2 Minutes of Pre Bid - Biratnagar

MINUTES OF PRE-BID MEETING FOR ICP BIRATNAGAR (held on 04.03.
2015 at 11:30 am)

Tender notice no. RITES/AP/ICP/BIRATNAGAR/TENDER/2015/ 01
RITES Limited, Airports Division
Sub : Development of Integrated Check Post at BIRATNAGAR (Nepal) along Indo-Nepal Border : Main Package-1
Note: Bidders are required to submit these minutes of Pre-Bid meeting duly signed by the authorized representative along with the technical
bid.
The pre-bid meeting was held in the office of Group General Manager (Airports), RITES Limited, First Floor, RITES BHAWAN II, Plot No.
144, Sector 44, Gurgaon 122003 (Haryana) at 11:30 a.m. on 04.03.2015, in the presence of client member. The meeting was attended by
representatives of the following bidders.
(1) M/s K.S. Softnet Solutions, Mumbai

(2) M/s Rajdeep Buildcon Pvt.Ltd, Savedi, Ahmednagar
(3) M/s NCC Limited, Kolkata
(4) M/s PREMCO Rail Engineers Limited.
(5) M/S LG Electronics India Pvt. Ltd.
(6) M/S ERA Infra Engineering limited.
The meeting started with a brief description of the project. It was further emphasized that the site for ICP Biratnagar is remotely located on Indo-
Nepal International Border. It was explained that the bidders are advised / encouraged to visit the ICP Biratnagar site before submitting the bids
in order to make them well conversant with difficult site conditions and GONs rules / regulations / taxation etc.. Bidders attention was also once
again drawn to para 1.5 of section1 of technical bid page 4.
Bidders were requested to fill the Technical Bid Document carefully so that there is no deficiency. Bidders were further requested to kindly pay
due attention to Annexure IA of NIT (page 32-37 of Technical bid) and to ensure submission of all requisite documents stipulated therein to avoid
deficiency in the bid submission. Notarized documents should be submitted as and where required, in compliance to tender stipulations. Bidders
were briefed that deficient documents by even a single bidder leads to further delay of evaluation of all the technical bids. The bidders were
further told to ensure to sign and witness at page no. 30, 33, 37, 39, 42, 43, 55, 67 of the Technical Bid, Part 1.
The observations from the following seven bidders were received by Email / post prior to Pre-Bid meeting:
1. M/S K.S.Softnet Solutions, Andheri,Mumbai
2. M/s D.Thakkar Constructions Pvt.Ltd. Engineers & Contractors, Nagpur
3. M/s Rajdeep Buildcon Pvt .Ltd Savedi, Ahmednagar
4. M/s NCC Limited Kolkata,
5. M/s PREMCO Rail Engineers Limited, Kolkatta.
1
MINUTES OF PRE-BID MEETING FOR ICP BIRATNAGAR (held on 04.03.2015 at 11:30 am)
6. M/s IVRCL Limited, Noida,UP.

7. M/S LG Electronics India Pvt. Ltd. Noida (UP)
The observations of the following bidders were submitted at the beginning of pre-bid meeting :
1.M/S ERA Infra Engineering limited. Noida (UP)
The question / queries of bidders were taken up, the answers / clarifications of which are given as under:
S. Clause Reference Observation / Queries Raised by Bidders Clarification / Comments by RITES Ltd.
No.
1.0 : M/S K.S.Softnet Solutions, Andheri, Mumbai. Ref No: Nil dated 14.02.2015 & dated 03.03.2015
1.1 Clause 9.1 of NIT page 10 To allow Bank Guarantee against EMD Clause No. 9.1 of NIT, page 10 of Technical bid
of technical bid part-1 EMD amount can be considered as similar tender of ICP remains unchanged.
Birgunj (Rs.50 lakhs)
1.2 Clause 11.5.1 of NIT page Last date of submission of tender should be extended by Last date of submission is extended up to
15 of technical bid part-1 -- 18.04.2015(45 days). 10.04.2015 Vide Corrigendum No.3 uploaded
on Rites website
1.3 Annexure 1 qualification Similar work experience: weigtage should be given to Tender Stipulation remains unchanged.
criteria of works contract ongoing similar work / project.
1.4 Section 3, Special Payment on intermediate certificate: 75% amount of bill may Tender Stipulation remains unchanged.
conditions be paid. Time limit for payment of 45 days may be reduced
to 15 days,
2.0 : M/s D.Thakkar Constructions Pvt.Ltd., Nagpur, Ref DTC/RITES/NEPAL-BIRATNAGAR-BCP/2014-15 dated 17.02.2015
2.1 Clause 9.0 of NIT page 10 To allow Bank Guarantee against EMD Tender Stipulation in term of EMD remains
of technical bid part-1 unchanged.
2.2 Clause 10B( iii) Advance for machinery & equipment should be applicable. Tender Stipulation remains unchanged
of GCC
2.3 Request for providing details of Tax structure of Nepal Presently VAT on purchase of material in Nepal
is 13%. VAT paid on material shall be refunded
by GON. Other taxes being levied by GON shall
be borne by the bidder. Import / customs duty in
2
No.
Nepal is exempted on material & machinery
imported from India for project work as per MOU
between GOI & GON.
3.0 : M/s Rajdeep Buildcon Pvt .Ltd., Savedi, Ahmednagar Ref: RBPL/1137/2014-15 dated 18.02.2015
3.1 Clause 1.3 of NIT page 1 Completion period may be changed to 30 months. Tender Stipulation in term of Time for completion
of technical bid part-1 remains unchanged.
Time for completion
3.2 Clause 1.4 of NIT page 1 Site handed over for execution should be free of Land is available with GON.
of technical bid part-1 encumbrances & encroachments.
brief scope of work
3.3a Clause 9.1 of NIT page 10 EMD should be kept 0.33% of estimated cost of project i.e., Tender Stipulation in term of EMD remains
of technical bid part-1 Rs. 34.43 Lakhs unchanged.
3.3b To allow Bank Guarantee as EMD issued by Nationalized / Tender Stipulation in term of EMD remains
Schedule bank valid for 120 days from the submission of unchanged.
tender.
3.3c Request for submitting EMD up to Rs 20.00 Lakhs in the form Tender Stipulation in term of EMD remains
of Demand Draft and balance amount in form of Bank unchanged.
guarantee.
3.4 Clause 1.5 of NIT page 4of Whether full land for approach road is available with RITES. Available
technical bid part-1 Land
for approach road
3.5 Clause 2.4 on Page No. 5 Request for clarification of clause 2.4,2.3 & 3.3 Clause 3.3 pertains to bidders other than JV.
& Clause 3.3 on page No. However JV is allowed.
7 of part I joint ventures
3.6 Clause 16 on Page No19 Clarification for considering overheads for the entire Tender Stipulation remains unchanged.
of part I Employers Right Quantum and the scope of the projects.
3.7 Clause 2 (a) of Qualifying Please Confirm Similar work shall be either (i) OR (ii) as Similar work shall be either (i) OR (ii)
Criteria on Page 25 of Part defined in similar work. .
I Similar work
experience
3
No.
3.8 Clause2(a) (i) of As per clause, The works completed prior to the cutoff date Tender Stipulation remains unchanged.
qualifying Criteria on Page 04.03.2010 shall not be considered. Taking into account FY
25 of Part I : as 2014-15, cutoff date may be considered as 01.04.2009.
3.9 Clause No 1 on Page No -Payment of RA bills shall be made within 45 days by MEA. Tender Stipulation remains unchanged
69 of Part I Payment of Request to release 80% amount of bill in 7 days and balance
intermediate certificate in 21 days.
-In case the above condition remains unchanged, Mobilization Tender Stipulation remains unchanged
Advance equal to 20% of project cost may be paid.
3.10 Clause 8 on Page No 73 Request for clarification of taxes applicable on Material /
Presently VAT on purchase of material in Nepal is
of Part I Taxes from Machinery purchased or deployed from India. Also clarify 13%. VAT paid on material shall be refunded by
India deductions from RA Bills. GON. Other taxes being levied by GON shall be
borne by the bidder. Import / customs duty in
Nepal is exempted on material & machinery
between GOI & GON.
3.11 Clause 5.1 on Page No 72 Nearest refinery which official price list to be adopted for Barauni (Bihar).
of Part I Sources of calculating price variation for Bitumen.
Index for Price Variation of
Bitumen
3.12 Clause 10 on Page No 73 Request for clarification about exemption / refund of VAT if The VAT / taxes on machinery / material
of Part I Condition for material / machinery is purchased from India. purchased procured in India shall be borne by the
reimbursement of Levy bidder. However as already clarified in 3.10 above
/Taxes / Cess Clarified in S NO.10 above Import / customs duty
in Nepal is exempted on material & machinery
between GOI & GON.
3.13 Clause 10 on Page No 73 Clarification of applicability of taxes for machinery purchased Import / customs duty to be paid by the bidder as
of Part I Taxes for New from Nepal and used for above project and then imported to per GOI rules and regulations. Further clarified at
Machinery India. 3.10 & 3.12 above.
3.14 Clause No.2A on Page No Clause of incentive i.e. Clause 2A shall also be make Tender Stipulation remains unchanged
80 of Part I Incentive for applicable in case of early completion of the project
early completion
3.15 Clause 6A on Page No 80 Request to adopt the method of measurement of the Tender Stipulation remains unchanged
4
No.
of Part I : Computerized executed work on computerised MB instead of following the
MB conventional method of recording MB
3.16 Clause 12 on Page No 81 Mention time period for approval to items deviated or new As per Tender conditions.
of Part I Deviation items.
Clause
3.17 Clause 10 B (i) & (ii) of Confirmation regarding the bid document and GCC of RITES Cl. 10 B (i) and 10 B (ii) is applicable. Interest shall
GCC of RITES and that, Cl. 10 B (i) and 10 B (ii) i.e. Secured Advance and be recovered as per tender conditions.
Schedule F on Page No Mobilization Advance is applicable for this particular project.
80 & 81 of Part I : Interest free advance.
Advances
3.18 Clause 11 on Page No 92 Keep the Defect Liability Period for STP as 12 Months. Tender Stipulation remains unchanged
of Part I Defect Liability
Period for STP
3.19 Clause for Payment in Request to allow final payment on completion of specific Tender Stipulation remains unchanged
Specification for PEB, PEB shed.
Page No 109 of Part I :
Payment Clause
3.20 List of Approved Makes Approved brands may be revised to the Brands available in Tender Stipulation remains unchanged
given on page No 233 to and around of 200 km surroundings of the Project Site.
239 of Part I
3.21 Section 6 of Part I - Drawing mentioned in list of above section is not uploaded Uploaded on RITES website .
Drawings on web site.
3.22 Drawing No 6 of Section 6 provide Cross Section for road work including overall width Uploaded on RITES website .
(Drawing) : Cross Section and other details
for Proposed Road
3.23 Items at Sr.No.1.3 a, b & c Provide the width of the excavation so as to carry out the Refer CPWD specifications.
of BOQ of Part II rate in the unit of running meter.
Excavation for Trenches
3.24 Item No 1.1 to 1.4 of BOQ Request to pay dewatering as extra item or the separate Refer CPWD specifications
of Part II - Dewatering quantity or provision shall be made in the BOQ at the time
during Excavation of tendering only.
5
No.
3.25 Item No 1.59, 1.60 & 1.61 Request to provide the minimum allowable thickness of the Refer CPWD specifications
of BOQ of Part II : tiles
Thickness of Tiles
3.26 Item No 1.39 of BOQ of Provide sizes of Flush Doors. Refer drawings /CPWD specifications.
Part II : Size of Flush
Doors
3.27 Item No 1.45 of BOQ of provide sizes of Rolling Shutters Refer drawings / CPWD specifications.
Part II : Size of Rolling
Shutters .
3.28 Item No 1.89 of BOQ of Please provide detailed drawing. Refer CPWD specifications
Part II : Concertina Coil
Fencing
3.29 Item No NS/C/2.7 of BOQ please provide detailed drawing As per GFC drawings.
of Part II : ACP Cladding
3.30 Item No NS/C/2.12 of Please provide detailed drawing. As per GFC drawings.
BOQ of Part II : Fiber
Ceiling
3.31 Item No N S / C/2.15 of provide detailed drawing Refer DSR Item no. 10.28
BOQ of Part II : SS Railing
3.32 Item No NS/C/2.15 of provide detailed drawing As per approved make.
BOQ of Part II : Diaper
Changing Station
3.33 Item No NS/C/2.25 to 2.28 provide detailed drawing Uploaded on RITES website.
of BOQ of Part II : PEB
Sheds
3.34 Item No NS/C/2.96 of Provide general arrangement drawings. Shall be Uploaded on RITES website
BOQ of Part II : STP
3.35 Handing over of Project clarify the authority to whom handing over of the project to MEA /GON.
be done
3.36 Computation of Earthwork Earth work Quantity should be worked out by Modern Tender Stipulation remains unchanged.
Quantity techniques method.
3.37 Working drawings Computation of Earthwork Quantity All working drawings are ready.
6
No.
3.38 Due date of Submission Date of submission shall be extended by at least 21 days Last date of submission is extended up to
10.04.2015 Vide Corrigendum No.3 uploaded on
Rites website.
4.0 : M/s Rajdeep Buildcon Pvt .Ltd., Additional points: Ref: Letter no. RBPL/1194 /2014-15 dated 02.03.2015
4.1 Earthwork Section in BOQ Separate item for dewatering. Replied at S No.3.24
4.2 Clause 8 &10 on p-73 of Refund of VAT / Duty by GON. Replied at S No.3.10, 3.12 & 3.13
Part-I
4.3 Specification of Cooling Please confirm about size of chamber whether it is 2 Nos of Cold storage will be designed within the available
tower 19.00 m x 7.00 m x 7.00 m. If it is constructed shed size then space for the chamber.
1.00 m gap shall be provided between the Cold Room For design parameters, please refer Para-14,
chamber and Shed wall. The height of the Cold Room Page 174 of Technical bid Part-I which is self
Chamber, there shall be 1.00 m gap between the Cold explanatory.
Room Top and Shed top roof. It is required for supporting
the top side of the Cold Room Chamber. Please Confirm.
We further request you to provide following design
parameter to select the Cooling Tower.CWF VSGPM /
LPM, HWT CWT WBT
4.4 ROW of approach road ROW for Approach Road shall be handed over to successful Replied at S No. 3.4
bidder free of all encumbrances and encroachments.
4.5 Drawings Architectural drawings for Animal Shed and Processing Shall be up loaded in RITES website.
Shed are not up-loaded with tender drawings
4.6 Extension of date Extend the date of submission by 15 days from the date of Replied at S No. 3.38
clarification to bidders queries.
5.0 : M/s NCC Limited Kolkata, Ref: NCC/ROK/BH-081/2014-15 dated 18.02.2015 & 03.03.2015
5.1 Technical bid , Page -10 To allow Bank Guarantee against EMD Clause No. 9.1 of NIT, page 10 of Technical bid
Earnest Money remains unchanged.
7
No.
5.2 Technical bid, Page - 74, Request to consider compensation @1% of tendered value Tender Stipulation in term of compensation
Compensation for per month of delay to be computed on per day basis on remains unchanged.
balance work.
5.3 Technical bid page 78, Request to consider security deposit @ 2.5% of contract Tender Stipulation in term of security deposit
security Deposit value. remains unchanged.
5.4 Technical bid page 80, Bonus of 1% of the tendered value /month should be payable Tender Stipulation in term of Incentive for early
Incentive for early maximum to the limit of 5%. completion remains unchanged.
completion ( clause 2A)
5.5 Technical bid page 81, Mobilization advance & secured advance on Non-perishable Payable as per relevant tender stipulations.
clause 10B materials is payable.
5.6 Technical bid page 84, Clause 46.13 applicable Land available, case shall be dealt as per relevant
clause 10B, Infrastructure clause.
facility
5.7 Technical bid page 69, Request to pay 75% of bill amount within 3 working days & Tender Stipulation remains unchanged.
payment on intermediate balance amount in 25 working days.
certificate.
5.8 General , Extra item Request to consider for payment of extra item : Refer clause no: 12.2(a) of GCC-2011
5.9 BOQ, SI. No- NS/C/2.10, Drawing is required to work out the weight of Aluminum/ sqm. Shall be Uploaded on RITES website.
page -47
5.10 BOQ, SI. No- NS/C/2.25, Referred drawing is not available with tender document Uploaded on RITES website.
page -47
5.11 BOQ, SI. No- NS/C/2.27, Drawing is not available with tender document Uploaded on RITES website.
page -57
5.12 BOQ, SL No- NS/C/2.28, Drawing is not available with tender document Uploaded on RITES website.
page -59
5.13 BOQ, SL No- NS/C/2.31, Drawing is not available with tender document Drawing available
page -62
5.14 BOQ, SL No- NS/C/2.45 to Drawing is not available with tender document Drawing available
2.54 and 2.57, page -70-79
page -80
page -87
8
No.
5.17 General Approved sources of Coarse & fine aggregate Material conforming to the technical specification
shall be allowed to use in the work.
5.18 General Applicability of taxes for capital goods & support services. Already clarified at 3.10, 3.12 & 3.13
5.19 General Time required for reimbursement of taxes at Nepal. As per GON Rules & regulations.
5.20 General Establishment of construction facilities. Contractor has to manage within ICP
land/premises.
5.21 General Constraint of use of Indo-Nepal main road. Cannot be agreed in view of bilateral trade
agreement between GOI & GON.
5.22 General Labour entry formality. Standard practice prevalent at border crossing
shall be applicable.
5.23 Technical bid, page- Consider an extension of two weeks for submission of tender Last date of submission is extended up to
15,Deadline for submission to provide an opportunity to submit a spirited bid. 10.04.2015 Vide Corrigendum No.3
of the tender
6.0 : M/s PREMCO Rail Engineers Limited, Kolkata. Ref: nil dated 20-02-2015
6.1 As per clause no. 2.a or Clarification of similar work comprise of either i) or ii) Similar work shall comprise of either i) or ii).
Annexure-1 of i) Pavements works of National highway/ state Highway
Qualification criteria for projects Industrial complex also means Railways factories,
work contracts ii) Construction of check posts/Inland Container Depots. workshops / Depots.
Clarify Industrial Complexes.

6.2 As per clause no. 2.b or i) Minimum Value of similar works for Key activities may be i) Tender Stipulation remains unchanged.
Annexure-1 of reduced. ii) Work not to be sublet. Refer Clause 21 of
Qualification criteria for ii) Permission for deployment of sub contractor for road & GCC-2011.
work contracts PEB works. iii) Bidder should qualify in key activities
iii) If bidder has executed identical works like check post / separately.
industrial complex involving key activities still he has to qualify
the same in value terms of Rs. 20 crores.
6.3 As per clause no. 2.4 or Share of JV partner to be restricted to proportionate share of Tender Stipulation remains unchanged.
NIT & ITT of Qualification its work or at least 20% of the contract value.
criteria to be satisfied
6.4 As per clause no. 9.1 or EMD to be considered in the form of Bank guarantee with the Clause No. 9.1 of NIT, page 10 of Technical bid
9
No.
NIT& ITT of qualification Reduce amount of Rs 50.00 Lacs in place of Rs. 100 lakhs. remains unchanged.
criteria to be satisfied.
6.5 As per clause no. 17.7a or i) Whether Excise duty is exempted in respect of any i) Excise duty is not exempted if material /
NIT& ITT of qualification material or equipment purchased or procured in India for the machinery procured in India. Further
criteria to be satisfied project. clarifications at 3.10, 3.12 & 3.13
ii) Indicate the percentage of statutory deductions at ii) IT deduction as per Indian IT act shall be
source like Inc tax, Labour cess & works contract tax etc. done from RA bills. As per prevailing Govt.
will be made by clients while releasing payments. norms Labour cess & WCT is not to be deducted
from RA bills.
6.6 As per clause no. 11.5.1 or Request to extend date of submission of bids by at least 45 Last date of submission is extended up to
NIT& ITT of qualification days. 10.04.2015 Vide Corrigendum No.3
criteria to be satisfied
7.0 : M/s IVRCl Limited, Sector-62, NOIDA, U.P. Ref: IVRCL/DZO/2014-15/922 dated 19.02.2015
7.1 Clause No. 4 of Qualifying Amendment of the clause No.4 of Qualifying criteria Tender Stipulation remains unchanged.
Criteria for work contracts (Annexure-I) as Firm should have made profit during any 2
( Annexure-1) FY of the past 5 FY. Also the firm should have a positive net
worth.
7.2 Clause No. 9 of NIT EMD to be considered in the form of Bank guarantee. Tender Stipulation remains unchanged.
8.0 : M/S LG Electronics India Pvt. Ltd., Noida, Ref: LG/RITES/27022015 dated 27.02.2015
8.1 Part-1, Technical Bid, List Agency requested for inclusion of their make in CCTV LG make is included in approved make for CCTV
of approved makes, S No. System. system.
22, CCTV System, page
no. 233
9.0 : M/S ERA Infra Engineering limited. Ref: Letter no. EIEL-CONT/002/2014-15/Rites, Biratnagar dated 03.03.2015
9.1 General Request to extend date of submission of bids by at least 15 Last date of submission is extended up to
days. 10.04.2015 Vide Corrigendum No.3
Note: All bidders unanimously have requested to extend the date of submission of bids due to financial closure in the month of March ending and
therefore more time is required to collect the market rates from specialized agencies for competitive bidding.
10

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2 Minutes of Pre Bid - Biratnagar

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MINUTES OF PRE-BID MEETING FOR ICP BIRATNAGAR (held on 04.03.

2015 at 11:30 am)

RITES Limited, Airports Division

(1) M/s K.S. Softnet Solutions, Mumbai

6. M/s IVRCL Limited, Noida,UP.

Clarify Industrial Complexes.

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