Procurement of Refueling Unit (Bowser) Cum Weather Station

i. Part I – Technical Bid:

Contains all technical and eligibility documents. No price information to be

included. To be submitted online and offline through hard copy.

ii. Part II – Financial Bid:

Contains price offer strictly in the prescribed format. To be submitted only online.

10. Financial Bid Format

Unit Price Total

Sr. No. Description GST (%)

ONE Bus Chassis, fully modified and DGCA-

01 compliant for use as Fuel Bowser cum

Weather Station

02 AMC for 5 years after expiry of warranty

Note: Prices shall be FOR destination, inclusive of all Transportation, Registration,

Insurance, handling up to delivery point and any other Govt. tax or clearance charges as

decided by competent authority.

11. Delivery Schedule

i. Delivery must be completed within 90 days from the date of 50% payment after

approval of Bus chassis and modification plan.

ii. Delivery location: Civil Aviation Department, GUJSAIL Complex, Nr. Torrent

Substation, SVPI Airport Ahmedabad, Gujarat -

iii. Delay beyond scheduled date will attract liquidated damages @ 0.10% per day,

subject to a maximum of 10% of total contract value.

12. Inspection and Acceptance

i. The chassis will be inspected upon delivery by a technical committee.

ii. Acceptance will be based on compliance with specifications and physical

iii. Any defect or non-compliance shall be rectified/replaced at supplier’s cost.

13. Payment Terms

i. 50% payment will be made after approval of proposed Chassis and fabrication

plan approved by DCA and 50% after successful delivery of fully ready Fuel

Bowser Cum Weather Station along with its Registration, Insurance and Delivery.

ii. AMC payment shall be made on quarterly basis.

14. Warranty and Service Support

i. Minimum warranty of 3 years.

ii. The supplier shall provide after-sales service support during the warranty period.

iii. Warranty for additional accessories and items shall be claimable through service

provider as per warranty of each item.

iv. Any manufacturing defect shall be rectified free of cost within 15 days of reporting

during this period.

v. AMC for 05 years after completion of 03 years warranty period.

15. Performance Security

Successful bidder shall submit a Performance Bank Guarantee (PBG) equivalent to 5%

of the contract value, including all taxes valid till completion of AMC.

16. General Terms and Conditions

i. The Department reserves the right to reject any or all tenders without assigning any

ii. Incomplete or conditional tenders will be summarily rejected.

iii. The bidder shall bear all costs associated with preparation and submission of bids.

iv. Disputes shall fall under the jurisdiction of Ahmedabad, Gujarat courts.

v. The contract shall be governed by Indian laws and relevant DGCA, PESO, and OISD

17. Evaluation Criteria

i. Technical Evaluation: - Based on eligibility and compliance for fuel bowser cum

weather station conversion.

ii. Financial Evaluation: - L1 (lowest) among technically qualified bidders.

iii. After finalization of L1, the service provider shall submit a proposal for procurement

of suitable chassis and propose a fabrication and modification plan. The proposal

shall be vetted by Technical Committee and approved by DCA for initiation of

procurement and fabrication process. The proposal must be submitted within

days of issuance of Work Order.

iv. In case L1 service provider fails to submit the plan within 15 days or refuses the

accept the work order, L2 and subsequent service providers shall be approached for

the same work as per above mentioned tender conditions.

18. Contact Information

For clarifications, please contact:

Capt. Siddharth Ravalia, Manager – Flight Operations,

Civil Aviation Department

DIRECTOR OF CIVIL AVIATION, GUJSAIL Complex, Nr. Torrent Substation, SVPI Airport

Ahmedabad, Gujarat -

Email: [email protected]

Annexure I: Technical Bid Format

Annexure II: Financial Bid Format

Annexure III: Declaration of Non-Blacklisting

Annexure IV: OEM Authorization Format

Annexure V: AMC Terms and conditions

Technical Bid Format

(To be submitted on Company Letterhead)

1. Name of the Bidder:

2. Registered Office Address:

3. Contact Person (Name, Designation, Mobile, Email):

4. GST Registration No.:

6. Compliance with Technical Specifications (Yes/No):

7. Tentative Delivery Date:

8. Warranty Details:

9. Any Other Relevant Information:

Financial Bid Format

(To be submitted on Online)

Sr. No. Description GST (%) Total (₹)

ONE Bus Chassis, fully modified and DGCA-

01 compliant for use as Fuel Bowser cum

Weather Station

02 AMC for 5 years after expiry of warranty

1. Prices shall be FOR destination, inclusive of all Transportation, Registration,

Insurance, handling up to delivery point and any other Govt. tax or clearance charges

as decided by competent authority.

2. Taxes must be shown separately.

3. Conditional bids will not be accepted.

Declaration of Non-Blacklisting

(To be submitted on Company Letterhead)

We, M/s ________________________, having our registered office at ___________________________,

hereby declare that we have not been blacklisted, debarred, or suspended by any

Government Department, Public Sector Undertaking, or Government Agency in India.

We also confirm that there are no legal proceedings pending against us that may affect

our ability to perform the obligations under this tender.

Authorized Signatory,

(Signature with Seal)

(TO BE SUBMITTED AFTER AWARD OF WORK)

THE MANUFACTURER’S LETTER HEAD

MANUFACTURERS AUTHORIZATION FOR (MENTION ITEM NAME)

DIRECTOR OF CIVIL AVIATION,

Civil Aviation Department

GUJSAIL Complex,

Nr. Torrent Substation, SVPI Airport

Ahmedabad, Gujarat -

Ref: Tender No: (PLEASE INSERT BID REFERENCE)

We, (NAME OF THE OEM), who are the manufacturers of (NAME OF ITEM), having our

office at (REGISTERED OFFICE / FACTORY ADDRESS) do hereby authorize (NAME OF

THE BIDDER) to submit a bid, against above mentioned tender. The purpose of which is

to provide the following equipment (NAME OF ITEM) and to subsequently negotiate &

sign the contract.

We hereby extend our full warranty for the above specified equipment offered by us,

supporting the supply, installation & operational acceptance of the said equipment by

(NAME OF THE BIDDER) against these bidding documents & duly authorize the said

bidder to act on our behalf in fulfilling these guarantee & warranty obligations.

No other company other than (NAME OF THE BIDDER) unless authorized by a separate

letter directly addressed to you mentioning the tender details, are authorized to bid, &

conclude the contract for the above goods manufactured by us, against this specific

We also hereby declare that during the contract (including warranty / defects liability),

we will make our technical & engineering help available to (NAME OF THE BIDDER) to

assist them on a reasonable cost & best effort basis, in performance of all their obligations

to the purchaser under the contract.

For, (NAME OF THE MANUFACTURER)

NAME OF THE PERSON SIGNING THE LETTER

DESIGNATION / AUTHORITY

Annexure V: AMC Terms and Conditions

Annual Maintenance Contract (AMC) Covering Warranty Period and Five (05) Years Post-

The Civil Aviation Department (CAD), Government of Gujarat, intends to procure one (01)

Bus Chassis fully modified and DGCA-compliant for use as a Fuel Bowser cum Weather

The selected service provider shall be responsible for ensuring comprehensive

maintenance and operational reliability of the said vehicle, both during the warranty

period of 3 (three) years and under an Annual Maintenance Contract (AMC) for a

subsequent five (05) years after expiry of the warranty.

2. Scope of AMC:

The AMC shall cover complete maintenance, servicing, and repair of the Bus Chassis and

all integrated systems, including mechanical, electrical, hydraulic, pneumatic, electronic,

refuelling, and weather-monitoring components.

The contractor shall ensure that the equipment remains in safe, airworthy, and fully

operational condition, meeting all applicable DGCA, PESO, and OISD norms throughout

the contract period.

i. Initial Warranty Maintenance Period: Three (03) years from the date of

commissioning/supply.

ii. Post-Warranty AMC Period: Five (05) years immediately after completion of the

warranty period.

iii. The combined maintenance support shall therefore cover a total duration of seven

(08) years from the date of commissioning.

4. Nature of AMC:

i. The AMC shall be comprehensive, covering:

ii. Preventive and corrective maintenance.

iii. Replacement of defective components, consumables, and accessories.

iv. Labour and service charges.

v. Regular calibration and testing of all functional units.

vi. Compliance verification in accordance with DGCA and PESO safety standards.

5. Responsibilities of the Contractor:

i. Maintain the system in continuous operational readiness.

ii. Conduct quarterly preventive maintenance and calibration as per the approved

iii. Attend to all breakdowns and provide on-site service at CAD, GUJSAIL Complex or the

designated airport.

iv. Deploy trained and authorized personnel only as when required.

v. Maintain a service logbook for every maintenance visit, countersigned by the

authorized CAD officer.

vi. Ensure availability of spares and consumables at all times for quick replacement.

vii. Provide breakdown support within 24 hours of complaint reporting.

6. Spare Parts and Consumables:

All spares, assemblies, and consumables used for maintenance shall be of OEM make or

approved equivalent quality, conforming to BIS/IS/DGCA/PESO standards.

7. Replacement and Repairs:

i. Any defective or worn-out part shall be replaced free of cost during warranty and under

the AMC period.

ii. Replaced parts shall be returned to CAD for inspection if required.

iii. In the event of a major repair requiring longer downtime, the contractor shall provide

a standby arrangement or other acceptable alternative to ensure uninterrupted

8. Service Calls and Response Time:

i. Breakdown calls shall be attended within 24 hours of intimation.

ii. Repairs involving replacement of major components shall be completed within

hours, failing which a penalty will apply as per Clause

9. Payment Terms:

i. During the warranty period, maintenance shall be carried out free of charge.

ii. AMC charges for the post-warranty period shall be payable on a quarterly basis.

iii. Payment shall be made after verification of the service report.

iv. Applicable taxes shall be as per prevailing government norms.

11. Service Quality and Compliance:

The Service provider shall ensure that all maintenance work, spares, and testing

procedures conform to the standards prescribed by DGCA CAR, PESO, and OISD-141,

maintaining safety and performance certifications as applicable.

12. Penalty for Delay / Non-Performance:

i. Delay in attending breakdowns beyond 24 hours shall attract a penalty of ₹2,000 per

ii. Delay in completing repairs beyond 72 hours shall attract ₹5,000 per day until

iii. Repeated lapses or poor performance may lead to termination of the AMC and

forfeiture of the PBG.

13. Exclusions:

The AMC shall not cover damages arising due to accidents, natural calamities, or

unauthorized tampering, provided such incidents are duly verified and accepted by CAD.

14. Termination of AMC:

CAD reserves the right to terminate the AMC by giving 30 days’ written notice in case of

persistent non-performance or violation of contractual terms by the service provider.

15. Jurisdiction:

All legal disputes related to this AMC shall fall under the jurisdiction of the Courts at

Gandhinagar, Gujarat.

16. Governing Law:

This AMC shall be governed by and construed in accordance with the laws of India and

relevant Government of Gujarat procurement rules and policies.