E-Tender No.: RBI/Thiruvananthapuram Regional office/HRMD/6/24-25/ET/900[Car Hiring Services] The Pre-bid meeting for the captioned tender was held on March 3, 2025 from 12.00 hours to 13.00 hours, chaired by Shri Haridas P G, Assistant General Manager, Officials from Human Resource Management Department and representatives of prospective bidders participated in the meeting. AGM welcomed the participants (List attached – Annexure) to the meeting and invited queries from the prospective bidder regarding the captioned tender. The queries raised by the prospective bidders during the meeting and over telephone along with the Bank’s clarifications are tabulated below. | Sl No | Query | Clarifications | | 1 | Whether a local trip in which distance travelled is 30 km and duration is 7hours falls under 4hrs/40km slab or 8hrs/80km slab? | Para 4.15 of the tender document may be referred to. For local trips in which the distance travelled is less than or equal to 40 km and the duration is less than or equal to 4 hours, a fixed (lump sum) rate would be applicable. If the distance travelled is more than 40 km for local trips, extra rate per km over and above the fixed rate would be applicable. If the duration of the trip is more than 4 hours for local trips, extra rate per hour over and above the fixed rate would be applicable.
In this regard, the said trip may be charged under 4hrs/40km slab and extra hours (3 hours) shall be chargeable. | | 2 | Regarding compliance to all statutory requirements as mentioned in para 4.35 of the tender document. | Para 4.35 of the tender document mandates the bidder to comply with all statutory acts like Minimum Wages Act, 1948, Contract Labour (Regulation & Abolition) Act, 1970, EPF Act, 1952, Bonus and / or dividends as per Payment of Bonus Act, 1965 and ESI Act, and/or any other rules/regulations and/or statutes that may be applicable to them and as amended from time to time. | | 3 | Whether a local trip in which distance travelled is 45 km and duration is 5hours falls under 4hrs/40km slab or 8hrs/80km slab? | Para 4.15 of the tender document may be referred to. For local trips in which the distance travelled is less than or equal to 80 km and the duration is less than or equal to 8 hours, a fixed (lump sum) rate would be applicable, provided both the limits viz. '40 km' and '4 hrs' as per para 4.15 are exceeded.
In this regard, the said trip may be charged under 8hrs/80km slab. | | 4 | What are the accepted methods by which Earnest Money Deposit (EMD) can be deposited? | Para 3.3 of the tender document may be referred to. EMD shall be deposited either by NEFT/RTGS (Account Number: 8614038; IFSC: RBIS0THPA01) or by Demand Draft which is to be submitted in Original on or before the last date of submission of E-Tender. | | 5 | Regarding furnishing of Performance Bank Guarantee. | Para 3.15 of the tender document may be referred to. The successful bidder(s) shall furnish a Performance Bank Guarantee (PBG)/Security Deposit for an amount equal to 5% of the value of the work awarded (inclusive of applicable GST) to be paid through NEFT within two weeks of award of annual contract. | | 6 | Whether quoted rates can be revised in view of hike in fuel prices during the currency of the contract? | Para 4.40 of the tender document may be referred to. The quote offered by the contractor in the financial bid shall be firm and final and the Bank will not entertain the Contractor’s claim for revision of rates during the currency of contract. It may please be noted that the rate quoted by the contractor shall cover expenses related to providing amenities inside the vehicle like newspaper, tissue, face mask, 500 ml water bottles etc.
Further, the Bank may consider revision of the approved rates/contract amount for subsequent years (based on the performance of the contractor(s)) based on Consumer Price Indices or such other basis as may be decided by the Bank at the time of renewal of the agreement. | | 7 | Regarding scope of work for providing driver alone to drive Bank’s Car. | Para 2.5 and 4.3 of the tender document may be referred to. The contractor shall supply driver alone on per hour basis to drive the Bank’s Car as required by the Bank and the cost of hiring a driver for the said purpose should also form part of the quotation. | | 8 | Clarification regarding classification of Innova Hycross. | Innova Hycross shall be considered under Type 5 Premium SUV/Sedan (Toyota Fortuner, Ford Endeavour, Honda CR-V, Skoda Superb or equivalent) | | 9 | Regarding the method adopted by the Bank for determining L1 and subsequent awarding of the contract. | Para 5 (iv) (c) of the tender document may be referred to. The work may be awarded to eligible bidders who agree in writing to the approved rates prepared by the Bank in agreement with the willing eligible bidders. The approved rates may be prepared by the Bank, on the basis of competitive rates for each category of vehicle and each segment of travel as quoted by eligible bidders of technical evaluation, which shall be shared with them for acceptance in writing. | | 10 | Regarding age of each vehicle in the fleet. | Para 2.8 of the tender document may be referred to. The vehicles provided to RBI should be road worthy and the age of each vehicle in the fleet, as above, shall be less than seven years. | Smt V Syamala Choudari, Assistant Manager thanked all participants for attending the meeting. The Meeting came to an end at 13.00 hours Please note: (i) This document (minutes of the Pre-Bid Meeting) shall form a part of the tender. (ii) Rest of the terms and conditions and specifications of the bid document shall continue to remain the same. (iii) The above amendments/ clarifications are issued for the information of all the intending bidders. (iv) The submission of bid by the firm shall be construed to be in conformity to the bid document and amendments/ clarifications given above Regional Director Kerala and Lakshadweep
Annexure List of Participants | SL No. | Name of the Service Provider | Name(s) of the Representative | | 1 | ANM Tours and Travels Pvt Ltd | Shri Nissam A & Shri Ashik N | | 2 | South Gate Tours and Travels | Shri Niyas M Y L | | 3 | Sree Tours and Travels Company | Shri Lawrence M | | 4 | Cherrys | Shri Saju S | |
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