Minutes of Pre-Bid Meeting

e-Tender no: RBI/Regional Office Bhubaneswar/Estate/ 48/25-26/ET/927

1. E-Tender in two parts is invited for “Design, Supply, Installation, Testing and Commissioning (DSITC) of Variable Refrigerant Flow (VRF / VRV) technology based air-conditioning system for Auditorium at 2nd Floor, Main Office Building, Bhubaneswar”. The estimated cost of the work is ₹18 lakhs and is to be completed within 30 days from the 14th day of award of work.

2. Only OEM or its Authorized dealer with valid Authorization certificate having minimum 5 years of experience (works undertaken on or before December 31, 2020) in the field of undertaking similar work "Design, Supply, Installation, Testing and Commissioning (DSITC) of HVAC works such as VRF / VRV, Package/ ductable/ chiller units etc. air-conditioning system” for large office buildings / commercial premises / industrial houses

And

3. have successfully executed similar works during last 5 years (works completed on or before December 31, 2025) of values: -

(a) Three works each costing not less than the amount equal to 40% of the estimated cost

OR

(b)Two works each costing not less than the amount equal to 50% of the estimated cost

OR

(c) One work costing not less than the amount equal to 80% of the estimated cost

AND

have a minimum annual turnover of ₹ 18 lakhs during the last 3 financial years and

AND

having a service set up in Bhubaneswar city will only be eligible to tender for the work.

4. The Tenderers should invariably furnish the following information/documents along with the tender documents so as to satisfy the Bank about their eligibility for participation in the e-Tendering process.

5. In the event of intending Tenderer’s failure to satisfy the Bank; the Bank reserves the right to reject the bid submitted by them.

6. Tender documents will be available at MSTC website i.e.,www.mstcecommerece.com/eprocn on January 29, 2026. This e-Tender needs to be mandatorily filled up / online submission through MSTC website i.e., www.mstcecommerece.com/eprocn. Deadline for filing up and submitting the e-Tender is by 16:00 Hrs. on February 05, 2026. Part I of the e-Tender will be opened at 16:15 Hrs. on February 05, 2026. Detailed guidelines on submission of the e-Tender by the firms have been mentioned in Annexure-1 following the Schedule of Tender (SOT). After scrutiny of part I of the e-Tender document along with the supporting documents, if any of the firms not found to possess the required eligibility, their e-Tenders will not be accepted by the Bank for further processing.

7. Tender documents in prescribed form shall be uploaded on MSTC website. Part- I of the tender will contain the Bank's standard technical and commercial conditions for the prop work and Tenderers' covering letter. However, an EMD of ₹36,000/- in the form of NEFT transfer (The bank details for NEFT are A/c Name: Reserve Bank of India, Bhubaneswar; A/c Number: 186003001; IFSC Code: RBIS0BBPA01 (Please read 5th and 10th character of IFSC Code as “Zero”), or a demand draft favoring Reserve Bank of India payable at Bhubaneswar or an irrevocable Bank Guarantee issued by a scheduled Bank in the Bank's standard proforma which is available in the tender form, needs to be submitted in person to Estate Dept. Reserve Bank of India, Estate Department, Main Office Building, Bhubaneswar- 751001, before 16:00 Hrs. on February 05, 2026. Demand draft/Bank Guarantee should be submitted in sealed cover super scribed “EMD for tender of Design, Supply, Installation, Testing and Commissioning (DSITC) of Variable Refrigerant Flow (VRF / VRV) technology based air-conditioning system for Auditorium at 2nd Floor, Main Office Building, Bhubaneswar”.

8. Part-II (Price bid) of the eligible Tenderers shall be opened on a subsequent date which will be intimated to the Tenderers in advance.

9. The applicants/tenderers have to upload the following documents on MSTC portal

1. Client’s certificate as per format at Annex- B from their clients for whom they have carried out "eligible works" in terms of the eligibility (Pre- qualification) criteria explained in this notice.
2. Banker's certificate as per format at Annex -C from their banker/bankers.

10. The client's certificate shall be accepted only when the same is signed by an official of the rank of Executive engineer/Superintendent Engineer or equivalent in respect of a Government/Semi Government organization or a PSU and only when they are supported by adequate proof of payment received by the contractor for the work done by him. The client's certificate issued by the private organizations shall also accompany Tax Deducted at Source (TDS) certificates. Applications/tenders received without the above certificates may be rejected. The Bank shall have the right to independently verify these certificates.

The Bank shall evaluate the said reports before evaluation of price bid of the e- Tenders. If any Tenderer is not found to possess the required eligibility for participating in the e-Tendering process at any point of time and/or his performance reports received from his clients and/or his bankers are found unsatisfactory, the Bank reserves the right to reject his offer even after opening of Part-I of the e- Tender. The Bank is not bound to assign any reason for doing so.

11. The Bank is not bound to accept the lowest e-tender and reserves the right to accept either in full or in part any e-Tender. The Bank also reserves the right to reject all the e-Tenders without assigning any reason there for.

12. Regional Director, Reserve Bank of India, Bhubaneswar, reserves the right to accept or reject any or all Bids without assigning any reasons and also reserves the right to relax any of the terms and conditions. No Contractor shall have any cause of action or claim against the RBI for rejection of his Bid.

13. This tender document has been published in English and Hindi. If Hindi translation of this tender document conflicts with the English version or contains terms in addition to or different from the English version, the English version shall prevail.