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Ref: AAI/MDU/C-102/2017/

. 12.06.2017

Dt. 12.06.2017

/To

SUB: Short Term Quotation for Monitoring of Sales at Duty Free Shops (DFS) in Madurai Airport – Reg. Sir, Short Term Quotation in the prescribed form duly sealed is hereby invited for Monitoring of Sales at DFS at Madurai Airport on the following address: The Airport Director Airports Authority of India, Madurai Airport, Madurai – 625 022. 2. Quotations duly completed in all respects should reach this office on or before 28.06.2016 at 1500 hrs and the same will be opened on the same day at 1530 hrs in the presence of the available parties. 3. Chartered Accountant/Audit Firm/Agency shall quote the rates in the prescribed format only; otherwise the offer will be liable to be rejected. The quote should be valid for a minimum period of 3 months from the date of opening of quotation. 4. The agency shall ensure compliance with all requirements under labour laws and other welfare enactment and rules whatsoever applicable. 5. The agency shall be responsible to the payment of all salaries, wages and allowances etc., payable to the personnel employed as per the existing Minimum Wages Act. 6. The agency shall be responsible for replacement of the staff in case of falling sick, proceeding on leave, weekly off or otherwise absent at no additional cost to AAI. ..2

-2Eligibility Criteria: Any Chartered Accountant Firm/Company/Agency having an Annual Income of Rs.50.00 lakhs (Rupees Fifty lakhs) and above in any of the last 5 financial years. ( The selected agency has to appoint qualified personnel to the designated Duty Free Outlet at Madurai Airport 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 results and accurate sales turnover related information by examining the book of accounts of the Duty Free Retailer. Period : 06 (Six) Months. Only one Quotation shall be submitted by a single party either a firm or an individual. The proprietor of more than one company or firm will be considered as single party and one legal entity. PAN Card will determine the single entity criteria hence will be the basis for decision. DOCUMENTS TO BE SUBMITTED WITH THE SHORT TERM QUOTATION: a. Proof of eligibility & experience as mentioned above including CA Qualification certifcate. b. Copy

of

PAN/Firm

Registration

Certificate/Company

Regn.

Certificate. c. Signed copy of entire Short Term Quotation. The Scope of Work: 1. 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, Madurai Airport. The agency has to appoint such employees who are tech savvy competent to conduct information system audit and verify computer bsed transactions. 2. 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 that the all inclusive monthly fee quoted by the agency. Service tax a and other Government levies as applicable shall be paid extra. AAI will retain 10% monthly fee as performance Guarantee and will be released only after completion of the 6 months contract period. ...3

-33. The agency has to arrange the AEP (Airport Entry Permit) to the employees deputed to Airport job in coordination with AAI. 4. 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. 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 warehouse 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/Qty/Price etc., 9. Invoice generation and back up data 10. Periodical cross check from HO supervisor with billed and actual stock 5. The agency has to submit a weekly and monthly duly certified report to AAI with complete details of stock movement and sales turnover during the period. The report should interalia consists the following: Proforma weekely transaction report Date Opening Closing Sales Stock Stock Volume Products (FL, F&B, Confectionary, Tobacco Any other observations Any Hardship/ limitations

Sales Amount

Net Sales

Remarks if any

6. If the performance of the agency is not satisfactory AAI reserve the right to terminate the contrat by giving 7 days‘ notice in writing. If the agency withdraw before 50% of the period, the performance guarantee retained with AAI will be forfeited. 7. 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. ..4

-48. 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. 9. The agency and its employees has to comply with all the directives of Airport Director and to honour all the relevant rules and procedures applicable at the airport. 10. 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. 11. The weekely and monthly report showing the daily transaction data should be submitted to AAI on every Monday and before the 10th of every month respectively in Triplicate. 12. AAI reserves to itself the right to reject the conditional quotations without assigning any reason thereto. 13. AAI reserves to itself the right to reject any or all the quotations without assigning any reason thereof and to call for any other details or information from any of the tenderer(s). 14. Quotation (Master Envelope having Envelope ‘A’ and ‘B’ separately) duly completed in all respects should reach either by Registered post or by person at the above address on or before the dates and time mentioned in Para 02 above, positively. The Technical Bids(Envelope ‘A’) of the Quotations shall be opened as per schedule given above in the presence of the interested parties or their authorized representatives. Any Quotation received after due date & time stated above shall not be entertained under any circumstances. AAI will not be responsible for any postal delay or misplacement of Quotations submitted by post. The date of opening of the Financial Bids (Envelope ‘B’) shall be intimated separately in due course. Note: The box placed in the office of the Airport Director for the purpose of dropping the completed Quotationts by the parties will be closed at 1500 hrs on 28.06.2017 as per Short Term Quotation.

(V.V. Rao) Airport Director

Office of the Airport Director, Madurai Airport, Madurai-22.

Envelope ‘B‘ FINANCIAL BID Sl. Description of Items No 1. Monitoring of Sales at Duty Free Shops (DFS) in Madurai Airport

Amount quoated (per month)

(Rupees……………………………………………………………………………………………only)

Signature of the Quotationer _________________ Name _________________________________ Status _________________________________ Address _______________________________ ________________________________ Tel No (Office) _________________________ Residence

______________________