भारतीय विमानपत्तन प्राविकरण

तकनीकी विभाग
AIRPORTS AUTHORITY OF INDIA
DEPARTMENT OF TECHNICAL

BID DOCUMENT
GEM BID No: GEM/2024/B/5518757
Name of work: Hiring of Vehicles for operational use at Birsa Munda Airport,
Ranchi for the period of 2024-2026.
Estimated Cost : Rs. 88,81,538.00 (Including GST)
EMD : Rs. 1,77,631.00
Time Period : 02 (Two) Year
 भारतीय विमानपत्तन प्राविकरण
AIRPORTS AUTHORITY OF INDIA
विरसा मुंडा हिाईअड्डा, रााँची
Birsa Munda AIRPORT, Ranchi

NOTICE INVITING e-BID (Through GeM Portal)

1.0 Item rate tenders are invited through the GeM Portal by In-charge (Technical), Airports
Authority of India, Birsa Munda Airport, Ranchi - 834002(JH) (Bid Manager) on behalf of
Chairman, A.A.I. from reputed Firms / specialized agencies / Contractors for the work “Hiring of
Vehicles for operational use at Birsa Munda Airport, Ranchi - 834002(JH) for the period of 02
years 2024-2026” at an estimated cost of Rs. 88,81,538.00 (Rupees Eighty Eight Lakh Eighty
One Thousand five hundred thirty eight) (including GST) and Extendable for further 06 months
on the discretion of AAI under given below details:

➢ 01 (One) Number, AC M&M Bolero/TUV 300 or equivalent vehicle, (08 Hrs X 06 Days),
1000 KM per month with Fuel, Oil & Lubricants (POL), maintenance & repair expenses etc.
WITH DRIVER (08 hrs shift per driver, incl. minimum wages, EPF, ESI, Bonus etc.). Vehicle
should be commercially registered and year of manufacture not before 2022.
➢ 01 (One) Number, AC Toyota Innova Crysta or equivalent vehicle, (16 Hrs X 7 Days), 1000
KM per month with Fuel, Oil & Lubricants (POL), maintenance & repair expenses etc. WITH
DRIVERS (08 hrs shift per driver, incl. minimum wages, EPF, ESI, Bonus etc.). Vehicle should
be commercially registered and year of manufacture not before 2022.
➢ 01 (One) Number, AC Maruti Swift Dzire or equivalent vehicle, (16 Hrs X 6 Days), 2000 KM
per month with Fuel, Oil & Lubricants (POL), maintenance & repair expenses etc. WITH
DRIVERS (08 hrs shift per driver, incl. minimum wages, EPF, ESI, Bonus etc.). Vehicle should
be commercially registered and year of manufacture not before 2022.
➢ 01 (One) Number, AC Mahindra Bolero Camper or equivalent vehicle, (08 Hrs X 6 Days),
1000 KM per month with Fuel, Oil & Lubricants (POL), maintenance & repair expenses etc.
WITH DRIVERS (08 hrs shift per driver, incl. minimum wages, EPF, ESI, Bonus etc.). Vehicle
should be commercially registered and year of manufacture not before 2022

1.1 Following 2 envelope (Two Packet Bid System) shall be submitted through online at GeM-portal
by the bidders as per the schedule mentioned in GeM Portal: -

SL.
NO. DESCRIPTION DOCUMENT(S) TO BE UPLOADED IN GeM PORTAL

(i) Bid Processing Fee – ₹1180/- Scanned Copy of Bid Processing Fee (Non-
Refundable) of Value ₹1180/- of online payment
in AAI account as mentioned in note below this
table.
OR
Scanned copy of relevant Certificate in the
relevant category as per Govt. of India’s
Guidelines issued from time to time relating to
exemption of Bid Processing Fee.
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(ii) Earnest Money Deposit (EMD) of Scanned Copy of Earnest Money Deposit of
₹1,77,631/- Value ₹1,77,631/-of online payment in AAI
account as mentioned in note below this table.
OR
Scanned copy of Relevant Certificate in the
relevant category as per Govt. of India’s
Guidelines issued from time to time relating to
exemption of Earnest Money.
(iii) Should have GST Registration. Scanned Certificate.
(iv) Should have Number (PAN). Scanned copy of PAN Card.
(v) Should have Employees Provident Scanned copy of Employees Provident Fund
Fund Organization (E.P.F.O) Organization (E.P.F.O) registration
Registration
(vi) Should have of Employees State Scanned copy of Employees State Insurance
Insurance Corporation (E.S.I.C) Corporation (E.S.I.C) registration
(vii) Scanned copies of Work Scanned copies of Work Order/GeM work order
with completion certificate issued by concerned
Order/Completion certificate of user organization against completed work.
having completed work of similar 1. One order - 80% of estimated cost -Not
nature, i.e. providing vehicles on hire less than ₹71.05 Lakhs
basis to Govt./Sem-govt./reputed OR
private Agencies, during the last 2. Two orders – 50% of estimated Cost-Not
seven years ending 31.08.2024. less than ₹44.40 Lakhs each order
OR
3. Three orders – 40% of estimated cost- Not
less than ₹35.52 Lakhs each order

The above work order should have been

satisfactorily completed (Phase/Part completion of
work in a contract shall not be considered).In case
of experience of pvt. Sector, bidder has to submit
TDS certificate issued by the customer in support
of payment received and execution of work.
(Viii) Turnover: Should have annualized Documents required: - Scanned copy of Duly
Audited balance sheet & P L Statement for last
average financial turnover of ₹26.64 three Financial Years i.e., or the financial years
Lakhs. (30% of the annual estimated 2021-22, 2022-23 & 2023-24. “Tenderers have to
cost) during last three financial years submit UDIN generated documents like Turnover
certificate, P/L statement etc. as per NIT
ending on March-2024. conditions duly certified by CA and having UDIN.
The documents submitted by bidders without
UDIN shall not be entertained.
(ix) Should have at least 01 Nos. vehicles of Scanned copies of Certificate of Registration of all
each category as mentioned in clause 04 vehicles (RC Book) and Filled Annexure- B-
1.0 & date of Manufacturing Not Earlier Vehicle fleet details to be submitted.
than 01/01/2022) and commercial
registration. In case vehicle is not registered in the name of the
(Note: -Vehicles should be registered Bidder, suitable POA (Power of Attorney) shall also
in the name of the Bidder / Firm be uploaded by the Bidder
Proprietor /Owner/Partner for
Commercial Use. In case of
Partnership Firms Relevant
Memorandum of Association / Article
of Association / Partnership Deed is
3
 also to be uploaded.)

(x) Unconditional Acceptance Letter for Dully filled & signed Scanned copy of Unconditional
AAI’s Tender Conditions, non-payment Acceptance Letter as per (Annexure-A)
of bribe, non-participation of near
relatives & non-blacklisting /debarring
of firm regarding debarment/
blacklisting (Annexure-A)
(xi) Vehicle Fleet Details of Firm/Tenderer Dully filled & signed Vehicle Fleet Details of
(Annexure - B) Firm/Tenderer (Annexure - B)
(xii) Scanned copy of minimum wages Dully filled & notarized affidavit for minimum wages
affidavit on non-judicial stamp paper as per Annexure-C
(Annexure – C)
(xiii) Scanned copy of Financial Information Dully filled, Signed & UDIN generated Financial
(ANNEXURE – D) information as per Annexure-D by registered
Chartered Accountant
(xiv) Document Check list to be submitted Dully filled & signed Document Check list to be
in envelope-I as per Annexure-E submitted in envelope-I as per Annexure-E

Note: -
1. Bid Processing Fee (Non-refundable) and EMD will be required to be paid online via Net
Banking/ Mobile Banking/ via bank deposit at any of the bank branches, in favour of Airports
Authority of India SBI A/c No. 32909130918 (IFSC Code- SBIN0030527) and the proof of the
same has to be submitted/uploaded as per PQQ checklist. No Demand Drafts/Bank
Guarantee/ FDR would be accepted in this regard. EMD deposit made by the bidders, would
be refunded directly in their respective bank accounts, of all except the successful bidder to
whom the contract is awarded. Scanned Copy of cancelled cheque or scanned signed copy of
Bank Details needs to be submitted for refund to unsuccessful bidders.

2. Agencies shall upload/submit only relevant documents in limited number of pages on GeM
portal. Documents with very large number should not be uploaded.

-S/d-
In-charge (Technical)
For- Airport Director
AAI, BM Airport, Ranchi

4
 SPECIAL CONDITIONS OF CONTRACT

NAME OF WORK: HIRING OF VEHICLES For OPERATIONAL USE AT BIRSA MUNDA

AIRPORT, RANCHI FOR THE PERIOD OF 2024-2026.
2.0 SCOPE OF WORK

The contractor shall provide vehicles as per the requirement of AAI and conforming to the
provision of Motor Vehicle act / Rules / Regulations, on monthly hire basis, along with drivers
(08 hrs shift per driver per vehicle, incl. minimum wages, EPF, ESI, Bonus etc.), cost of fuel,
Lubricants, Repair & Maintenance expenses, Wages of driver (as per current minimum wages
(Central), Road taxes, Insurance premium, Pollution Under Control Norms, providing uniforms
& shoes to drivers etc. and execute the service through their representative as per Rates
quoted in the Schedule of Rates and in accordance with Terms and Conditions of the Tender.

2.1 VEHICLES TO BE PROVIDED

2.1.1 The vehicle should be fit in all respect for operation in accordance with Motor Vehicle
Act, Rules and existing laws as applicable from time to time and must be equipped with valid
documents i.e. Registration Book, Insurance Certificate, PUCC Certificate, Fitness Certificate,
Speed Governor, Permit with taxes, fees paid up to date during the period of contract.

2.1.2 The year of manufacturing of vehicle to be provided under the contract shall not be
earlier than 2022. The vehicle should be commercially registered in the name of the Bidder/
Firm / Proprietor / Owner / Partner OR under the Notary Power of Attorney (POA).

2.1.3 AAI may increase / decrease the total number of vehicle as specified in the Schedule of
Rates, upto 30% during the currency of contract including extended period, depending on its
requirement, on the same rates, terms & conditions as stipulated in the contract and the same
shall be obligatory and binding on the contractor. Any variation in quantity beyond this will be
mutually agreed upon by the AAI and the contractor.

2.1.4 The contractor shall provide the vehicles within a mobilization period of 7 (Seven) Days
from the date of issue of Award Letter. However, extension of above can be considered, at the
sole discretion of the AAI on merit of the case for another period of 14 days.

2.1.5 All vehicles shall be fitted with rotating yellow color light beacon, siren, Fog lamp, speed
governor, Portable Fire Extinguisher as per requirement of AAI. The contractor agrees and
shall allow fitting VHF Trans-receiver set in the vehicles engaged if required.

2.2 TECHNICAL SPECIFICATIONS OF VEHICLE

2.2.1 Description of Vehicle:

2.2.1.1 M&M Bolero/TUV 300/Xylo or equivalent A/C Vehicle- 01 No.
2.2.1.2 Toyota Innova Crysta or equivalent A/C vehicle- 01 No.
2.2.1.3 Maruti Swift Dzire or equivalent A/C vehicle-01 No.
2.2.1.4 M&M Bolero camper or equivalent A/C vehicle-01 No.

2.2.2 All vehicles should be commercially registered and Year of Manufacture: Not earlier than
2022.
2.3 INSPECTION AND PLACEMENT OF VEHICLE
2.3.1 The contractor shall produce the vehicle at the designated place and date & time as
notified, for inspection within the stipulated period before commencement of contract, at his
own cost.

2.3.2 The copies along with originals of R.C. Book, Certificate of comprehensive Insurance,
Fitness, Permit, PUC certificate, Road tax Token and any other related documents, as required
for operating vehicle on public road as per Motor Vehicle Act 1988, should be produced for
inspection.

2.3.3 Once the vehicle and its documents have been approved for the service of the AAI, that
vehicle shall not be changed during the period except any break down, in which cases another
vehicle of same specifications shall be provided by the contractor. The intimation of such
change shall be given to the AAI. Use of such replacement will be allowed after vehicle is
inspected and accepted for further use by AAI.

2.3.4 During the entire period of contract including extension if any, the vehicles shall be
subjected to periodical inspection and subsequent acceptance shall be subject to aforesaid
fresh inspection by the AAI in consideration to same criteria as indicated above. Any defect or
deficiency noticed during inspection should be rectified immediately at the cost of contractor.

2.3.5 The contractor shall display the board / stickers stating “ON AAI DUTY” at the
appropriate place of front and rear side of vehicle at contractor’s cost as per the discretion of
AAI.

2.3.6 The decision with regard to acceptance / rejection of the vehicle offered by the
contractor shall remain with AAI and its decision shall be final and binding upon the
contractor.

2.4 CONDITION OF VEHICLE

2.4.1 The vehicle as required should be in perfect working condition, duly commercial
registered and insured comprehensively, having requisite permit and Road Tax paid up to
date. The deployed vehicle must comply with Central / State Government and Pollution
Control norms.

2.4.2 The vehicle with year of manufacture: 2022 onwards and commercially registered shall
only be accepted. The vehicle shall be kept clean and immaculate (from inside and outside)
and as scratch free as possible and should be provided with car perfume /refresher, neat &
clean seat covers & white towel.

2.4.3 The vehicle shall be fitted with Speed governor, yellow color beacon light or any other
accessories as may be warranted by Ground & Flight Safety department of AAI, DGCA, other
Air Safety Regulatory agency etc. Cost of such extra-fittings shall be borne by the contractor, if
the vehicles will be required to use in Operational Area of Airport.

2.4.4 The interior of the vehicle must have appropriate additional fittings, hygienically cleaned
to provide good comfort and appearance like good quality seat cover, foot mating, perfume,
towels, high quality up holster to provide comfort.
2.4.5 The vehicle suspension system shall be maintained in excellent conditions to provide
good riding comfort.
2.4.6 The vehicle should be noise free. Any ratting sound of loose components, windows,
shutters, spare wheel, fan belt, loosely kept tool box, etc., should be completely done away
with.

2.4.7 Battery, Tyres, brakes, beacon light, head-light beam adjustment, indicator and other
lights, starter, wiper, window shutter should be in good and smooth working condition;
Retreaded Tyres will not be accepted.

2.5 The contractor shall ensure that milometer of vehicle supplied to AAI is duly sealed and is
not tampered. It will be checked periodically by any authorized representative of AAI and
reserve the right to get the meter calibrated or checked at any time at its sole discretion and
in the event of any error / fault in the meter being noticed, the bill for the journey undertaken
(including those undertaken earlier) would be adjusted.

2.6 The contractor shall send the vehicle for periodic servicing by replacing with substitute
vehicle of same specification, at the cost of the contractor. AAI will not pay any mileage run
for servicing nor any reduction be made for the duration involved in such servicing. The cost of
lubricants, repair maintenance, taxes, insurances etc. will be the liability of the contractor.

2.7 The driver of vehicle assigned for duty shall always wear neat and clean uniform. The
name of agency shall be mentioned on the left-hand side of uniform shirt . He should hold a
valid Driving License (Commercial), Airport Entry Pass, Airfield Driving Permit, Vehicle Entry
Pass etc. and abide by all the rules laid down by Transport Authority or any other Authority
relevant to the subject and should always strictly follow the traffic rules and regulations, so as
to ensure safety of the passengers. Cost for all above documents (Airport Entry Pass, Airfield
Driving Permit, Vehicle Entry Pass etc. shall be borne by contractor. The contractor/ agency
has to provide new uniform every year, comprising of 2 sets of uniform (pant and shirt), 1 pair
of shoes & 02 pair of socks to his staff of approved color during the contract period.

2.8 The driver must have a mobile phone available with him for smooth coordination and
service execution and the same should be always in working condition and no separate
charges shall be paid by the AAI for the same.

2.9 The driver and vehicle to be provided for the purpose shall be deployed on a dedicated
basis and shall not be changed every now and then.

2.10 The vehicle and driver shall report in time at the designated place and time on regular
basis and the driver shall not be reluctant to or deny going to any place within the scope of
work. No mileage will be allowed for breakfast / lunch / tea of the driver.

2.11 The driver should be well behaved and punctual while on duty. They should never be in
an intoxicated state or smoking. The contractor shall be required to change / replace the
driver immediately in case not found suitable by AAI.

2.12 The driver should extend all normal courtesy such as greeting, soft spoken, good
language etc. towards the user and should present themselves for duty in a good appearance.

2.13 In case of driver is not proficient enough to the requirement of duties and / or
misbehaving with the user and / or acting against the interest of AAI and / or non-punctual /
irregular and / or not up to the expectation, AAI may require change of driver which will be
communicated in writing. In such cases, the contractor shall replace the driver immediately
upon receipt of such communication, failing which necessary action deems to be fit, will be
taken as per the provisions of contract and the decision of AAI will be final and binding on the
contractor.

2.14 The engagement and employment of driver and payment of wages as per the existing
provisions of various laws and regulations is the sole responsibility of the contractor and any
breach of such lapse or regulation shall be deemed to be breach of the contract. AAI may ask
the contractor to produce documents to verify that the contractor complies with the provision
/ Laws.

2.15 The contractor shall assign the job of driving of hired vehicle only to qualified,
experienced and licensed driver and also assume full responsibility for the safety and security
of officers / officials as well as essential stores items while running the vehicle by ensuring safe
driving. AAI shall have no direct or indirect liability arising out of such neglect, rash or
impetuous driving which is an offense under relevant section of IPC, any loss caused to AAI
have to be compensated by the Contractor.
2.16 The contractor shall take prior permission of AAI for substitution of vehicle provided for
duty in case of Break down / maintenance.
2.17 The owner or representative of firm should always be available on his own direct
telephone or mobile phone / office as well as residence and the telephone numbers may be
specified in this bid document. The agency must have functional telephone working on round
the clock basis. Contractor must name his liaison officer / representative to be available for
coordination in connection with day to day running of the vehicle.

2.18 The contractor shall ensure that the vehicle is filled with sufficient fuel for performing
assigned duties and it is in a good running condition before it reports for duty of AAI. Refueling
of vehicle shall be carried out prior to reporting for duty. Necessary fund should be available
with the driver to pay any parking charges, toll tax, charges for minor nature of repair works
etc.
2.19 In case of breakdown or accident or any other exigencies involving any vehicle assigned
for AAI duty, the contractor will be liable to provide replacement of same specification
immediately. The details of any such substitution shall be submitted to AAI, on the same day
for approval
2.20 It shall be the responsibility of contractor to adhere to the timings as specified from time
to time for deployment of vehicle.

2.21 The vehicle shall be deployed normally at the designated place as per the specified
timings for daily duties on all days in a month.

2.22 The Km OUT / IN and time OUT / IN of vehicle for each trip will be reckoned from the
above designated place and the vehicle should be deployed as per the specified timings for
daily duties on all days in a month. The opening and closing of KM / TIME of each day will be
taken from the above designated place for the vehicles deployed for duties.

2.23 PERIOD OF CONTRACT

The contract shall be valid for an initial period of 02 (Two) years with Further extendable for
another Three (06) months on the discretion of AAI.
2.24 RATES
The rates quoted shall be firm normally during the currency of the contract. However, the
cost of fuel will be considered upon submission of request in case any statutory upward /
downward revision of the fuel cost in the local market is affected by the Govt. Authorities. At
publishing date of bid i.e., 22.10.2024 the cost of diesel is Rs. 92.56 per liter.
The hire charges shall be net inclusive of cost of fuel, oil, lubricants, repairs and maintenance
expenses, insurance for vehicle, Road Tax, Permit, Current Minimum Wages of drivers (08 hrs.
shift per driver, incl. minimum wages, EPF, ESI, Bonus etc.), as stipulated by the State / Central
Govt. whichever is higher, contractor profit etc. The quoted rates shall be applicable to all
vehicles which are categorized and given against each item number in the Price Schedule.

2.25 GST

2.25.1 The service covered by this contract falls under the scope of GST and the Contractor
shall be fully responsible for meeting all the statutory obligations in respect of GST.

2.25.2 The copy (self-attested) of GST Registration Certificate should be submitted before
submission of first invoice or monthly bill. The GST registration / code and accounting code
must be mentioned on each invoice / hire bill.

2.25.3 No claim on account of penalties, interest etc. if any levied by statutory authorities on
account of non-compliance of provision of GS shall be entertained.

2.26 TAXES & OTHER CHARGES

Income Tax or any other taxes as applicable from time to time shall be deducted as per
provisions of the Act from the Bill of Contractor and shall issue requisite TDS certificate.

2.27 ESCALATION / DE-ESCALATION OF RATES

No escalation / de-escalation in rates shall be allowed during the currency of contract except
on account of statutory variation (increase / decrease) in the price of fuel affected by the
Government. A corresponding escalation / de-escalation in the rates of fuel charges shall be
paid / recovered against each vehicle for the actual kms run, based on the following pre-
defined formula;

Escalation / de-escalation per KM = ( R2 - R1 ) / K : Where;

R1: Rate of Fuel (in Rs. per liter) as on the date of publishing of GeM bid.
R2: Revised rate of Fuel (in Rs. per liter)
K: is the Average KMPL (KM run per liter of Fuel) considered for the purpose of this Contract is
12KMs per liter for Maruti swift dzire or equivalent, 10 KMs per liter for Bolero or equivalent,
10 KMs per liter for Mahindra Bolero camper or equivalent and 08 KMs per liter for Innova
Crysta or equivalent.
R1 & R2 being the rates, as declared by the concerned Regulatory Authority, which is applicable
for Ranchi City.
The difference payable or recoverable on account of increase / decrease of fuel price shall be
allowed only for total actual kms run by the vehicle for AAI duties.

Above escalation/ de-escalation shall be considered only for the period for which the rates are
changed.
2.28 RECOVERY OF DIESEL COST TOWARDS UNUSED KMS
2.28.1 Unused KMS (i.e. less than the tendered KMS of a particular category) during the
month shall be subjected to recovery of diesel cost 12KMs per liter for Maruti swift dzire or
equivalent, 10 KMs per liter for Bolero or equivalent, 10 KMs per liter for Mahindra Bolero
camper or equivalent and 08 KMs per liter for Innova Crysta or equivalent.

2.28.2 The average cost of diesel during the month at Ranchi shall be the basis for effecting
the recovery.
 2.29 LOG BOOKS
2.29.1 The log book or daily sheets format shall be provided by AAI for the purpose of various
vehicles maintained by the contractor for recording of kms. covered for verification.
2.29.2 In case of failure of milometer, the actual distance travelled shall be assessed by AAI,
whose decision in this regard shall be final and binding. The period for which the milometer was
found defective, shall be recorded in the remark column of Log Book and duly authenticated by
the AAI. The contractor shall repair/replace such defective milometer within 2 (two) days.
2.29.3 It shall be the duty of contractor / his driver to ensure that the Log Book is properly filled
in and signed by the user or his Authorized Representative and mentioning clearly the name
and designation of the user. Any tampering of Log Book details by the contractor / his driver
shall result in non-payment for that vehicle for the particular day/hours, in addition to penalty
to be imposed for the same.

2.30 RUNNING & MAINTENANCE.

2.30.1 The vehicle will have to be kept in good operating condition at all the times.
Procurement of fuel, lubricants, spare etc. will have to be arranged by the contractor at his own
cost. All repair maintenance; checkup etc. will have to be arranged by contractor.
2.30.2 The contractor shall ensure that the driver of the vehicle abide the speed limits notified
by the AAI and RTO on airfield as well as public roads and exercise all the caution while driving
the vehicle.
2.30.3 In case of major break down or withdrawal of the vehicle for service, the contractor for
such reason shall immediately replace the same on temporary basis till the said vehicle is made
in order. If in the opinion of AAI, the vehicle so replaced is found unsatisfactory, this shall be
replaced by another vehicle acceptable to AAI. Acceptance shall be at the sole discretion of AAI
depending on merit of the case.

2.31 SECURITY DEPOSIT

2.31.1 The contractor, whose tender is accepted, will be required to furnish a security deposit
for the due fulfilment of this contract, which will amount to a sum equal to @ 10% of Annual
Contract Value (i.e. Quoted Monthly Hire Charges X 24 months) within 30 days from the date
of issue of work order, failing which the same will be collected by deductions from the running
bills of the contractor at the rates mentioned above and the earnest money deposited at the
time of tenders, will be treated as a part of the Security Deposit.
2.31.2 The security deposit shall be furnished in the form of bank Guarantee in favour of
‘Airports Authority of India’, payable at Ranchi from a Nationalized / Scheduled Bank (But not
from co-operative or Gramin Bank). Alternatively, the contractor can submit a Bank Guarantee
as per AAI’s prescribed format for the entire amount of Security Deposit and in such case the
EMD will be refunded. The Bank guarantee shall be submitted within 30 calendar days from the
date of issue of Award Letter and it will be valid till 90 days after the end of the expiry of the
contract. No interest or any other expense whatsoever on Security Deposit is payable by AAI.
BG will be submitted as per AAI BG submission procedure.
2.31.3 After termination / expiry of the contract, the security deposit held by the AAI will be
released to the contractor within a period of three months subject to realization of dues, if any
to be made from the contractor.

2.31.4 AAI shall have unqualified option to forfeit the S.D if the contractor failed to carry out
the services as per the terms and condition of the contract without prejudice to other rights and
remedies available to AAI. Any sum of outstanding dues against the Contractor including any
 amount on acceptance and liquidated damages shall be recovered from the S.D. AAI shall also
have the rights to forfeit or appropriate towards the damages or losses that may be sustained
by AAI due to any act / commission or defaults by the Contractor.

2.32 BID EVALUATION

The evaluation criteria / comparison of rates for identifying the successful bidder shall be
based on the overall lowest rates quoted in the GeM Financial Bid

2.33 ACCIDENT / DAMAGES / CLAIMS /LIABILITIES.

2.33.1 AAI shall be completely free from any liability whatsoever, in the event of any accident
while the vehicle engaged under the contract. Contractor will be fully and exclusively
responsible for any damages to his vehicle / property / death / bodily injury to his crew
members or any other person in his employment or unauthorized persons travelling in the
vehicle, including any third party claim. The contractor shall indemnify AAI against any such
claim / compensation.
2.33.2 Contractor shall also be solely responsible for any consequences under the law,
arising out of any accident, equipment or personnel of AAI caused by his vehicle to the property
or personnel of AAI / third party including death / permanent injury. Contractor shall reimburse
ondemand the compensation / damages, if any, sustained by AAI / third party on this account.

2.33.3 The hired vehicle should be fully / comprehensively insured by the Contractor at his
own cost for all risk including fire, strike, riots and for commercial use etc. All liability what so
ever arising out of the accident of the hired vehicle shall rest upon the contractor only and AAI
shall fully stand indemnified.
2.33.4 The contractor shall be responsible for the acts and / or and accidents committed by the
person employed by him either inside or outside operational area of Airport.

2.34 QUOTING OF RATES IN GeM Financial Bid

The Bidder shall quote the rates in the respective column of SOQ, which shall be:-
Inclusive of: The cost mentioned in the Bid is inclusive of Basic hiring charges, Fuel cost, vehicle
maintenance, driver cost as per minimum wages in skilled category, insurance, statutory taxes,
increase projection of minimum wages, PF, ESIC, Bonus, AEP, ADP, AVP charges etc., and any
other cost associated with this hiring and GST @5% as applicable at present

2.35 PAYMENT
2.35.1 No advance payment shall be paid to the contractor. However, the Contractor shall
submit his/her monthly hire bills in duplicate along with Trip Sheets duly filled in and signed by
the User or authorized representative for necessary payment.
2.35.2 AAI shall make payment within 15 days from the date of receipt of bills in order by
electronic payment –R.T.G.S.

2.35.3 In the event of any dispute on this account, the decision of AAI shall be final and binding
on the Contractor.

2.36 MODE OF MEASUREMENT FOR PAYMENT

2.36.1 The Kilometer run will be calculated from authenticated Log Book of vehicle where it is
recorded from Odometer of vehicle.

2.36.2 While computing the distance in Kms, the distance covered for taking the vehicle for
repair, RTO passing etc. will not be taken into consideration i.e., the number of kms. that are
covered furtherance of performing the scheduled duty will not be taken into consideration.
 2.36.3 Extra per km charges - Monthly package cost divided by no. of kms in monthly package
multiplied by factor 0.3.
2.36.4 Extra hour charges - Monthly package cost divided by no. of hours in monthly package
multiplied by factor 0.4.

2.37 CONTRACTORS OBLIGATIONS & LIABILITIES:

2.37.1 The contractor shall on award of the contract, furnish the list containing names and
addresses of his drivers along with police verification report of each workman so as to enable
the AAI to check the character and antecedents and to provide temporary permits to operate
the vehicle within the restricted area(s). The contractor shall get AAI’s approval for the staff to
be engaged.
2.37.2 The Contractor shall arrange Character & Antecedence Verification Certificate from the
Police Authorities and pay fees as required for Aerodrome Entry Permit to be issued by the
BCAS and necessary Driving Permit from the concerned authority of Airport officials in respect
of driver / Operator and Vehicle Entry Permit for the use of vehicle inside Operational areas of
the airport if required. The Contractor on award of contract shall apply for security clearance
form BCAS within 30 days. Also will submit security program documents as required by BCAS.
2.37.3 The contractor shall at his own cost maintain sufficient number of experienced drivers
holding valid driving license and other staff requirements for smooth and efficient running of
the vehicle. The driver should possess at all times necessary valid Driving License issued by
Transport Authority.
2.37.4 It shall be the sole liability of the contractor (including the Contracting firm / company)
to obtain and to abide by all necessary licenses / permission from the authorities concerned as
provided under the various labour legislations including the labour license obtained as per the
provisions of the Contract Labour (Regulation & Abolition) Act 1970 in respect of Contract of
AAI.
2.37.5 The Contractor shall submit a list of his drivers who will be deployed along with their
Bank Account No. / e-payment details for disbursement of salary by the contractor and any
other relevant details as per requirement of this contract. The PF Account No. & ESI No of the workers
deployed by the contractor for this contract shall also be submitted within one month from the date of
award of the contract.
2.37.6 The contractor shall discharge obligations as provided under various applicable statutory
enactments including the Employees Provident Fund & Miscellaneous Provisions Act, 1952, the
Employees State Insurance (ESI) Act,1948, the Contract Labour (Regulation & Abolition) Act,
1970 the Inter-State Migrant workmen (Regulation of employment & conditions of Service) Act,
1979, the Minimum Wages Act,1948,the Child Labour (Prohibition and Regulation) Act 1986,
the Payment of Wages Act, 1936 the Workmen’s Compensation Act, 1923, Employees Liability
Act 1938 and other relevant Act, Rules and Regulations, instructions etc. issued / enforced from
time to time.
2.37.7 On commencement of the contract, the contractor shall continue to have valid PF and
ESI Code No. till conclusion of the contract. AAI reserves the right to withhold any payment if
ESI and PF contributions are not paid by the contractor and proof to that effect have not been
produced regularly by the contractor. Non-production of PF and ESI challans of monthly
contributions before its due date but not later than 21 st of the every month by the contractor,
shall be liable for action against the contractor and also suitable penalty shall be levied by the
AAI as deemed fit.
2.37.8 The contractor has to produce the photocopy (self-attested) of the Challan of the P.F. &
E.S.I.C paid to the concerned Regulatory Bodies, Statement of minimum wages paid through e-
payment details thereof, for each month to their manpower at the time of submission of bills. No
payment shall be made to the firm without submission of these documents for verification .
2.37.9 The contractor shall be solely responsible for the payment of wages and other dues to
the personnel deployed by him latest by 7th of the subsequent month through Bank Account.
The contractor shall be directly responsible and indemnify the Authority against all charges,
dues, claims etc. arising out of the disputes relating to the dues and employment of personnel
deployed by him for the Contract.
2.37.10 Contractor shall be responsible for compliance with all obligations and restrictions
imposed under the Motor Vehicle Act and rules made there under as applicable on date.
2.37.11 The Contractor shall defend, indemnify and hold harmless from any liability of penalty
which may be imposed by the central, state or local authorities by reason of any violation by
the contractor or such laws, regulation or requirements and also from all claims, suits or
proceedings that may be brought against the AAI arising under, growing out of or by reason of
the work provided for by this contract whether brought by employees of contractor, by third
parties or by central, authority or any political sub division thereof. The contractor shall comply
with the provisions of labour laws, Employees Provident Fund & Misc. Provisions Act and ESI
Act as applicable during the entire period of contract including extension if any.
2.37.12 The laws aforesaid shall be deemed to be a part of this contract and any breach thereof
shall be deemed to be a breach of this contract.

2.38 DEFAULTS & RECOVERIES

2.38.1 In case of breakdown of any vehicle, the contractor shall replace the vehicle immediately
or within one hour. Failure to replace the vehicle will entitle AAI to deduct an amount of
Rs.500/- per hour in addition to reduction on pro-rata basis, subject to a maximum of Rs.1500/-
per day.
2.38.2 In case the vehicle reports for duty later than the time it was requisitioned for, a sum of
Rs.600/- per hour or part thereof, per occasion, will be imposed as penalty and the amount will
be deducted from the monthly bills.
2.38.3 In case the vehicle does not report at all for duty on any day for which requisition is
made, a sum of Rs. 1500/- per day will be imposed as penalty in addition to deduction of
approved hiring charge on prorate basis.
2.38.4 If a driver misses while on duty from the duty spot without intimation to the user and/or
misbehaves with the User and/or disobeys the instructions of the User, a penalty of Rs.100/-will
be imposed per occasion and recovered from the Monthly bills.
2.38.5 In case the contractor fails to provide the vehicle requisitioned, the AAI reserves the
right to hire such vehicle from the open market at the risk and cost of contractor and the
additional amount, if any, over and above the approved rates of the Contract, will be deducted
from the monthly bills / security deposit payable to the contractor. The amount stated by AAI
shall be final and binding on the contractor.
2.38.6 In case the contractor provides the vehicle which is not roadworthy and in good
conditions and /or old model other than approved one and/or found unclean / dirty condition,
the AAI reserves the right to use or not to use the vehicle. If the vehicle is used, payment for
the same will be made at half of the approved rate for that category of vehicle, which will be
calculated on pro-rata basis per day.
2.38.7 In case milometer is not repaired within two days, penalty of Rs. 200/- per day will be
imposed.
2.38.8 In case any unauthorized person or material is lifted in the vehicle deputed for AAI duty,
penalty of Rs.500/- shall be recovered from the contractor.
2.38.9 A penalty of Rs.200/- in 1st instance and that of Rs.500/- in the 2nd instance will be
imposed if the milometer of vehicle is found tampered or making excess claim of mileage and
the contract will be terminated on 3rd instance in case the incident repeats again.

2.38.10 In case the Trip Sheet / Log Book are tempered by the contractor / his driver, a penalty
of Rs.500/- per occasion shall be imposed.

2.38.11 If any violation with respect to payment of wages for any two months in a contract
period or/and vehicles/drivers not provided as per bid requirement, necessary action for
cancellation of contract, debarring of the agency for participating in future contracts in AAl shall
be initiated. The agency will not be allowed to participate in any of the tendering process in AAl
till finalization of the decision.

2.39 The disputes or differences whatsoever arising between the parties out of or relating to
the operation or effect of this contract of breach there of shall be settled through:

2.39.1 Dispute Resolution Committee: If a dispute of any kind, whatsoever, arises between the
procuring entity and contractor in connection with or arising out of the contract or the
execution of the works, whether during the execution of the work or after their completion and
whether before or after the repudiation or termination of the contract, including any
disagreement by either party with any action, opinion, instruction, determination, certificate or
valuation of the Authority; the matter in dispute shall in the 1st place, be referred to the
Dispute Resolution Committee (DRC) appointed by the Airport Director, AAI, Birsa Munda
Airport, Ranchi. DRC thus, constituted may act as “conciliator” and will be guided by principles
of “conciliation” as included in part III of Arbitration and Conciliation Act 1996. DRC should take
into consideration, rights and obligations of parties, usage to trade concern and circumstances
surrounding the dispute(s), including any previous business practices between parties. Efforts
of DRC should be to come to an amicable settlement of outstanding disputes. If parties agree, a
written settlement will be drawn out and signed by the parties. DRC will authenticate the
settlement Agreement and furnish a copy to each party. DRC will give its’ report within 45 days
of its constitution.

2.39.2 Adjudication through Arbitration: -Except where the decision has become final,
binding and conclusive in terms of Sub Para (i) above, disputes or differences shall be referred
for adjudication through arbitration by a sole arbitrator appointed by the Chairman / Member
of AAI. If the arbitrator so appointed is unable or unwilling to act or resigns his appointment or
vacates his office due to any reason whatsoever, another sole arbitrator shall be appointed in
the manner aforesaid. Such person shall be entitled to proceed with the reference from the
stage at which it was left by his predecessor. It is also a term of contract that If the contractor
does not make any demand for appointment of Arbitrator in respect of any claim in writing
within 120 (One hundred Twenty) days of receiving the decision / award from Dispute
Resolution Committee, the claim of contractor(s) will be deemed to have been waived and
absolutely barred and the AAI shall be discharged and released of all liabilities under the
contract in respect of these claims. It is term of this contract that the party invoking arbitration
shall give a list of disputes with amounts claimed in respect of each such dispute along with the
notice for appointment of arbitrator and giving reference to the rejection of their claims by the
Dispute Resolution Committee. It is also a term of this contract that no person, other than a
person appointed by above mentioned appointing authority, should act as arbitrator and if for
any reason that is not possible, the matter shall not be referred to arbitration at all. The
arbitration shall be conducted in accordance with the provisions of the Arbitration and
Conciliation Act, 1996 (26 of 1996) or any statutory modification or re-enactment thereof and
the rules made hereunder and for the time being in force shall apply to the arbitration
proceeding under this clause. It is also a term of this contract that the arbitrator shall
adjudicate on only such disputes as are referred to him by the appointing authority and give
separate award against each dispute and claim referred to him and, in all cases, where the total
amount of the claims by any party exceeds Rs.1,00,000/-, the arbitrator shall give reasons for
the award. It is also a term of the contract that if any fees are payable to the arbitrator, these
shall be paid equally by both the parties. It is also a term of the contract that the arbitrator shall
be deemed to have entered on the reference on the date he issues notice to both the parties
calling them to submit their statement of claims and counter statement of claims. The venue of
the arbitration shall be such place as may be fixed by the arbitrator in his sole discretion. The
fees, if any, of the arbitrator shall, If required to be paid before the award is made and
published, be paid half and half by each of the parties. The cost of the reference and of the
award (including the fees, if any, of the arbitrator) shall be in the discretion of the arbitrator
who may direct to any by whom and in what manner, such costs or any part thereof shall be
paid and fix or settle the amount of costs to be so paid.

2.40 FORCE MAJEURE

If any time, during the continuance of this contract, the performance in whole or in part by
either party of any obligation under this contract is prevented or delayed by reason of any war,
or hostility, acts of the public enemy, civil commotion, sabotage, fires, floods, earth quake,
explosions, epidemics, quarantine restrictions, Bandh, strikes, lockouts or act of God
(Hereinafter referred to as events) provided notice of happenings, of any such eventuality is
given by either party to the other within 21 days from the date of occurrence thereof, neither
party shall by reason of such event be entitled to terminate this contract nor shall either party
have any claim for damages against the other in respect of such on performance or delay in
performance under the contract shall be resumed as soon as practicable after such an event
may come to an end or cease to exist, and the decision of AAI as to whether the services have
been so resumed or not shall be final and conclusive, provided further that if the performance
in whole or part of any obligation under this contract is prevented or delayed by reason of any
such event for a period exceeding 60 days either party may, at his option to terminate the
contract.

2.41 TERMINATION OF CONTRACT

2.41.1 If the AAI considers that the performance of the contractor is unsatisfactory or not up to
the expected standard, the AAI shall notify the same to contractor in writing and specify in
detail the cause of such dissatisfaction. The AAI shall have the option to terminate the contract
by giving 30 days’ notice in writing to the contractor, if contractor fails to comply with the
requisitions contained in the said written notice issued by the AAI and the decision of the
Airport Director shall be final and binding on the Contractor.

2.41.2 AAI may also give Termination Notice and without compensation to the contractor to
terminate the contract if the contractor becomes unwilling, bankrupt or otherwise insolvent
without affecting its right of action or remedy as hirer.

2.41.3 The contract can be terminated by issuing 60 days’ notice in writing at any time by either
the party without assigning any reason and the contractor shall not cease to render the service
facility until the AAI makes alternate arrangements thereof and informed the contractor
accordingly. The extended period after expiry of the notice period will not, however, be more
than 30 days in any case.
2.41.4 Upon termination, under and with reference to this clause, the contractor shall be
entitled to be paid for the work actually performed up to the date of termination in accordance
with the provisions of the contract, but shall not be entitled to any other claim or compensation
whatsoever, including (but not limited to) any claim or compensation for any expenditure
incurred by the contractor in or for any equipment’s, materials or facilities or for any loss in the
profit or anticipated profit of the contractor.

2.41.5 If at any stage during the period of execution of contract, any case involving moral
turpitude is instituted in a court of law against the contractor or his employees, AAI reserves
the exclusive and special right to the outright termination of the contract and the contractor
shall not be entitled to any compensation from the AAI whatsoever.

2.41.6 The agreement shall be deemed to have been terminated on the expiry of the contract
period unless AAI has exercised its option to extend this contract in accordance with the
provisions, if any, of this contract.

2.42 SUB LETTING OF CONTRACT: - The work shall not be subleted / assigned directly or
indirectly to any other agencies without prior written consent of the competent authority of
the AAI.

2.43 JURISDICTION: - The agreement including all matters with this contract, shall be governed
by the Laws of India for the time being in force and shall be subjected to exclusive
juri05%ictionof the Ranchi Court only.

2.44 CONTRACT AGREEMENT

2.44.1 The NIT, Special Condition of contract (S.C.C) as specified above and Work order placed
on successful bidder or any other relevant letter, shall form the part of the agreement to be
made with the AAI.

2.44.2 The contract agreement shall be executed on a non-judicial Stamp Paper of value
Rs.100/- as per AAI format within one month from the date of award of work and cost of the
same shall be borne by the Contractor.
I / We agree to abide by the Special Condition of contract contained in the Tender as above.

Date: Signature of Bidder/Authorized Signatory

 ANNEXURE – A

(TO BE SUBMITTED IN ENVELOPE-I)

UNDERTAKING-CUM-DECLARATION
(TO BE FURNISHED ON COMPANY’S LETTER-HEAD)

UNCONDITIONAL ACCEPTANCE OF TERMS & CONDITIONS OF TENDER,

NON-PAYMENT OF BRIBE, NON-PARTICIPATION OF NEAR RELATIVES AND NON-
BLACKLISTING / DEBARRING OF FIRM

Name of work: Hiring of Vehicles for operational use at B.M Airport, Ranchi for the period of 2024-2026

Gem Bid No.: - GEM/2024/B/5518757

1. I / we hereby certify that I / we have read the entire terms and conditions of the tender
document which shall form part of the contract agreement and I /we shall abide by all the
conditions / clauses contained therein.

I / We hereby unconditionally accept all the tender conditions of AAI’s tender document in its
entirety for the above works.

It is clarified that after unconditionally accepting all the tender conditions in its entirety, it is
not permissible to put any remarks / conditions in the aforesaid Gem Bid and the same has
been followed in the present case. In case any provisions of this tender are found violated
after opening of aforesaid Gem Bid,
I / We agree that the tender shall be rejected and AAI shall without prejudice to any other
right or remedy be at liberty to take action as per terms and condition of Bid.

2. That, I /We declare that I/we have not paid and will not pay any bribe to any officer of AAI
for awarding this contract at any stage during its execution or at the time of payment of bills,
and further if any officer of AAI asks for bribe / gratification, I will immediately report it to
the appropriate authority of AAI.

3. I / We do hereby declare and state that none of my/our near relatives is posted in AAI as
officer responsible for award and execution of this particular tender/work and that no
employee of AAI is a Director / Proprietor / Partner or holding any other post in my/our
Firm/Company. I / We further undertake to intimate the names of persons, if any who are
working with me / us in any capacity or are subsequently employed by me / us and who are
near relatives to any officer in AAI.
4. I / We do hereby declare and state that our Firm / Company has not been blacklisted /
debarred by AAI / BCAS or any other Department of Govt. of India / State Govt. and have no
outstanding dues payable to the AAI.
5. I / We do further declare and state that all the above information given by me/ us is true to
the best of my/our knowledge and in case if it is found to be false/ incorrect, AAI shall have
the absolute right to take any action as deemed fit / without any prior intimation to me/us.

Date: Signature of Bidder / Authorized Signatory

(With Company Seal)

17
 ANNEXURE – B

(TO BE SUBMITTED IN ENVELOPE-I)

VEHICLE FLEET DETAILS OF THE FIRM/TENDERER
Gem Bid No.: - GEM/2024/B/5518757

Name of work: Hiring of Vehicles for operational use at B.M Airport, Ranchi for the period of 2024-2026

Sl. Make/Model of Registration Date of Name of Owner Power of Attorney (if not
No. Vehicle Number Manufacturing in the name of tenderer)
1
2
3
4

Copies of valid Commercial RC & POA (if applicable) in support of vehicle as mentioned above has to be
uploaded online.

Date: Signature of Tenderer / Authorized Signatory

(With Company Seal/Rubber Stamp)

18
 ANNEXURE-C

(To be executed in Rs.100/ - Non Judicial Stamp Paper duly notarized and submitted along with
Pre-qualification cum technical in Envelope-I)
MINIMUM WAGES AFFIDAVIT

Gem Bid No.: - GEM/2024/B/5518757

We, ……………………………………………………. having our Registered Office at

………………………., hereinafter referred to as ‘contractor’ which expression shall include
its successors in interest and permitted assigns, do hereby solemnly affirm and declare
as under: -

1. That we are the contractor for executing the work

………………………………………………………………………………………. at Ranchi Airport.

2. That we are aware that in accordance with the Minimum Wages Act, 1948,
payment of minimum wages to labourers is mandatory.

3. That we are also aware that deduction of provident fund amount at the
prescribed rate and its timely deposit to the P.F. account is a legal obligation under the
EPF & MP Act-1952 & Contract Labour (Regulation and Abolition) Act, 1970.

4. That we are fully observing the aforesaid legal obligations and undertake to
strictly adhere to the same during the currency of the contract.

5. That we understand that in case of any failure in complying with the

undertaking mentioned in the preceding paragraph, we are liable to pay the penalty
that the Government may impose or any other action that may be taken having regard
to the circumstances of the case.

6. That the contents of the foregoing paragraphs of this Affidavit are true to our
knowledge and belief.

Executed at ………………………... (Name of place) on this

…………………………(date/month/year).

Signature of authorized signatory

Name :
Designation :
Office Stamp:
Witness: -
(Signature with Name & Address)

1.
2.

19
 ANNEXURE-D

FINANCIAL INFORMATION
1. Financial Analysis - Details to be furnished profit and loss account for the last Three years
duly certified by the Chartered Accountant as submitted by the applicant to the Income -
Tax Department
Fig in lakhs Rs.
Sl. Particulars Financial Year (Last Three years)
No.
2021-22 2022-23 2023-24
1. Gross Annual
Turnover

2. Turn-Over from
Vehicle renting
services only

3. Profit/loss after
Taxes
(consolidated)

4. Profit/loss after
Taxes
(standalone)

The bidder should give information strictly in above format.

2. Financial arrangements for carrying out the proposed work.

Unique Document Identification Number(UDIN)……………………………..

Signature of Chartered Accountant with Seal

SIGNATURE (S) OF BIDDER (S)

20
 ANNEXURE-E

(Checklist for the documents to be submitted in Envelope-I).

Gem Bid No.: - GEM/2024/B/5518757

Name of work: Hiring of Vehicles for operational use at B.M Airport, Ranchi for the period of 2024-2026

Whether
S.No. Name of the Documents
uploaded
Scanned copy of the self-attested proof of
01 YES/NO
transaction/UTR No. against Tender Fees of ₹ 1180/-
Scanned copy of the self-attested proof of
02 YES/NO
transaction/UTR No. against EMD of ₹1,77,631/-
03 Scanned copy of GST Registration Certificate YES/NO
04 Scanned copy of PAN (Permanent Account Number) YES/NO
Scanned copy of Employees Provident Fund Organization
05 (E.P.F.O) Registration. YES/NO

Scanned copy of Employees State Insurance Corporation

06 (ESIC) Registration. YES/NO

Scanned copy of Work Order with its satisfactoryCompletion

07 Certificate. YES/NO

Scanned copy of Turnover certificate, Balance Sheets

08 along with Profit & LossAccounts Statement YES/NO

Scanned copy of duly signed and stamped Unconditional

09 Acceptance of AAI’s Tender Conditions non-payment of YES/NO
bribe, non-participation of near relatives & non-blacklisting
/debarring of firm (ANNEXURE – A)
10 Scanned copy of Certificate of Registration of vehicles (RC YES/NO
Book) and Filled vehicle fleet details of the firm/tenderer
(ANNEXURE-B)
11 Scanned copy of minimum wages affidavit on non-judicial YES/NO
stamp paper (Annexure – C)
12 Scanned copy of Financial Information (ANNEXURE – D) YES/NO

13 Scanned copy of Check-List for documents (ANNEXURE – E) YES/NO

Signature with Stamp

Authorized Signatory of the Firm/Contractor

21
 ANNEXURE:F

FORM OF BANK GUARANTEE

(To be executed on Non-Judicial Stamp Paper of Rs.100/- or as applicable as per State Govt
Laws by the successful Applicant)

WHERE AS by a License Agreement dated _____________________ made between AIRPORTS

AUTHORITY OF INDIA, the Licensor (here in after called “the AUTHORITY) of the one part and
__________________________ (here in after) referred to as “the Licensee”) of the other part,
the Authority has granted to the Licensee the license for operating the
____________________(complete name and place of work ) and the License Fee and Royalty
and other charges and for the due and performance of the covenants and conditions as stated or
contained in the said License Agreement.

1. Now therefore in consideration of the promises aforesaid and at the request of the
licensee we, do, hereby irrevocably and unconditionally undertake to pay to
you, the Authority on demand and without demur or protest and-without reference to the
Licensee, any sums of money at any time or from time to time demanded by the
Authority on account of the License Fee and Royalty and other outstanding dues/ charges
due from the Licensee (inclusive of any costs or expenses and interest) and or by way of
losses and damages caused or that would be caused to the Authority by reason of any
breach by the Licensee of any of the terms or conditions of the said License Agreement
and AAI shall be the sole judge for this demand: PROVIDED that our liability under this
Guarantee shall be limited to a sum of (Rupees._________) and extended for the
amount increased from time to time as aforesaid.

2. Notwithstanding any right the Licensee may have against the Authority or any dispute
raised by the Licensee or any suit or proceedings pending in any Court /Tribunal/ any
statutory authorities relating thereto or before any Arbitrator(s), your written demand
stating that the amount is due to the Authority as stated herein above shall be conclusive
evidence to us that the amount demanded by you, the Authority is payable under the
terms of the said License Agreement without any consent or knowledge of the licensee.

3. We shall not be discharged or released from the aforesaid undertaking and guarantee by
any variation(s) or any of the terms & conditions of the said License Agreement made
between the Authority and the Licensee and or any act of omission on part of AAI or any
indulgence to the Licensee by the Authority or any forbearance whether as to payment,
time performance or otherwise or to enforce any of the terms and conditions of the said
License Agreement without our consent and knowledge.

4. This Guarantee shall be a continuing guarantee and binding on us and our successors and
assignee(s) and shall not be discharged or affected by any change in the constitution of
________ or that of the Licensee or the Authority.

5. We further confirm that the Guarantee has been issued with due observance and
compliance of the appropriate Exchange Control laws and Foreign Exchange Regulations
and applicable laws as in force in India.

6. This Guarantee shall be valid till_______ and you have the right to encash this Guarantee
up to _________________from the said date unless extended on demand by AAI.

NOT WITH STANDING anything contained herein:

Page 22 of 26
 I. Our liability under this Guarantee shall be limited to a sum of Rs. _____________during
the currency of the contract and 6 months thereafter.

II. This bank guarantee shall be valid up to________________________ and you have the
right to encash this guarantee up to 180 days from the said date.

III. We are liable to pay the guarantee amount or any part thereof under this bank guarantee
amount or any part there of under this bank guarantee only and if you serve upon as a
written claim or demand on or before __________ .

For Bank name

Dated:
Place:

Witnesses

Page 23 of 26
 Appendix-I
BG Verification through SFMS of ICICI Bank

AAI has made arrangement for Verification of Bank Guarantees received by AAI from
Vendors/Customers/Concessionaires through Structured Financial Messaging System (SFMS) of
ICICI Bank. The system will operate on pan India basis.

The Concessionaire shall submit the Bank Guarantee in accordance with the bank details as
mentioned below:-
Corporate Name Airports Authority of India
Bank Name ICICI Bank
IFSC Code ICIC0000007
BG Advising Message IFN 760COV (BG Issue)
IFN 767 COV (BG Amendment)
Unique Identifier Code AAIRANCHI
to be mentioned in field 7037 of
the BG advising message code.

The Concessionaire shall also submit a letter to the issuing bank, while submitting the documents to
the BG issuing bank, as per the format mentioned in the Appendix-III.
Based on the above inputs from the Vendor/customer/concessionaire, the BG confirmation message
through SFMS will be triggered to the beneficiary bank i.e. ICICI bank and on the basis of unique
identifier code, the BG confirmation mail will be received in the designated email ids issued to the
respective units.

The Concessionaire shall ensure to attach copy of the SFMS BG Confirmation Message sent by the
BG issuing bank to ICICI Bank.

Page 24 of 26
 Appendix-II

Advisory: For Applicant and its BG Issuing Bank Branch.

It is to be noted that along with physical BG; we have also activated an online facility to view the
issued BG cover message transmitted to ICICI Bank through SFMS platform.
➢ For availability of BG in this platform, it is necessary that BG issuing/amending bank send
the BG advice in the form of message format IFN 760COV (BG Issuance) / IFN 767COV BG
Amendment) via SFMS (Structured Financial Messaging System) as provided by RBI.
➢ In the event of BG issuing/amending bank not sending the message IFN 760COV/ IFN
767COV or committing any error while capturing the details at least in the below field, BG
confirmation through online portal would not be updated.

Request you to notify your bank (BG issuing bank) to update below details at time of submission of
BG issuance/amendment request to their respective banks:

➢ BG advising message — IFN 760COV/ IFN 767COV via SFMS

➢ IFSC C 3DE: ICIC0000007
➢ Corporate Name- Airport Authority of India
Field Number Particulars (to be mentioned in row 1)
7037 <unique identifier>(LIST ATTACHED)

Please note that the issuing bank while issuing/amending the BG, should ensure that the above
information is correctly captured in the message i.e. IFN 760COV/ IFN 767COV.

Please find below indicative request letter format to be sent to issuing bank for ensuring
transmission of BGs through SFMS.

Sl. No. Name of the AAI Email ID UNIQUE IDENTIFIER

Unit CODE (7037)
1 RANCHI [email protected] AAIRANCHI

Page 25 of 26
 Appendix-III

Request Letter: Transmission of Bank Guarantee Cover Message < to be submitted by

applicant to BG issuing bank>

Date:
The Manager,
(Bank),
(Branch)

Sub: Inclusion of unique identifier code of AAI while transmitting BG cover messages where
beneficiary bank is ICICI Bank (IFSC-ICIC0000007).

Dear Sir/Ma’am,

I/We, __________________________________________, request you to include unique identifier

in field 7037 of the SFMS cover messages IFN COV 760 (for BG issuance) and IFN COV 767 (for BG
amendment) while transmitting the same to the beneficiary bank (ICICI Bank-IFSC- ICIC0000007).

Thanking You, ___________________

(Vendor/Customer/Concessionaire)

Page 26 of 26