Resolution-04

The Fourth (special) Working Committee Meeting of Coir Cluster was held at Coir Board Regional Office, on 01/06/2020 for review of the progress of the cluster activities under the Revamped SFURTI Scheme, with a special focus on finalization of manufacturer/supplier for procurement of machinery.

Agenda of the Meeting:

1. Discussion on the procurement of machinery for CFCs 2. Discussion on the status of civil work of CFC 3. Discussion on Inauguration of CFC at Gop 4. Discussion on Electrical connection and installation at the CFCs 5. Discussion on the impact of exposure visit (soft intervention)

The meeting started with welcome by Mrs. Rajalaxmi Dash, SPV & Working Committee Member. After the welcome, Mr. Kasinath Jena, Chief Executive, Samaj Kalyan Foundation (IA) led the discussion as per the agenda. Mr. Jena informed the members that tender for procurement of machineries was opened and after reviewing the technical and financial bids, L1 bidder is also selected. As there is difference in price quoted by L1 bidder and Amount sanctioned, discussion needs to be held in order to come to an agreed price. Mr. Jena also informed that the civil construction work of the CFCs is at the final stage. Prior to release of the installment to the contractor, there is need to review the progress by an evaluator and based on his/her certificate, Payment for this phase may be made. Moreover, as the construction work of CFC at Gop is at completion stage, steps may be taken for inauguration of the CFC at Gop to provide immediate income opportunity to the artisans with supply of Raw Materials.

Mr. P.K. Dash, R.O. in-charge Coir Board, Bhubaneswar and representatives from the SPV in the Working Committee, Mrs. Rajalaxmi Dash, Swarnalata Padhi supported Mr. Jena and showed their satisfaction over the progress and quality of construction and also said that the exposure visit has made them understood the machineries in detail. Er. T. Badri Narayan, GM DIC, led a detailed discussion on the quality and effective pricing of the required machineries and after a detailed query and analysis led by Mr. Deshbandhu Das, Inspector, Coir Board (Representing, CCRI in the procurement committee) suggested to have a negotiation with the L1 bidder before issue of the work order and the IA may take a lead on this for negotiation and financial management. Mr. Prakash Das from APITCO (TA) advised that immediate steps should be taken for electrification and electrical installations at all CFCs.

After thorough discussions, the following decisions were taken by the committee:

 The IA should take the responsibility to negotiate with the L1 bidder for supply of machinery and may take the help of NAFO and TA on the same. It is decided that at this point, machineries will be procured for 04 CFCs only looking in to field feasibility issues. [Six Nos. of Automatic Double head coir yarn Spinning Machine with double conveyor Specification as attached in the technical bid for 2 CFCs at Ganeswarpur and Durgapur and complete set of Garden Article making machineries as per the tender for one CFC at Begunia ]  The IA should also take the responsibility to call for quotations under limited tender option for procurement of machineries on which tender applications were not received and the same is available locally and also cost effective (transportation cost will be reduced) looking into its volume and quantity i.e. Fiber extraction machine (SWARNA) and Weighing Machine for one CFC at Gop, Mat frame & tool kit for all CFCs as per the provision.

 The IA has the responsibility for appointment of an evaluator to review the progress of civil work and based on the report, payment of 3rd installment may be made to the contractors. The payment for the consultant/assignment may adjusted from Preliminary or preoperative expenses.

 The committee has decided that the SPV will take the responsibility to apply for electricity connection and installation. The installations will be made as per the sanctioned budget and the amount may be released to the SPV to initiate the work on urgent basis.

 There is a technical error in the DPR on technical specification of construction of flooring, the existing technical specification may be revised by the TA and based on the new technical specifications, the budget adjustments may be made from the contingency head partly and partly by the SPV.

 The CFC at Gop will be inaugurated tentatively by end of June or first half of July 2020 and the IA has to prepare all prerequisites prior to that. As this a Raw Material Bank, the working capital may be released to the SPV for procurement of Raw Materials. It should be done under the direct supervision of the IA and each transaction including the purchase, sales, etc. may also be supervised by the IA. The details books of accounts of the business/sales should be maintained by the SPV and should be informed to the IA and NAFO on periodic basis.

 Based on the recommendations of the joint committee report and looking in to regular disturbances and non-cooperation of a beneficiary and land owner of the CFC under construction at Tarangira and the time constraint to complete the work in time, the committee has decided to settle the field issue by end of June 2020 by the SPV and thereafter alternate site may be selected by the SPV for shifting the location from Tarangira to a new location but within the purview & coverage of the SPV area and beneficiary. Additionally, the SPV has to arrange the cost of construction already spent at Tarangira, apart from the original contribution of 10% as SPV/IA share.

 As per the guideline of the scheme to rotate the membership of the Working Committee, Mrs. Sabita Nayak is replaced by Mrs. Swarnalata Padhi, SPV member as a new member in the working committee.

Mrs. Rajalaxmi Dash, SPV member shared her experience before the committee about the exposure visit to Bangalore, Coimbatore, Pollachi and interaction held with the manufacturers of coir machineries. She was supported by Mrs. Swarnalata Padhi.

The members of the committee Mr. P.K. Dash, Regional Officer, In-charge, Coir Board Regional Office (NAFO), Mr. T. Badri Narayan, GM, DIC, Puri praised the Implementing Agency and SPV members for their effort and involvement in the cluster and also assured their full support and cooperation in successful implementation of the work.

The meeting was ended with vote of thanks by Mrs. Swarnalata Padhi.