AIR INDIA LIMITED

Tender for SecurityServices atMalpensa Airport(MXP), Milan, Italy

Tender No. GH/SEC/MXP/2017/ 003

TENDER DOCUMENT

Dear Handling Agent,

Sub:Tender for Security Services at Malpensa International Airport, Milan,Italy.

Air India Limited (AI), solely at its discretion desires to award Contract for availing Comprehensive security services for Air India flights at Terminal-1,MalpensaInternational Airport, Milan (MXP). Air India invites handling companies authorized by the local Aviation regulator and the Airport authority of MXP and already providing Security services to Scheduled Passenger flights at MXPto submit offers for handling Air India flights in the format provided. Offer must be only on comprehensive basis, for providing service directly.

2.'Sealed Offer' be submitted on or before 06thMarch, 2017 by 1100 hoursin the office of :

Manager – Milan, Air India Ltd.

Largo Richini 2/A

20122 Milan

Milan, Tel. +0039 0286453130

Email: ,

Response received after the due date, time and incomplete response are liable to be rejected.

3.Following Annexure are enclosed with this Tender Document.

Annex-I / Air India's current schedule of operations at Terminal-1, (MXP).
Annex-II / Resource requirement, Procedures and Services Standards expected
Annex-III / Service Level Agreement(SLA)
Annex-IV / Air India’s Service requirement as per IATA AHM 810 2013 Version. (including yellow pages of AHM 36th Edition)
Annex-V / Handling Company Profile and Terms of Technical Evaluation
Annex-VI / Commercial Offer.
Annex-VII / Check List

4.Your offer should be in “Two Separate Sealed Envelopes” as given below:

ENVELOPE – 1: “Handling Company Profile – GH”(Containing Annex- VII, II, III, IV & V):

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 Malpensain particular. Handling Company’s response must reply each point mentioned in Annex V strictly as per requirement and 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 Services intent to be offered & provided, must be specified. “NO RATES MUST BE QUOTED OR INDICATED ON ANY OF THE DOCUMENTS IN THIS ENVELOPE.”

ENVELOPE – 2: “COMMERCIAL OFFER – GH”(Annex-VI)

Please submit your quotation meeting the requirements of Annex II, III & IV (Version 2013 along with yellow pages of 36th AHM). The commercial offer may 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.

5.It may please be noted that, both the offers (Technical and Commercial) must be put in separate sealed envelopes and both envelopes must clearly super-scribe the following and submit these envelopes before the due date.

  • Tender No.
  • Name and Phone no. of the Handling Company contact person.
  • Technical Bid or Commercial Bid.

6.Responses received after the due date, time and incomplete response are liable to be disqualified. 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 rejected.

7.The offers received will be opened in the office of the Airport Manager Air India (MXP) MalpensaInternational Airport 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.

8.Please note that offers not fulfilling Air India’s tender requirement will not be considered. If due any local regulation or infrastructure limitations certain requirements can not be met, or certain clarifications are required same must be brought to the notice of Air India before the last day of submission of offer. The contact for such clarification is mentioned below.

Mr. Shashi Kant Kaundal
Manager-Milan, Air India Ltd.
Largo Richini 2/A
20122 Milan Tel +39-0286453130
Email:, , / Mr. Manoj Kakar
Sr. AGM, HCA, Ground Handling HQ.
Air India Ltd.
Tel: +91 11 23422182, 23422162
Email:

We shall appreciate if you confirm your participation in this tender.

Regards,

SK Kaundal,Manager-MXP

ANNEX – I

Air India Flight Schedule Effective Summer Schedule-2017 at MXP

DAYS / FLT NBR / A/C TYPE / ARR / DEP / SECTOR
1,2,4,6 / AI-137/138 / B787 / 1930 LT / 2100 LT / DEL-MXP-DEL

NOTE:

a)The Schedule provided above is for Season Summer – 2017. The Schedule for Winter 2017 will be advised when the same is finalized.It may be clearly noted that Schedule or aircraft type are subject to change & intimation of the same will be provided with reasonable Notice.

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

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

Aircraft type / Passengers / ULD Configuration
F / J / Y / Pallet / Container
B787-800 / -- / 18 / 238 / 04 / 18
B787-900* / -- / 22 / 250 / 04 / 22
A330-200 / 00 / 24 / 255 / 04 / 14
B777-200LR / 08 / 35 / 195 / 04 / 18
B777-300ER / 04 / 35 / 303 / 06 / 24

(*)-Configuration is approximate

d)Diversionary Airport of Milan(MXP) - FCO-Rome.

e)The current sector of flight operation is DEL-MXP-DEL (turnaround flight). Carrier may change the sector e.g. as DEL-FCO-MXP-DEL (transit flight), with a prior notice and advance intimation to Service provider .

ANNEX-II

1.1PROCEDURES, RESOURCE REQUIREMENTS & SERVICE STANDARDS

(Attachment to Annex-B)

1.1.1SERVICE STANDARDS

The details of the Job to be performed for Air India Security are mainly guarding of Air India Aircraft, conduct pre-boarding checks of Aircraft and passengers, which include physical search of passengers’ hand baggageas and when required, checks in-flight catering and escort, escort of cargo, mails etc.

For these duties Air India's requirements are as under: –

DETAILS OF SERVICES

1)Ensure safety and security to Air India Aircraft while on ground at airport.

2)Carry out physical search of staff and their personal belongings in order to detect or prevent carriage of weapons, explosives, explosive devices and dangerous devices etc on board the Aircraft.

3)Monitoring the Baggage Loading in Baggage Make-up area. Automated Baggage reconciliation to be provided or arranged. Manual Baggage Reconciliation as and when required (Charges to be mentioned separately in Annex VI – Commercial Offer) as per procedure is to be carried out, to prevent and detect carriage of unauthorized baggage on board the Aircraft

4)Receive and match the interline baggage as per procedure or alternatively arrange positive identification of the same by passengers prior to carriage on board our flights.

5)Check and escort cargo, couriers, mails to Aircraft to prevent unauthorized introduction or removal of foreign object.

6)Carry out search of arrival aircraft to ensure that no carry-on baggage or any other valuables belonging to passengers is left behind by disembarked passengers and there are no unusual objects, explosive device or weapons concealed on board or to look out for any bomb warning that may be written on a toilet mirror, meal table or on a note.

7)Carry out pre-boarding checks of Aircraft as per SCD no 1/2015 of DFT (Single Consolidated Directions (Aviation) 2015) to detect or prevent any unusual objects, explosive device or weapons concealed on board our flights.

8)Assist Air India in observance and enforcement of established rules and regulations within the organization or any new procedures, which may be considered necessary by Air India Management.

9)Assist and co-operate with Air India or any law enforcement agency at the Airport in carrying out dummy checks and examinations to ensure alertness of security staff involved in flight operations.

10)The Security Team provided for Air India should have prescribed educational qualifications and physical standards as per Government requirements specified in EUNASP (European Union National Aviation Security Programme)/ENAC/ UKNASP(United KingdomNational Aviation Security Programme) : whichever is applicable at Milan, and ensure all security staff is well trained and certified. All staff must also be in proper uniform while on duty.

11)The Security personnel should be well equipped with Hand Held Scanners,Hand Mirrors, Flash Lights etc. that are required to perform effective security functions. Any defective equipment will be repaired, removed or replaced with serviceable units.

12)The security handling team consisting of Security Supervisors and Security Agents must be dedicated and should be readily available to provide security coverage to Air India flights well in time at the allocated gate as per flight schedule.

13)The Security Supervisor will be responsible for liaison with Air India Security, SEA Security, Metropolitan Police, MalpensaAirport Security, CAA and DFT and any such agency whose assistance may be needed in day to day working.

14)During contract period Air India needs to have a dedicated (same set of trained staff) security team of permanent employees of handling agency for Air India, duly vetted and cleared through Local Police Authorities.

15)The Security Handling Company will make necessary arrangement for movement of your staff in performance of their duty by providing suitable vehicle.

16) On requirement Security personnel needs to be deployed at Check in counters to perform security related duties, PAX profile, crowd control and to be prevent evasion of carriage of Excess hand baggage.

1.1.2Security Job Specification/Requirements (On Hourly Basis)

(a)Baggage Makeup and Interline Baggage Security

Security staff posted in baggage make-up area is required to guard the bags to avoid any pilferages and to prevent insertion. Staff is required to supervise the loading of joining bags and interline bags in container, seal Containers and send to Aircraft. Staff is also required to maintain surveillance, prepare baggage bingo charts for the departure containers and coordinate baggage reconciliation activities. Departure baggage containers will be sealed and escorted from baggage room to aircraft.Staff will co-ordinate with Ramp Agent for baggage reconciliation and apprise the Supervisor on duty, who will submit the details in Baggage Manifest Declaration Format as per the requirement of DFT & CAA. A copy of the container chart will be kept in container pocket. Liaison with other Ground Handling service provider and their coordinator. Arrange to offload the baggage of pax(GNS) not on board.

(b)Cargo Escorting Duties

Security staff posted for Cargo Escorting is required to report to Cargo Warehouse and liaise with cargo coordinator, collect relevant documents, seal the containers and escort the same as per DFT & CAA procedure to Aircraft.

(c)In-Flight Catering Security and escort

The security staff posted at flight kitchen is required to check Meal carts, cabinets and oven cages; check the contents to prevent or detect any unauthorized items been introduced before loading. Affix seals on the meal carts and cabinets and supervise loading the sealed Meal carts, cabinets, oven cages in catering trucks, ensure trucks are sealed and escorted to Aircraft. Maintain surveillance during loading of catering uplifts onto aircraft.

(d)Aircraft Security

For Aircraft Security personnel required as under:

1)One security staff at the entrance of Aircraft door (L1) for guarding and regulating only genuine staff to enter Aircraft after frisking and maintain register. Carry out physical search of any item taken inside the Aircraft and prevent removal of unauthorized items from Aircraft. Check Boarding cards & passport of passengers while boarding to ensure only genuine passengers board.

2)Three Security staff for pre-boarding cabin checks and to maintain surveillance on Cabin cleaners and catering loaders.

3)One Security staff on the ramp to guard Aircraft Cargo holds to control entry of staff and supervise off-loading & loading of cargo, courier, mails and baggage. This staff will also verify the seals on departure baggage/cargo containers andin-flight catering hi-lift before it is aligned to Aircraft.

4)After cabin search, Three Security staff for random physical search of passenger handbags and pat down searches at gate while boarding, as and when required

5)One security supervisor for overall supervision, co-ordination and assist in physical search of hand bags at gate while boarding.(as and when required)

6)One security staff at bulk hold to control access and monitor offloading and loading of baggage, cargo, mails etc.,

1.1.3Resources requirement and areas of coverage on per flight basis: (Approximate)

Areas of coverage / Category / No. of staff X
Man-hour per staff / Total manhours
Aircraft Security Coverage / Security Supervisor / 1 X 4 / 4
Baggage Make Up & escort of sealed containers/ trollies to aircraft / Security Agent / 1 X 3 / 3
Baggage Reconciliation (Automated) / Security Agent / 1 X 2 / 2
Passenger profiling/ Access of passenger & crew at check-in area/ control of Passenger documents / Security Agent* / *1 X 3 / 3
Aircraft access control including register maintenance and frisking of staff at L-1 door / Security Agent / 1 X 2 / 2
Aircraft onboard checks and surveillance / Security Agent / 2” X 1½ / 3
Aircraft Access door at L-4/Bulk hold / Security Agent / 1 X 2 / 2
Documents Check / Boarding Pass at Boarding Gate. / Security Agent / (2”+1*) X 1 / 3
Ramp Security at A/c Cargo Holds / Security Agent / 1 X 2 / 2
Flight kitchen checks/escorting catering trucks. Cabin checks & surveillance of cabin loading/cleaning activities till completion / Security Agent / 1 x 4 / 4
Cargo (arrival/Departure) Escorting with Vehicle / Security Agent / 1 X 2 / 2
Total / Supervisor / 1 / 4
Agents / 10 / 26

Please note the current scheduled ground time is90 minutes.

  • (*) – Same staff used at check in for pax profiling and at boarding for filtering and doc control.
  • (“) - Two staff of aircraft checks to carryout documents check at boarding gate at the time of passenger boarding
  • Indicative Total Man-hours Per Flight:

Security Supervisor(1)- 4 Man-hours

Security Officer (10)-26 Man-hours

Note:

  1. While the above deployment is as per the on schedule operations, the number of man hours required will be based on actual operations,ENAC/BCAS/DGAC/MXP/ASOB/CASA regulatory authority requirements.
  2. The Security Supervisor will check the Expected Time of Arrival (ETA) of the flight from AI Operation or Arrival Flight Information and arrange to deploy the manpower for Aircraft Security 30mts before the ETA of the flight.
  3. The Security Supervisor will be overall In-charge of all the functions of the security Officers/
  4. agents and will submit all papers work of the concerned flight before breaking off duty. Further, the Supervisor along with 02 officers will be on stand-by in AI office till the aircraft is airborne. He/She will report to the Security Manager/ Authorized Manager of Air India at Milan airport.
  5. Escort Vehicle, with driver/ self-driven by security staff, shall be provided by the Service Provider.
  6. In case any penalty is imposed by EU Regulations,ENAC, Indian Immigration/FRROor other local Security Agency due to the fault of the GHA, it will be recovered from the GHA.

In case any penalty is imposed by ENAC, Indian Immigration/FRRO /ASOB/CASADGAC/EU/ Italian regulatory Authority or any other MXP regulatory Agency due to the improper procedure etc by the GHA, it will be recovered from the GHA.

1.1.4SECURITY SERVICE PROCEDURES

The Handling Agent should comply with requirements of ENAC, Transport Security Administration, Bureau of Civil Aviation Security (BCAS) Govt. of India and AI, as applicable from time to time, while following the laid down procedure. The Handling Agent will check with AI Operations for flight movements on daily basis and deploy manpower accordingly.

(a)Procedure for Passenger and Baggage Security

  1. Profiling of passengers.
  2. Baggage reconciliation.
  3. Automated BRS to be provided or arranged and monitoring & coordination of Baggage Reconciliation of registered baggage. Manual Baggage Reconciliation (Charges to be mentioned separately in Annex VI – Commercial Offer) as and when requiredas per procedure is to be carried out, to prevent and detect carriage of unauthorized baggage on board the Aircraft. Surveillance in baggage Make Up and baggage delivery areas.
  4. Security escort for arrival and departure baggage. Sealing of departure baggage containers, trollies in baggage make-up area.
  5. Screening and matching of interline and mishandled baggage.
  6. Secondary frisking of passenger and screening/physical check of their hand baggage before boarding of the flight as and when required.

(b)Procedure for security of Cargo and Postal mail bags

  1. Escorting of departure and arrival cargo/mail between cargo warehouse and A/C. Escort vehicle to be provided.

(c)Procedure for Security of Catering Uplift

  1. Security Check on meal/ Dry Stores uplift in flight kitchen.
  2. Sealing of meal trolleys, cabinet and other uplift.
  3. Security Check of the hi-lift.
  4. Surveillance over loading of hi-lift then sealing and escort to the Aircraft. Escort vehicle to be provided
  5. Surveillance during loading of cabin and catering uplifts into A/C.

(d)Procedures for Aircraft Security.

  1. Security of access control of Aircraft during its full ground time. Security check of authorized personnel and materials gaining entry to and exit from the Aircraft and maintaining record of the same. Check Boarding cards and passports while boarding to ensure only genuine passengers board.
  2. Surveillance over loading and unloading activities of baggage, cargo, courier, postal mails and other loading materials under the A/C, Anti-sabotage check of the aircraft including cockpit, toilets, cabin, galleys, life vests, seats, cargo holds(front/aft/bulk), overhead bins and surveillance over staff working in and around aircraft.
  3. Carry out search of arrival aircraft to ensure that no carry-on baggage or any other valuables belonging to passengers is left behind by passengers and there are no unusual objects, explosive device or weapons concealed on board or to look out for any bomb warning that may be written on a toilet mirror, meal table or on a note.
  4. Surveillance over loading and unloading of catering items from Hi-lift and Aircraft.
  5. Surveillance over staff accessing external panels for water servicing, drainage, fuel uplift etc.
  6. Pre boarding checks of Aircraft cabin including cargo holds and surveillance over ground staff working in and around the Aircraft.
  7. Carry out search of arrival aircraft to ensure that no carry-on baggage or any other valuables belonging to passengers is left behind by passengers and there is no unusual object/explosive device/weapon concealed on board.
  8. Ramp security personnel shall carry out security check of cargo hold, bulk hold on completion of off loading activity and before commencement of loading activity.
  9. Any additional security service as may be required as per ENAC/BCAS/FAA/SA/DFT/EU/ Italian regulations / Air India such, secondary ladder point checks(SLPC) as required will have to be provided by Handling Agent.
  1. The security staff of handling company must be in proper uniform including Badges, Scarves and jackets.
  1. The Handling Company shall ensure that all persons working on behalf of the carrier and vehiclesshall be in possession of the appropriate airport identification passes and / or permits issued in the name of the Handling Company.

(e)Miscellaneous security services: