stamped tender document along with corrigenda and minutes of pre-bid meeting needs to be submitted by the bidder. These documents need not to be submitted on company’s letterhead. |
| 2 | Whether a solvency certificate greater than amount of tender i.e., ₹13.25 Cr will suffice, or a specific solvency certificate of tender amount will be required | A solvency certificate of minimum ₹13.25 Cr shall be submitted.
A maximum six month old solvency certificate shall be considered. |
| 3 | Whether the prices exclusive of GST | Prices are excluding GST. |
| 4 | Whether the bidders who quote rates below the prescribed minimum wages or fail to account for the minimum quantities specified, such as manpower, materials, and other requirements, will such bidders get directly based on low rates? Please confirm how such bids will be handled. | Bidders are expected to exercise due care while quoting rates.
The bids of the bidders who quote rates below the prescribed minimum wages will be rejected. Minimum wages must be complied with.
Successful bidder will be based on lowest bidder (L1). In case of abnormally high rates (AHR) / abnormally low rates (ALR) in overall rates and/ or rates for individual item as per price bid, the successful bidder will be required to submit clarification for abnormal rates. The decision of the Bank is final and binding on whether to accept the clarification of rates or reject the bid. |
| 5 | Whether an ongoing project with a value that meets or exceeds 50% of ₹13.25 Cr (excluding GST) will be considered for qualification, or if only completed projects will be accepted. | Only the completed similar works will be considered for evaluation.
(Refer Section VI (a) (ii), pg. no. 50) |
| 6 | Whether it is required to provide TDS certificates for Government clients also | Work of Government clients may not be supported with TDS certificate.
However, Copy of TDS certificate has to be submitted for proving the credentials/contract amount in case of private clients. |
| 7 | As per clause 3 (i) pg. 56, it is mentioned that the work will be for all 6 days and for 8 hrs shift. However, the clause 3 (ii) contradicts by mentioning provision of reliever charges. Hence, kindly clarify about the days of working and the reliever charges thereby | No reliver charges shall be paid. The contractor shall make alternative arrangement in the absence of regular assigned workman. Any additional manpower required to carry out the complete scope of work shall be provided by the contractor without any additional charges.
(Refer to Section VII (3) (ii) on page no 56) |
| 8 | Request was made to remove the clause of paying stamp duty for the EMD BG. This is because the EMD amount will get refunded in case of unsuccessful bidder but not the stamp duty. As the stamp duty amount toward the EMD is a considerably big amount. | The Tender Application must be submitted along with Earnest Money Deposit (EMD) amounting ₹26,50,000/- (₹Twenty-Six Lakh Fifty Thousand only) payable through NEFT or Bank Guarantee furnished in respect of the said amount before the close of business hours on 17/02/2025 up to 12:00 PM.
(Refer to Section I (C) (6) on page no 9) |
| 9 | The Central Government typically revises the minimum wages every six months and also there is due for merging Basic & VDA in this year (2025) or next year (2026). Considering this being responsible contractor can be taken into consideration of normal revision i.e update 7% PA over and above the normal (7%PA), we request to the tender authority to reimbursing revised wages beyond the normal revision during the course of contract. | The escalation should be given for “Labour Component” mentioned under Sl. No. 1 & 2 of price bid, whenever the notification issued by Chief Labour Commissioner (Central), Ministry of Labour & Employment.
The revision of rates for “Non-Labour Component” mentioned under item Sl. No. 3, 4, 5, 6, 7 and 8 of price bid may be done annually based on Consumer Price Index and Wholesale Price Index declared on Bank’s website.
(Refer to Section IV (A) (1.1) on page no 23) |
| 10 | Leave Wages such as National Festival Holidays – 8, Casual Leave /Sick Leave – 8 & Leave with Wages/Earned Leave – 18 are not defined in the tender, pls clarify | Housekeeping services should be provided round the clock on all days excluding National holidays (26th January, 15th August and 2nd October) in Banks offices.
(Refer to Section VII (4) on page no 59) |
| 11 | No clarity on insurance policies, please clarify which type of insurance policies to be drawn and sum assured and minimum or maximum number times to specify | Sum assured for policies:
Workmen Compensation Policy – Based on salary of employee.
Third party Liability Policy – Based on contract value.
These insurance policies shall be submitted in the joint name of employer (RBI) and vendor with the employer being first.
(Refer to Section IV (H) pg. no. 34). |
| 12 | The total number of housekeeping staff required is 258. However, the total as per individual office building is 248. Clarify whether requirement is for 248 or 258 housekeeping staff. | The total number of housekeeping staff required is 258. Please read housekeeping staff required at Nariman Bhawan as “18” instead of “8”.
Refer Section VII, para (3) (i) on page no 56.
Refer para (1) of corrigendum. |
| 13 | Whether the Bank will provide for cost of material for washroom amenities | No. The washroom amenities shall be supplied by the contractor on Free to Use (FTU) basis.
Further all the cleaning materials/ chemicals, tools and equipment are to be supplied by the contractor. No extra payment shall be made by the Bank.
Refer Section VII, (N) on page no 73. |
| 14 | Whether work order of Integrated services including housekeeping can be submitted under PQ documents | Work Order, Work Completion Certificate, TDS, Agreement copies of work carried out, etc., pertaining to housekeeping services shall be submitted under PQ documents.
Supporting documents of integrated work shall clearly indicate manpower, amount, scope etc, of housekeeping work. |
| 15 | Pre-Contract and Post Contract Integrity Pact | Pre contract integrity pact shall be submitted along with tender documents. It is a mandatory requirement.
The successful bidder needs to submit post contract integrity pact after issuing work order.
(Refer Section IX on page no 78) |
| 16 | Whether Power of Attorney is required to be submitted in the format mention in tender document | Yes. The bidder shall submit Power of Attorney as per format mentioned in the tender document.
(Refer Section XV on page no 99) |
| 17 | Whether MSME’s are exempted for submitting EMD for this tender | It is not exempted for this tender. EMD exemption for companies registered under MSME is applicable only for procurements (goods, services, work contracts) having an estimated cost up to ₹10 Lakh. For this tender the estimated cost of work is ₹13.25 Crore. Hence, EMD exemption for MSME is not applicable. |
| 18 | Feedback Reports | The tenderers are advised to submit the feedback reports clearly mentioning contact details and email id of the issuing company for verification.
(Refer to Section XIII on page no. 97) |
| 19 | Liaison with BMC | The contractor shall have a good liaison with MCGM. Garbage produced shall be disposed of regularly following prevalent MCGM guidelines.
(Refer to Section VII (4) (A) (i) on page no 60) |
| 20 | Whether green materials are required to used | The contactor shall use cleaning materials which are preferably non-toxic & eco-friendly as approved by the Bank. The Contractor shall use cleaning materials only standard quality and Bio products as approved by the Bank.
(Refer Section VII (3) (vii - viii) page no 57) |
| 21 | Whether quote for salary of employees inclusive of all the liabilities (excluding GST) of the company/agency/firm viz., Statutory Liabilities such as Minimum Wages, ESI, EPF contributions, Bonus, Reliever Charges, liaising with MCGM and MCGM Charges, if any. | The bidder should quote rates as per statutory requirement.
(Refer Section II (2.2) page no 16) |
Queries raised by M/s BVG India Limited and M/s Quess Corp Limited, who were not present in pre-bid meeting, were also cleared. The same has been informed to IEM’s.
The above-mentioned clarifications are issued for information of all the intending tenderers. Minutes of the pre-bid meeting shall form part of the tender. The submission of bid by the tenderer shall be construed to be in conformity to the bid document and clarifications given above.