Tender No: EY/Haj/2013/1 Date: May 2, 2013 Page 1 of 15 Attention of Bidders is drawn to the following: Tender Document for Charter for HAJJ 2013 Operations Air India Limited invites bids for wide bodied aircraft in all economy configuration for air travel services on charter basis to undertake operations for Hajj 2013. These HAJJ charter operations will be carried out on behalf of Air India Ltd for Government of India. Hajj flights will be to/fro flights between India and Saudi Arabia, as per the details and terms and conditions provided in the Tender Document below. Bidders (Operators) are requested to submit Technical and Financial bids, earnest money deposit and Integrity Pacts as per the tender. Integrity pacts should be executed by the party who will execute the lease agreement and not by the representative. The Last date for submission of bid is 1200 hours on May 24, 2013 Air India invites bids in sealed quotations for providing air travel services, on full charter cost basis, to the pilgrims sponsored by Haj Committee of India for Haj 2013. 2. Based on the requirement of Ministry of Civil Aviation, the expected number of pilgrims / landing / boarding stations in India & KSA and the dates of operation for each embarkation station are given below :- Sr. no. Embarkation Point 1 Ahmedabad ( AMD ) 2 Aurangabad ( IXU ) 3 Bangalore ( BLR ) 4 Bhopal ( BHO ) Landing Station Return Station Flight operation Date Phase I Flight operation Date Phase II No.. of Pilgrims (Tentative) 5000 2 3100 2 4900 2 1850 2 Maximum Flights Per day
Tender No: EY/Haj/2013/1 Date: May 2, 2013 Page 2 of 15 5 Calicut ( CCJ ) 6 Chennai ( MAA ) 7 Delhi (DEL) MED JED 07.09.13 24.09.13 8 Gaya ( GAY ) JED MED 17.09.13 30.09.13 9 Goa ( GOA) 10 Guwahati ( GAU ) 11 Hyderabad ( HYD ) 12 Indore (IDR) MED JED 07.09.13 24.09.13 13 Jaipur (JAI) 14 Kolkata ( CCU ) 15 Lucknow ( LKO ) 16 Mangalore ( IXE ) 17 Mumbai ( BOM ) 18 Nagpur ( NAG ) MED JED 07.09.13 24.09.13 MED JED 07.09.13 24.09.13 MED JED 07.09.13 24.09.13 19.10.13 19.10.13 19.10.13 19.10.13 19.10.13 8800 2 3750 2 22000 3 6000 3 700 1 3200 2 8000 3 2050 2 5100 3 11700 3 11500 3 1100 1 7250 3 2550 2
Tender No: EY/Haj/2013/1 Date: May 2, 2013 Page 3 of 15 19 Ranchi ( IXR ) 20 Varanasi ( VNS ) 21 Srinagar ( SXR ) JED MED 17.09.13 30.09.13 MED JED 07.09.13 24.09.13 MED JED 07.09.13 24.09.13 19.10.13 19.10.13 3500 2 4250 2 8700 2 Please note the above stations, sectors and estimated number of passengers in both phases may vary slightly based on the directive of Government of India. 3. The Haj operation would be in two phases. In phase I pilgrims would travel from India to KSA and in Phase II from KSA to India as indicated in the table above. The dates mentioned in the table above are subject to change as per the final schedule to be advised by KSA 4. The flights will have to be necessarily non stop except, if required, for technical halts. 5. Operators are required to quote the embarkation point wise all inclusive prices per passenger in INR ( RUPEES).If the party requires the payment to be made in USD, Air India shall make payment at prevalent exchange rate of the day / date when the payment is effected. The Passenger Service Fee ( PSF ) in INR, User Development Fee ( UDF ) in INR, Saudi Arabian Airport Taxes (in INR) and Indian Service Tax payable by the operator shall be indicated separately. The quotation, in the prescribed Performa ( Annexure 1 ), should be on the Company s letter head, signed in ink, bearing Company s stamp and should carry a letter from the Company s CEO / Board that the person signing quotation is an authorized signatory. Please note that the price quote should be all inclusive and no other cost will be borne by Air India. 6. Technical Requirements: The operator shall hold an operating authorization from India or KSA. The participating operator shall submit a No Objection Certificate from GACA (for KSA carriers) / DGCA (Indian carriers) for carrying Haj pilgrims from India to KSA for Haj 2013, along with their quotation bid. Bids received without the NOC shall not be considered. The operator shall deploy wide body aircraft with all economy class seats, preferably less than 20 years old with valid certificate of Airworthiness, on all embarkation points which support operation by such aircraft. The charter of aircraft is subject to Indian DGCA granting permission for the operation. If required, Indian DGCA may carry out inspection of aircraft and documents before granting permission. The operator shall deploy aircraft with valid Certificate of
Tender No: EY/Haj/2013/1 Date: May 2, 2013 Page 4 of 15 Airworthiness, on all embarkation Stations in India which support operation for such type aircraft. It may also be clarified that any service required from Air India will be charged at applicable rate. 7. GENERAL CONDITIONS: The Haj operation quotation shall be based on the following conditions / parameters, which may be kept in mind while submitting the bids / quotations: i.) ii.) iii.) iv) The checked in baggage entitlements will be 45 kg ( in two pieces ) per passenger. During return Phase, the passenger shall also be permitted to carry an additional check in baggage of one ten liter can of zam zam water. Hand baggage entitlement will be 10 kgs per passenger. The checked in baggage of all passengers travelling on a flight shall have to be carried on the same flight. All liability for mishandled/lost/damaged baggage including zam zam water will be borne by the Operator. Administrative charge of USD 25 per passenger will be levied by Air India on the Operator for each case. The operator shall indemnify Air India against any action by anybody in connection with Haj operation. The Operator will defend such action at Operator cost and shall also be responsible for any compensation that may be awarded as a result of this action. The operator will ensure standard check in procedure i.e. proper weighing and tagging, manifestation, for each baggage separately at embarkation points in India and city check in at Mecca & Medina in KSA at its own cost. The operator shall provide adequate facilities for lodging of missing baggage complaints at the landing airport in KSA and India and would get summary of complaints, if any, counter signed by the representatives of Haj Committee of India ( HCoI) / Council General of India (CGI). Any violation of this clause would attract penalty of USD 450 per baggage. The operator shall make arrangements for accepting baggage, over and above the free baggage allowance, as freight, if any, OR arrange for Cargo Agents at the departure terminal at Mecca / Jeddah and Medina at applicable cargo rates. The cargo agencies should be specifically asked to submit the list of trucks and manpower deployed by them by some specified date. v) Operator must comply with the latest revisions as amended from time to time to the Civil Aviation Requirements and Aeronautical Information Circulars issued by Director General of Civil Aviation, India and KSA Aviation Standards and Safety requirements and rules and regulations laid down by General Authority of Civil Aviation.
Tender No: EY/Haj/2013/1 Date: May 2, 2013 Page 5 of 15 vi) OPERATOR MUST COMPLY THE FOLLOWING: A) Indian DGCA requirements. The Bidder/ Operator shall comply with the latest revisions as amended from time to time to the Civil Aviation Requirements and the Aeronautical Information Circulars issued by Director General of Civil Aviation (DGCA), India. The latest revisions of DGCA publications referred above are available on Internet at DGCA s site http://dgca.nic.in B) Saudi Arabia Aviation Standards and Safety requirements. 1. The aircraft are fitted with ACAS, TAWS, WINDSHEAR WARNING SYSTEM, and REINFORCED COCKPIT DOORS and to meet Annex 16, Chapter 3 Noise requirements. 2. The aircraft are listed in General Authority of Civil Aviation, Kingdom of Saudi Arabia (GACA) Operations Specifications in compliance with GACA Regulations Part 129. 3. It is the responsibility of the OPERATOR to obtain FOC (Foreign Operators Certificate) from GACA, KSA to undertake the flights on behalf of Air India at least two weeks before commencement of Phase 1 operations. 4. It is the responsibility of the OPERATOR to comply with the IMPORTANT GACA REQUIREMENTS at least two weeks before commencement of Phase 1 operations. The Bidder/ Operator shall make the aircraft (operating as well as standby) available well in advance for inspection by Officials of Directorate General of Civil Aviation, India [DGCA] and Air-India officials along with the necessary documentation at Operator s base, (where aircraft and their records are preserved) of the concerned operator. It is understood and agreed by OPERATOR that these lease operations are subject to approval by DGCA, India, prior to commencement of the lease period. In all cases, the more restrictive rules of the Airworthiness Authorities of the States of Registry, or DGCA, India will apply.
Tender No: EY/Haj/2013/1 Date: May 2, 2013 Page 6 of 15 OPERATOR agrees and accepts that: a) In case of any incident during HAJJ Operations, the OPERATOR shall arrange to send the Preliminary Incident Report to the Offices of the Director of Air Safety (AI), Director of Engineering (Air India) and Director of Operations (Air India) within 24 hours of the occurrence of the incident. The above must be followed by an Investigation Report and corrective/rectification action undertaken by the OPERATOR with a view to prevent the recurrence. vii) Operator will match inbound and outbound capacity i.e. all passengers travelling on an outbound flight on Phase I will return together on the inbound flight in Phase II. viii) ix) The operator shall be required to submit the detailed flight schedule ( approved by the Haj Committee of India and CGI, Jeddah ) authenticated by the Civil Aviation Organisation of the KSA mentioning therein flight numbers, date of arrival & departure and complete the formalities for obtaining slots ( landing and taking off permission) for their aircraft latest by 31.5.2013. Any change in the schedule ( Phase I or Phase II ), if necessary be made after consultation with Haj Committee of India. The operator shall ensure that no passenger other than those sponsored by Haj Committee of India is accommodated on any of the charter flights. The operator has to file slots before 31 July 2013. The schedule should be such that the maximum stay of the pilgrim in KSA should not exceed 40 days. x) The schedule of flights shall allow a minimum gap of 4 hours between two flights. However, this will be subject to slot approval by DGCA / GACA. xi) xii) The operator will abide by the Haj Regulations issued by KSA authorities in all respect and especially with respect to the meals and hotel accommodation in case of delayed flights from stations in Saudi Arabia. In case airline fails to provide refreshment or hot meals or denies boarding to a passenger, Air India will make alternate arrangements for food/ passage of pilgrims and the cost to this effect will be deducted from the payment of respective operator. The operator shall provide good quality meal and hotel accommodation, equivalent to those being provided to International passenger by the airlines, to every passenger in case of delay of more than 6 hours from embarkation point in India. In the event of operator failing to provide the facility, Air India will be free to make alternate arrangements and reserves the right to debit the expenditure on this account from the payments to be made to the respective operator.
Tender No: EY/Haj/2013/1 Date: May 2, 2013 Page 7 of 15 xiii) xiv) xv) xvi) xvii) The passenger shall be entitled to compensation for damaged/ lost baggage as per International Civil Aviation norms / Montreal Convention. If the operator does not pay compensation, the reasonable amount in terms of International Civil Aviation norms / Montreal Convention will be deducted out of the dues of the operator. Air India should be made a co-insured in the insurance policy. A good quality boxed/packed meal will be provided by the operator to every passenger immediately after security check at Indian embarkation point and also one box meal after landing in KSA, in Phase I Operator would establish office at all airport (in India and KSA) from which it would operate Haj charter flights, including offices in the premises of Indian Haj Mission at Mecca Mukarrama and Medina Munawwara, with sufficient number of experienced staff. It would also provide check in facility at Saudi Airports/ Haj Camps for the convenience of passengers desirous of changing the flight. The operator shall issue only computer printed Boarding Passes with seat numbers to the pilgrims and would be required to submit post flight manifest along with passport number to the designated authority after check in formalities are completed and before take-off. Advance Passenger Information System (APIS ) will be implemented by the Indian Regulatory Authorities for Phase II operation, the operator shall comply with APIS requirements and Haj Committee of India shall provide the requisite flight wise information / assistance to the operator within sufficient time to comply with APIS requirements. xviii) The operator shall be required to appoint exclusive coordinators at each embarkation point in India during each Phase of Haj Operation and shall set up a help desk/post at least one of its staff (Manager Level) in the India Haj Mission Office at Jeddah Haj Terminal and at Medina Haj Terminal on 24 x 7 basis during return phase. Any violation of the clause shall attract a penalty of USD 500 in case of absence of coordinator for any time during the 24 hours of the day. xix) xx) xxi) The selected bidder shall be responsible for obtaining all clearances required for the conduct of flights for Haj operations. One 10 litre Zam Zam can for each pilgrim may be carried by the operator on ferry leg of Phase-I flights after obtaining the necessary permission from KSA authorities. Operator shall avoid double Madinah/double Jeddah movement of pilgrims. In case it becomes unavoidable, the operator concerned shall bear the cost of local transportation.
Tender No: EY/Haj/2013/1 Date: May 2, 2013 Page 8 of 15 xxii) As all the prices quoted are all inclusive, any services required to be provided by Air India will be at applicable rates charged by Air India to other operators. Operator has to make its own arrangements for aircraft handling support for the Hajj operations. If required, Air India will provide the handling services at charge however the same has to be agreed well before start of Haj operation. xxiii) All approvals in India and Saudi Arabia will have to be obtained by the Operator. xxiv) The bidder has to submit Earnest Money Deposit (EMD) for an amount of USD 25,000. EMD will be adjusted at the end of Hajj operations during the final settlement. The EMD should be paid in favor of Air India to its account with CITIBANK N.Y /111 WALLSTREET/ 6 TH FLOOR/ 6 NEW YORK 10043 TO THE CREDIT of AIR INDIA A/C NO 00065007 SWIFT CODE CITIUS33. EMD submitted by way of local demand drafts should be made payable to Air India Ltd. The EMD amount will be forfeited if bidder withdraws the offer. EMD will be adjusted at the end of Hajj operations during the final settlement. Security deposit of 1% of the value is to be paid within 4 working days after the mandate is given. The Security deposit will be forfeited if the bidder fails to fulfill the terms and conditions of the agreement to be signed between Air India and the operator. xxv) The risk of any fluctuation in prices will be borne by the operator. xxvi) The bidding parties / airlines should have an authorized representative in India who should be named in the technical bid, who will be jointly and severally be responsible for obligations under the contract of Hajj 2013 operations. xxvii) It shall be duty of the operator to ensure timely payment of all applicable airport taxes/levies and service tax of both KSA and India. The airport taxes/levies and service tax would be paid to the operator, in addition to the per passenger fare, on submission of proof of depositing the same with appropriate authorities and within 3 business days after receipt of money in bank account of Air India from MOCA & HCOI xxviii) No interest/penalty shall be paid by Air India for reasons of delay or default on the part of operator for not depositing or short depositing the Indian Airport charges (like PSF, UDF, ADF), Saudi Airport charges/ fees and Service tax which being the obligation of the bidder shall be borne entirely by the operator and Air India shall be fully indemnified by the operator from such tax demands.
Tender No: EY/Haj/2013/1 Date: May 2, 2013 Page 9 of 15 8 MODE OF PAYMENT: The payment for the services provided by the operator for Haj 2013 operations will be made in five installments in the following manner: 30% (Thirty percent) of the total fare shall be paid not later than one week prior to the date of first outbound Haj flight from India, within 3 business days after receipt of money in bank account of Air India from MOCA & HCOI, The party will have to give the Bank Guarantee to the extent of advances paid to them. It should be valid till the time the services are provided by the party. 20% (Twenty percent) of the total fare shall be paid not later than one week after successful completion of first phase of operations from India, within 3 business days after receipt of money in bank account of Air India from MOCA & HCOI. 25% (Twenty Five percent) of the total fare shall be paid not later than one week prior to the first inbound Haj flight of the return Phase II operations, within 3 business days after receipt of money in bank account of Air India from MOCA & HCOI, against a bank guarantee valid till the services are provided by the party. 15% ( Fifteen percent ) of the total fare shall be paid not later than one week after the last inbound Haj flight of the return phase II operations, within 3 business days after receipt of money in bank account of Air India from MOCA & HCOI. Final payment of balance 10% will be made subject to After completion of phase II of Haj operation in accordance with the MOU signed between the Air India and operator. After verification of custom certified manifest copies. After receipt of payments from MOCA and HCOI based on final figure of phase I load, subject to above, within 3 business days after adjusting the 50% fare refundable for deceased pilgrims (on basis of authentic documents like death certificate issued by Indian Consulate in Jeddah and boarding pass/signed manifest of the deceased pilgrim). And all other payments/penalties outstanding against the operator as per this Tender Document of MOU signed between Air India and the operator.
Tender No: EY/Haj/2013/1 Date: May 2, 2013 Page 10 of 15 9 MOU BETWEEN THE AIR INDIA AND THE OPERATOR The selected operator is required to enter into a Memorandum of Understanding (MOU) with Air India detailing the services to be provided by the operator and other term and conditions in connection with the Haj Operations 2013. 10 SETTLEMENT OF DISPUTES In case of any difference/dispute, the parties shall resort to amicably resolve it through negotiations/discussions across the table, failing which it shall be finally resolved by a designated Authority determined by the Ministry of Civil Aviation, whose decision shall be final and binding on both the parties. 11 SUBMISSION OF BIDS Submission of bids will be in two bids system viz. Technical bid (Bid 1) & Financial Bid (Bid 2). The Technical bid, containing Operating Authorization and No Objection Certificate from GACA/DGCA, superscribed as Tender No: EY/Hajj/2013/1 Technical Bid Annexure 1 and Financial bids, containing all inclusive per passenger charter fare in INR ( excluding PSF, UDF, ADF, Saudi Airport Tax and Indian Service Tax ) in the prescribed format for different embarkation points, superscribed as Tender No: EY/Hajj/2013/1 Commercial Bid Annexure II shall be submitted in sealed two separate envelopes. The Sealed covers must be submitted to the following address given below by 1200 Hrs 24 May 2013.: Mr. Anil Sondhi Executive Director Procurement Department Air India, Old Airport, Santa Cruz (East), Mumbai 400 029, India.
Tender No: EY/Haj/2013/1 Date: May 2, 2013 Page 11 of 15 After sending these documents, please communicate to SM.Rao@airindia.in with your name, address and email address/ Fax number. This is to ensure that any subsequent changes/developments can be promptly communicated to you. CLARIFICATIONS Any enquiries for additional information is to be directed to Mr.S.M.Rao Dy. General Manager Engg Tel:+91-22-26263271 Fax:+91-22-26157172 Cell:+91-9892717493 E Mail address: SM.Rao@airindia.in Bid(s) received after the prescribed date and time shall not be entertained. Bids shall be opened on the same day May 24, 2013 at 1230 Hrs. The representatives of Bidders may be present at the time of opening the Bids. 12. Air India reserves the right to cancel this tender or withdraw any number of embarkation points from the tender process at any stage (even after opening of the quotations) without assigning any reason. (S.M.Rao) Dy. G.M.-Engg Air India Ltd.
Tender No: EY/Haj/2013/1 Date: May 2, 2013 Page 12 of 15 THE TECHNICAL BID ANNEXURE I 1. We agree to comply with all terms and conditions mentioned in the tender document and The list of aircraft offered for charter is given below Type of Aircraft Registration No MSN Month And Year Of Manufacture 2. Enclosures: Following documents/information in respect of each of the aircraft being chartered: i) Certificate of Registration from Airworthiness Authority of the State of Registry; ii) Certificate of Airworthiness from Airworthiness Authority of the State of Registry; iii) Certificate/Log Book entry showing when last major check carried out; iv) Hours/cycles at the time of last major checks; v) Agency which has performed the last major checks;
Tender No: EY/Haj/2013/1 Date: May 2, 2013 Page 13 of 15 vi) Certificate from the agency showing compliance of the last major checks; vii) Details of utilization during past one year; viii) Hours/cycles since new for each aircraft and engines as on June 1, 2006. ix) Checks due during charter period (including any renewal thereof); x) Components due for replacement during charter period; xi) List of all applicable mandatory modifications/ inspections and their compliance status; xii) List of any mandatory requirements due during the charter period. xiii) Previous history of Aircraft including any accidents, major damages if any and also a list of major defects and repeat snags observed during last three months and rectification thereof. xiv) Letter of authority from the owner/operator of the aircraft to the Bidder authorizing the Bidder to offer the aircraft on wet lease to AI xv) Date on which the aircraft last flown. xvi) Confirmation that aircraft is equipped with ACAS II (TCAS II MPOS 7) xvii) Seating configuration (LOPA) xviii) A statement from the owner/operator that the aircraft fully complies with the Airworthiness requirements of the State of Registry and regulations of DGCA, India and GACA Saudi Arabia for the operation of Hajj flights. Place Date Signature of Authorized Bidder Name: Designation: E-mail: Tel: Fax No: Enclosed: Copy of Swift message of transfer or DD for Earnest Money Deposit USD 25,000-
Tender No: EY/Haj/2013/1 Date: May 2, 2013 Page 14 of 15 The Offer price format ANNEXURE II Our quotation of the all inclusive fare, PSF, UDF, Service Tax and any other fee/tax for Hajj 2013 operation from India to Jeddah / Medina ( KSA) and back would be as under : Other Applicable charges S. no. Embarkation Point 1 Ahmedabad (AMD ) 2 Aurangabad (IXU) 3 Bangalore ( BLR ) 4 Bhopal ( BHO ) 5 Calicut ( CCJ ) 6 Chennai ( MAA ) 7 Delhi (DEL) 8 Gaya ( GAY ) 9 Goa ( GOA ) 10 Gauhati (GAU ) 11 Hyderabad ( HYD) 12 Indore (IDR) 13 Jaipur (JAI) 14 Kolkata ( CCU) 15 Lucknow ( LKO) 16 Mangalore ( IXE ) 17 Mumbai ( BOM ) 18 Nagpur (NAG) 19 Ranchi ( IXR ) 20 Varanasi ( VNS ) 21 Srinagar ( SXR ) Type of aircraft with date of manufacture All inclusive per pax fare (in INR) PSF (INR) UDF (INR) Any other fee/tax (please specify) The above quotation takes into consideration all parameters and conditions mentioned in the tender Document No.EY/ HAJ-2013/1 dated April 3, 2013 Service Tax Place Date Signature ( in ink ) of Authorized Signatory of the Operator/ Ailine Name : Designation:
Tender No: EY/Haj/2013/1 Date: May 2, 2013 Page 15 of 15 Note : E-mail: Tel: Fax No: Seal of the Company / Airline 1. Only designated Airlines of India are required to send quotations for Srinagar embarkation point. 2. Please indicate the amount in figures for each embarkation point, and do not use signs like ---- do ------ or same as above. In case you are not bidding for any location please write --. 3. Original signed copy of the quotation shall only be accepted. Photocopy, e-mail copy, scanned copy etc. shall not be accepted.