Pre Bid Meeting clarification & Requirements

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Elaine Wilkerson
6 years ago
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1 Pre Bid Meeting clarification & Requirements PLEASE PUT SEAL & SIGN ON LL THE PAGES OF THE TENDER & FOLLOWING CLARIFICATIONS: Date of Meeting: Note: This of 7 pages shall be treated as part of tender. Parties to sign the and submit along with BID towards their acknowledgement and further perusal of their offer Party 1 STS Tender HD ( Pre- Bid clarifications) Pre-Qualification Criteria. Item 6 Attachment 1.1, Item 1.2 Payment Terms 60% will be paid on item completion as per the SOR 4 Attachment 2.6, Item Volume II, Item Volume II, Item 3.7, i 7 Volume II, Item 3.8, j 8 Volume II, Item 3.8, q In case of consortium, if main bidder does not have ISO 9001 but other member has it, can this be considered as qualified Since vendor is required to put substantial upfront investment, the Mobilization advance of 30% is requested to be accommodated as first payment term This payment shall be considered to paid on prorata basis against each individual item of SOR completion 4 months for completion of work is too short considering quality approval process of HPCL, 1000 km Mapping, Training at SV station level, etc. Requested to consider 8 months for total project Requested to provide in HPCL's Company standard acceptance test procedures Requirement of Router is not clear since Server will get real-time GPS data from BSNL's web site through internet. Requested to clarify Training at each MDPL station (SV Station) is more time intensive & labour intensive work. Requested for organizing training at district level in interest of conducting standard training and minimizing project duration Since HPCL has recommended Thin client, the additional softwares request of HPCL cannot be considered. Please clarify ISO is not mandatory can be accepted Deviation cannot be accepted Deviation cannot be accepted Deviation cannot be accepted This will be finalized during the ation stage of job for meeting the technical requirement of the tender It is required SV Station training can be concurrent with the SV station commissioning. Ref 3.7 j of scope If Supplied THIN client require software than same has to be provided else it is ok. Bidder's Seal and signature Page 1 of 7

2 9 Volume II, Item Volume II, Item Volume II, Item Volume II, Item Volume II, Item 5.0 Page 29, 1.0 Quality 14 Assurance plan Page 31, 1.0 Detailed user needed Assumption Report Page 48, 1.0 Quality Assurance plan Page 48, 3.3 Training and knowledge transfer 18 Page 49, 3.7 H handhelds 19 Page 52, Central Server 20 Page 50, 3.7 T Warranty 21 Page 51, Battery 22 Page 51, Water proof 23 Page 51, Technical specifications for Thin clients Industry standard of 8 hours backup with two such numbers for each person is recommended for easy carrying. For 24 hours backup need, it will be increase the weight disproportionately leading to un-easy carrying VXL is another international standard brand (vxl.net) for thin client. Hence VXL shall also be considered along with HP, Lenovo, Compaq, IBM, Sun Regarding requirement of Two way data communication, It may please be detailed with specific requirements, since it has large cost variation factor to customize GPS product for field use Location accuracy of 2 m for real-time tracking increases the GPS chip cost substantially. As per industry standard 5 to 10 m accuracy is followed. Can the real-time location accuracy be revised to 5 to 10 m? Existing detailed As-built survey data available with HPCL for entire 1000 km shall be to supplied to contractor. Please clarify Do we get a template for submission for the quality assurance plan. Do we get a template and/or a formal software requirement specification having user needs defined. Will HPCL provide the acceptance criteria for the proposed system How many number of 1 st line support team and general users to be trained and at what locations and the duration of the training. What facility will be provided by HPCL for importing the training. Please specify the certification standards such as UL/CE/MIL or specify standards to meet the working condition needs. What is maximum weight allowed for the handhelds. Please specify the accessories needed along with the server Since the supplies envisages supply of the 3 rd party products such as Servers, handhelds etc. the warranty will be provided on back to back basis. Since the 24 hour battery back up is needed, what is the maximum weight of the battery permitted? Please specify the depth of the water and also the certification norms. We propose to supply the Thin clients manufactured by VXL Instruments, who have designed, developed and manufactured and supplied to 41 different countries and have major installation basis in India. Our requirement id 24 hrs supply of multiple rechargeable batteries is acceptable subject to max of 3 per unit. Deviation accepted provided thin client specs not deviated It is required, Deviation not accepted Accuracy cannot be deviated. Will be provided to successful vender No, Vender have to submit the details & incorporate owners Template No, suggestions user needs already specified Vender to submit all further details This will be finalized during the ation stage of job for meeting the technical requirement of the tender 8 locations Min 2 officer at each location. Ref 3.7.k of scope Weight shall not be more than 300 Grams Speakers, mouse pad, computer table, 500VA UPS, webcam-min 2 Mega pixels Vender will have the full responsibility of the supplied product. Entire set shall not be more than 300 grams 3 meters of water column Accepted Bidder's Seal and signature Page 2 of 7

3 24 Page 54, 4.2 Technical specifications software Will HPCL provide the software requirement definition? No, it shall meet Cl 4.2 of scope in addition to other tender requirement Party 2 1 Date of Bid Participation Acknowledgement Date of Pre Bid Meeting Am 3 Time lines/cut off date for Site visit Any working day till AM to 3 PM 4 Date for Bid Submission/Extension if any is last date of submission. There will 5 In pre qualification criteria 7 years of similar experience is mentioned, Other than PO what other s can be submitted as evidence? be No Time extension. Other than copies of PO completions certificate from clients can be submitted. 6 Budgetary Estimates, if any. Cannot disclosed Bidder's Seal and signature Page 3 of 7

4 Party 3 1 Page 51 "VMU to work in 3 modes- sleep, logging, alarm mode" - Kindly elaborate the functional requirement of these three modes. 2 Page 50 and 55 "+/- 2 meter accuracy" - GPS provides two types of position signals codes, viz., the Coarse / Acquisition code or C/A, which is freely available to the public, and the restricted Precision code, or P-code, usually reserved for military applications. GPS receivers compliant to P-codes signals are not commercially available for the civilian application in the market and also restricted items. To use the GPS receivers compliant to P-codes signals, one need to have necessary permission from competent authority. Does HPCL have the necessary permission? 3 Page 55 Dynamic ETA computation of security personnel at the destination" - As the equipment is a hand held device, being carried by bit security persons, what exactly HPCL is looking for as ETA, since, for movement on foot, there can not be any defined road / route. Requesting elaboration 4 Clause 4 (b) of -whether we have to deposit security of 1% in addition GTC at P.58 to 10% PBG or PBG covered the SD also 5 What is the relevance of all the obligations mentioned under this clause in view of SOW, pls clarify 6 Clause 7 (c) Retention of money Request you to kindly review this clause, as we are giving 10% PBG. Clause 14.2 at P.71 appointment of sole arbitrator should be with mutual consent. Equipment to deliver data in any mode HPCL does not have any permission. Accuracy cannot be deviated. Any statutory permission requirement, vender to coordinate at his cost It has to be calculated. Approx 8 Kms lengths in 1060km route It is separate Cl 6.4.d requirement is specific to factory rule, petroleum rules & OISD in addition to any other applicable statutory norms, owner permits formats have to be fully complied It will be released at the end of the JOB against 10% PBG Deviation cannot be accepted Bidder's Seal and signature Page 4 of 7

5 Party Acknowledgement: As per the tender instruction, the bidders is supposed to acknowledge the receipt of Bids as a token of acceptance to bid and also the correctness of the w.r.t all sections s and attachment etc. however, it is not mentioned about what needs to be done if the tender is not complete in all respects, please suggest Commercial: the tender soft copy does not contain he priced bid or the schedule of rates format that the bidders needs to fill as part of the priced bid, please clarify liquated damages In the referred clause since the value of LD is calculated based on value of unfinished portion of the works, we understand that the maximum amount of LD shall be max 5% of the value of unfinished works, kindly confirm 4 User login We would like to add that HPCL's expectation of five level Zoom might not be possible, we suggest the use of yahoo MAPs for same the purpose Not after pre bid meeting date It is available on the site As per General terms and condition of HPCL Only Yahoo maps ok, but zoom level should be up to 2 Mtrs accuracy Bidder's Seal and signature Page 5 of 7

6 Party 5 1 What is the effective survey route length Ref item 6 of SOR 2 Any specific format of message based data transfer to and fro from GPS/GSM mobile device 3 How many teams can HPCL provide for fast tracking the mapping 4 In their any limitation of HPCL for route coverage per day 5 Ho many vehicle will HPCL provide for mapping What is the tentative schedule of completion of STS 6 Is their any limitation of S/W and H/W other than the one listed in scope of work and technical specifications 7 What are the HPCL-MDPL company acceptance tests In Detail design stage with successful vendor 8 teams No limitations Vehicle will be with HPCL officer vendor will accompany him for survey- 8 Nos Cl 2.0 attachment Months If no specific are there it will be reviewed at TE stage This will be finalized during the ation stage of job for meeting the technical requirement of the tender. Bidder's Seal and signature Page 6 of 7

7 Party 6 1. A contractor should have carried out the contract in INDIA to qualify for the tender. 2. If the Indian company bid for the tender with tie up with from our foreign co, can the details of the foreign company for turnover, execution of contract be considered. HPCL Reply: Deviation of foreign vender involvement is not accepted. Same is justified to vender and vender accepted. Bidder's Seal and signature Page 7 of 7

GPS based Water Tanker Monitoring System Clarificat ions of Queries Received from Prospective Bidders:

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