Airports Authority of India Swami Vivekananda Airport Raipur - 492015

AIRPORTS AUTHORITY OF

SWAMI VIVEKANANDA AIRPORT, RAIPUR

(Tender No. AAI/RPR/IMS-01/2014)

QUOTATION DOCUMENT

FOR

ENGAGEMENT OF CONSULTANT FOR PROVIDING SERVICES FOR INTEGRATED MANAGEMENT SYSTEM (IMS) (ISO9001:2008 and 14001:2004) CERTIFICATION OF SWAMI VIVEKANANDA AIRPORT) (ISO 14001: 2004)

AIRPORTS AUTHORITY OF INDIA SWAMI VIVEKANANDA AIRPORT RAIPUR - 492015.

Signature of Bidder

AIRPORTS AUTHORITY OF INDIA SWAMI VIVEKANANDA AIRPORT NOTICE INVITING QUOTATION

Airport Director, Airports Authority of India, Swami Vivekananda Airport, Raipur on behalf of the Chairman, Airports Authority of India, invites quotations from eligible bodies for “Integrated Management System (IMS) certification (ISO 9001: 2008, ISO 14001:2004 standard) at Swami Vivekananda Airport, Airports Authority of India, Raipur.

Swami Vivekananda Airport is already certified for ISO 9001:2008 and valid till 06th Jan 2015. Hence the employees are already trained for ISO 9001 standards

Quotation shall be submitted in a sealed cover in two bid system and superscribed “IMS certification (ISO 9001: 2008, ISO 14001:2004)” and addressed to

DY. GENERAL MANAGER (E-E) AIRPORTS AUTHORITY OF INDIA SWAMI VIVEKANANDA AIRPORT RAIPUR - 492015.

for eligibility criteria, schedule of issue of quotation, quotation document submission and other details please visit our website www.airportsindia.org.in / www.aai.aero or contact at the office address / Tele No. 0771-2418600/ 09425504494.

DY. GENERAL MANAGER (E-E)

Signature of Bidder

AIRPORTS AUTHORITY OF

SWAMI VIVEKANANDA AIRPORT, RAIPUR

(Tender No. AAI/RPR/ISO/2014)

SUMMARY

1 Name of work Engagement of Consultant for providing services for Integrated Management System (IMS) certification (ISO 9001: 2008, ISO 14001: 2004 Standard) of S.V. Airport, Raipur.

2 Period Of Contract Up to First Surveillance Audit 3 Last Date & Time of 17.01.2014 up to 1300 hrs. IST (Indian Standard Receipt of dully filled Time). Quotation Document (Both Technical/ Price Bid) Date and Time of Opening of: a) Technical Bid of quotation document at 1500 hrs. on 17.01.2014. b) Price Bid of qualified bidders will be opened and evaluated at 1630 hrs. on 17.01.2014.

Quotation Document Issue to______

______

DY. GENERAL MANAGER (E-E) AIRPORTS AUTHORITY OF INDIA SWAMI VIVEKANANDA AIRPORT RAIPUR - 492015.

Signature of Bidder 3

AIRPORTS AUTHORITY OF INDIA SWAMI VIVEKANANDA AIRPORT

NAME OF WORK: Engagement of Consultant for providing services of Integrated Management System (IMS) (ISO 9001: 2008, ISO 14001: 2004) forSWAMI VIVEKANANDA AIRPORT, RAIPUR.

INDEX

TABLE OF CONTENTS SL. No. DESCRIPTION Page Nos. 1 Notice Inviting Quotation 5-6 2 General Information 6 3 Form of Quotation 7 4 Name of Work, Eligibility Criteria and Scope of work Training, Terms 8-13 & Condition, Mode of Tender Submission, Paying Authority, Payment Terms, Time Essence of the Contract, Liquidated Damages for Delay in Completion, Force Majeure Clause, Termination of Contract at AAI’s Initiative, Arbitration and Laws, Laws governing the Contract. 5 Price Bid – (Annexure – 1) 14 6 Certificate (Unconditional letter of acceptance – (Annexure – II) 15

Certified that this NIT contains 15 (Fifteen) Pages only

Signature of Bidder

NOTICE INVITING QUOTATION

1. Quotations in the prescribed form are hereby invited in two bid system on behalf of the Chairman, Airports Authority of India, for engagement of consultant for providing services for Integrated Management System (IMS) certification (ISO 9001: 2008,ISO 14001: 2004) of Swami Vivekananda Airport, Raipur.

2. Quotation document consisting of conditions of contract, specifications and the schedule etc., can be obtained from the office of the Dy. General Manager (E-E), Swami Vivekananda Airport, Raipur – 492015 between the hours of 10.00 AM and 4.00 PM every day except on Saturdays, Sundays and public holidays, upto 15.01.2014.

3. The complete set of Quotation document can also be download from the website of Airports Authority of India www.airportsindia.org.in & www.aai.aero and submitted to the above office by the due date.

4. Tender should be placed in sealed covers with the name of the work written on the envelop, will be received by the Dy. General Manager (E-E), Swami Vivekananda Airport, Raipur – 492015 upto 1300 hrs. On 17.01.2014 and will be opened on same day at 1500 hrs. (Technical Bid).

5. The Firms fulfilling eligibility criteria are eligible to participate in the Quotation.

6. Following documents will be submitted along with Technical Bid:-

i) Photocopy of PAN Card No.

ii) Satisfactory Performance Certificate from any two government organization/PSUs.

iii) Letter indicating the capacity and authority of individual signing the Quotation.

iv) Latest Annual Reports (Balance Sheet & Profit and Loss Account Statement duly audited by Charted Accountant) of the last 3 years (01.04.2010 to 31.03.2013).

v) Letter of Unconditional acceptance of AAI, Terms & Conditions Proforma is enclosed in Annexure-II.

8. The acceptance of a quotation will rest with the Competent Authority, Airports Authority of India who does not bind himself to accept the lowest quotation and reserve to himself the Authority to reject any or all the quotations received without the assignment of any reason. All the quotations in which, any of the prescribed conditions are not fulfilled or incomplete in any respect are liable to be rejected.

Signature of Bidder

9. Service tax or any other tax in respect of the contract shall be payable by the suppliers and authority will not entertain any claims whatsoever in this respect.

10. The agency shall not be permitted to quote for work in AAI, (responsible for award and execution of work order) in which his near relative is posted as officer in any capacity between the grades of Executive Director to Asstt. Manager (both inclusive).

11. He shall also intimate the names of persons who are working with him in any capacity or are subsequently employed by him and who are near relatives.

GENERAL INFORMATION 1. Organization : Airports Authority of India, Swami Vivekananda Airport, Raipur 2. Address : O/o Airport Director, Swami Vivekananda Airport, Raipur – 492015 3. Phone : 0771-2418167 4. Fax : 0771-2418168 5. E-mail : [email protected] 6. Scope of Consultancy : Design, development & implementation of IMS / Training Documentation / Internal Audits / Pre Certification Audit, Certification Process, Surveillance Audits etc., for obtainingCertification.

7. Departments covered 1. Office of the Airport Director. 2. Air Traffic Management 3. Communication, Navigation & Surveillance Department. 4. Terminal Management. 5. Commercial Management. 6. Civil Engineering Department. 7. Electrical Engineering Department. 8. Airport Security Management. 9. Fire & Rescue Department. 10. Motor Transport Section. 11. Finance & Accounts Section 12. Human Resources Management. 13. Official Language (Hindi) Section 8. Certification Required : Integrated Management System (IMS) certification (ISO 9001: 2008, ISO 14001: 2004 Standard) certification of S.V. Airport, Raipur. 9. No of Employees : 120 (approx.)

Note: Swami Vivekananda Airport, Raipur is already certified with ISO 9001:2008 which is valid upto 6th Jan 2015.

Signature of Bidder

FORM OF QUOTATION

1. Quotation for : Engagement of Consultant for providing services for Integrated Management System (IMS) certification (ISO 9001: 2008, ISO 14001: 2004) of Swami Vivekananda Airport, Airports Authority ofIndia, Raipur. 2. Period of Contract : Till first surveillance audit. 3. Name & Address of the : ______Consultation Agency ______(in Block Letters) ______4. Status of the Agency : (Proprietorship / Partnership/ Company) 5. Declaration : I/We have carefully read and understood the terms and conditions of the Contract, Scope of the work, General Terms & Conditions and mode of submission of completed quotation forms, as mentioned in the Tender Documents issued by the AIRPORTS AUTHORITY OF INDIA, SWAMI VIVEKANANDA AIRPORT, RAIPUR - 492015, including the following:

(1) In case the documents submitted by my / our firm / company along with Quotation are found inadequate / false / incorrect, the contract shall be liable to be rejected without assigning any reasons. (2) The AAI does not bind itself to accept the lowest quotation and reserve to itself the right of accepting the whole or any part of the quotation and the agency shall be bound to provide the service at the rate quoted.

(3) AAI reserves itself the right to reject the conditional offer without any reason thereto.

SIGNATURE OF THE REPRESENTATIVE OF THE CONSULTING AGENCY

NAME : STATUS : ADDRESS WITH SEAL: PHONE NO. (OFFICE) : PHONE NO. (RESIDENCE) : PHONE NO. (MOBILE) : Email :

SIGNATURE OF THE ISSUING AUTHORITY

Signature of Bidder

Name of Work: Engagement of Consultant for providing services for Integrated Management System (IMS) certification (ISO 9001: 2008, ISO 14001:2004 standard) of Swami Vivekananda Airport, Airports Authority of India, Raipur – 492015.

1) Eligibility Criteria: a) Bidder or his authorized person should be the member of Quality Council of India, New Delhi. b) Bidder or his authorized person should be a qualified quality registration authority and shall be accredited for ISO should be clearly indicated for accredited certificate with evidence. c) Proof of having executed Consultancy Services order for International Standard Organization (ISO) ofat least two number of government organization of satisfactory performance in India or abroad during last three years as on 31.03.2013. 2) Scope of Work: i) The scope of work covered shall include rendering consultancy services and certification process for obtaining “Integrated Management System (IMS) certification (ISO 9001: 2008, ISO 14001: 2004standard) of Swami Vivekananda Airport, Airports Authority of India, Raipur. (Swami Vivekananda Airport is already certified for ISO 9001:2008 and valid till 06th Jan 2015. hence the employees are already trained for ISO 9001 standards)

The consultancy services also include the following tasks in brief: • Assisting in formulating policy and objectives for IMS Certification. • Facilitating and building activities / procedures, documentation and records pertaining to training complex.

• Imparting awareness training for all employees in multiple phases. • Imparting Internal Auditor Training for 20 employees including issue of certificate. • Imparting Lead Auditor training for 5 employees. • Ensuring all necessary inputs to be fulfilled for getting IMS Certification. • Identifying extent of work to be carried out for the system. • Guiding the AAI, Swami Vivekananda Airport employees to meet the requirement of IMS certification (ISO 9001: 2008, ISO 14001: 2004standard) agencies and accreditation bodies.

• Arranging/ Assisting 3rd party certification agency approved by Quality Council of India, New Delhi.

• Assisting to satisfy prequalification Audits. • Assisting to fulfill the points / queries if any to be attended to as required by the accreditation bodies to enable to get the IMS certification version (ISO 9001: 2008, ISO 14001: 2004 standard).

The scope of work completing only after getting the IMS certification version (ISO 9001: 2008, ISO 14001: 2004 standard).

The scope of work is indicative only, any task though not specifically mentioned above but required for meeting Integrated Management System (IMS) shall be deemed to be included in the scope of work.

Signature of Bidder

8 ii) Training The agency shall arrange for all the items mentioned as below.

1) On satisfactory completion of training, the agency shall provide the participants with a certificate as a proof for qualified internal quality Auditor.

2) AAI shall provide the Conference Hall for conducting the training sessions and expenses towards Training Modules/ Hand outs shall be borne by the Training Agency. Stationary to participants shall be provided by AAI.

Schedule of Training:

IMS (ISO 9001: 2008, ISO 14001: 2004) in Swami Vivekananda Airport, Raipur.

Sl. No. Description of Items 1 Awareness Training Programme on IMS (ISO 9001:2008, ISO 14001: 2004).

2 Training Programme on Internal IMS Audit (ISO 9001: 2008, ISO 14001:2004) I.E. Auditing concepts, Audit Planning and Preparation, Audit Execution, Auditing and Audit reporting as per International Register of Certificated Auditors (IRCA) Guidelines. 3 Mock Auditing of departments with the help of trained auditors for all the functions of AAI, S.V. Airport, Raipur within the organization and helping in clearing deviations and nonconformities as per IMS (ISO 9001: 2008, ISO 14001: 2004).

4 Assisting the top management, Management representative and HODs / Internal IMS Auditor in conducting management review meeting.

3) Terms & Conditions

(a) The Consultation agency shall be Quality Council of India (QCI) empanelled. The quotation document can be obtained from the office of the Dy. General Manager (E-E), Swami Vivekananda Airport, Raipur – 492015 upto 15.01.2014.

(b) All the Documents mentioned in the Form of Quotation shall be furnished failing which the quotation may be summarily rejected.

(c) The quotation along with a client list/Departments where consultancy services were offered, should be submitted along with the quotation.

(d) Work Description: To provide Consultancy Service to Swami Vivekananda Airport, Raipur for obtaining Integrated Management Services (IMS) certification followed by Certification for IMS (ISO 9001: 2008, ISO14001: 2004 standard) which include.

Signature of Bidder

PHASE-(a): Design, Development & Implementation of IMS.

PHASE-(b): IMS Internal Auditors in House Training and IMS Awareness Training programs at Swami Vivekananda Airport.

PHASE-(c): Documentation & issue of Hard and Soft copies of Manuals / Documents.

PHASE-(d): 2 Internal Audits & 1 Pre Certification / Assessment Audit / Management Review Meetings etc.,& Liaison with Certification Body.

PHASE-(e): Certification process for obtaining IMS (ISO 9001: 2008, ISO 14001: 2004 standard) Certifications of AAI,Swami Vivekananda Airport, Raipur.

(e) Quotation (Price offer must be in the format as per Annexure- I (No other place price offer shall be written / given).

(f) Total time allowed for completion of IMS certification of AAI, Swami Vivekananda Airport, Raipur is three months or earlier as mutually agreed from the date of placement of work order.

(g) The firm should quote the rate and amount tendered by them in figures as well as in words.

(h) AAI’s Quotation duly signed in all pages shall be submitted with the Price bid.

(i) Letter indicating the capacity and authority of individual signing the Tender.

(j) No correspondence will be entertained with regard to acceptance or rejection of an offer. AAI is also not bound to disclose the reasons of rejection of offer.

(k) AAI reserves the right to accept or reject any / all offers without assigning any reason.

(l) Bidder shall clearly indicate the terms & conditions stipulated by AAI, which is not agreeable to by him.

(m) Offers not submitted as per instructions are liable to be ignored.

(4) Mode of Tender Submission

Tender should be submitted in two separate sealed covers and both covers should be sealed in a single sealed cover. COVER- A

TECHNICAL BID - Should be written on top side right corner and should contain the proof of eligibility as stipulated above and NIT para-7.

Signature of Bidder

COVER- B

PRICE BID - Should be written on topside right corner and Price bid to be filled as per Annexure-I.AAI’s tender duly signed in all pages shall also be submitted with the Price bid.

Both envelope A & B shall be placed in separate Envelope and shall be super-scribed as “Engagement of Consultant for providing services for Integrated Management System (IMS) certification (ISO 9001: 2008, ISO 14001:2004 standard) so as to reach the address mentioned above not later than 17.01.2014 at 1300 Hrs.

Technical Bid will be opened first and on conformity of Accreditation, the Financial Bid will be opened. If it is not in conformity to the requirements as specified, that tender will be rejected and the Financial Bid will not be opened.

(5) Paying Authority - Airport Director Airports Authority of India Swami Vivekananda Airport, Raipur - 492015. (6) Payment Terms

(1) No advance payment will be made by AAI.

(2) Payment will be made by AAI on each stage of activity as given below after deducting statutory deduction like Income Tax etc. (TDS will be issued).

(a) After issue of ISO Certificate - 50% of total amount.

(b) IMS Internal Auditors in House Training including that for Lead Auditors and IMS Awareness Training programs at Swami Vivekananda Airport, Raipur –Full Payment on issue of qualified certificates.

7) Time Essence of the Contract: The time and date of completion for the above work as stipulated in this order and accepted by the Company with or without modification, if any, and so incorporated in the order shall be deemed to be the essence of the contract. The contractor shall so organize his resources and perform his work to complete it not later than the date agreed to.

8) Liquidated Damages for Delay in Completion: No payment will be made if delay is not justified.

In case aforesaid delay unjustified, the AAI shall have the right to terminate the contract at the risk and cost or the agency/ consultant.

Signature of Bidder

9) Force Majeure Clause: Force Majeure is herein defined as any clause which is beyond the control of the contractor or AAI as the case may be which they could not foresee or with a reasonable amount of diligence could not have foreseen and which substantially affect the performance of the contract, such as

(i) Natural phenomena including but not limited to floods, drought,earthquakes and epidemics.

(ii) Acts of any Govt. including but not limited to war declared or undeclared,mutiny and quarantines embargoes.

Provided either party shall within fifteen day from the occurrence of such a cause notify the other in writing of such cause.

The agency or AAI shall not be liable for delays in performing his obligations resulting from any force majeure clauses as referred to and / or defined above. The date of completion will, subject to herein provided, be extended by a reasonable time.

10) Termination of Contract at AAI’s Initiative: a) The AAI reserve the right to terminate the contract either in part or in full due to the reasons other than specified herein. The AAI shall in such an event give 15 days notice in writing to the agency of the decisions to do so. b) The agency upon receipt of such notice shall discontinue the work on the date and to the extent specified in the notice, make all reasonable efforts to obtain cancellation of all orders and contractors to the extent they are related to the work terminated and terms satisfactory to the AAI, stop all further acquired under the contract by the AAI. c) In the event of such termination, the agency shall be paid compensation equitable and reasonable dictated by the circumstances prevalent at the time of termination.

11) Arbitration and Laws:

Except where otherwise provided for in the contract all questions and disputes relating to the meaning of the specification, designs, drawings and instructions wherein before mentioned and as to the quality of workmanship or materials used on the work or as to any other question, claim, right, matter or thing whatsoever in any way arising out of or relating to the contract, designs, drawings, specifications, estimates, instructions or these conditions or otherwise concerning the works or the execution or failure to execute the same whether arising during the progress of the works of after the completion or abandonment thereof shall be referred to the sole arbitration as may be appointed by the Chairman, Airports Authority of India.

Signature of Bidder

There will be no objection if the arbitrator so appointed is an employee of AAI and that he had to deal with the matters to which the contract relates and that in the course of his duties as such he had expressed view on all or any of the matters in dispute or difference. The arbitrator to whom the matter is originally referred being transferred or vacating his office or being unable to act for any reasons. The Chairman, Airports Authority of India at the time of such transfer, vacation of office or inability to act, shall appoint another person to act as arbitrator in accordance with the terms of the contract, such person shall be entitled to proceed with the reference from, the stage at which it was left by the predecessor. It is also in terms of this contract that no person other than a person appointed by the Chairman Airports Authority of India as aforesaid should act as arbitrator and if for any reasons, that is not possible, the matter is not to be refereed to arbitration in all cases where the amount of the claim in dispute is Rs. 50,000 (Rupees Fifty thousand only) and above, the arbitrator shall give reasons for the award.

Subject as aforesaid the provision of the “Arbitration and Conciliation Act 1996” or any statutory modification or re-enhancement thereof and the rules made there under and proceeding under this clause. In case of dispute, provisions as mention in Bureau of Public Enterprises letter No Bre/GI- 001/16/MAN-2(100-75-BPE)(GM-I) dated 01.01.1976 and its amendment from time to time shall apply for the time being in force shall apply to the arbitration proceeding under this clause. It is a term of the contract that the party invoking arbitration under this clause together with the amount or amounts claimed in respect of each such dispute.

The arbitrator (s) may from to time with consent of the parties enlarge the time, for making and publishing the award.

The work under the contract shall, if reasonably possible continue during the arbitration proceedings and no payment due or payable to the contractor shall be with held on account of such proceedings.

The arbitrator shall be deemed to have entered on the reference on the date he issued notice to both the parties fixing the date of the first hearing.

The arbitrator shall give a separate award in respect to each dispute or difference referred to him.

The venue of arbitrator shall be such place as may be fixed by the arbitrator is his sole discretion.

The award of the arbitrator shall be final, conclusive and biding on all parties to his contract.

12) Laws Governing the Contract:

This contract shall be governed by the Indian Laws for the time being in force subject to jurisdiction of Delhi Court.

Signature of Bidder

ANNEXURE - I

“Company’s Letterhead” PRICE BID SCHEDULE OF RATES

Sl. No. Name of Work Quoted amount 1 Providing consultant services In words for Integrated management System (IMS) (ISO 9001: 2008, ISO 14001: 2004) certification of S.V. Airport, Raipur, Airports Authority of India. 2 Imparting IMS Internal Auditors in House Training including that for Lead Auditors along with issuing certificates. Total

Total Rupees in words ( )

Validity of offer : 180 days (AUTHORISED SIGNATORY) STAMP OF FIRM DATE: ______PLACE: ______

NOTE: (1) Payment will be made by AAI on completion of each stage of activity as per Payment Terms sub points (a to c) of NIT.

(2) The services offered should be inclusive of all taxes / service taxes and incidental charges. No boarding, Lodging and traveling charges will be borne by AAI.

(3) The time period of the said work will be three months for obtaining certification and first surveillance audit thereafter duly reckoned from the date of placing the work order.

(4) Price quoted must valued all expenses on F.O.R. Destination (Basic Cost Taxes, and Transportation etc. AAI will not provide any form “C” or “D” or any concessional / exemption form etc.

Signature of Bidder 14

ANNEXURE–II

(On Company’s Letter Head)

CERTIFICATE

TO,

DY. GENERAL MANAGER (E-E) AIRPORTS AUTHORITY OF INDIA SWAMI VIVEKANANDA AIRPORT RAIPUR - 492015.

Subject: Unconditional letter of acceptance Sir, It is certified that we have studied and understood the terms and conditions of the quotation for engagement of Consultant for providing services for Integrated Management System (IMS) certification (ISO 9001: 2008, ISO 14001: 2004 standard) of Swami Vivekananda Airport, Airports Authority of India, Raipur and agree to abide by the same.

Authorised Signatory

Stamp/Seal

Signature of Bidder