A pre-bid meeting was conducted on September 07, 2026, at 11:30 p.m. with respect to the captioned e-Tender ID. 2026_RBI_289413 at the Reserve Bank Staff College, Chennai.
2. (a) List of Bank’s Officials who attended the meeting:
(b) List of Representative of Company / Individual / Firm / Contractor who attended the meeting:
3. The modifications in the tender document and clarification to the queries raised by the representatives during the pre-bid meeting are given below:
| Clarifications in tender document |
| Sr. No. | Queries raised by the Company/ Firm | Reply |
| a | The technical description covers the New Hostel Building (Kurunji) and 'B' Block (Neithal), while the NIT and the Scope of Work refer only to the New Hostel Building. Whether the work covers both Kurunji New Hostel and B Block (Neithal), or only the New Hostel Building. Please provide the building-wise scope and device quantities. | Please refer to Section VII of the tender document |
| b | The existing addressable Fire Alarm System and all connected devices are to be replaced; the buyback item identifies the existing system as Ravel make, but the existing panel/device inventory and architecture are not given.
Kindly provide the existing FACP/repeater/graphic system make and model, number of panels and loops, building-wise device quantities, system architecture, cable routes and present operational status for accurate dismantling, migration and buyback assessment. | The existing fire alarm is Ravel Make (Conventional type with eight loops); Model No. RE – 2558 with approx. firm devices as 75 Nos. No repeater panel. Buy back of Fire alarm and cables are as is basis. |
| c | New cabling is required for all proposed devices, but existing cables may be reused at restricted locations as directed by the Bank. BOQ provides 1,200 m new loop cable and 200 m for testing/reuse of old cable.
Kindly identify the exact routes/locations and approximate length of existing cable proposed for reuse. Please confirm the cable-health acceptance criteria, test method, responsibility for failure of reused cable, and payment treatment where replacement becomes necessary. | Please refer point No. 31 of section II of the tender document. |
| d | The item combines removal of damaged existing fire cable with testing/checking and reuse of old cable, against a single quantity of 200 m, making the measurable scope unclear.
Kindly clarify whether 200 m represents cable to be removed, cable to be tested, or cable to be reused. Please provide separate measurable quantities/rates for removal, testing and reuse/determination, as applicable. | The reusable cable limited to 200 meters and other unused/defective cables will have to be taken by the vendor under buy-back scheme. |
| e | A single rebate is sought for dismantling and taking away the old Ravel system, including panels, repeater panels, detectors, hooters, MCPs and damaged cables, without an item-wise inventory or condition report.
Kindly provide an item-wise inventory, quantity, age and condition of all equipment/material included in buyback and clarify whether taxes on the buyback value are to be borne/handled by the bidder. Please also confirm that removal will occur only after stabilization and written approval of the new system. | Please refer to point ‘b’ above |
| f | The un-priced BOQ specifies 2 addressable relay/control modules, whereas BOQ_338035.xls specifies quantity 3.
Kindly confirm the correct payable quantity of addressable relay/control modules and issue a corrected BOQ wherever required. | The quantity may be read as 3 Nos. |
| g | The FACP must interface with BMS and the proposed Command and Control Centre through Modbus/BACnet/OPC/Ethernet and also integrate with the existing other-building Fire Alarm System.
Kindly provide the make/model and architecture of the BMS, Command and Control Centre and existing other-building FAS; required protocol and point list; network topology; interface location/distance; and available LAN/fibre/copper infrastructure. Please clarify the exact gateway/interface quantity to be included. | The new fire alarm system should have the necessary provision and communication systems and ports (as per tender conditions) for integrating with future usage of BMS and existing fire alarm systems in the college. |
| h | The specification variously permits degrade mode, redundant CPU, preloaded standby CPU or redundant panel, while BOQ Item 1 states FACP with redundant panel.
Kindly confirm the acceptable redundancy architecture: (a) online redundant CPU, (b) degrade-mode loop cards, (c) preloaded ready spare CPU, or (d) complete redundant FACP. Please clarify whether these are alternatives and the exact quantity to be supplied. | The fire alarm panel may have degrade mode.
However, vendor has to compulsorily meet the redundancy of fire panel by means of the following methods and as per the OEM support availability.
Functionable redundant fully loaded CPU card (inbuilt feature of system) or, Pre-fully loaded readily available redundant or secondary or spare CPU card to be kept with Bank and immediately replaceable when primary FAS- CPU fails
or By providing additional redundancy fire panel with fully loaded new fire alarm system with all connected communication systems. |
| I | Certification wording varies between UL 864, EN 54, FM approval, VDS approval and IS 2189, with slash/and wording that may imply different combinations for panels and devices. Kindly confirm that a complete system certified/listed under either UL/FM standards or the applicable EN 54 standards, together with compliance to IS 2189/NFPA 72 as applicable, will be acceptable. Please clarify whether FM approval for FACP and VDS approval for repeater are mandatory. | It should be either EN54 – VDS or UL – FM approved and also fire alarm system should be IS 2189/NFPA 72 complied. |
| j | Qualifying thresholds are linked to an estimated cost of Rs.15.45 lakh inclusive of GST, but it is not stated whether credential values will be considered inclusive/exclusive of GST or updated to present cost.
Kindly confirm the qualifying values as Rs.6.18 lakh for each of three works, Rs.7.725 lakh for each of two works, or Rs.12.36 lakh for one work, and clarify whether completed-work values will be considered inclusive of GST and whether any cost-indexation is permitted. | Qualifying works cost which is to be inclusive of GST. |
| k | The tender requires a solvency certificate equal to the estimated cost and also calls for the Banker’s Certificate in Annexure C. Annexure C is to be uploaded, while its note states that the certificate should be sealed in a cover addressed to the enlistment authority.
Kindly confirm that a Banker’s Certificate in Annexure C showing engagement capacity of at least Rs.15.45 lakh will satisfy the solvency requirement. Please clarify whether only a scanned copy is required with the online bid and when/where the original sealed certificate must be submitted. | The scanned copy of Banker’s Certificate may be submitted in the online bid. |
| l | EMD may be submitted by DD, NEFT/RTGS or Bank Guarantee. The BG must be valid for at least six months, but the physical-original submission deadline/procedure is not expressly stated. Kindly confirm the deadline and address for submission of the original EMD BG/DD and whether a scanned copy uploaded before bid closing is sufficient for technical-bid submission, subject to timely receipt of the original. | The EMD may be paid through BG on or before 1400 hrs of September 21, 2026. |
| m | The successful bidder must provide a 5% execution PBG, followed by a new 10% capital-cost BG for the initial four years and 5% for the remaining four years. The 40% final payment is also linked to a 10% contract-amount BG initially valid for four years, while clause references contain blank Annex numbers.
Kindly confirm the exact number, amount, validity and stage of each PBG/BG, whether the 10% BG submitted for final payment replaces the 5% execution PBG, and whether its base is capital cost or total contract amount. Please also confirm Annexure J as the applicable format. | Please refer to Para 32 of Section II of the tender document. |
| n | The contract mentions seven years of CAMC after one-year DLP, while the renewal wording refers to an initial one-year AMC plus at least six additional years. The NPV factor is described for eight years although no CAMC payment applies during the one-year DLP.
Kindly confirm that quoted Item 14 is the base charge for CAMC Year 1 and will be renewed for six further years (seven paid CAMC years in total) and confirm that MF 5.6321 is the final evaluation factor applicable to the quoted annual CAMC amount. | The NPV is calculated for the current year which includes the DLP period plus seven years of CAMC.
The bidder has to quote the AMC amount for one year. |
| o | CAMC includes spares, consumables, new loop wiring and software upgrades for seven years, with continued support despite technological obsolescence. Kindly clarify that software upgrades mean OEM-supported updates compatible with the supplied hardware and that total system replacement caused solely by obsolescence, force majeure, misuse, third-party damage or external power/environmental conditions is excluded from no-cost CAMC obligations. | Please refer point no. 33, of Section II. |
| p | Sixty percent payment is due against receipt of material, while execution may start only after the entire material has been supplied at site.
Kindly confirm whether the 60% supply payment will be released pro rata for approved lots/material deliveries or only after receipt of the entire system and specify the documents and certification timeline for release. | Please refer point no. 35 Terms of payment mentioned tender document. |
| q | Completion is two months from the 10th day of the work order, while work is in an occupied building with restricted hours, the existing system must remain operational, all material must first reach site, and drawings require approval.
Whether the completion period will be reckoned from approval of design/shop drawings and handover of clear work fronts after material approval. Delays due to drawing approval, restricted access, non-availability of fronts, third-party interfaces or Bank-directed shutdown constraints may kindly qualify for corresponding extension without LD. | It includes the submission of drawings and approvals, etc. |
| r | The contractor must create CAD drawings through site survey, but no architectural/fire-layout drawings are included with the tender.
(i) Kindly provide readable floor-wise architectural/fire-alarm drawings showing room names, ceiling types/heights, risers and existing/proposed device locations.
(ii) Alternatively, please confirm that final quantities and routes will be jointly measured and paid at BOQ rates based on approved post-award design. | (i) The vendor has to prepare the floor wise architectural/fire-alarm drawings and device locations.
(ii) Yes |
| s | Twelve metres of underground cable work includes excavation to two feet depth and 50 mm GI B-class pipe, but route, surface type and reinstatement requirements are not shown.
Kindly identify the underground route and surface finish and confirm whether dismantling/reinstatement of paving, concrete or landscaping is included. Please provide a separate payable item where restoration exceeds ordinary soil excavation/refilling. | Please refer point No. 31 of section II of tender document. |
| t | The system is required to have facility for emergency voice alarm/dial-up analogue communication and testing refers to pre-recorded voice messages, but no voice evacuation/communicator equipment is included in the BOQ.Kindly confirm whether only future interface provision is required or whether voice alarm/telephone communicator hardware, prerecorded-message equipment and communication lines must be supplied under this contract. If required, please provide specifications and BOQ quantities. | Please refer to para 2 of Section VII of the tender document. |
| u | Training is required without charge and four bound copies of documentation are required, but training duration, participant count and softcopy/as-built format are not stated.
What is the required training duration and number of participants, and whether final handover shall comprise four hardcopy sets plus editable CAD/PDF softcopies, configuration backup, cause-and-effect matrix, test reports and O&M manuals. | Training duration may be for 10 days and for 15 participants approximately.
Handover shall comprise four hardcopy sets plus editable CAD/PDF softcopies of new fire alarm system, configuration backup, cause-and-effect matrix, test reports, escalation matrix and O&M manuals and technical sheets of all components of fire alarm system. |
| v | Confirm whether Addressable hooter to be provided. | Yes. (loop driven addressable hooter / hooter integrated with addressable modules) |
5. All other terms and conditions mentioned in the tender remain unchanged.