Meeting Minutes : (Pre-bid meeting "Hotel Service to Conduct Orientation/Training/Meetings)

Date & Time          :         Tuesday, 27 December 2022, 3 PM

Place                    :         Virtual Meeting Through Microsoft Teams

Participants           :         As listed below

 

SN

Name of Participants

Organization

1.      

Mr. Ashish Dahal

Hotel Gautam

2.      

Ms. Manisha Thakur

Hotel Welcome

3.      

Ms. Dilip Kafle

Hotel Ichhaya

4.      

Mr. Dal Bahadur Limbu

Helvetas Nepal

5.      

Ms. Hasana Maharjan

SaMi/Helvetas Nepal

6.      

Ms. Lalita Kayastha

SaMi/Helvetas Nepal

Agendas

·         Sharing the objectives of pre-proposal meeting

·         BID document Presentation/ Discussion

·         Clarification on the queries.

 

Details of the queries from the potential bidders received during pre-bid meeting and responses from SaMi/ Helvetas Nepal:

S.N.

Queries

Raised By

SaMi/ Helvetas Nepal Response and reference relevant section of bid document

1.

Does hotel itself declares and presents the letter of not being blacklisted by Government of Nepal?

Mr. Ashish Dahal

Yes, in the bidders’ own letterhead describing not being blacklisted by Government of Nepal.

2.

Clarification on Section 4 (EQC)-10 Physical infrastructure verification

Mr. Ashish Dahal

Physical existence as per submitted proposal which will be conducted as per section 4 (10), 5.2 Photographs of physical infrastructure proposal and Section 7. Specification and quality assurance.

3.

Will only time extension certificate of FY 2078/79 work?

Mr. Ashish Dahal

As per section 4 (3) “Mandatory or time extension with previous certificate of the time extension”

4.

Sample for experience letter given or not. From whom the certificate is expected?

Mr. Ashish Dahal

Experience letter should be from the service user (employer) in the letterhead according to the hotel’s performance record.

5.

Can the bid document be signed by the hotel manager

Mr. Ashish Dahal

Any authorized person from hotel can sign

6.

Do we need to attached photos

Mr. Ashish Dahal

Yes, photos and specification as per template given in section 5.2

7.

Can we just quote the rate of A/c room?

Mr. Ashish Dahal

As per section 5.3 and availability of infrastructure and services

8.

Should we quote the per person rate?

Ms. Manisha Thakur

As per section 5.3.1 where clearly motioned the occupancy type

9.

Should we quote the rate inclusive of service charge and vat?

Ms. Ashish Dahal

As per section 5.3.1 (note 2), SaMi prefers separate VAT accounting.

 

10.

Do we need to present performance guarantee with the bid document?

Ms. Ashish Dahal

No, it should be presented while coming to SaMi for formal contract signing, please refer SCC section under GCC31.

 

Question asked through mail:

a) As attached to this email, the specification of Breakfast in the documents is wrongly set. So Shall I just quote the price of Breakfast or make changes in the specifications too?

 

Response: Kindly just quote the price of breakfast as per the menu of full board package.

 

b) Every page of the documents has been stamped with the Sami logo. So, does it imply that we also proceed to put the official stamp with the logo on every page or only just put the stamp and signature where it has been mentioned?

Response: on mentioned places and mandatory documents.

 

c) Similarly, Sample formats and agreements are there just for the references right??? We don't have to fill any of them, do we? So could we exclude those 3 pages while sending the bid?

Response: Yes, these are just for reference for now, you can exclude while sending the sealed bid.

 

d) I am still confused with this mandatory document (Pre-contract assurance: Physical infrastructure verification as per Hotel classification certificate (optional) and proposal of physical infrastructure). The reason because we have not been classified or assigned any star so what document shall we submit? On the contrary, our hotel has received "Excellent" and was awarded the 3 Star logo by the "Department of Food Technology and Quality Control" which reflects our dedication to maintaining an excellent level of food quality and hygiene. So does this count? Kindly enlighten me on this part as it's one of the mandatory documents.

 

Response: You can attached the copy of same certificate as you mentioned and describe. According to available amenities with you fill the form as required on Section 5.2 “Photographs of physical infrastructure”.

 

e) Last but not the list, can we bind the bid document along with other mandatory documents as it will be more than 45 pages while submission? Or only stapling is advisable?

 

Response: You can go ahead according to your comfort.