Minutes of Pre-bid Meeting for Package No.ASIEC: 1

 

GOVERNMENT OF TAMIL NADU
 
TAMIL NADU HEALTH SYSTEMS PROJECT
 
Consultancies
 
(Package No.ASIEC:1)  - Printing and Display of Posters, Stickers, Flipbooks and Pamphlets on programmes of TNSHP.
 
Minutes of pre-bid meeting:
Date& time:  20.07.12 11 Hrs.                                              Venue: Room No: 34,    3rd Floor, TNHSP.
 
Participants:  
a. Officials from TNHSP 
1. Dr.K.Vinay Kumar, DD(cons,equip,icwm) 
2. Mr.V. Tharani Singh, AD(IEC)
3. Mr.G.Pradeep, Officer, Communication.
4. Mr.Balaji,Project investigator
 
b. Representatives from the bidders 
1. Representative from M/s Manipal Advertising
2. Representative from  M/s V.V.Rajan & Co
3. Representative from M/s Chennai microprint
4. Representative from M/s.Royapettah stationary Society
 
Clarifications and responses:
 
1. It was requested to mention whether the quantities of  each type of the 7 types of stickers designs were divided and shown in the bid document
The IEC team clarified that the quantities of each type of the 7 types of stickers, designs were divided and shown in Pg 81 in the Terms of Reference (TOR) of the bid document.
 
2. It was requested to clarify whether instructions will be given to all the places of delivery /display regarding the supply /display which will be done in the respective places.
 
It was agreed that the instructions will be given by the project (IEC section) to all the places of delivery /display regarding the supply /display which will be done in the respective places.
 
3. It was requested to clarify whether the time period for printing may be agreed from the date of approval.
It was informed that the time period for printing and production of the materials given to the firm will be calculated from the date of approval of the sample by the project instead of the date of signing of the contract as mentioned in the TOR.
 
4. It was requested to clarify whether the price is determined for the total package or for the individual items
It was clarified that the price is determined and will be evaluated for the total package only and not for individual items.
 
5. It was requested to clarify whether there are any penalty clauses or Liquidated Damages ( LD) clause for the proposed procurement.
 
The representatives of the firms were informed that the same will be clarified through the minutes and now the same is clarified as., 
  • as per Special Conditions of Contract clause GCC 27.1 and 27.2 in Page no 220 of the bid document., ‘’ the liquidated damage shall be 0.5% of contract price per week or part thereof and the maximum amount of liquidated damage shall be 10% of the contract price
  • there is a performance security to the purchaser and the percentage is 5% of the contract value, which will be valid upto 60 days”.
6. It was requested whether the timeline for the deployment may be extended since it will be difficult to complete within the available 8 weeks 
It was agreed to extend the time period of deployment from 8 weeks to 14 weeks with the total period of the contract for 18 weeks (4 weeks for production and 14 weeks for deployment) after obtaining necessary clearance from World Bank.
 
 7. It was requested to clarify the mode of acknowledgement to be received for the display/supply of the IEC materials.
It was mentioned that the acknowledgement may be received from the respective facilities as mentioned below inaddtion to the consolidated Acknowledgement to be received from the district project management unit coordinators (DPMUs) of the districts 
 
Place                                                                          Acknowledgement to be received from
Primary Health Centres(PHCs)                             Medical officer(M.O) / staff Nurse / village health Nurse(VHN)
Govt secondary care Hospitals (GHs)                 C.M.O /Hospital superintendent/Pharmacist
Medical colleges                                                      Dean/pharmacist
Muncipal dispensaries/Corporation hospitals  MO/SHN
CPs/CRPs                                                                At the District offices of Vazhndu Kattuvom project /Women’s  
                                                                                    development corporation 
Education dept                                                         At the CEO’s offices of the 32 districts
 
8. It was informed that the No of sticker designs (5 types) in Annexure 1 Page 81 of the Terms of Reference (TOR) in the Bid document is amended as 7 types of stickers.
 
Signature
 
1. Dr.K.Vinay Kumar, DD(cons,equip,icwm) 
Tamil Nadu Health Systems Project
2. Mr.V. Tharani Singh, AD(IEC),
Tamil Nadu Health Systems Project
3. Mr.G.Pradeep, Officer, Communication,
Tamil Nadu Health Systems Project
 
 
DD(con/equip/icwm) / Project Director