Tender for Cargo Warehouse Handling at John F. Kennedy International Airport (JFK)

AIR INDIA LIMITED

Tender For Cargo Warehouse Handling at John F. Kennedy International Airport (JFK),

New York, USA

Tender no. GH/CGO/JFK/2017/015

Dear Handling Company

Sub: Cargo Warehouse Handling at JFK International Airport, New York, USA.

Air India Ltd (AI) solely at its discretion, desires to award Contract for availing Cargo Warehouse Handling services for its Scheduled commercial flights at John F Kennedy International Airport, New York (JFK). Being an authorized Handling Company, at this Airport, you are requested to submit your offer, for providing “Cargo Warehouse Handling Services” “in the format provided”. Please note that you should offer only those services for which your company is Authorized/Licensed by the Competent Authority at John F Kennedy International Airport (JFK) for providing directly, the Cargo Warehouse Handling at JFK.

2. Following Annexures are enclosed with this Tender Document.

Annex-I / Air India’s Proposed Schedule of operations and Approx. Cargo, COMAT and Mail expected to be handled per month at JFK.
Annex-II / Resource requirement, Procedures and Services Standards expected
Annex-III / Service Level Agreement(SLA)
Annex-IV / AI’s Service requirement as per IATA AHM 810 2013 Version (including yellow pages of AHM 811 in 36th Edition)
Annex-V / Handling Company Profile and Terms of Technical Evaluation
Annex-VI / Commercial Offer.
Annex-VII / COMAT Handling SOP
Annex – VIII / Check List

3. Your offer should be in "Two Separate Sealed Envelopes enclosed in third Master Envelope" as given below. The offer should be valid for six months from the last date of submission of bid.

ENVELOPE - 1: TECHNICAL BID - HANDLING COMPANY PROFILE

(Containing Annex –II, III, IV, V, VII and VIII)

Information regarding Handling Company in general including the structure of Company, turnover and experience in relevant business and capability to provide offered handling services at John F Kennedy International Airport, New York, USA in particular. Handling Company’s response must contain reply to each point mentioned in Annex-V strictly as per format of this Tender document. Air India reserves the right to reject the bids which do not comply and do not meet the requirements and experience or do not provide information in desired format or put in the commercial offer in “Technical Bid envelope”. Air India reserves the right to withdraw the complete Tender process at any stage without assigning any reasons thereof.

In this response (Technical Bid) Services intended to be offered & provided, must be specified “No rates to be quoted or indicated on any of the documents in this envelope.”

ENVELOPE – 2 : FINANCIAL BID – COMMERCIAL OFFER – IN THE Format as per Annex - VI

Please submit your quotation meeting the requirements of Annex II, III & IV (Version 2013 along with yellow pages of 36th edition of AHM (Chapter 811). The Commercial Offer is to be submitted by responding against each para of Annex VI. Air India desires bidder to abide by all the terms and conditions of Annex-VI. Additional terms & conditions related to the para, if any to be proposed, may be indicated at the end of respective para by way of additional sub-para. The bidders should quote on the basis of Cargo Handling from the Handling Company’s Warehouse. The bidders must mandatorily fill all the columns of the Commercial Offer.

ENVELOPE -3 : (MASTER ENVELOPE)

The separately sealed envelopes, containing the “Technical Bid”(Envelope– 1) and Financial Bid (Envelope-2) are to be placed in a Master envelope, sealed, super scribed in bold “Bid For Cargo services, New York - Tender No: GH/CGO/JFK/2017/015 dated 1st May 2017,” with name and address of the Bidder and then to be sent either by Hand Delivery/ Post/ Courier to reach latest by 1100 hrs (LT) on or before 21st May 2017 at the address mentioned below:

Ms. Vandana Sharma,

Regional Manager-Americas, Air India Ltd.

570 Lexington Avenue, 14th Floor, New York, NY 10022

Tel : 212-404-1312, Cell : 929-250-5756, Fax :212-407-1303,

Email:

4. It may please be noted that, both the offers (Technical & Commercial Envelopes) must clearly super-scribe the following.

· Tender No. GH/CGO/JFK/2017/015

· Name and Phone no. of the Cargo Handling Company.

· Technical Bid or Commercial Bid.

5. Offers must be submitted by the due date. Offers received after the due date, time and incomplete response are liable to be rejected. Air India reserves the right to accept or reject any bids and/or cancel the tender process at its own discretion. Offers indicating rate(s) in the Technical Bid or Commercial offer received in the Technical Bid Envelope (Envelope – 1) is liable to be completely rejected.

6. The offers received will be opened in New York, USA in the presence of bidders who are interested to be present. Initially the Technical offers (Envelop 1) will be opened. Subsequently the Commercial offers (Envelop 2) will be opened, if possible, for those bidders who meet Air India requirements technically under Annex V. Bidders will be informed about date, time and venue for opening of bids at the contact no. indicated on the top of the envelopes.

7. This Tender exercise will make any previous agreement at the Airport with any and all parties null & void. The SGHA signed as a result of this fresh tender exercise will supersede any previous agreement with the selected party.

8. If you require any clarifications, please contact Air India as per details mentioned below.

Ms. Vandana Sharma,
Regional Manager-Americas, Air India Ltd.
570 Lexington Avenue, 14th Floor, New York,
NY 10022
Tel : 212-404-1312, Cell : +1-929-250-5756, Fax :212-407-1303,
Email: / Mr. Vinod Kumar
Cargo Marketing Manager, USA
Air India Ltd.
Tel: + 1 201 9893332
Email:

With Warm regards

Vandana Sharma

Regional Manager-Americas,

Air India Ltd.

ANNEX - I

Air India Flight Schedule at John F Kennedy Int’l Airport (JFK)

Summer / Winter
FLIGHT / DAY / AIRCRAFT TYPE / ETA / ETD / ETA / ETD / SECTOR
AI-101/
AI-102 / Daily / B777 / 0725(+1)
LT / 1510
LT / 0635(+1) LT / 1425 LT / BOM/DEL/JFK/DEL/BOM

NOTE:

1.  It may be clearly noted that Schedule or aircraft type are subject to change & intimation of the same will be provided with reasonable Notice.

2.  Change in schedule / frequency will not be a ground for seeking any escalation in Handling changes.

3.  A/C configuration: (Subject to change without notice)

Aircraft type / ULD Configuration
Pallet / Container
B787-800 / 04 / 18
B787-900* / 04 / 22
A330-200 / 04 / 14
B777-200LR / 04 / 18
B777-300ER / 06 / 24

(*)-Configuration is approximate

4  Approximate Carriage of Cargo / Mail / Courier/ COMAT to be handled per month:

Cargo types in Tonnes / Export Tonnes Per flight (Approx.) / Import Tonnes per flight (Approx.) / Total Approx Tonnage per month
Revenue Cargo / 300 / 150 / 450
Mail/Courier / NIL / 120 / 120
COMAT / 15 / 4 / 19
Transit / Approx. 20% of Revenue Cargo

Note : The above Cargo figures are based on One flight per day at JFK.

ANNEX – II

RESOURCE REQUIREMENTS AND SERVICE STANDARDS EXPECTED

For handling of cargo at JFK International Airport, New York, the following functions would have to be performed by the Handling Agency.

1.1  CARGO HANDLING SERVICES

1.1.1  The Handling Company will provide Cargo Handling services as specified in Annexure IV in their warehouse and provide necessary Manpower, Supervision services including dedicated Customer Service Agent. The job requirement is given in details below 1.3 of Standard of Services and Staff Requirements.

1.1.2  The Handling Company shall provide all warehouse equipment for handling the cargo at their cost.

1.1.3  The Handling Company shall provide cooling units for storage of perishable shipments.

1.1.4  The Handling Company will provide storage for the ULD's of the Carrier and will submit an inventory report on weekly basis to Air India personnel. ULD storage (Approx 50 LD3 containers and pallet stack) will be exempted from any charges.

1.1.5  The Carriers may display its signage and corporate logo on the Handling Companies facility.

1.1.6  The Handling Company will ensure that all Govt. formalities like Local regulatory authority/ ICAO/TSA /FAA, CAA-USA, IATA customs, health, safety, labour and other mandatory requirements are complied with.

1.1.7  Dangerous goods will be accepted by Handling Company's trained personnel in accordance with the latest edition of IATA DGR and Carrier's special instructions. The staff from the Handling Company performing these functions should hold valid certificate, periodically updated.

1.1.8  Consumables for ULD build-up of Export Cargo like Skids, Plastic Sheets/Cover, Lashings, Packaging Tape, Beams, Spreaders etc. will be supplied by the Handling Agency and should be inclusive in the quoted rate.

1.1.9  All special cargo such as VAL, PER, HUM, DGR, etc. either for Export or Import are to be escorted by appointed Air India’s Security Service Provider, treated, and stored in accordance to the instructions of AWB, IATA, /TSA /FAA/ Customs and Security Regulations

1.1.10  The Carrier will be credited with charges collect fee of 5%.

1.1.11  The Carrier will retain a fee, levied on issuance of DO (Delivery Order) on Import Cargo before the consignment is delivered.

1.1.12  No extra charges shall be applicable for providing the services at night, on Saturdays, Sundays or legal holidays.

1.1.13  No extra charges shall be applied to the Carrier by the Handling Co., due to the cancellation of the carrier's flight.

1.1.14  The Handling Company will provide X-ray machines/ETD which will be manned by trained and certified Security personnel of the Handling Company for X-ray of all joining/transit cargo and mail.

(a)  The Handling Company to arrange dual view X-ray machine with a tunnel size capable of screening cargo with minimum dimensions of 62 inches wide and 66 inches high. As per BCAS regulations XBIS, ETD & Canines are required for Cargo Screening.

(b)  The XBIS (X-ray machine) and ETD must be as per the guidelines of the Local Regulator / TSA and BCAS and be manned by certified Cargo Screeners.

1.1.15  All arrival/departure activities (warehouse functions) inclusive of ULD movements on Air India flights to be completed on Air India’s cargo system, i.e. LMS (Logistics Management System). Air India will provide access to its system.

1.1.16  For cargo destined to points beyond JFK, onward flight/trucking details should be entered in the system.

1.1.17 The Handling Agency will provide an office space of approx. 400 to 600 sq. ft. (divided into rooms as required) including all utilities (office Furniture, Phone, Internet connectivity etc.) , cleaning and dedicated customer agents (during normal working hours as indicated below) suitable for functioning of Air India Cargo office. The Agents will handle enquiries, answer telexes, make arrangements for movement of special cargo and make bookings. The Customer Agents will function under the direction of AI personnel.

1.1.18 The terminal charges for export, import and transhipment consignments will be determined by marked practice and will be charged with AI concurrence.

1.1.19 All AI Comat and Diplomatic Cargo/Mail will be exempt from Airwaybill fee, storage charges, Terminal charges and any other Import charges.

1.1.20 As per BCAS requirement the Handling Agency will provide warehouse demarcation clearly segregating screened and unscreened cargo.

1.1.21 The Handling Agency will be held responsible for US Customs, TSA and any other Governmental Agency fines or penalties if it is due to the fault of the Handling Agent.

1.2 SECURITY REQUIREMENT

1.2.1 The following will be the security requirement, which will be provided by the Handling Company.

It is the responsibility of the handling company to ensure their staff meet all TSA/Governmental Agency requirements with records maintained and readily available as required.

i)  Local appropriate authority approved Dual View X-ray machines.

ii)  Separate area (Cage type enclosure to be arranged by the handling agency) for storage of Air India cargo measuring approximately 500 sq. ft. for the purpose of cooling of the Cargo whenever required.

iii)  Strong rooms for keeping the Valuable Cargo.

iv)  Provision for storing odd size cargo and cargo which requires 24 hours cooling off period.

v)  Premises should be safe guarded by trained personnel with modern security equipment. The selected Cargo Handling Agency will comply to Local compliance procedures and will also have to observe Air India procedures, which will be apprised to them.

vi)  The Handling Company will allow Air India Security or its authorised agency to carry out their functions in the Handling Company’s warehouse.

vii)  The Handling Company should note that the Air India Security or its authorised agency would escort the cargo while transported to/from warehouse to Air India flight.

viii)  During quality control audits by Air India and other regulatory entities, all records to be produced to confirm compliance to mandatory instructions of regulatory authorities of the State.

1.2.2 Space For Comat Handling:

Segregated area to be provided, as per requirement, with provision for flexible perimeter, to accommodate occasional oversized items and use of racking system to maximize storage area.

1.3 STANDARD OF SERVICE EXPECTED AND STAFF REQUIREMENTS: The common job requirements applicable for Export/Import/Flight handling Tarmac Coordinators/Customer Services Unit and COMAT handling are given in details as below.

1.3.1 Export / Import Handling

The Handling Company will be required to deploy staff depending on volume of cargo each day, 365 days a year, for handling of Import / Export cargo besides some dedicated staff as indicated. The reporting pattern of these staff shall be discussed with Air India officials prior to deployment as per flight schedule.

i)  Functions and deployment

S/no. / Functions / Strength of Staff Required
(a) / Imports & Exports / Loader- Unloader / As required
(b) / Customer Service Unit (Mon-Fri office working hours 0900 to 1700 hrs) / 2
(c) / Import / Export Claims (Managerial level) / 1
(d) / Secretarial / Bill Passing / Accounts (Mon-Fri between 0900 to 1700 hrs) / 1
(e) / Flight Handling (also to perform system function – LMS) / 2
(f) / Tarmac Coordinator – As per flight schedule / As required
(g) / COMAT (Mon-Sat between 0900 to 1700 hrs)
A.  Export COMAT / Dedicated (1Supervisor + 1Agent) / 2
B.  Import COMAT/ Dedicated / 1
(h) / Supervisor to cover daily operations / 1
(i) / Overall Supervisor (Managerial level) Common for Coordination / 1

( Handling Company must answer Cargo related queries all seven days a week from 0800-1700 hrs.)