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AIRPORTS AUTHORITY OF INDIA

General Guidelines for Bidders

1. Item rate e-tenders are invited on behalf of the Airports Authority of India for
the work as mentioned at Page No. 130 of GCC. The estimated cost of the
work is mentioned at Page No. 130 of GCC. This estimate, however, is given
merely as rough guide.
2. The Tenders shall be in the prescribed Form.
3. The works are required to be completed within the period as
mentioned at Page No. 132 of GCC.

4. Not more than one Tender shall be submitted by a contractor or by a firm. No

two or more concerns in which an individual is interested, as Proprietor and/or
partner shall tender for the execution of the same works. If they do so, all such
Tenders shall be liable to be rejected.

5. The Accepting Authority as mentioned in page no. 131 of GCC, shall be the
Accepting Officer hereinafter, referred to as such for the purpose of this contract.
6. Tender documents consisting of plans, specifications, Schedule(s) of quantities of
the various classes of work to be done, the conditions of contract and other
necessary documents will be available for inspection in the office of the Bid
Manager [AGM (Engg-C)-I, Airports Authority of India, Begumpet Airport,
Hyderabad – 500 016], between hours of 11.00 am & 4.00 pm every day except
Saturday, Sunday and Public holidays. Tender document can be downloaded from
the CPP Portal without paying any tender fees. However, to participate in the
tender / to submit the tender document, the Bidders must pay tender processing
fee of Rs.1180/- (i/c GST) Non Refundable through Demand Draft (from
nationalized bank / scheduled bank but not from Cooperative / Gramin bank).
7. Copies of other drawings and documents pertaining to the works a
signed for the purpose of identification by the Accepting Officer or his
accredited representative will be open for inspection by Tenderers at the
office of Officer inviting tender as mentioned at Page No. 131 of GCC during
working hours between the dates mentioned in Sl.no. 6 above.

8. Bidders are advised to inspect and examine the site and its surroundings and
satisfy themselves before submitting their Tenders as to the nature of the ground
& sub-soil from the nature of the site, the means of access to the site, the
accommodation they may require, working conditions including space for
stacking of materials, rates of various materials to be incorporated in works,
applicability of taxes & duties, conditions affecting accommodation and
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movement of labours etc. and in general shall themselves obtain all necessary
information as to risks, contingencies and other circumstances which may
influence or affect their Tender. The bidder shall be deemed to have full
knowledge of the site whether he inspects it or not and no extra charges
consequent on any misunderstanding or otherwise shall be allowed.

9. Submission of e-tender by a Bidder implies that he has read this notice and all
other contract documents and has made himself aware of the scope and
specifications of the works to be done and of conditions and rates at which
stores, tools and plant, etc. will be issued to him by Airports Authority of India,
local conditions, local material rates and other factors bearing on the execution of
the works.

10. All rates shall be quoted in the standard BOQ format uploaded in the portal.

11. In the case of item rate Tenders, only rates quoted shall be considered. Any
Tender containing percentage below/above the rates quoted is liable to be
rejected.

12. Tenders shall be uploaded by the bidder up to the date and time as mentioned
at Page No. 2 of WNIT and shall be opened on the date and time as mentioned
at Page No. 2 of WNIT.
13. Earnest Money Deposit (EMD)

13.1 Earnest money for an amount of Rs.1,53,555/- (Rupees One Lakh Fifty Three
Thousand and Five Hundred and Fifty Five only) in the form of Demand Draft/
FDR/ Bank Guarantee (BG) from an Indian Scheduled Bank preferably from
Nationalized Bank but not from Co-operative or Gramin Bank as per performa
given in NIT in favour of Airports Authority of India payable at Hyderabad and
shall accompany with tender in prescribed manner.

13.2 In the case of any extension of tender opening date, tenderer shall arrange to
extend validity of such EMD submitted in the form of BG suitably. In case of
failure to extend the EMD validity, their tender may not be considered.

13.3 On acceptance of the Tender, the earnest money will be treated as part of the
security deposit. The EMD of the successful tenderer will be returned if the
tenderer furnishes the security deposit.

13.4 AAI will return the EMD where applicable to every unsuccessful tenderer except
as provided in the tender inviting notice.

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13.5 No interest or any other expenses, whatsoever on the EMD will be payable by
AAI.
13.6 The Tender EMD may be forfeited in the following case:
a) If a tenderer withdraws its tender during the period of tender validity
specified in the tender conditions.
b) In the case of a successful Tenderer, if the Tenderer fails -
i) To sign the Contract agreement.
ii) In case of any false/incorrect information/document submitted by
tenderer have some discrepancy.

14. Power of attorney/authorization for signing tender

a) Only the Power of Attorney/Authorization holder of the tenderer on whose

name the tender has been uploaded shall sign the Tender documents.
b) The name and designation of the person or persons of the company who is
authorized to sign shall be clearly indicated in the authority letter.
c) In the event of the tender submitted by a partnership firm, it must be signed
separately by each partner thereof, or in the event of the absence of any
partner, it must be signed on his behalf by a person holding a Power-of-
Attorney authorizing him to do so by the partners. A certified copy of the
Power-of-Attorney issued by the company/ partnership firm shall be uploaded
in Cover-I along with evidence of registration of partnership firm / company.

15. Notification of Award of contract will be made in writing to the successful bidder
by the Accepting Authority or his representative. The contract will normally be
awarded to the qualified and responsive Bidder offering lowest evaluated bid in
conformity with the requirements of the specifications and contract documents
and the Accepting Authority shall be the sole judge in this regard. The Accepting
Authority does not bind himself to accept the lowest or, any tender or to give any
reason for his decision.
16. A responsive bidder is one who submits priced Tender and accepts all terms and
conditions of the specifications and contract documents. A Tenderer shall submit
a responsive bid, failing which his Tender will be liable to be rejected.

17. The Accepting Authority does not bind itself to accept lowest tender or any
tender and reserves to himself the right of accepting the whole or any part of the
tender and tenderer shall be bound to perform the same at his quoted rates. No
claim whatsoever will be entertained on this account.
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18. The Tenderer shall not be permitted to tender for works in Airports Authority of
India Engineering Department, responsible for award and execution of contracts,
in which his near relative is posted as Manager (Finance & Accounts) or Sr. Officer
or as an engineer in any capacity. 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 to any officer in Airports Authority of India. Any
breach of this condition by the contractor would render him liable to be debarred
from Tendering for next 2 years.
19. The contractors shall give a list of AAI employees related to him.
20. No Engineer of Gazetted rank or other Gazetted Officer employed in Engineering
or Administrative duties in an Engineering Department of Airports Authority of
India/Govt. of India is allowed to work as a contractor for a period of two years of
his retirement from Airports Authority of India/ Government service, without the
prior permission of Airports Authority of India/Govt. of India. The contract is
liable to be cancelled if either the contractor or any of his employees is found at
any time to be such a person who had not obtained the permission of Airports
Authority of India/Govt. of India as aforesaid before submission of the Tender or
engagement in the contractor’s service.

21. The Tender for the work shall remain open for acceptance for a period of Ninety
days (90) days from the date of opening of Financial Bid (Cover-III). If any
Tenderer withdraws his tender before the said period or makes any modifications
in the terms and conditions of the Tender which are not acceptable to the
Department, then Airports Authority of India shall without prejudice to any other
right or remedy, be at liberty to forfeit the full said earnest money absolutely.

22. On acceptance of the Tender, the name of the accredited representative(s) of the
contractor who would be responsible for taking instructions from the Engineer-in-
Charge shall be communicated to the Engineer-in-Charge.
23. A tenderer shall submit the tender which satisfies each and every condition laid
down in this notice failing which the Tender will be liable to be rejected. Also if
the credential submitted by the firm found to be incorrect/false or have some
discrepancy which disqualifies the firm then the AAI shall take the following
action:
a) Forfeit the entire amount of EMD submitted by the firm.
b) Debar the firm for minimum three years to tender in AAI in any name/style.

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24. Taxes
i) All tendered rates should be inclusive of all taxes, duties, cess, fee,
royalty charges etc. levied under any statute but exclusive of GST (Goods
& Service Tax). Wherever supplies/ services involve imports, the same
should be identified separately. Basic Custom Duty will be paid by AAI by
utilising EPCG license/ duty scrip under SEI scheme of Govt. GST shall be
paid to bidder for any taxable supply/ services against a valid Tax invoice.
ii) An undertaking should be submitted for registration under GST and
compliance of GST provisions.
iii) In case of non-compliance of GST provisions and blockage of any input
credit the bidder shall be responsible to indemnify AAI.

a) If any further tax or levy is imposed by Statute, after the last stipulated
date for the receipt of tender including extensions if any and the
contractor thereupon necessarily and properly pay such taxes/ levies, the
contractor shall be reimbursed the amount so paid, provided such
payments, if any, is not, in the opinion of the Engineer-In-Charge (whose
decision shall be final and binding on the contractor) attributable to delay
in execution of work within the control of the contractor.
b) The contractor shall keep necessary books of accounts and other
documents for the purpose of this condition as may be necessary and shall
allow inspection of the same by a duly authorized representative of
Airports Authority of India and / or Engineer-In-Charge and further shall
furnish such other information/document as the Engineer-In-Charge may
require from time to time.
The contractor shall, within a period of 30 days of the imposition of any
such further tax or levy, pursuant to the Constitution (46th amendment)
Act 1982, give a written notice thereof to the Engineer-In-Charge that the
same is given pursuant to this condition, together with all necessary
information relating thereto.
25. Canvassing in connection with Tenders is strictly prohibited and the Tenders
submitted by the bidders who resort to canvassing will be liable to rejection.

26. This notice of Tender shall form part of the contract documents. The successful
Tenderer/contractor, on acceptance of his Tender by the Accepting Authority,
shall within 15-days from the stipulated date of start of work, sign the contract
consisting of Notice inviting Tenders, General conditions of contract,
special/additional condition, General and particular specifications,

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Tender conditions as issued at the time of invitation of Tender and acceptance

thereof with any correspondence leading there to.

27. COMPARISON AND EVALUATION OF TENDER

a) Prior to detailed evaluation, AAI will determine the substantial responsiveness

of Tender document. A substantial responsive Tender is one, which confirms
to all the terms and conditions of the Tender.
b) A tender is determined as not responsive, if tender is submitted incomplete,
annexure are not filled up, unconditional acceptance letter minimum wages
affidavit, integrity pact and power of attorney not found in proper form etc.
etc. as described above such tenders are liable to be rejected by AAI.
c) Once the contractor has uploaded the digitally signed file of tender document
along with other documents as an attachment, he is not permitted to upload
any additional file or put any remark(s)/ conditions(s) in / along with the
Tender Document.

d) In case if any condition is found violated after opening Cover-I, the tender
shall be summarily rejected and AAI shall, without prejudice to any other
remedy, be at liberty to forfeit the 10% of said earnest money. Only those
tenderers whose Technical Bid documents are acceptable to AAI will be
examined and their techno-commercial bid shall be evaluated to determine
whether they are complete, meets tender requirements, free from
computational errors, whether the data have been properly filled up, and
whether the requisite documents as detailed have been submitted in
conformity to the Tender specifications, drawings and conditions.
28. REJECTION OF TENDER

a. Airports Authority of India reserves the right to reject all the tenders or any of
the tender or any part of tender without assigning any reason.
b. AAI reserves the right at its sole discretion not to award any work under this
tender. AAI shall not pay any costs or loss incurred by the tenderers in the
preparation and submission of any requisite tender or technical proposal or to
procure contract for any of the items described herein.
c. If the tenderer deliberately gives wrong information or suppress any
information in his Tender, AAI reserves the right to reject such tender at any
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stage or to cancel the contract, if awarded, and to forfeit the Earnest Money,
absolutely, in addition to any other appropriate/legal action.

d. Any deviation in the Tender submission procedure will be considered as non-

responsive bid and liable to be rejected.
e. A Tenderer shall submit a responsive bid, failing which his Tender will be liable
to be rejected.
f. Tender in which any of the particulars and prescribed information are missing
or are incomplete, in any respect and/or prescribed conditions are not
fulfilled, shall be considered non-responsive and is liable to be rejected.
g. The tenderer is expected to examine the tender document including all
instructions, forms, terms, specifications, drawings, etc. Failure to furnish all
information required as per the tender documents or submission of a tender
not substantially responsive to the tender document in any respect may result
in the rejection of the tender.
h. A Tenderer shall submit the Tender which satisfies each and every condition
laid down in this notice failing which the Tender will be liable to be rejected.
i. Any tender not accompanied with EMD in the prescribed form will be
Considered non responsive and rejected.

29. AAI shall be the sole judge in the matter of evaluating & accepting technical bids,
Price bids and award of contract and decision of AAI shall be final & binding.

30. AAI reserve the right to verify the credential submitted by the agency at any stage
(before or after the award of work) If at any stage, any information / documents
submitted by the applicant is found to be incorrect / false or have some
discrepancy which disqualifies the firm then AAI shall take the following action:
a. Forfeit the entire amount of EMD submitted by the firm.
b. The agency shall be liable for debarment from tendering for minimum three
years in AAI in any name/style, apart from any other appropriate contractual
/ legal action.

31. SUBMISSION OF BANK GUARANTEE

The agency shall advise the branch of the bank issuing bank guarantee to
send the original Bank guarantee directly to the Airports Authority of
India (AAI) under Registered Post (A.D). However, in exceptional cases as in
case of EMD, where the guarantee is to be handed over directly to the AAI for

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any genuine reasons, the branch shall immediately send by Registered Post
(A.D) an unstamped duplicate copy of the guarantee directly to the AAI with
a covering letter with request to compare the same with the original received
from their customer and confirm that it is in order. The agency shall also
advise the issuing bank branch to incorporate the address etc. of the
Regional/Controlling Branch of the issuing Branch in a suitable space in the Bank
Guarantee.

The agency shall also advise the issuing bank branch that whenever any letter is
issued by AAI to the concerned Bank Branch for confirmation of having issued
the guarantee, Branch must send the confirmation letter to the concerned
authorities promptly.

32. QUERIES, REPLIES AND CLARIFICATIONS

32.1 If the bidder has any query related to the Bid Document of the work they
should Use ‘Seek Clarification’ on CPP portal to seek clarifications. No other
means of communication in this regards shall be entertained.

32.2 If any clarification is needed by AAI from the bidder about the
deficiency in his uploaded documents in Envelope–I, they will be asked to
provide it through CPP e- tendering portal. The bidder shall upload the
requisite clarification/documents within specified time of receipt of such request
from AAI, failing which tender will not be considered for the subsequent stages.

32.3 “No bid procedure related query shall be referred to Independent External
Monitor (IEMs).”

Any bid related issue/query pertaining to technical support or otherwise on

CPP-Portal (URL:-https://etender.gov.in/eprocure/app) for submission of
tender documents should be addressed to AAI Help Desk Support (details
also mentioned in the web-NIT as below:-

(i) Call Helpdesk. 24 x 7 Help Desk details are as below:-

Tel: 0120-4200462, 0120-4001002, Mobile: 91 8826246593 or can send
mail at support-eproc@nic.in

Bidders are requested to mention URL of the portal and Tender ID in

the e-mail sent along with their contact details.

(ii) For any further technical assistance with regard to functioning of CPP
portal the bidder should contact personnel at following AAI help
desk numbers on all working days as below:
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08:00 Hrs to 20:00 Hrs, (Mon – Sat)-

011-24632950, Extn. – 3512 (Six Lines),
E-mail: eprochelp@aai.aero
09:30 Hrs to 18:00 Hrs. (Mon – Fri)-
011-24632950, Extn. – 3523,
E-mail:- etendersupport@aai.aero
sanjeevkumar@aai.aero and snita@aai.aero
09:30 Hrs. to 18:00 Hrs. (Mon – Fri)
011-24657900, E-mail: - gmitchq@aai.aero

In case of Technical support regarding e tender portal, if AAI Help Desk is non
responsive Bid Manager can be contacted as below on all working days from 9.30
to 18.00 Hrs.
Name : A V Rama Krishna, AGM (E-C)-I
Mobile No. : 91337 24399.
Email ID : avrama@aai.aero

All bid procedure related queries be referred to HELP DESK as above and then
to Bid Manager o n l y . Please n o t e t h a t u n d e r n o ci r cu m s ta n ce s bid
p r o c e d u r e r e l a t e d queries shall be referred to the IEMs.

33. IMPLEMENTATION OF INTEGRITY PACT

a) Signing of Integrity Pact (As per appendix XVIII of GCC ) is mandatory for
every Bidder/ contractor in this procurement/ bid process, the signed
original pact to be send to the office of Asst. General Manager (Engg-Civil),
Airports Authority of India, RHQ SR, Operational Offices Complex Building,
Chennai – 600 027and should reach before the date mentioned in
CRITICAL DATA SHEET. Scanned copy of the same may be submitted in the
Cover-I in e-tender portal.
b) The Bidder/ contractor shall commit itself to ensure taking all measures
necessary to prevent corrupt practices, unfair means and illegal activities
during any stage of its bid or during any pre-contract or post-contract
stage as specified in Section 2 of the integrity pact.

c) Any breach of the aforesaid provisions by the bidder or any one employed
by it or acting on its behalf (whether with or without the knowledge of the
Bidder) shall entitle the authority to take all or any one of the action as
specified in Section 6 of the integrity pact.

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The External Independent Monitor (EIM) for this work will be:
Dr. Anup K. Pujari
IAS (Retd.)
Email : anup@nic.in
Mob.:09899210944

Sh. M. P. Juneja
(Retd. Addl. Member of Railway Board)
Mob: 09811733362
Email : mp.juneja@yahoo.com

d) The duties responsibilities and powers of EIM are detailed in section 7 of

the IP Act.
e) Any query related to tender document or problem in e-bidding process
should normally be addressed to bid manager as mentioned in General
Instruction for Online bid submission in para “Assistance to Bidders” on
page G 1-3 of tender document. No bid procedure related query shall be
referred to Independent External Monitors (IEMs).
f) Update with regard Integrity Pact may please be seen on AAI Website by
following the access path www.aai.aero>Vigilance>Vigilance
Events>Integrity Pact
g) The Consequence of Integrity Pact may be perused on the website.
http://www.aai.aero/

34. STANDARD PRINTED CONDITIONS

Standard printed conditions of the tenderer if any submitted along with the offer
will not be accepted.

For and on behalf of

Airports Authority of India

Signature:
Designation:
Date:

Signature of Witness Signature of Tenderer

Address Date

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