AI-SR-2016-COK-SEC-02 Dt 21 JUL 2016
Air India Ltd
Security Department, Integrated Service Complex, Meenambakkam, Chennai – 600 027
Phone: +91 44 2256 0721 (Direct) or 91 44 22560180
Sub: Tender for award of Contract for providing Security Guards at Kochi.
Air India Invites sealed / closed Tenders from eligible service providers under two bid systems
[Technical Bid – Annexure -3 and Financial Bid – Annexure-4] for award of Contract at Airindia
premises, Kochi.
Period of Contract
2 Years. Extendable by another 1 year under same rates, terms & Conditions.
Interested parties fulfilling eligibility criteria may apply on prescribed Tender Form.
Tender attached with this subject shall be downloaded or tender copy may be obtained against a
request on the letter head of their company from Sr.Asst.General Manager, Materials Management
Department, Air India Limited, Integrated Service Complex, Meenambakkam, Chennai 600 027,
between 1000 hrs & 1700 hrs (except between 1300 hrs & 1400 hrs) on any working day (except
Sat/Sun/Holiday) from 21 Jul 2016.
Tender(s) should be submitted in the Tender box kept at the following address:
Assistant General Manager (Materials Management), Air India Limited, Integrated Service
Complex, Meenambakkam, Chennai 600 027
Closing date / time for submission of tenders: 11:00 hrs Dated 11th August 2016
[Other important dates of the tender process is presented in the introduction section (I-3) of the
tender]
Regional Security Head-SR
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AI-SR-2016-COK-SEC-02 Dt 21 JUL 2016
Air India Ltd
Security Department, Integrated Service Complex, Meenambakkam, Chennai – 600 027
Phone: +91 44 2256 0721 (Direct) or 91 44 22560180
Sub: Tender for award of Contract for providing Security Guards at Kochi.
Sealed Tender in two-bid system (Technical & Financial bid) are invited from service providers to
provide security guards at Kochi for Service Requirements mentioned in Annexure-2.
Service Required : Security Guards
I. Introduction:
1-1]
Eligibility of the service provider to participate in the tender
[Sl No “a” to “g” given below]
(Proofs should be enclosed in the Technical Bid for below serials “a-d” and “f” in the
technical bid.)
a) Nature of company:
The tenderer must be a firm (proprietorship or partnership)/company/corporation/legal entity.
b) Licence granted by Police / Govt. to engage in the business of Security Agency
c) Turnover:
Have an average turnover of Rs 10 Lakhs per annum (Rupees Ten Lakhs per annum) relating to
the business of Security Services at anywhere in India during any one of the 2012-13, 2013-14,
2014-15 financial year.
For the financial year referred by you for the above eligibility, Certificate from a Chartered
Accountant certifying the turnover specific to Security Services and Copy of audited Balance
Sheets and P&L A/c duly signed by the Proprietor/Director/authorized representative [PreAudited P&L A/C and Balance Sheet is acceptable if it is last year] should be enclosed as a proof.
d) Experience:
As on date of submission of the tender, the tenderer must have an experience of at least 36
Months in the last 5 financial years for providing, at anywhere in India, Security service.
e) Not Blacklisted / Debarred
As on date of submission of the tender, the Tenderer is not blacklisted / debarred from
participating in new tenders by AI.
f) Enclose EMD (as given in Annexure 1 clause 1.2). If exempted enclose proof.
g) None of the bidding company’s Director/Partner/Proprietor should be convicted any time by
court of Law.
I-2] Proofs to be enclosed with the technical bid for the following
a) Copy of 1 month wage sheet from any one of the last 3 months of any one service contract
b) Copy of Income Tax Return for Financial Year referred in minimum annual turnover
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c) A certified true copy of the power of attorney should accompany the Technical Bid. (Refer
1.3e)
d) The tenderer must hold a valid current labor license for existing contracts. (A copy of the
license should be enclosed as a proof of above).
e) The tenderer should be duly registered with the concerned PF department at the time of
application of tender. (Copy of the registration certificate bearing the registration number
should be enclosed as a proof of above).
f) The tenderer should be duly registered with the concerned ESI at the time of application of
tender. (Copy of the registration certificate bearing the registration number should be enclosed
as a proof of above).
g) The tenderer must have PAN Number at the time of tender application. (Copy of the registration
certificate bearing the registration number should be enclosed as a proof of above)
h) The tenderer must have Service-Tax registration Number at the time of tender application.
(Copy of the registration certificate bearing the registration number should be enclosed as a
proof of above)
i) Licence granted by Police / Govt to engage in security business.
I-3) Tender Document and Guidelines for Submitting Tender Documents
The tender document contains the following.
1) Annexure 1: Terms and Conditions
2) Annexure 2: Service Requirements and Other Details
a) Annexure 2A: Service Requirements
b) Annexure 2B: Legend used in the tender
c)
Annexure 2C : Evaluation Criteria
d) Annexure 2D: Qualification Criteria for each category of staff.
e)
Annexure 2E: Authorization for attending bid opening.
3) Annexure 3: Technical Bid
4) Annexure 4: Financial Bid
The Tender Document to be submitted will be in two parts.
I-3.1) Envelope – 1 must contain the following.
a) The duly filled in Technical Bid (Annexure 3) strictly as per the format provided.
b) The Technical Bid pages should be signed and stamped by the authorized representative.
c) DD of Earnest Money deposit. (Refer Annexure 1 Clause 1.2)
d) Enclose signed [by the authorized representative] and stamped copy of this tender [excluding
Annexure 3 and 4], as a mark of acceptance of the terms and conditions of the tender.
e) The envelope should be sealed and Superscribed as “Technical Bid: Tender for Security
Guards, Kochi”
“Do
Not Quote the offer/bid In This envelope and Do Not enclose Annexure 4”.
I-3.2) Envelope – 2 must contain the following.
a) Only Financial Bid (Annexure 4) should be kept in this envelope.
b) The Financial Bid pages should be signed and stamped by the authorized representative.
c) The Financial Bid offer should be strictly in the format provided.
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d) The envelope containing duly filled in Financial Bid should be sealed and super scribed as
“Financial Bid for Contract of Tender : Tender for Security Guards, Kochi”
e) In case any other format / modality are used AI reserves the right to reject the same.
I-3.3 Envelope 3 (Master Envelope)
Envelope 3 (Master Envelope) should contain the following.
Envelope 1 [Technical Bid]
Envelope 2 [Financial Bid]
Envelope 3 must be sealed & Superscripted as “Tender for Security Guards, Kochi””.
Tender should be submitted on or before due date to the following address
Sr.Asst General Manager (Materials Management), Air India Limited,
Integrated Service Complex, Meenambakkam, Chennai 600 027,
Ph No +91 44 2256 1056
Opening of Technical and Financial Bids will be held in the above referred office
Tenderers shall initial all corrections; sign all pages of the tender document and all the
enclosures accompanying the tender document before submission of the tender.
I-4 Important Dates
Date of commencement of issuance of tender
21/Jul/2016
Closing date / time for submission of tenders
1100 hrs on 11th Aug 2016
Date / time for opening of Technical Bids
1130 hrs on 11th Aug 2016
Will be intimated to the
eligible parties.
Date / time for opening Financial Bid
Closing date for submission of tenders may be extended any time, including after the
scheduled date of closing, at the sole discretion of AI.
I-5 Note:
1. If the tender submission is not as per the Guidelines I-3, your quote shall be summarily rejected.
2. Quotations received after the due date/time, received by Fax / Email and received unsigned /
unsealed will be rejected.
3. Tenderer shall ensure that their tender is dispatched well in advance so that it reaches office
mentioned in I-3.3 on or before the date mentioned in I-4 of the introductory letter. AI is not
responsible for any postal or courier delay. Tenders received after due date/time will not be
entertained/considered.
4. Clarification related to Tender document shall be obtained from Mr.K.P. Srinivasan,
Manager-Security on 91 44 22560721 & 22560180
5. Date of opening will be as per the time/date mentioned in I-4 in the introduction section of this
tender document.
Yours faithfully,
For AIR INDIA AIR LTD
Regional Security Head-SR
Encl: Tender
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Tender
Annexure – 1
Terms & Conditions
The terms and conditions mentioned here forms part of the terms and conditions specified in other
Annexure. The tenderers are suggested to read the entire tender document before participating in
the tender process.
Service Requirement Information
AI is floating a Tender to select Security Service Provider/Contractor to provide services as
detailed in Annexure 2 at Kochi.
Service Requirements: Refer Introduction Section [I-1]
Eligibility of the service provider to participate in the tender
Refer Introduction Section
Earnest Money Deposit (EMD) [Furnish along with Technical Bid, the following
specified amount, in the form of DD drawn in favor of the ‘Air India.’ Payable at Chennai.
Tenders received without EMD will be rejected.]
EMD for Tender: Rs. 10, 000/- [Rupees Ten Thousand Only]
a) EMD so deposited shall not carry any interest.
b) In case of the non-successful tenderers, the EMDs shall be refunded without interest, in 45 days
of award of the contract.
c) EMD of a bidder will be forfeited if the bidder withdraws or amends its tender, impairs or
derogates from the tender in any respect after opening of the tender, or declines to accept or honor
the service contract either in part or in full.
d) In case of successful tenderers, the EMDs can be adjusted towards Security Deposit payable under
the Contract.
e) If EMD is exempted under Govt. Regulations, proof thereof should be enclosed.
General Terms and Conditions
a) ‘AI’ as used in the Tender document means ‘Air India’.
b) The “Tenderer/Party/Contractor/Service-Provider”, as used in the Tender document, shall mean
the company/firm/business entity submitted the quotation in response to AI tender notice.
c) The “Successful Tenderer”, as used in the Tender document, shall mean the
company/firm/business entity, which is awarded the contract in full or part by AI.
d) The Tender shall mean the present tender issued by AI.
e) It is further clarified that any individual signing the tender or other documents in connection
with the tender must certify whether he signs as:
 A “Sole Proprietor” of the firm or constituted attorney of such sole proprietor.
 A partner of the firm, if it is a partnership firm, must have authority to refer to arbitration,
disputes concerning the business of the partnership, either by virtue of the partnership
agreement or a power of attorney. As an alternative, all the Partners should sign the tender.
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f)
g)
h)
i)
j)
k)
l)
 Constituted attorney/authorized signatory of the company, if it is a company.
 Authorized signatory in case of any other business entity.
A certified true copy of the power of attorney should accompany the Technical Bid.
In the event of any merger or acquisition of AI or AI transferred its activity to another
undertaking, the contract on approval from the appropriate authority of the new entity shall
continue in the name of such new entity / successor entity with the same rates, terms and
conditions.
The Tenderers are advised to study the whole tender document carefully. Submission of Tender
shall be deemed to have been done after careful study and examination of the Tender document
with full understanding of its implications.
The tenderers are advised to inspect the work area and other details pertaining to the work by
making prior appointment with concerned Manager, Air India. Tenderers shall be deemed to
have full knowledge of all relevant documents, site etc., whether he / they/ has / have inspected
them or not.
The tenderer shall not be at liberty to withdraw or modify his tender or any terms and
conditions. Any clarification required on the Tender must be made before submission of tender.
Any withdrawal / request for modification – made after opening of the tender shall constitute
breach of the terms of the tender and the tender shall be liable for rejection besides forfeiture of
the EMD.
Air India reserves the right to reject any tenders in part / full or annul the tender process without
assigning any reason.
The service provider shall not transfer or assign or sub-let any part of the service once the
contract is awarded or shall not transfer any share of interest in any manner or degree, directly
or indirectly, to any third party whatsoever.
The tenderer must establish and maintain an office at Kochi City or its suburbs.
Instruction for Technical Bid
a) The tenderer shall submit the tender in its own name and any Tender given in a different name
shall be liable for disqualification and shall be rejected by AI.
b) Bids prepared by the tenderer shall contain all requisite information along with self-attested
supporting documents as per details given in Technical Bid.
c) The technical qualification of tenderer and award of work would be subject to compliance of the
eligibility criteria & undertakings as specified in this tender document. The Letter of Intent
(‘LOI’) entered between the Parties, i.e. AI and the selected tenderer shall stand be withdrawn
without any notice, if these requirements are not fulfilled.
d) Tenders not accompanying required information, fees and documents shall be rejected
outright. Any request for subsequent submission / alteration / addition / modification /
amendment of any information/documents will not be entertained.
e) At any point of time during the tender process or after award of contract, the details given by
you in the technical bid are found to be incorrect then you will be barred from participating
further in the tender process /work order cancelled besides forfeiture of EMD as the case may
be.
f) No indication of the prices should figure in the Technical Bid.
g) Only tenderers who meet the eligibility criteria mentioned in the technical bid are qualified for
further tender process.
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Instruction for Financial Bid :
a) In the tender process, the Financial Offer of the tenderers will be opened only of those who are
found eligible in the Technical Bid.
b) Quote should be as per the enclosed financial offer format (Annexure 4) only. Incomplete
quote will be rejected.
c) It will be imperative for each Tenderer to fully acquaint himself with the local climatic
conditions, personnel, remuneration and other factors, which may have an effect on the
performance of the Contract and/or the cost.
d) Every quote should be in numerals and in words. Any quote without written words shall
be liable for rejection. In case of any discrepancy between the two (Figures/Words), those
written in words shall take precedence.
e) The tenderer shall keep his offer containing price, terms and conditions open for acceptance by
AI for a period of 120 days from the opening date of the Technical Bid.
f) Quote for 2 years contract and extendable by AI for another 1 Year in part or in full at the same
rate terms and conditions.
g) All quotes should be made after studying Service Requirements in Annexure-2.
h) The rate quoted for Service Requirements shall cover for providing the necessary services and
its supervision on all days of the calendar month.
i) Conditional bids would not be accepted from the tenderer and are liable to be rejected.
j) There will be no extra charges shall be made for providing the services at night, or Sundays or
legal holidays.
k) Tenderer shall inspect the work area and fully acquaint him / themselves with the scope and
nature of work, access, location and working condition. No claim will be considered later on
the ground of ignorance or otherwise of the conditions under which the services have to be
executed.
l) Payment will be made to the service provider for the specific service provided and payment will
as per the rate listed for that service in the agreement signed by AI with the successful tenderer.
Rates quoted in Financial Bid
a) The offer should be in INR only.
b) Subject to the provisions of sub clause (2) herein under, the rates offered by the tenderer
shall be inclusive of manpower and material cost, provision for uniform including identity
cards, Training and all statutory payments, etc.
c) Rates agreed to in the Contract shall remain firm for entire contract period and no request
whatsoever for further price escalation on any ground will be entertained during the
Contract period including extension period of One year (if any).
d) Service Tax is payable extra by Air India at the rate notified by Government. These
reimbursements will be at the prescribed rate as authorized by AI / AI for actual bill amount
paid by AI (actual GTO).
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Tender Bids opening and Evaluation Criteria
a) Opening of Technical and Financial Bids will be in the office as given in I-3.3
b) Authorized representative of the participating / qualified bidders is allowed to participate in
the opening of tender Bids. Such representative should carry authorization letter on the
letter head of the bidder in the format given in Annexure 2-E.
c) Tender opening will not be postponed due to non-representation or delay in arrival of any
tenderers during opening of the bids. Tenderers should therefore ensure to reach the venue of
bid opening well in time.
d) Tenderers who qualified in the Technical Bid only will be informed regarding the date of
opening of the Price Bid.
e) No written correspondence (Email/Post etc.,) regarding tender process will be entertained.
f) The successful tenderer/s will be decided as per the evaluation criteria given in Annexure
‘2C’.
g) In case L1 vendor backs out, either before issue of the Letter of Intent, or subsequent issue,
the L-1 tenderer will be blacklisted for a minimum period of 5 years from the date of
issuance of LOI. This would however, be subjected to the Purchase Order / LOI having been
issued within the period of validity of the quotation. In addition, all the EMDs/SD of the
vendor would also be forfeited.
Validity, Extension and Termination of Agreement
a) The validity of the contracts comes to an end IPSO FACTO by efflux of time unless otherwise
renewed / terminated.
b) The Contracts will be awarded for a period of 2 years from the date of commencement of the
contract, and extendable by AI for 1 more year in part or in full, at the same rates, terms and
condition.
c) AI may at any time terminate the Contract with immediate effect by giving written notice to the
successful tenderer, if the successful tenderer becomes bankrupt or otherwise insolvent, provided
that such termination will not prejudice or affect any right of action or remedy which has accrued
or will accrue thereafter to AI.
d) In case of unsatisfactory performance or breach of any clauses,AI would issue a notice of 30 days
to the party to rectify the breach and improve the performance failing which AI shall be at
liberty to terminate the agreement by providing a written notice to the Service Provider. The
service provider shall not have any right to dispute or question the judgment of AI of
unsatisfactory performance of the Service Provider.
e) Notwithstanding the above, AI shall also be at liberty to terminate the agreement for any reason
including change in situation/circumstances, etc., by providing to the party 30 days written
notice.
The party also is at liberty to terminate the contract by providing AI 90 days’ notice. In such an
event, the terminated party shall have no right to claim compensation/damages, etc., from the
terminating party on account of early termination. However, the party shall duly comply with
their respective obligations during the notice period and thereafter, shall discharge the obligations
arising out of the agreement till the termination.
f) In case of breach of contract by the successful tenderer, AI will have a right to rescind the
contract at any time without assigning any reasons & without any liability to AI. AI also reserves
the right to claim from the Date of issuance of LOI.
i) In case the contract terminated as per clause (c, d & f), the service provider will be barred from
participating in any tender process in AI for a period of 5 years from the date of notification of
such debarring. The time period for notification shall not exceed more than 2 years from the
commencement of service by the service provider.
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j) Due to time taken for tender process, the service provider may be allowed or his service extended
by AI in order to avoid nil service in the areas contracted even when action as per clause “g” is
applicable due to clause “c”, “d” and “f”. Such extension of contract or continuation of contract
shall not be construed as testimony of his good performance and debarring (refer clause “g”) due
to serial nos “c”, “d” and “f” is still valid.
Security Deposit
a) The successful Tenderer, on award of LOI/ Contract and before commencement of service, shall
deposit and continue to maintain for the entire period of the contract plus three months, a sum
equivalent to 5% of the contract value as estimated by AI, as Security Deposit in the form of
Bank Guarantee from a Scheduled Bank / Demand Draft. The Bank guarantee shall be
unconditional / uncontestable.
b) In case of breach of Contract or violation of any terms of the contract by the successful
tenderer, AI shall have the right to forfeit the Security Deposit This is apart from clause 1.8(h).
c) Security deposit shall not bear any interest, and shall be refunded without interest only on
successful completion of the awarded work and on fulfilling of all contractual obligations.
Commencement/Execution of Job
a) The successful tenderer has to convey acceptance of Contract in writing within 7 working days
of receipt of LOI.
b) The successful tenderer has to execute an agreement of Terms & Conditions of the contract on a
non-judicial Stamp Paper of Rs 100/- within 30 days of his receipt of the LOI, which shall be
duly notarized. The cost of the Stamp Paper and notarization shall be borne by the successful
tenderer of its own.
c) The successful tenderer shall be required to commence as per the date given in the introduction
section of the tender document.
d) The successful tenderer before commencement of services will be required to give adequate
training to his manpower.
e) The services rendered by the successful tenderer are of 24X7(24 hrs. x 7 days) nature depending
upon the requirements. Sometimes, the successful tenderer may be required to render services at
short notices. Hence, the successful tenderer should have arrangements to render services at
short notices.
Personnel to be deployed by the Service Provider
a) The service provider shall ensure that their personnel in are provided with uniform as approved
by AI at his cost. The successful tenderer will also ensure that its personnel wear the uniform and
keep it neat, clean and tidy.
b) Also service provider should have roster - shift-wise indicated the names of the personnel on duty
for the respective shifts in the duty roster book.
c) Service Provider should ensure only Personnel on attendance and rostered should be present in
the specified area.
d)Service Provider should have 8 Hours and 30 Minutes shift duty (excluding OT if any) and
employees should have adequate break between 2 duty calls.
e) The service provider should supervise and control the working of the personnel provided by him
for the services. The successful tenderer shall be fully responsible for any act of
misconduct/indiscipline of his staff/employee and shall make arrangements to replace such staff
indulging in any misconduct/indiscipline promptly. AI further reserves the right to refuse entry of
any such personnel for rendering the aforesaid services.
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f) It is to be understood that the services rendered by the successful tenderer will be of contract
nature and none of the employees can claim any financial or monetary benefit in course of
successful tenderer rendering its services to AI or its subsidiaries.
g) Service provider should comply with all prevailing labor rules/laws at their own cost.
Indemnification
a) The successful tenderer shall indemnify AI against any claims, damages, losses or penalties
including costs thereof in case of liability arising out of any accident/incident involving
manpower deployed by it.
b) AI will not be responsible for any injury sustained by successful tenderer’s personnel during
the performance of their duties and also any damage or compensation due to any dispute
between AI and successful tenderer’s personnel. Any expenditure incurred by AI to handle
the situation arising out of the conduct of personnel deployed by the successful tenderer will
be made good from security deposit/Bills of the successful tenderer.
c) Labour Laws/Statutory Obligations: The successful tenderer shall also indemnify AI against
any claims, damages, losses or penalties including cost thereof arising out of any breach or
violation of any Govt. levies, terms & conditions of contract & of the provisions of all the
applicable laws, including labour laws, statutory payments/deductions, as applicable from
time to time, governing the employee deployed for the purpose.
d) The successful tenderer shall indemnify AI against third party claims arising out of
negligence on the part of personnel provided by the successful tenderer. The successful
tenderer shall also indemnify to reimburse any loss or damage by its personnel to AI
personnel or property including machinery, equipment or buildings. In case, any such amount
is not deposited/paid to AI, the same shall be deducted from Security Deposit/Bills/Future
payments due to the successful tenderer.
e) The successful tenderer shall be fully responsible & liable for compensation in case of
injury/death to successful tenderer’s employee during the period of work in the AI indicated
work premises. The successful tenderer will make own arrangements to meet such eventuality
as per existing Govt. rules and regulations. AI will not be responsible in such a case nor will
pay any compensation. In the event, AI pays or is made responsible to pay the compensation
for the aforesaid, the successful tenderer will indemnify and keep indemnified AI to the full in
this regard.
f) In case of injury or loss of AI staff due to any act or deed of successful tenderer’s employee
or due to an accident, the successful tenderer shall arrange to pay AI/AI employee or his legal
heirs as per existing Govt. rules and regulations. The insurance claim settlement shall be the
sole responsibility of the successful tenderer. The legal costs will also be borne and paid by
the successful tenderer.
Compliance with Statutory Provisions
a) The successful tenderer shall be responsible for ensuring compliance with provisions of
related Labour Laws (Central/State) and specially Factories Act, Minimum Wages Act,
Payment of Wages Act, PF Act, ESI Act, Payment of Bonus Act, Contract Labour (R&A)
Act, Workmen Compensation Act, 1953 etc. as applicable from time to time. The successful
tenderer shall be solely responsible for any cost and consequences on account of any breach
and/or non-compliance of any of the provisions of the Labour Laws. The successful tenderer
shall indemnify AI against any claims/costs/damages and penalties in respect of breach of any
of the provisions of the laws in force. The employees of the successful tenderer shall not be
deemed to be employees of AI, hence the compliance of the Laws will be the sole
responsibility of the Tenderer.
b) It shall be the responsibility of successful tenderer to comply with all liabilities arising out of
any provisions of Labour Acts/Enactments (including PF/ESI/INSURANCE) hitherto in force
or enacted from time to time during the term of the contract. In case of any breach, the
successful tenderer shall immediately notify AI in this regard.
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c) The successful tenderer has to ensure that the disbursement of wages to its employees will be
made on or before 7th of each calendar month, so as to ensure that the prescribed minimum
wages are paid for the applicable category of its employees. Proof of payment of wages to be
submitted to AI along with the bills for the services rendered, for processing of bill payments
by AI and shall be kept by AI for verification or any other third party including Government
agencies.
d) The successful tenderer will notify any changes in the no. of its employees or the condition of
work to the licensing officer or any such authorized personnel of AI.
e) The successful tenderer will maintain attendance register & wage register of its employees.
f) The successful tenderer shall take out a Workmen Compensation Policy & covering all his
employees for the contract period & submit a copy of the same to AI.
g) Fulfillment of contribution/statutory deposit is obligatory and shall be the sole responsibility of
the successful tenderer.
h) All records, documents under various statutory provisions including ESI/PF/Disbursement of
monthly Wages shall be maintained by the successful tenderer and shall be kept open for
inspection by an authorized representative of AI/third party authorized by AI and Government
Agencies.
Compliance of Security regulations
a) The successful tenderer shall ensure compliance and shall be solely responsible for all the
safety and security regulations of AI.
b) Any violation of security regulations and indulging in illegal activities including but not
limited to smuggling/theft by successful tenderer’s personnel will be at the cost/risk of
successful tenderer and shall be liable for all the legal consequences thereof.
c) Since AI is in a protected industry, the successful tenderer should ensure a prior verification
of character and antecedents of its personnel from local Police before deployment. Every
employee’s photograph, copy of Police verification of character and antecedents and
successful tenderer undertaking to be furnished to AI/AI’s Security Department, before its
deployment for rendering the services.
d) The successful tenderer shall provide at its own cost the proper uniforms (bearing company
name and logo) of distinct color for the personnel deployed for performing the services.
e) The personnel so deployed must be in possession of photo identity cards provided by the
successful tenderer under its signatures, company’s name and seal.
f) Any lapse noticed on the part of any employee of successful tenderer involved in
theft/pilferage/malpractices, shall be inquired into by AI Security/other officials and suitable
action including legal proceedings will be initiated for breach of contractual liability along
with penal provisions of law.
g) The successful tenderer shall take responsibility for good conduct of its employees in work
premises. If any of the successful tenderer’s employee is involved in any theft/pilferage of
property of Passenger/Passenger Baggage/Cargo consignments/AI property also in other areas
of work as assigned by AI, AI reserves the right to impose penalty on the successful tenderer
apart from AI’s right to take appropriate legal action.
h) The successful tenderer shall also be responsible for getting all necessary clearances, if any,
from Govt. Agencies/Legal Authorities from time to time, with regards the provisions of
services.
i) It will be the responsibility of the successful tenderer to ensure that no unauthorized personnel
other than those deployed by it specifically for the services, gains access to the Airport
premises where the services are to be provided.
j) The successful tenderer shall provide police verification certificate for all staff assigned by
him to work at Airindia premised. The personal details (name, father’s name, age, permanent
address) along with passport size photograph, of its employees, who will be working under
this contract should also be submitted.
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AI-SR-2016-COK-SEC-02 Dt 21 JUL 2016
Payment
a) All payments to the successful tenderer by AI for the services rendered by it shall be
subject to the following compliances by it: For quotes given in Rate / shift format or rate/date, the service provider should maintain
date-wise the service personnel rendered service.
Shift-in-charge of the successful tenderer shall submit a consolidated report as proof of
services rendered only after due certification from the respective authorized official(s) of
AI.
b) Monthly Bills issued by the successful tenderer shall be duly certified by authorized
representative of Air India and thereafter shall be forwarded by representative to AI
office for processing payment.
c) If the number of manpower required is indicated in the service requirements on per shift
basis or per day basis and if not fulfilled, payment deduction will be made on pro rata
basis.
d) Subject to any deductions that AI will be authorized to make under the terms of contract,
the service provider shall be entitled for payment for the services sought by AI and
provided by service provider based on rates in the agreement for the respective services.
e) The payments will be processed subject to successful tenderer attaching proof of compliance
with all applicable labor laws & provisions.
f) AI will make payment on monthly basis by an account payee cheque within 60 days of the
submission of bills for the undisputed amount. The successful tenderer shall, along with its
bills for the preceding month, submit the requisite proof of deduction and deposit of PF,
ESIC, disbursement of wages pertaining to the previous month to the persons engaged by him
for the said services as well as proof of payment of any other applicable statutory dues to such
employees, failing which bills shall not be processed for payment.
g) TDS shall be deducted by AI from the payment made against these bills, as per the applicable
laws.
h) Also, if at any point of time during the currency of the work, the scope of work for which the
contract has been awarded is reduced/abandoned/varied, the payment value of this job order
shall be reduced on pro-rate basis by the Designated Authority and would be acceptable to the
service provider.
Time limit for submission of bills
a) Claim for the services rendered under the contract shall be made by the service provider to AI
within three calendar months of such service. If he does not prefer a claim within the said
period, he shall be deemed to have waived his right in respect thereof and shall not be entitled
any payment on account thereof.
b) No claim in respect of under payment to the service provider shall be considered valid or
entertained unless a claim is made in writing thereof within three months from the date on
which final payment of the original claim was made. Any claim for such under payment, not
received within the stipulated three months period, is liable to be summarily rejected by AI.
Deductions of taxes at source
a) Deduction of Tax at source or any other statutory taxes/ liabilities/ charges will be made from
the money payable to the handling service provider on the bills for the work done in accordance
with the provisions of the Income Tax Act of 1961 or any statutory enactments or modifications
to the relevant Acts and a certificate for such deductions will be issued.
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AI-SR-2016-COK-SEC-02 Dt 21 JUL 2016
b) For failure, the Service provider shall alone be responsible for all action initiated by the
Enforcing Agencies of the Government & others, including penalties imposed thereon and AI
shall have no obligation towards them.
Penalty
a) AI reserves the right to conduct the spot/surprise checks, which could be conducted by AI’s
representative/any third party authorized by AI, anytime to point out shortcomings and
deficiency in the services rendered by the successful tenderer.
If the successful tenderer having been informed by AI of the failure/ non-performance of the
Services fails to remove/rectify the shortcomings/defects within 3 days, AI may proceed to take
penal action as may be necessary at successful tenderer’s risk and expenses and without
prejudice to any other rights which AI may have against the successful tenderer under the
Contract including but not limited to AI’s right to terminate the Contract.
b) AI, at its sole discretion reserves the right to impose penalties (refer below) on the successful
tenderer for non-compliance of the services. In the event of repeated instances of deficiency in
the services rendered by the successful tenderer, AI shall have the right to terminate the
contract.
c) If the manpower as indicated in the Annexure -2 is not provided for the service, prorata
deduction will be levied apart from the penalty as given in clause (d).
d) AI reserves the right to impose penalty for below instances. (apart from penalty as per clause b
& c), if instances of deficiency as given below are noticed, 5% penalty for each instance will be
levied by AI on the day rate.[Rate given for Serial Number 1 in the price bid divided by the
number days in the month is the day rate.]
 Any deficiency in service caused delay in rendering service.
 Any deficiency in service resulted in damage / injury / loss to the Air India and its
personnel.
 Any deficiency in the personnel appearance including uniform / cleanliness etc.,
e) Any deficiency in compliance of safety, security.
f) In case the service provider fails to provide the required number of personnel as stipulated in
the tender or in case if the Service provider fails to carry out the job or in case the job carried
out by the Service provider is not satisfactory, the Company is empowered to get the job done
including through other parties. In such cases the charges for those services will not be paid to
the service provider.
g) The Service Provider if found unable to provide service as per the agreement and his contract
terminated due to dissatisfactory service, the service provider automatically becomes ineligible
for applying for future contracts of AI concerns for 5 Years (Excluding the present contract
period starting with Date of issue of LOI). Also refer 1.08(h) on debarring / blacklisting.
Recovery of Sum Due
a) As per the contract entered between AI and the successful tenderer, if any sum of money is
recoverable from the successful tenderer, AI shall be entitled to recover such sum by
appropriating in part or full from any sum due to the successful tenderer or from the Security
Deposit already deposited by the successful tenderer.
b) If any amount due to the successful tenderer is so set off against the said Security Deposit, the
successful tenderer shall have to make good the said amount so set off to bring the Security
Deposit to the original value immediately, and in any event, not later than 10 days of the
depletion of the original value.
c) AI reserves the right to recover from the successful tenderer’s periodical payments, for any loss
or damage caused to plant/equipment/machinery/building or any other property of AI by
negligence or due to any other reason of successful tenderer’s employees, whatsoever.
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Interpretation
In the event of any difference in the interpretation of any of the clauses of the Service
Agreement and/or the Tender documents, the clarification given by Regional Director (South),
Air India, shall be final and binding on the Parties.
Arbitration
a) Any dispute or differences, whatsoever arising between the parties out of or relating to the
construction, interpretation, application, meaning, scope, operation or effect of the Service
Agreement or validity or the breach thereof, shall be referred to “Scope Forum Of Conciliation
and Arbitration – Govt Of India” and the award made in pursuance thereof shall be binding on
the parties to the arbitration.
b) The venue of arbitration shall be at Chennai, India and it shall be referred to a bench of three
arbitrators. Each of the Party to the Contract shall select one arbitrator each and the Panel of
Scope Forum of Conciliation and Arbitration shall select the third arbitrator who acts as
Chairman/Presiding arbitrator of the Arbitral Tribunal.
c) The arbitration proceedings shall be carried out in English and the award of the Arbitral
Tribunal shall be final & binding on the Parties.
Jurisdiction and Governing Law
Any disputes arising out of implementation of the contract between AI and the successful
tenderer whatsoever shall be subject to the exclusive jurisdiction of courts at Chennai and shall
be subject to the laws of Government of India.
Service Standards
The Scope of work mentioned for each Service Requirement [2A] and activities are only broad
guidelines (to help you identify the requirement of the staff aptitude) but not exhaustive. Within
the work duration, the service provider should adhere to the Service Level set by AI and also
carry out any activity incidental to the service that is indicated by the authorized representative
of the AI.
Service Provider’s supervisor should take briefing from Air India.
 Force Majeure
Neither party hereto shall be liable for failure to perform or for delay in performing any of its
obligations under the Contract if such failure or delay is caused or results from a condition of
Force Majeure The term Force Majeure as used in this contract means Accidents, Act of God, War, Revolt,
Riot, Fire, Tempest, Flood, Earthquake, Lighting, direct or indirect consequences of War
(declared / undeclared), Sabotage, Hostilities, National Emergency, Civil Disturbances, Natural
Calamities, Commotion, Embargo (Blockage), Strike at Company’s / Service Provider’s
premises or any law or promulgation, Ordinance or Executive order whether Central or State or
Local or Municipal Authorities, Regulation or breakage / Leakage, Bursting or Freezing of
pipeline.
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Annexure 2
Minimum one Supervisors of the service provider should be present during the day to take
briefing / debriefing from AI’s representatives. These Supervisors will be accountable for the
work carried out by Guards and shall report to AI representatives regarding any issues as well
as take instructions from AI representatives regarding duties. Apart from taking briefing /
debriefing they should ensure smooth functioning of each shift by controlling their
employees, taking care of duty allocation, pass collection and supervision of the work done.
For all the below mentioned Service Requirements the staff category is Security
Guards.
(Refer Annexure 2-D for Qualification Criteria)
Annexure 2A
Annexure 2A-1: Service Requirement 1
Services will be spread over at the following locations in Shift Duties :
Air India premises at Kochi & City Booking office JC Road, Kochi.
Indicative Number of Personnel to be deployed:
Sl
No
1
Area / Function
Security Guards [Scope of work
Enlisted Below]
Indicative Number of Personnel to be
deployed per Day
4 (Approx.) **
Shift Duration : Round the clock shift timings 8hrs and 30mts per shift.(3 Shifts)
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AI-SR-2016-COK-SEC-02 Dt 21 JUL 2016
Scope of Work: Security Guards










Check Incoming vehicles for any hazardous object.
Check the Identity card of personnel entering the office premises.
Establish bona fide of visitors.
Provide/Collect passes for visitors / Employees.
Screen personnel leaving the office premises.
Protect office from any unauthorized entry.
Maintain log of vehicles entering & leaving the campus.
Provide/Collect passes for vehicles
Report any incident in the office premises to AI authorized representative.
To provide close surveillance by deployment of skilled and trained personnel so as to prevent &
deter theft, pilferage & unauthorized removal of property belonging to AI Ltd and their
Customers, staff who are detailed to work there ;
 To carry out intensive patrolling at the place of deployment ;
 To detect any unidentified article left behind at the AI premises ;
 To obtain intelligence on any potential unlawful activity of any person/s likely to endanger the
working condition at AI ;
 To prevent and deter any person from carrying out any private business inside the AI premises ;
 To check the conditions of shutters, doors, windows, compound wall and gates and to inform the
authorities in case any of them need repair or maintenance for their proper function ;
 They are to be trained and well versed with the fire fighting and communication procedures. In
case of detecting a fire in the AI premises they should use the First Aid & Fire fighting
extinguishers to extinguish the fire and also help the fire brigade in case of fire ;
 They should have liaison with local police and in case of any untoward incidents they should
report to Security In-charge and in case of need to report to Police ;
 To implement above measures with such specialized security equipment as may be prescribed by
Security In-charge from time to time, depending upon the prevailing security situation ;
 To assist AI management in case of any eventualities ;
 Carry out any other related to Security function under the instruction form AI authorized
representative.
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AI-SR-2016-COK-SEC-02 Dt 21 JUL 2016
ANNEXURE –2B
LEGEND used in the tender.
a.
Shift
Round the clock shift timings 8hrs & 30mts only a
day.
b.
Week
Monday to Sunday
ANNEXURE –2C
EVALUATION CRITERIA & PRICE BID ISSUES
a)
Only those BIDs would be evaluated which are found to be fulfilling all the
eligibility & qualifying requirements.
b)
The lowest BID will be decided upon the lowest price quoted by the
particularBidder as per the price format.
c) The lowest acceptable bid would be considered further for placement of
contract / Supply Order after complete clarification and price negotiations
as decided by the AI.
1)
2)
Annexure 2-D: Qualification / Eligibility Criteria
Basic Qualification :
a. Plus Two passed
Age - All the staff engaged by Service provider should be Indian
citizen aged between 20 and 45yrs and medically fit.
Knowledge of local language Kannada and working knowledge
on English ;
Experience :
Worked in similar capacity in establishment for at least 2 years
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AI-SR-2016-COK-SEC-02 Dt 21 JUL 2016
Annexure 2E
Company Letter Head
To
The Sr. AGM (Materials Management)
Air India Limited
Subject: Authorization for attending bid opening
Tender No: _______________ Closing Date: _______________
Opening Date: _____________ Opening Time: ______________
The following person(s) are hereby authorized to attend the bid opening for the tender
mentioned above on our behalf.
Sr No
Name
E-Mail ID
Contact No
Signature
1]
Authorized Signatory
Note:
Permission for entry to the hall where bids are opened may be refused in case authorization as
prescribed above is not received.
The authorized representative, in their own interest, must reach the venue of bid opening well
in time.
The authorized representative should carry a valid Photo-ID
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AI-SR-2016-COK-SEC-02 Dt 21 JUL 2016
Annexure ‘3’ – Technical Bid
Only tenderers who fulfill the eligibility criteria (serial no 4) shall submit the bid.
Tenderers who do not fulfill the eligibility criteria need not apply.
Furnish following information pertaining to your company.
1
Name of Company/Establishment
2[i]
Full Address of Registered Office with Phone, Fax Number &
Email
2[ii]
Full Address of Regional / Local Office [if any] with Phone, Fax
Number & Email
3
4
4a
4b
Name of Contact Person for this tender
Mobile No
Telephone No.
Email
Fax No
Eligibility Criteria (Proof to be enclosed)
Nature of company:
Is the tenderer – a firm (proprietorship or
partnership)/company/corporation/legal entity.
Valid Licence granted by Kerala Police / Govt. to engage in the
business of Security Agency
MUST BE
ATTACHED
FAILING
WHICH THE
BID WOULD
BE
SUMMARILY
REJECTED.
Turnover:
Have an average turnover of Rs .10 Lakh per annum (Rupees Ten
Lakhs per annum) relating to the business of Security Services (*1)
at anywhere in India during any one of the 2012-13, 2013-14, 201415 financial year
(*1) – Any of the services as given in Annexure-G
4c
Mention Below – For the above eligibility
Financial year: ______________
Yes
No
Experience:
As on date of submission of the tender, the tenderer must have an Yes
experience of at least 36 Months in the last 5 financial years for
No
Turnover: _______________
4d
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AI-SR-2016-COK-SEC-02 Dt 21 JUL 2016
providing, at anywhere in India, Security service.
Details
4e
4f
Not Blacklisted / Debarred
As on date of submission of the tender, Is your company blacklisted
/ debarred from participating in new tenders by AI.
#Enclosed EMD?
DD No:
Yes
No
Yes
No
Yes
No
Bank:
4f
(ii)
# If EMD is NOT enclosed, Have you attached Supporting
documents for Exemption?
Note: Tender will be rejected due to Non receipt of EMD (without valid proof of exemption) or
submission of EMD in a mode other than as indicated in the tender
4g
5(i)
Has any Director/Partner/Proprietor been convicted any time by
court of
Law? (If your answer is “Yes”. You will not be considered for
further participation in the tender process.)
Labor License (under Contract Labor Regulation & Abolition Act
1970)
Yes
No
Yes
No
5(ii)
PF Registration with No. & details
Yes
No
5(iii)
ESI Registration with No. & details
Yes
No
5(iv)
PAN/ GIR NO. with details
Yes
No
5(v)
Service Tax Registration No. with details
Yes
No
6
Total Number of personnel employed at present
[Enclose 1 month wage sheet from any one of the last 3 months of
any one service contract]
7
Enclosed Income Tax Return for Financial Year referred in average
annual turnover?
Yes
No
P.S : The mandatory list include Labour Licence, PF, ESI, PAN, Service Tax. If not
obtained within 30 days from the date of award of contract, Bill will not be
processed.
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AI-SR-2016-COK-SEC-02 Dt 21 JUL 2016
Check Sheet :
Following Documents must be attached with Technical Bid
A
B
C
D
E
F
G
H
I
J
K
L
M
N
O
Yes
No
Proof for Nature of company
Licence granted by Kerala Police / Govt. to engage in the business of
Security Agency
Proof of average turnover. (Copy of audited Balance Sheets and P&L A/c
duly signed by the Proprietor/Director/authorized representative [PreAudited P&L A/C and Balance Sheet is acceptable if it is for last year]
should be enclosed as a proof.
Proof for experience
DD for EMD
Proof for EMD exemption, if applicable.
Wage disbursement sheet.
Copy of Income Tax Return.
A certified true copy of the Power of Attorney for Authorized signatory.
(Refer Annexure 1.3.
Enclose signed in pages including all pages of Introduction Section and
all pages of Annexure and Sub-Annexure of 1, 2, and 3 of this Tender.
Labor License (under Contract Labor (Regulation & Abolition Act 1970)
PF Registration with No. & details
ESI Registration with No. & details
PAN/ GIR NO. with details
Service Tax Registration No. with details
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AI-SR-2016-COK-SEC-02 Dt 21 JUL 2016
Undertakings: (To be agreed and signed by the tenderer)

It is confirmed that if the Contract/LOI is awarded by AI to us, we shall obtain Labor
License against the same & deposit a copy with AI at the time of commencement of the job.
 It is confirmed that the registrations and licenses under all the applicable local and central
taxes and laws and to be specified separately under each applicable tax/law/act (i.e. Service
Tax / Work Contract Act / Provident Fund Act / Establishment Act / ESI Act / Income Tax
Act / Import etc.) shall be produced for verification/checking of AI or to third party
authorized by AI / Law abiding agencies of Govt. of India.
 It is agreed that the requisite service as per enclosed work scope would be provided to the
satisfaction of Air India.
 It is agreed that the spot surprise checks could be conducted by AI / third party authorized
by AI, anytime to monitor the service quality.

I have carefully gone through and have understood and hereby agree to abide by all the
General Terms & Conditions, Work scope and Specifications governing the tender.

I hereby confirm that I am authorized to sign the tender document and the information given
in the tender is true and correct to the best of my knowledge and belief and nothing material
is concealed.

All the pages of the Technical Bid (Annexure ‘3’) are signed and any overwriting are signed
Date: __________
Signature
__________________
Place: __________
Name
__________________
Designation
__________________
Co. Name & Seal:
__________________
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AI-SR-2016-COK-SEC-02 Dt 21 JUL 2016
Annexure ‘4’
Financial Offer
Tenders are to be submitted in this form duly completed & signed in a sealed envelope Superscribed
1.11111
2.
Name of the Contract
Name of the
Company/Establishment
3.
Address
4.
5.
6
Telephone No.
Fax No.
Email
7
Details of Contact Person:
Providing Security Personnel at Kochi.
Mobile No:
Do not include Tax in the rates of the Financial Bid
All Rate should be in INR [Rs].
Service Tax is payable extra by AI at the rate notified by Government.
These reimbursements will be at the prescribed rate as authorized by AI / AI for actual
bill amount paid by AI (actual GTO).
Note: Read the tender document thoroughly before filling up the financial bid.
Carefully read instructions in Annexure 1.6 to 1.9; Annexure 2 and others before
preparing Financial Offer.
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AI-SR-2016-COK-SEC-02 Dt 21 JUL 2016
Financial Offer
Submit your Financial offer in the following format:
1 : For Service Requirement [Security Guard Services]
Your quote is
1 month rate for providing service per head. Our
requirement is about
Sl
No
1
4 Security Guards as per the Service Requirement :
Type of Service
In
Figures
Rate per Month per Guard
In Words
As per Service
Requirement.
Undertaking
1. I have carefully gone through and have understood the General Terms & Conditions,
Service Requirements governing the tender.
2. Validity of the financial bid: Valid for 120 days from the date of opening of Technical
Bid Part A.
3. I hereby confirm that I am authorized to sign the tender document
4. All the pages of the Financial Bid (Annexure-4) are signed and all overwriting are
signed.
5. Security Guards engaged will be paid minimum wages as prescribed in the Minimum
Wages Act of the State government.
Date : ____________
Signature:_________________________
Place :___________
Name: ____________________________
Designation: _______________________
Co. Name & Seal:___________________
24