(This form shall be submitted in sealed cover by the Quotationer) AIRPORTS AUTHORITY OF INDIA CALICUT INTERNATIONAL AIRPORT

Transcription

1 (This form shall be submitted in sealed cover by the Quotationer) AIRPORTS AUTHORITY OF INDIA CALICUT INTERNATIONAL AIRPORT FORM OF SHORT TERM QUOTATION 1. Name & address of Quotationer : Telephone/Mobile No.: 2. Quotation for : Engaging Chartered Accountant/Audit firm/agency, to monitor and record the transactions and sales turnover at Duty Free outlets at Calicut International Airport 3. Period of engagement : 06 (Six) months 4. Total Monthly fee per month : Rs. to be paid by AAI In words : Rupees ) 5. I/We have carefully read and understood the general terms and conditions of the short term quotation and agreed to abide by the same. 6. The scope of work, eligibility criteria and other terms and conditions for appointment of CA firms is enclosed in Annexure A. 7. AAI reserves itself the right to reject the conditional offer without assigning any reason thereto. 8. The AAI does not bind itself to accept the lowest or any quotation and reserve to itself the right of accepting the whole or any part of the quotation and the quotationer shall be bound to provide the service at the rate quoted. 9. Annexure A is duly signed and attached. Witness: Name : Full Address : Signature of the Quotationer/firm Name : Address: Tel.No/Mobile No. Office Seal.

2 Pg.1/3 Annexure A MONITORING OF SALES AT DUTY FREE SHOP 1. Eligibility. Any Chartered Accountant firm/company/agency having an Annual Income of Rs (Fifty) Lakhs and above in any of the last 5 financial years. (The selected agency (Lowest Bidder) has to appoint qualified personnel to the designated Duty Free Outlet to carry out monitoring, sales auditing, reporting of billing activities and all kind of transactions including inventory movement and information system audit on daily/weekly/monthly basis and submit certified copies in triplicate to AAI). The above job is indicative and AAI reserve the right to assign any other task related to the above to achieve the desired result and accurate sales turnover related information by examining the book of accounts of the Duty Free Retailer. 2. Award of Work. The work may be awarded to the lowest bidder as per DoP of Airport Director/Regional Executive Director concerned. 3. The scope of work on the agency is indicated below: (a) The selected agency has to ensure the surveillance and monitoring of all the transactions at the Duty Free outlet and ensure the presence of its staff at the outlet according to the time schedule provided by the Airport Director at Calicut Airport. The agency has to appoint such employees who are technically competent to conduct information system audit and verify computer based transactions. (b) The agency has to quote the total monthly fee inclusive all the expenses including travel & local arrangements. AAI will not bear any other expenses other than the all-inclusive monthly fee quoted by the agency. Service tax and other Government levies as applicable shall be paid extra. Payment or bills will be done on monthly basis and AAI will retain 10% monthly fee as Performance Guarantee and will be released only after completion of 6 months contract period. (c) The agency has to arrange the AEP (Airport Entry Permit) to the employees deputed to Airport job in coordination with AAI. (d) The agency has to track/audit/monitor/report/all the transactions in the Duty Free retail outlet in coordination with AAI and Duty Free operator. A process flow of the Duty Free Retail Outlet is described below and during the Stage-II, the agency has to closely monitor the transactions. (e) The scope of work includes auditing of sales document from till the date of start of the work and monitoring sales for a period of Six (06) months from the date of start of work. (f) Date of start of work is from the 16 th day of date of award of work. (g) The successful tender/agency on acceptance of his quotation by the accepting authority, shall within 15 days from the stipulated date of start of the work, sign the contract agreement. No payment for the work done will be made unless contract in form of agreement (specimen attached) is signed by the agency in a non judicial stamp paper of Rs.100/- P.T.O

3 Contd Pg.2/3 Stage-I 1 Arriving imported Duty Free Goods at Designated port 2 Customs clearance and loading to trucks 3 Unloading at CWC ware house in Customs supervisions 4 Loading from CWC Depot to Airport locations 5 Unloading at Customs bonded ware house at Airport Stage-II 6 Movement of Goods from Customs ware house to Airport outlet 7 Entry of stock in Airport billing system/pricing updating from centralized server from HO 8 End user sale at EPOS which capture passport details/quantity/price etc. 9 Invoice generation and back up data 10 Periodical cross check from HO supervisor with billed and actual stock. (h) The agency has to submit a weekly and monthly duly certified report to AAI with complete details of stock movement and sales turn over during the period. The report should interalia consists the following : Proforma Weekly Transaction Report Date Products (FL, F&B, Confectionary, Tobacco) Any other observations Any hardship/ limitations Opening Closing Volume Amount Net Remarks, if any (i) If the performance of the agency is not satisfactory, AAI reserve the right to terminate the contract by giving 7 day s notice in writing. If the agency withdraws before 50% of the period, the performance guarantee retained with AAI will be forfeited. (j) The job will be initially for a period of 6 months. However, AAI reserve the right to extend the contract for a further period of 6 months on mutually agreed terms. (k) The agency is also under obligation to on the spot reporting to Airport Director regarding any fraud/illegal practices adopted by the duty free operator in any occasion. (l) The agency and its employees have to comply with all the directives of airport director and to honour all the relevant rules and procedures applicable at the airport.

4 Pg.3/3 (m) Daily sales closure report from DFS operator billing system to be tallied with Net sales (Credit card sales + Cash sales) invoice report. Any difference in (surplus/shortage) should be recorded with proper reasons/justifications. (n) The weekly and monthly report showing the daily transaction data should be submitted to AAI on every Monday and before 10 th of every month respectively in triplicate. (o) AAI reserves to itself the right to reject the conditional quotations without assigning any reason thereto. 4. The bidder has to attach relevant proof for the eligibility criteria. 5. The bidder has to sign all the pages and attach along with the quotation. 6. The successful bidder has to execute and agreement with AAI. 7. Last date for receipt of Quotation by Post or in person in at 1500 hrs and the same shall be opened on the same day at 1530 hrs. Date: 21/12/2018 MANAGER (COMMERCIAL) FOR AIRPORT DIRECTOR CALICUT INTERNATIONAL AIRPORT /409 coml._cl@aai.aero

5 DOCUMENT NO. (SPECIMEN ONLY) CONTRACT WORK AGREEMENT Sub: Engaging Chartered Accountant/Audit Firm/Agency to monitor and record the transactions and sales turnover at Duty Free Outlets at Calicut International Airport. This AGREEMENT made this day of two thousand between the Airports Authority of India, a body corporate constituted by the Central Government under the Airports Authority of India Act (Act 55of 1994) and having its Corporate Office at New Delhi and Offices at all the Airports in India represented by Airport Director hereinafter called the Authority (which term shall unless excluded by or is repugnant to the context, be deemed to include its Chairman, or Member, Executive Directors, Airport Directors, Officers or any of them specified by the Chairman in this behalf, and shall also include its successors and assigns) of the one part, and represented by of the other part, hereinafter called the Agency (which term shall unless excluded by or is repugnant to the context, be deemed to include its heirs, representatives, successors and assigns of the Licensee). WHEREAS the Authority is entitled in Law to grant award of work at its Calicut International Airport for the purpose of Engaging Chartered Accountant/Audit Firm/Agency to monitor and record the transactions and sales turnover at Duty Free Outlets at Calicut International Airport so as to ensure the surveillance and monitoring of all transactions at the Duty Free outlet at Calicut International Airport. WHEREAS the Agency is desirous to render the services to the Authority on the Terms and Conditions mentioned hereunder: (a) The selected agency (Lowest Bidder) has to appoint qualified personnel to the designated Duty Free Outlet to carry out monitoring, sales auditing, reporting of billing activities and all kind of transactions including inventory movement and information system audit on daily/weekly/monthly basis and submit certified copies in triplicate to AAI). (b) The above job is indicative and AAI reserve the right to assign any other task related to the above to achieve the desired result and accurate sales turnover related information by examining the book of accounts of the Duty Free Retailer. The scope of work on the agency is indicated below: (c) The selected agency has to ensure the surveillance and monitoring of all the transactions at the Duty Free outlet and ensure the presence of its staff at the outlet according to the time schedule provided by the Airport Director at Calicut Airport. The agency has to appoint such employees who are tech savvy competent to conduct information system audit and verify computer based transactions. (d) The agency has to quote the total monthly fee inclusive all the expenses including travel & local arrangements. AAI will not bear any other expenses other than the all-inclusive monthly fee quoted by the agency. Service tax and other Government levies as applicable shall be paid extra. Payment or bills will be done on monthly basis and AAI will retain 10% monthly fee as Performance Guarantee and will be released only after completion of 6 months contract period. (e) The agency has to arrange the AEP (Airport Entry Permit) to the employees deputed to Airport job in coordination with AAI.

6 (f) The agency has to track/audit/monitor/report/all the transactions in the Duty Free retail outlet in coordination with AAI and Duty Free operator. A process flow of the Duty Free Retail Outlet is described below and during the Stage-II, the agency has to closely monitor the transactions. (g) The scope of work include auditing of sales document from till the date of start of the work and monitoring sales for a period of Six (06) months from the date of start of work. (h) Date of start of work is from the 16 th day of date of award of work. (i) The successful tender/agency on acceptance of his quotation by the accepting authority, shall within 15 days from the stipulated date of start of the work, sign the contract agreement. No payment for the work done will be made unless contract in form of agreement (specimen attached) is signed by the agency in a non judicial stamp paper of Rs.100/- Stage-I 1 Arriving imported Duty Free Goods at Designated port 2 Customs clearance and loading to trucks 3 Unloading at CWC ware house in Customs supervisions 4 Loading from CWC Depot to Airport locations 5 Unloading at Customs bonded ware house at Airport Stage-II 6 Movement of Goods from Customs ware house to Airport outlet 7 Entry of stock in Airport billing system/pricing updating from centralized server from HO 8 End user sale at EPOS which capture passport details/quantity/price etc. 9 Invoice generation and back up data 10 Periodical cross check from HO supervisor with billed and actual stock. (j) The agency has to submit a weekly and monthly duly certified report to AAI with complete details of stock movement and sales turn over during the period. The report should interalia consists the following : Proforma Weekly Transaction Report Date Products (FL, F&B, Confectionary, Tobacco) Any other observations Any hardship/ limitations Opening Closing Volume Amount Net Remarks, if any (k) If the performance of the agency is not satisfactory, AAI reserve the right to terminate the contract by giving 7 day s notice in writing. If the agency withdraws before 50% of the period, the performance guarantee retained with AAI will be forfeited.

7 (l) The job will be initially for a period of 6 months. However, AAI reserve the right to extend the contract for a further period of 6 months on mutually agreed terms. (m) The agency is also under obligation to on the spot reporting to Airport Director regarding any fraud/illegal practices adopted by the duty free operator in any occasion. (n) The agency and its employees have to comply with all the directives of airport director and to honour all the relevant rules and procedures applicable at the airport. (o) Daily sales closure report from DFS operator billing system to be tallied with Net sales (Credit card sales + Cash sales) invoice report. Any difference in (surplus/shortage) should be recorded with proper reasons/justifications. (p) The weekly and monthly report showing the daily transaction data should be submitted to AAI on every Monday and before 10 th of every month respectively in triplicate. (q) AAI reserves to itself the right to reject the conditional quotations without assigning any reason thereto. The tender documents and award letter / letter of intent issued in favour of successful bidder shall also form part and parcel of the license agreement. SIGNED BY, AIRPORT DIRECTOR, AIRPORTS AUTHORITY OF INDIA, CALICUT AIRPORT, FOR AND ON BEHALF OF AIRPORTS AUTHORITY OF INDIA IN THE PRESENCE OF : Witnesses: SIGNED BY (Name & Designation) FOR AND ON BEHALF OF (Full Office Address) IN THE PRESENCE OF. Witness: Signature : Office Seal : 1. Sign, Name & Designation, Office Address 2. Sign, Name & Designation, Office Address