PreBidMeeting IRLDN India Meteorological Department

Document Sample
PreBidMeeting IRLDN India Meteorological Department Powered By Docstoc
					                                    Minutes of the pre-bid meeting
Project:    Establishment of Regional Lightning Detection Network (10 Lightning Detection
            Systems) and Central Processing System.
Venue:      Conference Hall, O/o the Dy. DGM (Surface Instruments), India Meteorological
            Department, Shivajinagar, Pune-411 005.
Date:       22nd December 2011                                Time: 1100 hrs to 1400 hrs.

The notice inviting tender for the project “Establishment of Regional Lightning Detection Network
(10 Lightning Detection Systems) and Central Processing System” was floated by DGM (CPU),
New Delhi vide Tender Enquiry No. CPU/54/0709/4007 dated 1st December 2011. The pre-bid
meeting with prospective bidders was scheduled on 22nd December 2011 at 1100 hrs in O/o the Dy.
DGM (SI), IMD, Pune.
The Dy. Director General of Meteorology (Surface Instruments Division), Pune constituted a pre-
bid committee comprising of following officers.
 No Name of officer                                  Designation               Committee
  1 Shri. M.K. Gupta                                 Scientist-E               Chairman
  2     Shri. Manish R. Ranalkar                     Scientist-C               Member
  3     Shri. Anjit Anjan                            Scientist-C               Member

The representatives of following firms attended the pre-bid meeting.
 No Name of the firm                                        Name of the representative
  1     M/s. Vaisala Oyj, Finland                           Shri. Dinesh Raheja
  2     M/s. Meteorage, France                              Shri. Rishi Sand

The queries were received from
   1. M/s. Vaisala Oyj, Finland vide Fax Message dated 19th Dec 2011.
   2. M/s. Micromm India Limited, New Delhi vide Fax message dated 20th Dec. 2011.
   3. M/s. Meteorage, France vide Fax message dated 21st Dec. 2011.
   4. M/s. Earth Networks, USA vide Fax message dated 22nd Dec. 2011.
At the outset the chairman welcomed all members and prospective bidders and requested them to
put forth their queries.
Queries raised by M/s. Vaisala Oyj, Finland
Query 1. Pl. refer page 59, clause 12.11. Request IMD to elaborate penalty of Rs. 500/- per hour
         per site per event for loss of data beyond 48 hours. What is meant by event here?
         Additionally, what is the maximum/ upper limit for the penalty?
Reply: In clause 12.8 and 12.11, a penalty of Rs. 500/- per hour per site per event may be read as
         “a penalty of Rs. 500/- per hour per site. The penalty will have no upper limit. Third
         party telemetry failure not in control of supplier will be excluded from penalty for
         another 48 hours. However, supplier shall arrange alternate communication within
         another 48 hours, otherwise the aforesaid penalty will be imposed.

                                            Page 1 of 7
Query 2. Please refer page 59, clause 13.6. It is stated that payment shall be made to Indian
         service povider agency in Indian Rupees. Pleas confirm how the AMC payment shall be
         made for the OEM bidder not having any Indian servive provider and who shall be
         providing these services on its own? Additionally, under price schedule it is stated that
         tenerers shall quote entire price bid in single currency only. Foreign tenerers may quote
         on FOB basis as per terms of delivery. If this is so, how AMC payment can be made to
         Indian Service Provide?
Reply:   If AMC is provided by OEM then AMC payment will be made to OEM in currency
         quoted by OEM in tender.
Query 3. Please refer page 26, clause 18.5 (ii). It is stated that the receipt obtained for such
         payment should be forwarded to buyer without delay together with a copy of relevant act
         or by laws/ notifications of Municipalty of the local body concerned to enable him to
         take up question of refund with the concerned bodies if admissible under the said acts or
         rules. Please confirm if octroi duties and local taxes exemption is not provided by IMD
         and concerned local auhorities, whether IMD will reimburse the same against receipts
         for the same? Besides, in case of a foreign company, who is allowed to quote in a single
         currency, how it shall be handled?
Reply:   As per clause 18.5(ii), page 26 of tender enquiry document. Reimbursement shall be
         made in INR only as per actual.
Query 4. Since delivery term for foreign bidder is FOB, please confirm if IMD shall be arranging
         the custom clearance on its own?
Reply:     Yes, IMD shall be arranging the custom clearance on its own.
Query 5. Please confirm if the time taken by IMD for custom clearance shall be excluded from
         supplier’s delivery time for end site(s) and subsequent services eg. Installation,
         commissioning, SAT etc., since custom clearance is entirely IMD’s responsibility? The
         representative of M/s. Vaisala further asked -- How to account for time taken by
         shipping agency which is not in control of supplier?
Reply: Being turn key project ,it is responsibility of supplier to complete the project. There are
         clear mention of delivery schedule as well as schedule for installation & commissioning
         in the tender enquiry document and no separate time can be allowed for custom
         clearance. However IMD shall make its best effort to get the shipment custom cleared at
         the earliest.
Query 6. Refer page 29. LC shall be established only after receipt of acceptance of supply order
         and performance security and after receipt of notification of readiness of goods for
         delivery from foreign vendors. The supplier shall intimate readiness of dispatch of stores
         at least 45 days in advance of each lot (if supply is in lots) from the due date of delivery
         to enable the purchaser to open the LC in time. How much time IMD shall take to
         establish LC after supplier’s intimation for readiness of dispatch of stores? How does
         it impact delivery time since this is something which is not in supplier’s control? In
         case if LC is not opened within 45 days, supplier cannot dispatch the goods and
         should there be any delay in delivery due to this, shall IMD be responsible for this and

                                           Page 2 of 7
           supplier shall not be penalized resulting delay penaties?
Reply:     Supplier has to intimate readiness of store at least 45 days in advance from due date of
           delivery. IMD shall take care to establish LC within prescribed period.
Query 7. Please refer page 51, clause 3 Scope of work. Whether IMD shall take responsibility of
         providing sites/ land after permission/ clearance from local authorities for the sensor
         installation to supplier and also make available power at site? Whether the time taken for
         this is excluded from supplier’s delivery and other project services time eg. Installation,
         commissioning time?
Reply:   IMD will make the sites available to supplier for installation with permission/clearance
         from local authorities for sensor installation. However, supplier shall interact and
         coordinate with IMD in site selection process at least 2 months before expected date of
         delivery as per clasue 8.2 (Page 57).
Query 8. Please refer page 52, clause 4.8. It is stated that scope of work includes supplier to
         arrange and provide suitable data communication/ telemetry system for a period of fiive
         years including payments for five years. Since tender asks supplier to be responsible
         for data communication/ telemetry and in such a situation, supplier shall be
         dependent upon Airtel, Vodafone, Reliance, MTNL, BSNL etc. i.e., third parties. Can
         IMD use there own intranet as this way protection of data is guarenteed?
Reply:   Field sites won’t have IMD intranet. Supplier is required to arrange communication
         system on its own. IMD will provide Broad band internet connection to Central
         Processing Servers located at IMD premises in Delhi and Pune. The clause 4.8 on page
         52 shall be read as “To arrange and provide suitable data communication/telemetry
         system for a period of seven years (2 years comprehensive warranty plus 5 years
         comprehensive AMC) including payment for these seven years”.
Query 9. Please refer page 60, clause 15 delivery schedule. It is stated that delivery of all
         equipments shall be done through single consignment within four months from date of
         award of contract. Delivery time of four months is not practical. We request IMD to
         revise the delivery time to at least eight months.
Reply:   No change in delivery schedule is agreed.
Query10. Please refer page 54, clause 6.3 software requirements. What does mean here “web
         enabled”? We have a client server application using TCP/IP but it is not working within
         web browser.
Reply:     “Web Enabled” means multiple authorized users throughout the country should be able
           to log in the Central Processing System to have access to lightning data, reports and
           data products to meet requirements mentioned in clause 2.6 (Page 51) and 6.1.15 (Page
           54)
Query11. Please refer page 55, clause 6.3.12 software requirements. What is the purpose for use of
         the HDF and BUFR formats? Are they necessarily required? How do you specify these
         formats? As of now, WMO does not provide any specifications for these formats. We
         provide binary and NetCDF formats.
Reply:   All formats mentioned in Para 6.3.12 are not necessarily required. However, format
                                          Page 3 of 7
          should be compatible for ingesting data into MFI Synergie system and Vaisala Radar
          IRIS software. Details will be provided by IMD to supplier.
Query12. Please refer page 55, clause 6.3.14 software requirements. Can already existing
         softwares be used to merge lightning data with satellite and radar pictures? Like
         software supplied by MFI (Synergie) or Vaisala radar IRIS software?
Reply:   Following two features are required.
          1. Merging of lightning data with Radar and Satellite picture in MFI Synergie system
             and Vaisala Radar IRIS software available locally.
          2. Merging of Satellite and Radar data in the Central Data Processing System of
             Lightning Detection Network.
Query 13. How many licenses are needed for display software?
Reply: Software licenses for all supplied Central Data Processing Systems, Workstations and
         Laptops are required. It is understood from representative of M/s. Vaisala Oyj, Finland
         that without display licenses lightning data products cannot be viewed by online users
         over internet.
         Requirements of web enabled features as mentioned in Query 10 above are to be fulfilled
         and accordingly adequate number of licenses shall be provided.
Queries raised by M/s. Meteorage, France
        Tender condition says as follows:
       Tenderer should be Original Equipment Manufacturer (OEM)/ or their authorized
       distributor/ supplier/stockist for the item(s) for which tender has been invited. Indian agents
        enlisted with DGS&D only for item(s) and quoting on behalf of their foreign principal with
        authorization letter can also participate as per rule 143 of GFR 2005. Either of OEM or
        Indian agent enlisted with DGS&D and quoting on behalf of their foreign principal can
        quote but not both. Role of Indian agent in case of foreign tender in any way is not
        acceptable. Tenders quoted by consortium/cartel of firms are not acceptable. And will be
        rejected. Conditional tenders will be rejected.
       Tender is asking that tenderer should be OEM for item(s) for which tender has been invited.
       In this case, items are lightning detection system and central processing system. We
       Meteorage are OEM for central processing system and application software which is the
       item called for in the tender. Please confirm if we are eligible to bid on this condition.
      We also understand that on earlier tender occasion, IMD has been qualifying bidders who
      are OEM for hardware and are sourcing software from other manufacturers and accordingly
      orders have also been awarded. In this case we are OEM for the software which is core
      technology and heart of a lightning detection network and would source hardware from
      other manufacturers and seek IMD to confirm if we are eligible on this ground as we meet
      all other conditions of IMD tender.
Reply: Eligibility criteria is clearly mentioned in tender enquiry document and does not require
          clarification.

                                            Page 4 of 7
Queries raised by M/s. Earth Networks, USA
The requirement for 10 sensors is stated throughout the document (Page 16#31; page 20#2.1; page
57#10 etc.). The tender should not specify the number of sensors thereby creating technological
barriers to vendor systems capable of achieving required detection efficiencies with either fewer or
more sensors at lower cost. The expert manufacturer should be the only party to make the
determination of appropriate number of sensors required to satisfy client-specified performance
metrics for a given geographical area. Any pre-determination of specific number of sensors is
clearly partial towards a single preferred vendor and/or indicates a lack of awareness of other
market leading solutions available globally.
Reply: Minimum four number of lightning detection sensors are sufficient to detect lightning
       activity in a region and provide unique solution for location using any detection technology
       available in the market. However, IMD tendered for 5 sensors in each region to have
       redundance and better accuracy. All bidders are required to provide number of sensors as
       mentioned in tender document.
Queries raised by M/s. Microcomm India Limited, New Delhi
Query 1: In 2.1 and 4.3 with respect to D.E. in %, it should be specified that the DE refers to
          individual CG strokes, not to flashes. As regards IC (or CC) lightning, the reporting of
          80% of all cloud flashe would be meaningful. Can we quote this way- Since no one
          knows how many strokes are 100%, a current threshold should be quoted. For example,
          We can quote to report all CG (more than 95%) of all CG strokes with currents above
          5KA. Is this acceptable?
Reply:    Detection efficiency is for strokes. Minimum required detection efficiency is mentioned
          in the tender document. If the offered system exceeds minimum requirement it will be
          acceptable and same may be elaborated in the technical bid.
Query 2: In 1. It is asked for 5 sensors in two areas. For better redundancy a 6th sensor is
         recommended. Can we offer 6 sensors?
Reply:   No. Five sensors in each area are to be provided.
Query 3: In 4.3 the external data transmission is asked for. The vendor cannot guarantee for local
         internet provider. Is the vendor made responsible for Internet failure?
Reply:   Third party telemetry failure not in control of supplier will be excluded from penalty for
         another 48 hours. However, supplier shall arrange alternate communication within
         another 48 hours; otherwise the penalty clauses mentioned in the tender document will
         be imposed.
Query 4: In 4.8 Internet must be provided for five years. The vendor cannot influence the
         existence of a suited Internet provider. Is the vendor exempt from penalty when the
         internet provider fails?
Reply:   The clause 4.8 on page 52 shall be read as “To arrange and provide suitable data
         communication/telemetry system for a period of seven years (2 years comprehensive
         warranty plus 5 years comprehensive AMC) including payment for these seven years”.

                                           Page 5 of 7
          Third party internet service failure not in control of supplier will be excluded from
          penalty for another 48 hours. However, supplier shall arrange Internet service from other
          service provider within another 48 hours; otherwise the penalty clauses mentioned in the
          tender document will be imposed.
Query 5: In 4.2 the WMO guide is mentioned. Nowcast (Prof. Betz) has updated this report. The
         new version will be officially available in 2012.
Reply:   Noted.
Query 6: Parameters in 6.1.12 f)- h). These three parameters are needed by older network
         concepts in order to perform waveform discremination. The nowcast design does not
         need these parameters; these are recorded but not communicated because they have been
         unnecessary. The discrimination k) is achieved by a GPS-based new 3D-analysis
         (nowcast patent exists). Can the vendor offer this improved technique?
Reply:   As mentioned in 6.1.12 the parameters are only indicative. As the nowcast system also
         records these parameters same could be communicated to Central Processing System.
         Offer of improved technique will be acceptable.
Query 7: Parameters in 6.1.12 l) As of today, only nowcast can give 3D and thus vertical height
         information about the discharge. These vertical locations do not always represent an
         initital or end point of a channel. Other commercial networks give only 2D locations.
         Can the vendor offer the improved 3D- techique, which gives 3D-location cloud strokes?
         It is representative of cloud lightning (see NASA campaign 2010 by nowcast).
Reply:   The vendor may offer new technique so as to meet requirements mentioned in tender
         document.
Query 8: In 6.3.14 overlay of radar and satellite data is required. The vendor can provide this
         feature, but IMD must provide the data formats.
Reply:   Formats will be provided to supplier. Following features are required.
          1. Merging of lightning data with Radar and Satellite picture in MFI Synergie system
             and Vaisala Radar IRIS software available locally.
          2. Merging of Satellite and Radar data in the Central Data Processing System of
             Lightning Detection Network.
Query 9: Training in 11: Two weeks for Delhi and Kolkata together, or two weeks for each site?
         We need at most 3 days per training group.
Reply:   Comprehensive training is to be imparted to four IMD officers for period of two weeks.
         Training can be organized at Delhi where both sensors and Central Processing System
         will be available.
Query 10: Maintenance in 12.4: Due to the “permanent” remote control and the robustness of the
         equipment, one visit per year is sufficient. Is this accepted?
Reply:   No. Maintenance should be done as mentioned in the tender document.
Query 11: In 6.1.1 and 6.2 is it allowed to use servers instead of workstations?
Reply:    Yes, provided requirements and deliverables mentioned in the tender documents are
          fulfilled.
                                          Page 6 of 7
Query 12: In 6.2.2 PC are not specified, can we use any PC that fulfills the required tasks.
Reply:    Yes.
Query 13: In 6.3.8 is it allowed to use MP4 instead of AVI?
Reply:    Yes.
Query 14: In 6.3.12, which formats are really needed for data exports?
Reply:    All formats mentioned in Para 6.3.12 are not necessarily required. However, format
          should be compatible for ingesting data into MFI Synergie system and Vaisala Radar
          IRIS software. Details will be provided by IMD to supplier.
Query 15: In 6.3.14 can IMD provide data samples for Radar and Satellite data?
Reply:    Data samples will be provided to supplier.
Query 16: List of deliverable, 2.2 UPS: It is required to provide 6 h backup for the delivered system
          only? Or does IMD need 3 KVA for running additional other equipment?
Reply:    Yes. 3 KVA UPS is required for running additional equipment.
The meeting ended with thanks to the Chair and prospective bidders.




         (Anjit Anjan)                                                    (Manish Ranalkar)




                                           (M.K. Gupta)




                                           Page 7 of 7

				
DOCUMENT INFO
Shared By:
Categories:
Tags:
Stats:
views:4
posted:10/6/2012
language:English
pages:7