SriLankan Airlines Limited RFP: PLIT 08 / 2016
REQUEST FOR PROPOSALS FOR
PROVISIONING OF AN AUTOMATED FLIGHT CREW PLANNING, TRACKING AND RESOURCE MANAGEMENT SYSTEM
FOR
SRILANKAN AIRLINES LTD.
SriLankan Airlines Limited Airline Centre, Bandaranaike International Airport, Katunayake Sri Lanka.
This document contains confidential and proprietary information belonging to SriLankan airlines Limited and may not wholly or partially be copied to a data retrieval system, disclosed to third parties or used for any purpose other than that for which it was supplied without written approval authority of SriLankan Airlines Limited.
Document Scope This document depicts SriLankan Airlines desire to provide reputed external institutions with an opportunity to Tender, for provisioning of an automated Flight Crew Planning, Tracking and Resource Management System for SriLankan Airlines. The document essentially comprises of the following parts; (1)
SECTION I
:
TENDER INVITATION LETTER
(2)
SECTION II
:
TENDER ACKNOWLEDGEMENT FORM
(3)
SECTION III :
REQUEST FOR PROPOSAL FOR PROVISIONING OF AN AUTOMATED FLIGHT CREW PLANNING, TRACKING AND RESOURCE MANAGEMENT SYSTEM FOR SRILANKAN AIRLINES.
(4)
SECTION IV
:
CONTRACT FORM
(5)
SECTION V
:
GENERAL CONDITIONS OF THE CONTRACT
(6)
SECTION VI
:
COMMITMENT ON ETHICAL MANUFACTURING PRACTICES
(7)
SECTION VII :
VENDOR INFORMATION FORM
(8)
SECTION VIII :
BID BOND
(9)
SECTION IX
PERFORMANCE BOND
:
SECTION I
Tender Invitation Letter RFP: PLIT 08/2016 INVITATION TO TENDER FOR PROVISIONING OF AN AUTOMATED FLIGHT CREW PLANNING, TRACKING AND RESOURCE MANAGEMENT SYSTEM FOR SRILANKAN AIRLINES. Bids are invited for provisioning of an automated Flight Crew Planning, Tracking and Resource Management System for SriLankan Airlines. Completed Technical and Financial proposals should be submitted in two separate sealed envelopes no later than 1.30 p.m. Sri Lanka time (Sri Lanka time is GMT+5:30) on the 10th October 2016 (No extensions would be granted) with the tender reference no. PLIT 08/2016, the Bidding Company’s name and the type of proposal (Technical or Financial) clearly marked on the top left corner addressed to: Senior Manager Commercial Procurement, Commercial Procurement Department, SriLankan Airlines Ltd, Airline Centre, Bandaranaike International Airport, Katunayake, Sri Lanka. The evaluation shall be done in accordance with the “Two Envelope System”. Hence only the technical proposals will be opened initially. The Tender Proposals will be opened on 10th October 2016 at 2.00 p.m at SriLankan Airlines, Airline Centre, Commercial Procurement Department, Bandaranaike International Airport, Katunayake, Sri Lanka. Tenderers or their authorized representatives are permitted to be present at the time of opening the tender. A refundable deposit of LKR 200,000.00 (USD 2,000.00) in the form of an unconditional/irrevocable Bank Guarantee drawn at sight, valid for 90 days beyond the tender closing date has to be submitted along with the bid. Bids without an application deposit will not be considered as per the standard Tender conditions. However, principals/manufacturers/registered suppliers and their accredited agents are not required to furnish this refundable deposit. (Documentary proof to this effect should be sent along with the offer)
The Tender Acknowledgement Form attached to the Bid document must be completed and returned by fax within Three (3) days of receiving this document. Any inquiry /Clarification about the Bid should be addressed in writing to the Commercial Procurement Manager (IT), SriLankan Airlines Ltd, Airline Centre, Bandaranaike International Airport, Katunayake, Sri Lanka. through email :
[email protected] or Fax: +94-(0) 19733-5218 on or before 22nd September 2016.
If your company is not interested in submitting a bid, it is important to inform us by email to the above address, for your company details to be retained in our database for future projects. Yours faithfully, SRILANKAN AIRLINES LTD
SENIOR MANAGER COMMERCIAL PROCUREMENT Date: 19/10/2016
SECTION II
Tender Acknowledgement Form
IMPORTANT ALL TENDERERS SHALL COMPLETE AND RETURN THIS FORM WITHIN 3 DAYS FROM RECEIPT OF THE TENDER DOCUMENTS
Receipt of your Tender Request No RFP PLIT: 08/2016 is hereby acknowledged
You may expect to receive our proposal on or before…………………….. ………..…………………………………………………………………………………………………………… ……………………………………………………………………………………………………………………… ………………………………………………………………………………………………………………………. ……………………………………………………………………………………………………………………… ……………………………………………………………………………………………………………………… ………………………………………………………………………………………………………………………
We do not intend to bid because ……………………………………………………. ……………………………………………………………………………………………………………………… ……………………………………………………………………………………………………………………… ……………………………………………………………………………………………………………………… ……………………………………………………………………………………………………………………… ……………………………………………………………………………………………………………………… ………………………………………………………………………………………………………………………
Signed
: ……………………………………………………………………….
Title
: ……………………………………………………………………….
Company
: ……………………………………………………………………….
RFP: PLIT 08 / 2016
REQUEST FOR PROPOSALS
FOR
PROVISIONING OF AN AUTOMATED FLIGHT CREW PLANNING, TRACKING AND RESOURCE MANAGEMENT SYSTEM
FOR
SRILANKAN AIRLINES LTD.
SECTION III
Flight Crew Planning, Tracking and Resource Management System
1. INTRODUCTION
RFP: PLIT 08/2016
1.1 PURPOSE SriLankan Airlines Limited, the national carrier of Sri Lanka is in need of flight crew planning and resource management system hence accepting proposals for a solution to optimize, automate and cost effective flight crew planning and resource management system. The requirements of such system for SriLankan Airlines is described in this document, anticipating proposals from the reputed and innovative suppliers worldwide. The purpose of this document is to provide the business and technical requirements specific to SriLankan airlines and to identify and select an industry standard high-quality solution which could provide dynamic and optimal process and functionalities to maximize the benefits for SriLankan Airlines. Further the proposed system should consist of necessary hardware, software integration to existing IT systems, training for both operational and technical staff, post implementation support etc. The solution should support industry standard system architecture and standard common-off-the–self hardware and peripheral devices leveraging the benefits of the existing infrastructure as described in this RFP Bidders interested in submitting proposals to provide such solutions are required to follow the recommended guidelines and instructions contained in this Request for Proposals. In the event it becomes necessary to revise any part of this RFP, revisions will be provided by addendum. 1.2 DESCRIPTION The main objective and the goal is to enhance the business processes there by deploying industry standard, robust, scalable and innovative software solution that will replace current semi-automated flight crew planning and resource management system which includes crew planning, tracking, vacation planning, movement control and crew web portal. Further the proposed solution should bridge the gap in current manual processes (which is described in this document in later chapters) carried out by crew scheduling department The proposed solution should be ideally accessed from anywhere (thin / light weight software module) for instant information by flight crew / selected user group. 1.3 OBJECTIVES Key Objectives • • • • •
Equal flight distribution among the crew based on the defined rule set Flight Requests should be processed automatically without manual intervention thus ensuring the execution of defined criteria. Crew Off day requests should be processed automatically and the desired results need to be generated to the respective parties. Ability to generate auto rosters based on the defined criteria and it should produce accurate and optimal roster. Crew API (GD) details should be auto processed and transmitted to defined destinations via standard communication methods
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Flight Crew Planning, Tracking and Resource Management System
•
•
• •
• • •
• • • • • •
RFP: PLIT 08/2016
Crew leave requests should be automatically processed on defined criteria and the award should be done automatically. Comprehensive report generation mechanism. o Crew flown hours report (planned vrs actual) o Crew off days report (requested vrs actual , history ) o Roosted and actual Flown sectors (individual , per category etc) reports o Training reports (by date, individual , category) o Any Ground activity report Crew reporting and tracking mechanism (crew check-in) Web based crew information access application/ portal o Individual roster o Flown roster o Individual training records o Category information eligibility of number of sectors based on category) o Allowance / newsletters / crew notifications o Flight swaps by individual crew members without admin interfere Vacation Planner Crew notification (email /SMS) Crew Tracking tool o Show expirers (training recurrences) o Show rule violations including flaying duty period o Show available vacancies and standby periods Man power calculation for any schedule before publishing Roster patterns & crew pairing creation Simulator for running different set of scenarios (rules/categories/patterns) System audit trial for action performed Ability to calculate allowance calculation. Man power requirement calculation for a given schedule based on set of rules defined by the administrator
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Flight Crew Planning, Tracking and Resource Management System
2. OVERVIEW
RFP: PLIT 08/2016
2.1 BACKGROUND SriLankan Airlines, the National Airline of Sri Lanka, is an award winning carrier with a firm reputation as a global leader in service, comfort, safety, reliability and punctuality. Launched in 1979, SriLankan is currently expanding and further diversifying its wide range of products and services in order to drive the country's ongoing boom in tourism and economic development. The airline's hub is located at Bandaranaike International Airport in Colombo, providing convenient connections to its global route network of 60 destinations in 33 countries in Europe, the Middle East, South Asia, Southeast Asia, the Far East, North America and Australia. SriLankan Airlines currently consist of 07 aircraft types, (Airbus 330-300,330-200,320 , 321 & MJ 320,321,319) and 25 (21 – UL, 4 – MJ) aircrafts in total including Mihin Lanka (when operate UL flights) The proposal should cater 30 aircrafts including Mihin Lanka. At present flight crew planning and resource management us a semi-automated process. With the increase in fleet & frequencies and mainly having different types of aircraft types in the current UL fleet, it is not possible to perform crew scheduling related functionalities with semi- manual manner. Further the flight crew planning system is a hosted solution system which is accessed via Citrix client. To access individual crew rostering and other related information for flight crew, separate web based information portal is provided at the vendor location. System generated MIS report requirement is a main concern of the management which cannot be dynamically catered when the flight crew rosters are done in semi-manual manner. Therefore management reports, resource utilization reports and other MIS reports has to be prepared manually leading to major accuracy issues. Communicating/dispatching relevant information/ documents (crew APIs, etc) to local and overseas stations / authorities is limited and done in more manual manner.
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Flight Crew Planning, Tracking and Resource Management System
3. BUSINESS REQUIREMENT
RFP: PLIT 08/2016
This will describe overall functional requirement. The system must have the following feature that are matching in each identified functional area. 3.1
CREW DATA CONFIGURATION AND MANAGEMENT
Basic crew data are handled in HR system and should be delivered to the new CMS. The operational crew data should be handled in the CMS and if necessary should be transferred to HR,
3.1.1 Basic Crew information – The Basic information should be defined in the system which could be referred at many different stages to provide end users with meaningful information
Staff Number Full Name Last Name Last name with initials Call name Present Address Permanent/Emergency address Email address Home Phone Mobile Phone Religion Civil Status NIC Number Photograph
3.1.2 Operational Crew Data – The operational data could be defined at different stages so that system can refer them during calculation and report generation. 3.1.3
Pick-up point, route and distance Transport Type (UL, ECD, etc) Spouse staff no (if in crew) Group code Grade, date appointed Languages Passport, visa and vaccinations expiries Qualifications and additional qualifications Interface to define Pairing rules
The system should support to define the set of rules that will impact on calculating the paring for given roster periods.
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Flight Crew Planning, Tracking and Resource Management System
3.2
INTEGRATED FLIGHT SCHDEULE
RFP: PLIT 08/2016
Flight schedule should offer an interactive graphical display of either a manually entered schedule or one imported from other systems (SSIM format / excel format) in compatible format. This should keep all relevant flight leg information readily available
3.2.1
Flight Number, Departure city, arrival city, leg number, timings etc Automatic determination of crew composition based on aircraft and / or flight Airport data Daylight saving times Voyage log Graphical display of aircraft rotations Scenarios must be possible 3.2.2 The system should be capable to handle IATA formatted ASM/SSM/ MVT messages, these messages should be either captured by a SITA telex address, email box, XML web service, database sync, etc. The following are the lust of message types generated from the scheduling system 3.2.3
The system should be capable to process SSIM data file to capture the next schedule information
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Flight Crew Planning, Tracking and Resource Management System
3.3
CREW TRAINING AND VALIDITY
RFP: PLIT 08/2016
Crew training and check should offer a solid administration module for keeping track of initials and recurrent training’s as well as checks. It also should adhere to define own course structure. The system should assist in monitoring history and due dates, and the necessary reports. The module should be fully integrated with the Crew Schedule module for easy assignment including qualifications and validation checks 3.3.1 Ability to define training parameters and retrieve training information. The following requirements need to be facilitated by the system User definable training structure Multiple aircraft types Scheduling of class room training’s Automatic aircraft recency check updating Planning of simulator availability and usage Training history records Due date/expiry warning system with colour indicators/flags/pop-ups Rule engine 3 landings 3.3.2
The system should have the ability to handle following training courses (minimum): Evacuation Safety Fire drill Security Medical Grooming Checks Dangerous Goods CRM First aid On-board Service Check Ditch-Drill
3.3.3 Ability to define/create courses, group courses (define course parameters). System should be able to capture following parameters to handle training;
Training Abbreviation Training Name Last done date Due date End date Earliest date
Training Abbreviation – Short code to identify training. Maximum 5 characters (DGR – Dangerous Goods Regulation) Training Name – Free text field to specify the name of the training Last Done Date – Last performed date Due date – Last done date + Interval 7
Flight Crew Planning, Tracking and Resource Management System
RFP: PLIT 08/2016
End Date – Should have a possibility to define an end date in addition to the due date. For example if a 12 month valid training is performed on 8th March 2010, the due date would be 8th March 2011 and the end date should be 31st March 2011. End date is based on the month (not the actual date). The user should be able to define whether the training forecast is based on the end date or the due date. Earliest date – user definable period for warning. For example if the due date is 8th March 2011 and if the warning period is one month, then the earliest date would be 8th February 2011. 3.3.4
SIM for recurrent training
Should have the ability to buy simulator sessions based on simulator requirement analysis. Capability of assigning and tracking expiries. 3.3.5
Auto allocation / Roster of crew members to training slots.
The system should have the facility to check the expiry of training needs. Breakdown the tech crew members by month The expiry of the crew member’s training needs need to be looked at three months before. Crew member category need to be taken into consideration when roster. Crew member need to be considered when assigning crew to training rosters Admin should be able define rules as how the crew members should be picked up for training (how many pilots/ how many FO’s / How many leading / How many pursers) Admin should have the flexibility to manually adjust the training slot without affecting the optimal roster and all changes need to be recorded.
3.3.6
Training Reports
Comprehensive training reports need to be generated by the system to analyse trends, recurrences, compare actual and planned training sessions. Graphical view of training calendar should provide comprehensive information Selection of a training slot should list all the participants and the facilitator Class room information Transport information
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Flight Crew Planning, Tracking and Resource Management System
3.4
CREW PAIRING
RFP: PLIT 08/2016
Crew pairing should offer a variety of functions to generate pairing schemes from the flight schedule. It should offer an extensive crew composition support and many display filters that enable the planner to select only relevant pairings. Crew pairing must provide cost information, capacity diagrams, deadheading information, hotel information, taxi information (to be checked) and much more. All actions in the pairing module to be checked by the rule engine.
3.4.1 The system should facilitate easy creation of crew pairing and the following functional areas should be covered
Graphical display of flights – and pairing scheme simultaneously
Easy pairing constructions (such as drag and drop)
Decision support functions
Full rule engine support
Freeze and release pairings
Automatic pairing generations and optimization
Accommodate multiple crew bases
Split and combine pairings
Handling of daily allowances
Determination of optimal pairing positions (cost control of standard crews)
Check on open pairings
Check on uncovered flight positions
Maintenance of standard dead- headings (example use of DH)
Extensive update mechanism for flight changes
Determination of crew meals for inflight support
Hotel information
Crew capacity histogram (distribution per month & positions)
Pairing cost with breakdown
Hotel cost
Transport cost
Crew allowances
Different selections of pairings
Cost functions
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Flight Crew Planning, Tracking and Resource Management System
3.4.2
The system following Statistical Reports need to be produced by the system
RFP: PLIT 08/2016
Inflight
Man-days per week for Purser, LSS, Flight Stewards and Flight Stewardesses
Standby (SB) man-days per week for Purser, LSS, Flight Stewards and
Flight Stewardesses
Flight hours for week Purser, LSS, Flight Stewards and Flight Stewardesses
Actual number of crews for Purser, LSS, Flight Stewards and Flight
Stewardesses per month
Tech
Man-days per week for Captains, Co-pilots and Cruise pilots incl. different
qualifications
SB man-days per week for Captains, Co-pilots and Cruise pilots incl. different
qualifications
Flight hours per week for Captains, co-pilots and Cruise pilots incl. different
qualifications
Actual number of crews for Captains, co-pilots and Cruise pilots incl. different
qualifications per month
Instructor ratio
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Flight Crew Planning, Tracking and Resource Management System
3.5.
CREW SCHDEULE / PLANNING
RFP: PLIT 08/2016
Schedule is the module for assigning crew, either manually or automatically. It should allow users to easily take requests, mandatory recurrent training, vacations and standby duties into account. The rule engine supports day – to –day planning by automatically checking the legality of the generated schedules 3.5.1 The system should facilitate main functionalities related to crew pairing creations, which includes loading of schedule from scheduling tool up to generation of optimal pairing. Graphical display of pairing and crew line schedules simultaneously Easy assignment function using drag and drop Handling of duties containing flight and non- flight activities Flights statistics and counters Extensive update mechanism for pairing changes Check on uncovered pairing positions Full rule engine support Automatic schedule generations Request handling (Request for off days, Flights etc.) Recurrent training assignment Handling of simulator sessions and familiarization flights Stand-by assignment Indication to the scheduler on medical, passport etc expiry Accommodate multiple crew bases E-mail and SMS facility for roastering Auto generated rosters need to be saved. Subsequent changes carried out for roster before published need to be tracked (Save).
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Flight Crew Planning, Tracking and Resource Management System
3.6
CREW TRACKING
RFP: PLIT 08/2016
Crew tracking module should manage all crew – related issues during the day of operations. It should offer functions for crew check-in /out and disruption handling. Comprehensive decisions support is to be available for situations where replacements need to be found in case of illness, traffic changes, delays, etc. 3.6.1 System must facilitate the easy tracking of crew members activities that includes the following. Real- time graphical display of flight and crew status Real- time graphical display of individual crew line schedule Keeps track of To- do-list Change control for crew notification Crew check- in indicators Voyage log handling Crew communications Indication to the tracking staff on medical, passport etc expiry An audit trial component should be included E-mail and SMS facility for roster tracking Rule engine support to check the legality of flights and crew rosters Automate the Recovery Process (Assigning the standby crew) according to the given criteria(e.g. Historical data, Seniority, Lesser destruction)
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Flight Crew Planning, Tracking and Resource Management System
3.7
VACATION PLANNING
RFP: PLIT 08/2016
System should support flexible, easy to use and rule driven vacation planning module integrated to the system itself to facilitate vacation planning activities. This should be ideally consist of the vacation administration, process execution module and the end user interaction module where crew members can log their vacation requirements. Crew vacation planning module is very important to administrate and plan leaves of tech and cabin crew. The system should support for different types of leave types (Annual, Casual, Maternity, Long sickness, approved No-pay). Further it should be integrated with company HRIS system which is currently managing the leaves of SriLankan staffs including cabin and tech crew. Crew training and check should offer a solid administration module for keeping track of initials and recurrent training’s as well as checks. It also should adhere to define own course structure. The system should assist in monitoring history and due dates, and the necessary reports. The module should be fully integrated with the Crew Schedule module for easy assignment including qualifications and validation checks 3.7.1 should • • •
Ability to set the criterion for Vacation Planning module. Below requirements be supported by the system. The system should be capable of setting the vacation planning period (annual, monthly or quarterly) Ability to set the bidding period during that flight crew can request for Capable of setting quota for different crew categories. (Restricting the eligible no of leaves for a day for different crew category)
3.7.2 • • • •
The system should have the ability to handle following functions Capable of handling annual carried forward leaves and manual alteration facility should be there. Ability to set several annual leave blocks. Ability of handling leaves of tech crew and cabin crew separately. Feasibility of planning annual leaves yearly, quarterly or any given period.
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Flight Crew Planning, Tracking and Resource Management System
3.8
AIRCRAFT MOVEMENT CONTROL
RFP: PLIT 08/2016
Aircraft Movement Controls should show the movement of the individual aircraft on a real-time graphical display. This module is fully integrated with the crew tracking module. Colour changes, special indicators and warning messages should offer a total view of daily operations. The module need to provide an efficient interface to self-definable underlying information, such as cargo and passenger list, fuelling data and maintenance records. Moreover the aircraft schedule changes could be carried out through ASM/ SSM or manual drag and drop methods 3.8.1 The aircraft movement functionality should ideally show the current status of the flight schedule in graphical format, this should include the below characteristics. Real – time graphical display of aircraft rotations Flight status Delay information Connecting flights Crew status Manual update of schedule by triggering the ASM / MVT message option should be available Drag and Drop option for schedule changes is required (comprehensive audit trail should be available )
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Flight Crew Planning, Tracking and Resource Management System
3.9
FLIGHT CREW CHECK-IN/ CHECK-OUT
RFP: PLIT 08/2016
This module will be used at the crew control centres. Crew members will be check-in/check-out for flights using this module. Check-in/check-out should be done by scanning the figure mark which need to be then tracked and transferred to company HR System’s time and attendance module. Tec and Cabin members perform check –in and check-out at Colombo airport for a given pairing. 3.9.1 Crew check-in / check-out functionality should be facilitated by the system Should check for flights within a defined period of time for that crew member Expiry of passport, license, vaccinations and etc should be prompted to check-in crew member from a defined day. Crew member should have a facility to send message to pre-defined people Crew scheduling or administration sections should be able to publish information to crew members, which will be shown after check-in. Crew members should be able to view or print their roaster information and paring information. Check-in restrictions should be defined for both cabin and tech crew separately
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Flight Crew Planning, Tracking and Resource Management System
3.10
ALLOWANCE CALCULATION
RFP: PLIT 08/2016
Crew allowance calculation should be facilitated by the system itself based on user defined conditions and parameters. The system should have the facility to define below functions based on crew category (tech / cabin) .Based on selection the total allowance calculation will include different rule sets. Below mentioned information will be required to calculate meal, Productivity and duty day payments. System should be capable to provide these information. * Block hours operated * Meal allowances collected at overseas stations. * Meal allowance entitlement of turn around flights. * Deadhead operation information * Crew members are entitled to minimum guarantee of 2 hours a day for a calendar month. This monthly guarantee will not be given if one of following disturbs their roster pattern. - Medical leave - Casual leave - Off the roster - Disciplinary actions - Ground training - Special request made by staff - Assigned only for turnaround operations - No pay - Being absent for a flight - Lose of hours due to a mutual change - Annual leave
3.10.1 Meal Allowance Calculation (Layovers) System should have the flexibility to define the meal allowance rates Allowance calculation is performed based on the Currency rates defined in the oracle finance system as the primary source, as the secondary source system should have the facility to define the rates and use them during the calculation. Meal allowance calculation is a monthly process and based on the figures defined on the system, administrative staff should be able to generate /produce the allowance calculation for any given period. Stations should have the facility to access the information via a web / light weight application for the flights arriving to that station Facility to define the meal types and their associated cost for each pairing type The cost of the meal for specific period should be defined by the admin staff Station should be able to list all crew members who is flying to that station and meal allowance calculation process should produce comprehensive reports to the station staff to carry out the payments Ability to define the meal types based on the aircrafts (Narrow body and wide body aircrafts has different meal type patterns)
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Flight Crew Planning, Tracking and Resource Management System
RFP: PLIT 08/2016
Admin should be able to change the pairing type / patterns if there is a mismatch in the actual paring pattern (however if the crew pairings were up-to-date with the last minute changes the impact of such situations can be minimized) Ability to scan and upload the meal allowance sheet by station staff for the allowance paid from that respective point so that admin staff can instantly access the information. Facility to configure Cabin / tech crew allowance rules and their respective categories with defined criteria should be available
3.10.2
Meal Allowance Calculation (Turnaround) Meal allowance calculation for turnaround flights are based on flying hours. Turn around flight allowances are paid at the base station (Colombo) and they should be able to access the information instantly for the completed flight sectors (pairings)
3.10.3
Productivity Calculation
System should facilitate parameters and rules to calculate the productivity of tech and cabin crew members, further breakdown of each type in to their respective categories need to be facilitated and the system should calculate the allowances in to broken down category level. The calculation logic (this is the current practise but system should be flexible to define the criteria) such as below should be facilitated when performing the productivity calculation Productivity hours recorded more than 75 during the calendar month to be checked for mutual changes and the hours earned from same should not be paid with the extra pay of USD 5 per hour. The Extra Pay is paid for the every hour after 75. Compare the original published hours of the mutual period against the actual earned hours during the same period is needed for the calculation. *Acting operations to be captured and the rate difference to be paid according. E.g : Acting Pursers, Cabin Supervisors etc. * Detail breakdown reports provided presently will still be needed for verification and Audit purposes.
3.10.4
Training Instructor allowance calculation
The training admin staff should be able to assign the crew members to the scheduled training slots. The cost per day should be defined in the system so that at the end of the month the system can calculate the training instructor allowance automatically. 3.10.5
Crew Off-Day Calculation
Ability calculate the crew-off days payment based on the parameters and criteria defined in the system. At present the crew is eligible for 8 off days for a roster period and if the dates utilized is less than 8 days the company will have to pay for the crew member based on a figure defined in the system. Further the system should be able to provide reports (Staff ID, Name, Off Days utilised and Allowance) 3.10.6
Circulation of allowance information to crew
The system should be capable to send the calculated meal allowance information to respective crew members via email / SMS, this should be an automatic process based on the system parameters. Layover calculation
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Flight Crew Planning, Tracking and Resource Management System
Turnaround calculation
RFP: PLIT 08/2016
Productivity calculation Training Instructor allowance calculation Off-day payment calculation 3.10.7
Report Requirement
- A report to identify the minutes gained or lost by a mutual change to pay extra hours should be facilitated - A Report to identifying mutual changes done by crew members when doing salary calculation as mostly is required - Full allowance calculation of Crew Allowance (broken down to different levels as described above) should be able to automatically processed and circulated to individual crew to their company email address on monthly basis. Further briefed version of the crew allowance should be text to their mobile phones as well on monthly basis. - Ability to view both publish and actual rosters in the same window in order to identify the mutual changes.
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Flight Crew Planning, Tracking and Resource Management System
3.11
MAN POWER CALCULATION
RFP: PLIT 08/2016
The solution should include the ability to quickly determine the minimum legal flight deck/cabin crew requirements for any given annual/seasonal commercial schedules plan with due Consideration given to national, company regulations and union agreements, management administrative office coverage requirements, introductory and recurrent training, vacation, days off and crew preferences. Crew resource requirements can be presented by base, fleet or by individual crew rank/function category. 3.11.1 It is required to have a manpower planning & rostering in the crew management system as a separate integrated module. The vendor should include the availability of this option.
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Flight Crew Planning, Tracking and Resource Management System
3.12
WEB MODULE FOR CREW
RFP: PLIT 08/2016
Crew members should be able to view their rosters, pairings, allowance, trainings and etc by remote login to this web module. Proper security mechanisms should be in place to protect the system from unauthorized access.
3.12.1 Web based application with below functionalities that is compatible with many browsers should be made available to access individual profile information, share information and notices. Ability to request for off days Ability to request for flights Ability to request time-off request (resting periods) Ability to handle mutual change requests and display them online with current status (Awarded / Not Awarded / pending for Admin permission) Period Swap (block of flight swap at once) Rules engine to support the legality of mutual changes View roster details of self/others View pairing information View allowances Access to update personal information View Gender information and crew category View training programmes and due dates Ability to send Alert messages to crew members on expiries and other important information. View Weather report (optional) View leave entitlement, leave balances and Ability to request leave View flights for their current roster with the crew flying with them Activity list for the current and previous roster such as off days, duty days stand by days Notices relevant to Crew under e-bulletin (admin news, hotel details, duty free notices, Flight safety information Interface to electronic document web system to view publications relevant to tech crew. Facility to block the planning roster Block roster category Simulator briefing sheets details for given period Allow leave bids o Main bid o Alternative bids (more than 1) – Should be able to define the configuration by admin Web module to access the meal allowance by stations Ensure mandatory viewing of Crew safety notices / important documents / manuals / revisions online The system should be able to graphically display roster/s for a given period and by clicking on a specific flight, the list of crew should be displayed (staff ID, Staff Name)
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Flight Crew Planning, Tracking and Resource Management System
3.13
REPORT MODULE
RFP: PLIT 08/2016
A comprehensive report generating module should be available. Some standard reports should be available in the system. Airline staff should be trained to create new reports when necessity comes. 3.13.1 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. 20. 21. 22. 23. 24. 25.
26.
The following reports generation should be facilitated by the system Payroll information – productivity / Meal / Duty day allowances. Individual earnings for a period. Total earnings – all staff list. Average earning per crew member (category wise) for a period. Highest earning list – all staff and category wise. Productivity hours –individual/all staff/more than 75/less than 55. Delayed flights – base and overseas Actual crew check-in time at the base. Meal allowances paid and entitlement for the layover at stations. Annual leave report Casual leave report Requested off report Mutual changes information with hours gained / lost. Deadheading meal / productivity allowances with entitlements. Published hours information Winter clothing allowances due during the month. Crew Off-day calculation report for given period for any individual crew member Meal allowance calculation breakdown report to stations and admin staff for any given period / any individual staff. Night out report Hotel / Room utilization Transport utilization report Man-day statistic report A report to identify the minutes gained or lost by a mutual change to pay extra hours should be facilitated A Report to identifying mutual changes done by crew members when doing salary calculation as mostly is required Full allowance calculation of Crew Allowance (broken down to different levels as described above) should be able to automatically processe and circulated to individual crew to their company email address on monthly basis. Further briefed version of the crew allowance should be text to their mobile phones as well on monthly basis. Ability to view both publish and actual rosters in the same window in order to identify the mutual changes
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Flight Crew Planning, Tracking and Resource Management System
3.14
INTEGRATION TO OTHER SYSTEMS
RFP: PLIT 08/2016
The system should be integrated with few major systems hosted outside the company and many internal sub systems deployed internally. 3.14.1 Open architecture integration method The system should support fully inbound and outbound integration in an open architecture environment. Ideally the integration mechanisms such as web service, MQ, SITA telex address, FTP and database synchronizations. 3.14.2 •
•
• • • • • • • •
The following are the few critical systems identified for online integration AIMS scheduling system – Crew management system should be interfaced with AIMS to get the flight schedules and real-time flight status. Also CMS should push the crew information to AIMS system(ability to download the crew information-crew full name, position, category as text file is an requirement) HRIS (Human Resource Information System) – The basic crew information is maintained in HRIS. These information should be interfaced with the CMS. CMS should be able to keep all the data required to operational functions. My HR Space (Leave handling system) – CMS should have its own leave (vacation) module. The details such as leave entitlement, leave obtained, leave balances, etc should be transferred to My HR Space System. T&A (Time and Attendance system) – CMS should be interfaced with T&A system to get the crew check-in details. Payroll (Salary payment system) – Monthly crew allowance details should be transferred to payroll Oracle Finance – CMS should be able to get the company published exchange rates LIDO Flight Planning System – The CMS system should be ideally integrated with LIDO flight planning system via MQ Fuel Monitoring System – The crew information should be integrated with fuel monitoring system via Web service / DB synchronization method. Online system to store and retrieve and ensure mandatory viewing of Crew safety notices / important documents / manuals / revisions The following IATA formatted messages should be facilitated by the system to integrate with scheduling system (At Present AIMS) Cancel Message SSM UTC CNL XASM UL884 14JUL16 06OCT16 4 Time Change SSM UTC TIM UL229 01MAR17 02MAR17 34 CMB1240 KWI1825
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Flight Crew Planning, Tracking and Resource Management System
RFP: PLIT 08/2016
Configuration Change SSM UTC CON MJ332 17AUG16 26OCT16 3 J 321 J12Y188.J12Y188 4/UL 5/UL Equipment Change SSM UTC EQT MJ332 17AUG16 26OCT16 3 J 320 J12Y150.J12Y150 4/UL 5/UL New with XSAM Indicator SSM UTC NEW XASM UL884 07JUL16 06OCT16 4 J 332 J18Y251.J18Y251 CMB0400 CKG0900 New Message with XSAM Indicator SSM UTC NEW XASM MJ117 12DEC16 26DEC16 1 J 321 J12Y180.J12Y180 4/UL 5/UL CMB1055 MLE1225 Equipment Change SSM UTC EQT UL134 01JAN17 31JAN17 124567 J 321 J16Y153.J16Y153 RPL Message SSM UTC RPL XASM UL225 16JUL16 30JUL16 36 J 320 J20Y120.J20Y120 CMB1300 DXB1740 23
Flight Crew Planning, Tracking and Resource Management System
CMBDXB 10/MJ2225
RFP: PLIT 08/2016
ADM Message SSM UTC ADM UL121 13JUL16 31JUL16 1234567 CMBMAA 10/MJ2121/EY2222
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Flight Crew Planning, Tracking and Resource Management System
3.15
APPLICATION LOOK AND FEEL
RFP: PLIT 08/2016
The application user interfaces need to be organised in well-structured manner and easy navigation between information 3.15.1 Uniformity across all graphical interfaces 3.15.2 Simple terminology to communicate to average users
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Flight Crew Planning, Tracking and Resource Management System
3.16
SYSTEM ADMINISTRATION
RFP: PLIT 08/2016
The system should provide facility to define user categories, user roles and, their respective functionalities, The IT system administrators ideally should have the facility to manage sessions(kill / drop / logout), and the other relevant access levels to make sure the system stability and uninterrupted services. 3.16.1 • • • • • •
System Administration Access controls to be defined in the system ( ie. read only, change access ) Maintain data tables such as Aircraft and Airport Define user groups Define / change rule set with authority Audit track on system administrator functions Following user levels should be managed o Admin users o Super Users o Read / write user with specific roles o Read only user o Web users
3.16.2 Authentication and policy Each user should be able to login to the system by providing unique login ID and password, the password policy should comply Microsoft password policy.
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Flight Crew Planning, Tracking and Resource Management System
3.17
RULES ENGINE
RFP: PLIT 08/2016
The system should facilitate comprehensive set of rules for different scenarios when deciding the optimal solution. The below are the broad categories of rule sets that is applicable for each optimization/ logic calculation 3.17.1 Training definition rules set System administrator should be able to define the rules related to training activates. And the rule set should be referred when determining optimal training patterns. Tech Crew Training Rules
Auto Landing Category III Landing Computer Based Training ETOPS Crew Resource Management Ditching Evacuation Dangerous Goods Fire Drill Annual medical Checks Flight Deck Medical Check for Above 60 Security Slide Evacuation Safety Emergency Procedure Mix Fleet Computer Based Training A320 Mix Fleet Computer Based Training A330 Mix Fleet Computer Based Training A340 Mix Fleet Pilot proficiency Check A320 Mix Fleet Pilot proficiency Check A330 Mix Fleet Pilot proficiency Check A340 Non Regular Flight Check Pilot proficiency Check Regulatory Flight Check
Cabin Crew Training Rules
Crew Resource Management Ditching Evacuation Dangerous Goods First Aid Fire Drill Annual Medical Check Security Slide Evacuation Safety Emergency Procedure Service On-board Check No DOH Duty for SF= NODOH crew No NRT Duty for SF= NONRT crew
Cabin Crew Training Company Rules
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Flight Crew Planning, Tracking and Resource Management System
RFP: PLIT 08/2016
Ground Training Name of the Training
Abbreviation
Admin
ADM
Announcement Training
SPC
Cabin Supervisor promotion
CSP
Com Craft
CCT
Corporate Social Responsibility
CSR
Cabin Supervisor Workshop
CSW
Duty Free Training
DFS
Emotional Intelligence
EMI
Etiquette
ETQ
Food & Beverage
F&B
General Training
GNT
Graduation
GRN
In-Charge Crew Training
ICT
Initial BC Training
IBC
Leadership Workshop
LSW
Meal service
MLS
On-board Evaluation 100 Questions
EVA
One on One
ONO
One World Training
ONE
Orientation
ORI
Out Bound Training
OBT
Passenger Interaction
PAX
Personality Development
PDM
Service Recurrent
SER
Service Training
SVC
Special passenger handling
SPH
Team Dynamics
TMD
Train The Trainer
TTT
Wine Appreciation
WNA
On-Board assessments 28
Flight Crew Planning, Tracking and Resource Management System
Name of the Training
Abbreviation
On-The Job Training
OJ
Post Holder Confirmation
PC
Service Checks
SE
3.17.2
RFP: PLIT 08/2016
Pairing creation rule set
This should refer both hard rules and soft rules defined in the system to generate optimal parings per roster. 3.17.3
03- Sector pairing for BOM/ KHI/ DEL turnaround flight Day Off required after NRT flights with layover < 30 Hotel rules Layover for SIN/KUL flights duties departing from CMB between 2100 - 0500 local time Maximum 2 middle-east turnaround per roster period Maximum duty time per duty start between 1900-0559 Minimum Days Off per 28 days Minimum Layover time in PEK/PVG for departure between 0000-0600 No 4 - sector duties for flight departure from CMB between 1800-0559 hours training Ground Activity cannot be followed by flight Optimum Roster generation rule set (Hard Rules / Soft Rules)
Hard Rules
CAP maximum FDP Cabin Local Night rest required before consecutive WOCL duties Maximum consecutive night duties Maximum duty time for regular night duties Maximum duty time for regular WOCL night duties Maximum Duty time per 1 week Maximum Duty time per 2 weeks Maximum Duty time per 4 week Maximum Flight Duty time per duty maximum Standby time per duty Minimum rest after end of consecutive night duties Minimum rest after end of consecutive WOCL night duties Minimum rest after Standby Minimum rest before start of 2/3 consecutive WOCL night duties Minimum rest before start of consecutive night duties Minimum rets before start of consecutive WOCL night duties Minimum Rest Planning
Soft Rules
03- Sector pairing for BOM/ KHI/ DEL turnaround flight Day Off required after NRT flights with layover < 30 Hotel rules Layover for SIN/KUL flights duties departing from CMB between 2100 - 0500 local time Maximum 2 middle-east turnaround per roster period Maximum duty time per duty start between 1900-0559
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Flight Crew Planning, Tracking and Resource Management System
3.17.4
Minimum Days Off per 28 days Minimum Layover time in PEK/PVG for departure between 0000-0600 No 4 - sector duties for flight departure from CMB between 1800-0559 hours training Ground Activity cannot be followed by flight
RFP: PLIT 08/2016
Vacation Planner rule set
There should be a facility to define set of rules which will be used during the vacation planning calculations 3.17.5
Mutual Changes Rule set (Web Module)
The set of rules defined for mutual changes should be referred when performing mutual changes for crew. 3.17.6
Flight Award rule set (flight request processing)
The rule set defined for awarding flight should be defined by the admin and the awarding process should refer it for optimal resultset. 3.17.7
Allowance calculation rule set
Separate rule set for calculating allowance for cabin crew and tech crew should be facilitated, these rules should be referred when performing allowance calculation as described in the allowance calculation module.
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Flight Crew Planning, Tracking and Resource Management System
3.18
MOBILE APPLICATION FOR CREW
RFP: PLIT 08/2016
Crew members should be able to view their rosters, pairings, allowance, trainings and etc via a sophisticated mobile application. Proper log-in / authentication mechanism need to be implemented with dynamic resolution of different electronic mobile devices. 3.18.1 Apple (IOS) and Android based mobile application which includes the following features are required for the flight crew to access instant information and to make requests. Ability to request for off days Ability to request for flights Ability to request time-off request (resting periods) Ability to handle mutual change requests and display them online with current status (Awarded / Not Awarded / pending for Admin permission) Period Swap (block of flight swap at once) View roster details of self/others View pairing information View allowances Access to update personal information View training programmes and due dates Ability to send Alert messages to crew members on expiries and other important information. View leave entitlement, leave balances and Ability to request leave View flights for their current roster with the crew flying with them Activity list for the current and previous roster such as off days, duty days stand by days Notices relevant to Crew under e-bulletin (admin news, hotel details, duty free notices, Flight safety information Facility to block the planning roster Block roster category Simulator briefing sheets details for given period Allow leave biding o Main bid o Alternative bids (more than 1) – Should be able to define the configuration by admin Ensure mandatory viewing of Crew safety notices / important documents / manuals / revisions online
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Flight Crew Planning, Tracking and Resource Management System
4. KEY PERFORMANCE INDICATORS
RFP: PLIT 08/2016
Sri Lankan expect to achieve or would expect the following criteria listed with the deployment of the Galley panning solution 4.1 It is expected to minimise the man hours spend on current (manual) crew scheduling activities/ processes. 4.2 Standard response time for screen refresh or data retrieval /storage should not exceed 3 seconds. 4.3
Even with increase of fleet the current staff capacity should be able to
handle the crew scheduling activities/ processes efficiently. 4.4
System overall up time should be 99.99%.
4.5
System reliability access and security levels compliance to standards should be
met. 4.6 The project duration including the user acceptance testing should be 4-6 months after project award. Each delivery of the milestone need to be agreed in the project plan and within the scoped project duration. 4.7 The product shelf life need to be minimum 7 years and during such period product upgrades and releases need to be managed and supported by the vendor. 4.8
4.9
4.10
• • • • •
PAIRING (after Planning) and PAIRING (after roster is finished with comparison planned / actual) Block hours per duty days Duty days DH hours Hotel Overnights Allowances per duty days / new CMS
• • • • • •
SCHEDULE (after roster is planned and crews informed) Block hours per Crew (Average) / in new CMS Days Off per Crew (Average) / in new CMS Allowances (Average) / in new CMS Requested OFF Days / entitled OFF Days Requested Flights / entitled Flights Standby per Crew
• • • • •
TRACKING (after roster is finished with comparison planned / actual) Block hours per Crew (Average) / in new CMS Days Off per Crew (Average) / in new CMS Allowances (Average) / in new CMS Requested OFF Days / entitled OFF Days Requested Flights / entitled Flights
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Flight Crew Planning, Tracking and Resource Management System
• •
4.11 4.12 4.13 4.14
Sickness rate per function / fleet Use of Standby per Crew
RFP: PLIT 08/2016
Easy Visualization methods such as charts and graphs should be available for KPIs The system should ensure that optimum use of annual leave processed within given year. 100% Automated vacation planning module within the ability to intervene by admin staff for adjustments and all changes need to be recorded and ability to generate audit logs Provide adequate crew to operate the schedule without any lapses / legality issues thus ensuing full capability of vacation planning module.
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Flight Crew Planning, Tracking and Resource Management System
5. TECHNICAL REQUIREMENTS
RFP: PLIT 08/2016
Vendor should provide the infrastructure requirements for the Local Installation Option and details of Hosted Infrastructure if hosted outside SriLankan. SriLankan IT Systems is an ISO 27001:2005 certified entity. Current Infrastructure setup for the In-house installation option is as given below. 5.1
INFRASTRUCTURE (SERVICE AND SERVERS) The current network structure of SriLankan Airlines is based mainly on Microsoft Windows (hereinafter referred as Windows) Windows 7/8 Clients, Windows 2008/2008R2/2012R2/UNIX/LINUX servers. Network authentication, DHCP service and WINS are provided by Windows 2008/2012 servers. The network protocol is mandated to be IP. UNIX & LINUX servers are used for high-end database hosting. DHCP is used for IP allocation except for Servers and Printers. The Windows 2008 & 2012 servers are on HP BL480, BL460, DL360, DL380 and the future models of these ranges. The UNIX servers consist of IBM P5 Servers for the Enterprise Databases. The Operating system is IBM AIX 5.3 for IBM Servers. The IBM P520 server on AIX OS and DS8100 storage, TS310 Tape Library and IBM Tivoli Storage Management software are the main components of IBM Backup and SAN infrastructure
Hardware Platform
Operating System
Virtualization
Main Services
HP (DL320, DL360, DL380, DL160, Blades BL460c G1, BL680c G5)
MS Windows 2008/ 2008 R2, 2012, RHEL
VMWare, HyperV
AD, MS Exchange, DHCP, WINS, Oracle & MSSQL Databases, Internally developed & third party applications
HP (Blades BL460c G1, BL680c MS Windows 2008, G5) 2012, RHEL,
Oracle Linux, RHEL
Oracle Databases, applications
IBM (p570, 550)
LPAR
Enterprise databases (Oracle)
AIX 5.3
SAN Storage HP – DS 8000 IBM – DS 8100 Separate isolate non-production environments are maintained for hosting Development, Testing, Demo instances, as required by the systems. These are maintained with identical architecture and versions and scaled to suit the development / test loads.
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Flight Crew Planning, Tracking and Resource Management System
5.2
RFP: PLIT 08/2016
WEB HOSTING ENVIORMENT 5.2.1
Web services
Operating Systems
: Redhat Enterprise Linux 5.8 / Windows 2008(SP1)/2008R2)
Web servers
: IIS 7(.Net framework)
Set of Web servers are load balanced with Windows IIS load balancing. Majority of the servers are virtualized with VMware or Hyper-V technologies.
Hardware Platforms
: HP BL460 & HP BL680
5.2.2 Site Architecture/Path Structure Proposed solution could be on a platform/structure recommended by the vendor.
5.3
RDBMS
Database Environment uses mainly two RDBMS, Microsoft SQL Enterprise Editions and Oracle Enterprise Editions. Oracle version is Oracle 12c and MSSQL version is MSSQL2014.
5.4
FIREWALL The security gateway for SriLankan corporate network is the main Firewall. All the external connectivity to the corporate network such as local PSTN dialup, Overseas IPVPN, IPSec VPN and Internet services must access through the firewall. The gateway infrastructure will provide network authentication, accounting and access control. It is also equipped with the security virus wall for all the traffic of FTP, SMTP and HTTP/HTTPS. The technologies used include Checkpoint Firewall, Microsoft TMG Servers, Cisco Secure Access Control server & adaptive security appliances.
5.5
MS EXCHANGE SERVER ENTERPRISE SriLankan Airlines have hybrid setup in the exchange service. Most users are running on Microsoft O365 cloud platform. However subset of the users still based on on-prem services which are running on Windows 2008R2(SP1) & Exchange 2010(SP1) in cluster Environment.
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Flight Crew Planning, Tracking and Resource Management System
5.6
DESKTOP ENVIORMENT
5.7
RFP: PLIT 08/2016
•
Internet Explorer 10.0 and above
•
Windows 8.1
•
Windows 10
•
Windows 7
•
Virtual Desktop Infrastructure. VMware Horizon View Client.(zero client/thin client)
MS EXCHANGE SERVER ENTERPRISE. Running on Windows 2008R2(SP1) & Exchange 2010(SP1) in cluster Environment.
5.8
BACKUP PROCEDURE
Daily online backups are taken on databases and applications as required by the systems. 5.9
USER LOGIN AUTHENTICATION User logins are authenticated against Active Directory set up in SriLankan Airlines Ltd.
5.10
SYSTEM INTEGRATION
In order to obtain the supporting data, system needs to be integrated with existing applications/systems within SriLankan Airlines & systems hosted outside SriLankan Airlines premises.
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Flight Crew Planning, Tracking and Resource Management System
6 SERVICE REQUIREMENTS
RFP: PLIT 08/2016
6.1
SUPPORT SERVICES
6.1.1
Telephone & Remote Support procedures for 24 X 7 to be clearly defined to enable a smooth work flow and reduce operational problems which could cause incase of time zone differences
6.1.2
Provide a TEST setup similar to the LIVE environment for the purpose of testing new releases, maintenance releases and amendments to the system. Access to the TEST environment shall be provided to SriLankan.
6.1.3
All new releases of the system or modifications to be tested in the TEST environment before enabling to the users.
6.1.4
Stand Availability of service levels of the system to be 99.98%. Availability is measured as a percentage of the total time over a set period less scheduled Downtime in that period expressed as a percentage of the total time in the period.
Availability = (Total Time in Period –scheduled Downtime) X 100 Total Time in period 6.1.5
Standard reports online & incident reports to be provided.
6.1.6
. More resilience in terms of a dedicated server and fallback solution is required to support the business operation and requirements (taking into consideration the fleet current and future size
6.1.7
Service levels to be defined as Critical, High, Low & Cosmetic and escalation procedures to be included as given below. •
Level 1– Critical- Complete service outage preventing use of the application
•
Level 2. – High - This is defined as when the incident prevents more than 50% of users from accessing and using the Application or Complete failure of a major functional area such as making a reservation etc.
•
Level 3. –Low-Partial failure affecting the use of the product such as Transaction failures/aborts or major validation errors.
•
Level 4 –Cosmetic. Application Software can be used without inconvenience but an incident of cosmetic nature has occurred. On this occasion the remedy will be included in a Maintenance Release or amendment to the Source Code or next release of the Application Software as governed by the terms of the Agreement or SriLankan may order software upgrade as from time to time.
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Flight Crew Planning, Tracking and Resource Management System
6.1.8
RFP: PLIT 08/2016
Level
Faulty severity level
Target response time
Target resolution time
1
Critical priority
Immediate
2 hrs
2
High priority
30 minutes
6 hrs
3
Low priority
4 hrs
24 hrs
4
Cosmetic priority
72 hrs
5 days
Fault Escalation Procedures to be followed as given below Severity level
Vendor –Escalation Problem unresolved
Client update Service Desk
Critical priority
Support Engineer (3 hrs)
Every 1 hr
High priority
Support Engineer –(4 hrs)
Every 6 hrs or as necessary
Low priority
Every 24 hrs or as necessary None
Cosmetic priority
3
days
None
6.1.9
Service Credit Scheme. A comprehensive Service credit scheme to be proposed for not being able to meet each agreed SLAs.
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Flight Crew Planning, Tracking and Resource Management System
RFP: PLIT 08/2016
6.2
MONITORED SUPPORT
6.2.1
Monitored support from Monday – Sunday: 24 hours per day, 7 days per week.
6.2.2
Following a system failure of Critical severity, an engineer will be notified via automated messaging to perform remote diagnostic immediately and commence resolution of the fault
6.2.3
Vendor shall provide 24X7 proactive Service monitoring mechanisms as applicable by the solution deployment option. The purpose of this is to make the users aware any detectable service degradation and outages in advance.
6.2.4
Annual and Monthly service level report to be sent along with incidents and reasons for any service level deviations against the agreed SLA. This report to be available to customer for the given month no later than the 10th business day of following month.
6.3 CHANGE MANAGEMENT PROCEDURES 6.3.1
Proper Change Management Procedures to be in place for future modifications or enhancements.
6.3.2
SriLankan shall request modifications to system via the Change Request through authorized person.
A well-documented CR shall be drafted and forward to us with the effort and the deliverables with target dates.
6.4 MAINTENCE AND PLANNED OUTAGE
Scheduled outages to be notified to SriLankan Service Desk via e-mail. The total outage period per given period ,irrespective of the type the type of outage ( schedule or incident) should be well within the agreed service levels.
Item
Type of maintenance
Total times /year
Max. Duration each time
Pre-notify Client
1
Preventive/Corrective Maintenance
12
1 hr
48 hrs
2
Patch Application
12
1 hr
48 hrs
3
Database Re-organization
2
1 hr
48 hrs
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Flight Crew Planning, Tracking and Resource Management System
6.5 UNPLANNED OUTAGE
RFP: PLIT 08/2016
Vender shall contact SriLankan IT Service Desk and inform any emergency and unplanned service outages and incidents as per the pre notification period. 6.6
BACKUP PROCEDURES Ensure an adequate backup schedule is maintained for the systems provided including a back-up of data every 24 hours and an offsite data transfer once a week for use in the event of disaster recovery. A dial up link facility is required in case of a network outage at BIA. Vendor shall propose and maintain a suitable data and system backup mechanism as applicable to ensure a required data and system backups are maintained for the recovery of system in the incident of total or partial crash of the system within agreed time frame.
6.7
PERFORMANCE
Vendor shall maintain adequate system resources to give mutually agreed application response time and performance to end client all the time.
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Flight Crew Planning, Tracking and Resource Management System
7. OTHER REQUIREMENTS 7.1
SERVICE LEVEL AGREEMENT i.
ii. iii.
iv.
v.
7.2
RFP: PLIT 08/2016
The award of the Application development and support services shall be conditioned on the subsequent execution of a formal written Services Contract. The Service Level agreement should be finalized and be part-and-parcel of such an agreement. The Service Level agreement should be based on the service requirement defined on section 6. Bidders should propose the expected Service Level Agreement with the proposals. This should include industry standard compliance components as well as penalties for non-conformity. Finalizing the Service Level Agreement with SriLankan Airlines is the responsibility of the prospective bidder/supplier. As indicated in section 7.1.3 it is the responsibility of the bidder to submit the Service Level agreement with penalty clauses on par with the industry standards to supplement the service charges. SriLankan Airlines will evaluate the effectiveness of penalties in the context of the requirements and negotiate with the prospective bidder to improve them. Finalization of the Service Level Agreement is a prerequisite for the prospective bidders to proceed on the final evaluation. The warranty will begin on the date that the software is deemed to be in good working order (System acceptance) and signed receipt by a designated SriLankan Airlines representative. In the event that such a written acceptance is not available, a mutually agreed date will be established for the end of warranty.
CONTENTS OF THE PROPOSAL Notwithstanding to the general requirements of the RFP, the proposal should contain the following information.
7.2.1 7.2.2 7.2.3 7.2.4 7.2.5 7.2.6 7.2.7 7.2.8 7.2.9 7.2.10 7.2.11 7.2.12 7.2.13 7.2.14 7.2.15
General company information, date of incorporation etc. Staff strength, their capabilities and from which countries support is rendered. Technological skills areas and domains Brief descriptions about key projects handled. Travel related or airline related projects Current clientele for the proposed product Technological Platform and development tools Proposed hosting options and related pricing (hosting at SriLankan or any other location) Time frame for delivering the project. Any value additions provided in the solution Industry standard certification Comprehensive Disaster Recovery Plan Post Implementation Plan – Staff Training Programs and user Guides. Comprehensive UAT plan and test cases required Ability to extend to SriLankan Airlines Affiliated organization. Should indicate the implemented Version’s along with the release date, year. 41
Flight Crew Planning, Tracking and Resource Management System
7.2.16 7.2.17 7.2.18 7.2.19 7.2.20 7.2.21 7.2.22 7.2.23 7.2.24
RFP: PLIT 08/2016
Comprehensive user training/administration and technical training / trouble shooting / user manuals on System should be provided with adequate documentation. State the standard interfaces available to connect to external systems (web services) Must be able to interface with Flight Scheduling system, flight planning system, HR system, Fuel Monitoring system and other internal sub systems. System must be open and flexible to support future enhancements and customizations. Should be able to pay unannounced visits to major customers of the vendor and head office. Product brochures and catalogues are required for pre-assessment. Business Continuity plan with clear goals towards managing the products should be submitted for the evaluation A detail plan with key miles stones project Any Value addition provided in the solution
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Flight Crew Planning, Tracking and Resource Management System
8. PRICE / QUOTATION
RFP: PLIT 08/2016
•
The system should have comprehensive warranty cover for at least one year and for second and third year cost of maintenance and support should be indicated separately.
•
Price proposals to be based on two models 1.
Local Installation/License Option
2.
Hosted Service Option
•
Payment Mechanism should be proposed (The amounts that need to be paid at different phases of the implementation- Monthly charge back mechanism instead of one time implementation cost is preferred) – Sri Lankan Prefers to pay the higher amount of instalment after the complete system is installed.
•
Upgrades/New features/additional developments to be a block fee/ per day charge
•
Hosting charges if any
•
Any other additional cost required for smooth functioning of the Internet Booking engine
Please submit your financial proposal on your Company Letter Head based on the price format at ‘Annex C’ attached herewith. The attached price format is for your guidance only, you may add-on additional requirements to the above format if appropriate.
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Flight Crew Planning, Tracking and Resource Management System
RFP: PLIT 08/2016
Annexure A A statement of compliance to the each and every requirement laid-down in the RFP is given below. In case of non-compliance, an alternative method of realization may be clearly stated with illustrations and explanations justifying the deviation from the specification.
SAMPLE FORMAT OF THE LIST OF COMPLIENCE S / No
Business Requirement
3.1
Crew data configuration and management
Fully Complied
Partially Complied
Not Complied
Remar ks
3.1.1 3.1.2 3.1.3 3.2
Integrated flight schedule
3.2.1 3.2.2 3.2.3 3.3
Crew training and validity
3.3.1 3.3.2 3.3.3 3.3.4 3.3.5 3.3.6 3.4
Crew pairing
3.4.1 3.4.2 3.5.
Crew schedule / planning
3.5.1 3.6
Crew tracking
3.6.1 3.7
Vacation planning
3.7.1 3.7.2 3.8
Aircraft movement control
3.8.1 3.9
Flight crew check-in/ check-out
3.9.1 3.1
Allowance calculation
3.10.1
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Flight Crew Planning, Tracking and Resource Management System
3.10.2
RFP: PLIT 08/2016
3.10.3 3.10.4 3.10.5 3.10.6 3.10.7 3.11
Man power calculation
3.11.1 3.12
Web module
3.12.1 3.13
Report module
3.13.1 3.14
Integration to other systems
3.14.1 3.14.2 3.15
Application look and feel
3.15.1 3.15.2 3.16
System administration
3.16.1 3.16.2 3.17
Rules engine
3.17.1 3.17.2 3.17.3 3.17.4 3.17.5 3.17.6 3.17.7 3.18
Mobile application
3.18.1
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Flight Crew Planning, Tracking and Resource Management System
RFP: PLIT 08/2016
Annexure B
Flight Crew Planning, Tracking and Resource Management System -Change Request Customer System
Version
Customer CR Reference
Date
Brief Description of Change Reason for Change
Vendor Impact Analysis Vendor CR Reference
Target Release
Vendor understanding Outline Solution
Analysis
Development
Testing
Implementation
Estimated Effort
46
Flight Crew Planning, Tracking and Resource Management System
Tentative Duration
RFP: PLIT 08/2016
Estimated Cost (USD/LKR) (if applicable) Customer Approval Signed:
Name:
Title:
Date:
47
Annex C
RFP. PLIT 08/2016 - PRICING FORMAT TENDER FOR PROVISIONING OF AN AUTOMATED FLIGHT CREW PLANNING, TRACKING AND RESOURCE MANAGEMENT SYSTEM FOR SRILANKAN AIRLINES. Description
Qty
License Option (Hosted at SriLankan) Unit Price
Total Price
Per annum
Cost for 3 years
Hosted Service Option (Hosted at Vendor location) Unit Price Total Price
One time cost Implementation cost Application cost License cost (if applicable) Integration cost with other systems (If relevant) Project management cost Scoping study Product Customization Data migration Training Hardware cost (If applicable) Any other requirements - Please specify Total one time cost Variable/Recurrent charges System usage fee Hosting charges Communication charges (if relevant) Warranty & Support (for initial 3 years) Any other requirements - Please specify Total variable cost over 3years
Total project cost over 3 years
Extended Warranty, Support & Maintenance for 4th, 5th, 6th & 7th years Payment Terms :
Cost per annum
Based on Project Milestones.
Company Seal & Signature:
Date:
Note : Please submit your Financial proposal on your Company Letter Head based on the above pricing format. Above format is for your guidance only, you may add-on additional requirements to the above format if appropriate.
SECTION IV
CONTRACT FORM REQUEST FOR PROPOSALS FOR PROVISIONING OF AN AUTOMATED FLIGHT CREW PLANNING, TRACKING AND RESOURCE MANAGEMENT SYSTEM FOR SRILANKAN AIRLINES. THIS AGREEMENT made and entered into on the …………… between SriLankan Airlines Limited, a company incorporated in Sri Lanka and having it’s registered office at Airline Centre, Bandaranaike International Airport, Katunayake,, Sri Lanka (Hereinafter called “The purchaser ” which term shall include its successors and assigns) of the one part and ………………….. (Hereinafter called “ The supplier ” which term or expression as herein used shall where the context so requires or admits mean and include the said company and its liquidators, successors in office and assigns) on the other part. Whereas the supplier is in the business of ....………………….. And whereas the purchaser is desirous of inviting Bids for provisioning of an automated Flight Crew Planning, Tracking and Resource Management System for SriLankan Airlines. (Herein after referred to as, Goods and Ancillary Services) and the purchaser has accepted a bid by the supplier for the provision of those goods and Ancillary Services in the sum of ………………… Hereinafter referred to as “ The contract Price ” NOW THIS AGREEMENT WITNESSETH AS FOLLOWS 1. In the contract words and expression shall have the same meanings as are respectively assigned to them in the clauses and conditions hereinafter referred to. 2. The following documents shall be deemed to form and be read and construed as part of the contract, Viz: Invitation to Bid Instructions to Bidders General Conditions of Contract Bid Bond and Performance Bond Bid and Price Schedule Technical Specification and Requirements 3.
This contract sets forth the entire agreement between the parties pertaining to the supply and installation of the goods and Ancillary Services described herein and supersedes any and all earlier verbal or written agreements pertaining to the supply of the goods and Ancillary Services.
4.
In consideration of payments to be made by the purchaser to the supplier as hereinafter mentioned, the supplier hereby covenants with the purchaser to provide the goods and Ancillary Services and to remedy defects therein; in conformity in all respects with the provisions of the contract.
1
SECTION IV 5.
The purchaser hereby covenants to pay the supplier in consideration of the provision of the goods and Ancillary Services and the remedying of defects therein the contract price or such other sum as may become payable under the provisions of the contract at the times and in the manner prescribed by this contract
6.
This agreement shall commence on ……………………………………………
IN WITNESS whereof the parties hereto have caused their authorized representatives to place their hands hereunto and one other of the same tenor at Colombo on the date first above written. FOR AND ON BEHALF OF SRILANKAN AIRLINES LTD.
NAME
:
FOR AND BEHALF OF
NAME
:
DESIGNATION:
DESIGNATION:
WITNESSES
WITNESSES
:
:
2
SECTION V GENERAL CONDITIONS 1.
Contract Documents 1.1
All literature, correspondence and other documents pertaining to the contract which are exchanged by the parties shall be written in English.
1.2
The several documents forming the contract are to be taken as mutually explanatory of one another , but in case of ambiguities or discrepancies these shall be explained and adjusted by the purchaser. In such event unless otherwise provided for, in the contract, the priority of the documents forming the contract shall be as follows : (a) (b) (c) (d)
1.3
The contract Documents shall comprise the following. a. b. c. d. e. f. g. h. i.
2.
The contract (When Completed ); The letter of Award; The Bid; and Any other document forming part of the Contract.
The conditions of contract; The contract form The instructions to Tenderers The Bid The price schedule The specifications and Standards Any addenda issued Power/s of Attorney of the Manufacturer/s and Any other document forming part of the contract.
Use of contract Documents and information 2.1
The supplier shall not without the purchaser’s prior written consent , disclose the contract , or any provision thereof , or any specification , drawings , pattern , sample or information furnished by or on behalf of the purchaser in connection therewith , to any person other than a person employed by the supplier in the performance of the contract. Disclosure to any such employed person shall be made in confidence and shall extend only so far as may be necessary for purposes of such performance.
2.2
The supplier shall not, without the purchaser’s prior written consent, make use of any document or information specified in clause 2.1 above , except for purposes of performing the contract. Any document , other than the contract itself, specified in clause 2.1 above, shall remain the property of the purchaser and shall be returned (In all copies) to the purchaser , on completion of the supplier’s performance under the contract , if so required by the purchaser.
2.3 2.4
1
SECTION V 3.
4.
Delivery 3.1
“Delivery” shall mean handing over by the supplier of the Goods/Services or IT Systems (Here in after referred as ‘Deliverables) in operative condition and assembly, installation and commissioning at the final destinations. The completion of handing over of the ‘Deliverables’ from the supplier to the purchaser and the assembly installation and commissioning shall be certified by the purchaser or his representative after inspecting and testing of ‘Deliverables’ provided, pursuant to clause 6 and the issue of a certificate of Delivery / commissioning pursuant to clause 9.
3.2
The title in the ‘Deliverables’ thereof shall pass to the purchaser on the seller receiving the first instalment of payment terms of clause 15.1. However the ‘Deliverables’ thereof, shall remain at the risk of the supplier until delivery has been completed in accordance with clause 3.1 above.
Change Orders. 4.1.
The purchaser may at any time, by a written notice to the supplier, make changes within the general scope of the contract in any one or more of the following: a.
b.
Drawings, designs or specifications, where ‘Deliverables’ to be furnished under the contract are to be specifically manufactured for the purchaser. The method of shipment or packing; or
c.
The place of delivery
d.
The services to be provided by the Supplier.
4.2
Upon notification by the purchaser of such change, the supplier shall submit to the purchaser an estimate of costs for the proposed change (Hereinafter referred to as the change) within ten (10) calendar days of receipt of notice of the change, and shall include an estimate of the impact (If any) of the change on the delivery dates under the contract, as well as a detailed schedule for the execution of the change, if applicable.
4.3
The supplier shall not perform changes in accordance with clause 4.1 above until the purchaser has authorized a change order in writing on the basis of the estimate provided by the supplier as described in clause 4.2 above.
4.4
Changes mutually agreed upon as a change shall constitute a part of the work under this contract, and the provisions and conditions of the contract shall apply to the said change.
2
SECTION V 5. Subcontracts 5.1 The supplier shall not subcontract all or any part of the contract without first obtaining the purchaser’s approval in writing of the subcontracting and subcontractor. 5.2
The supplier guarantees that any and all subcontractors of the supplier for performance of any part of the work under the contract will comply fully with the terms of the contract applicable to such part of the work under the contract.
6. Inspections and Tests. 6.1 The purchaser or its representative shall have the right to inspect and/or to test the ‘Deliverables’ thereof to confirm their conformity to the specifications. The purchaser shall notify the supplier in writing of the identity of any representatives retained for these purposes. 6.2
The inspections and tests maybe conducted on the premises of the supplier or the manufacturer `(s), at point of delivery and at the final destination. Where conducted on the premises of the supplier or manufacturer (s) , all reasonable facilities and assistance , including access to drawings and production data, shall be furnished to the inspectors at no charge to the purchaser
6.3
Inspections and tests on the ‘Deliverables’ shall be conducted by the Purchaser and/or its duly authorized representative at the time of Delivery. Costs incurred by supplier for conducting such inspections and tests for handing over the ‘Deliverables’ to the purchaser shall be borne by the supplier and shall be deemed to be included in the contract price unless otherwise specifically provided for, in the specifications.
6.4
Inspections and tests on the ‘Deliverables’ by the purchaser after their arrival at the final destinations shall be conducted in the presence of the supplier’s representative(s) and /or his local representative.
6.5
The purchaser’s right to inspect , test and where necessary reject the ‘Deliverables’ after the arrival in the purchaser’s country shall in no way be limited or waived by reason of the ‘Deliverables’ having previously been inspected , tested and passed by the purchaser or its representatives prior to the ‘Deliverables’ been shiped from the country of origin.
6.6
If in the opinion of the purchaser, the ‘Deliverables’ or parts thereof fail to comply with the requirements of the contact prior to the shipment or if inspections and tests prove or indicate the existence of any fault(s), discrepancies or defect(s) in the ‘Deliverables’ or parts thereof at the time of delivery of the ‘Deliverables’ at their final destinations the purchaser or its representative shall promptly notify the supplier in writing of any claims. Such notice may contain the particulars of such failure, fault(s) or defect(s). Upon receipt of such notice from the purchaser, the supplier shall, with all reasonable speed, repair or replace the defective ‘Deliverables’ or parts thereof without cost to the purchaser. 3
SECTION V 6.7
If the supplier, having been notified, fails to remedy the defect(s) or discrepancies within a reasonable period, the purchaser may proceed to take such remedial action as may be necessary; at the supplier’s risk and expense and without prejudice to any other rights which the purchaser may have against the supplier under the contract. The purchaser may at its option apply any monies due, or to become due, to the supplier in or towards payment of such costs, charges and expenses.
6.8
Nothing in this clause 6 shall in any way release the supplier from any warranty or other obligations under the contract.
7.0 Assembly, Installation and commissioning. 7.1
The ‘Deliverables’ shall be handed over to the purchaser in fully operative condition and the performance of the ‘Deliverables’ shall be confirmed at the time of handing over of ‘Deliverables’ to the purchaser pursuant to clause 6 hereof.
7.2
The supplier shall, where and when required, assemble and/or install and commission the ‘Deliverables’ or parts thereof at his own cost, so that they are operational at the final destinations indicated by the purchaser.
8.0 Incidental Services. 8.1
The price quoted in the Bid (Separate from the delivery free Duty paid or FCA prices indicated); shall also include any or all of the following services the supplier may be required to provide unless otherwise specifically covered in the specifications or price schedules. All the costs incurred thereof shall be deemed to be included in the price quoted in the Bid and in the contract price. a. Supervision and execution of: On-site assembly and/or startup/commissioning of the ‘Deliverables’; Maintenance and/or repair of the ‘Deliverables’, for a period of time agreed between the parties. Furnishing of tools for assembly and/or maintenance of the ‘Deliverables’ as required; b.
Furnishing of detailed operation and maintenance manuals for each appropriate unit of the ‘Deliverables’ supplied;
c.
Training of Purchaser’s personnel, for assembly, installation, startup, operation, maintenance and/or repair of ‘Deliverables’ supplied in accordance with the specifications and requirements. d.
Up dating manuals set out in the specifications and requirements for a period of not less than three years.
e.
Two years supply of critical spares in accordance with the manufacturer’s recommended levels.
4
SECTION V f.
Any royalties that may be payable in respect of any of the ‘Deliverables’ supplied or ancillary services provided pursuant to this contract.
9.0 Certificates 9.1
As soon as the completion of inspection and tests required under the contract prior to the shipment, the manufacturer or the appointed inspector by the purchaser shall issue inspection certificate(s) in which the date of completion of the inspection and tests, the particulars of the ‘Deliverables’ inspected and its certified test results shall be recorded.
9.2
On assembly and being made operative or on commissioning as relevant to the ‘Deliverables’ at their final destinations, the purchaser shall conduct inspections and tests. When inspections, tests and commissioning have been completed satisfactorily, the purchaser or his representative shall issue the delivery certificates to the supplier to certify the date of completion of inspection and tests, the particulars of the ‘Deliverables’ , and the results of such inspections and tests.
9.3
As soon as the training of the purchaser’s personnel has been completed to the satisfaction of the purchaser, the certificate of completion of Training will be issued by the purchaser to certify that the obligation of the supplier under the contract for the training of the purchaser’s personnel has been completed satisfactorily and has ceased completely.
As soon as the period stipulated in clause 13 “Warranty Period “ has been passed and/or all matters concerning the warranty has been properly settled, the supplier shall apply to the purchaser for the issuance of the Final Acceptance Certificate. Up on issuance of the Final Acceptance Certificate, the supplier’s performance obligations, shall subject to any obligations for spares and technical services be completed and he shall cease to be under further obligation under the contract in respect of each item of the‘Deliverables’ in question. 10. Patent Rights 10.1
The supplier shall indemnify and hold the purchaser harmless against all party claims for infringement of patent, trademark or industrial design rights arising from use of the ‘Deliverables’ or any part thereof.
11. Performance Bond 11.1
The supplier shall cause a performance bond to be furnished to the purchaser in the amount of five percent (5% ) of the contract price. Such performance security shall be provided, in form satisfactory to the purchaser, within eighteen (18) days after the supplier’s receipt of the notification of award of contract. The performance bond shall remain valid for a period of 30 days after the expiry of the warranty/contract period.
5
SECTION V 11.2
The performance bond shall be furnished for the proper and faithful performance by the supplier of its obligations under the contract. The supplier shall cause the validity period of the performance security to be extended for such period (s) as the contract performance may be extended pursuant to clause 16 as well as to cover the warranty period of the‘Deliverables’ and 30 days thereafter.
11.3
11.4
12.
The performance security shall be denominated in a currency of the contract, or in a freely convertible currency acceptable to the purchaser, and shall be in one of the following forms: A bank guarantee, issued by a Bank in Sri Lanka acceptable to the purchaser in the attached form set., or in such other form as is acceptable to the purchaser. The performance security will be discharged / returned by the purchaser Not later than thirty (30)days following the date of completion of the suppliers work under the contract including the warranty period of the ‘Deliverables’ .
Documents Establishing the ‘Deliverables’ Conformity to the Bidding 12.1
The documentary evidence of the ‘Deliverables’ conformity to the Bidding Documents must be in the form of literature, drawings, data, test certificates and shall furnish; a. A detailed description of the ‘Deliverables’ essential technical and Performance characteristics b. A list , giving full particulars , including available sources and current prices , of any related spare parts , special tools etc, necessary for the proper and continuing functioning of the ‘Deliverables’ for the period/s of time stipulated in the specifications and requirements. c. Certificate of origin of each ‘Deliverable’ and evidence of type approval to market same in the country of the manufacturer.
13. Warranty 13.1
The supplier warrants to the purchaser that the ‘Deliverables’ supplied under the contract will comply strictly with the contract, shall be new, unused of the most recent and current models and incorporate all recent improvement in design and materials unless provided otherwise in the contract. The supplier further warrants to purchaser that all ‘Deliverables’ supplied under the contract shall have no defect arising from design, materials or workmanship or from any act or omission of the supplier that may develop under normal use of the ‘Deliverables’ supplied in the conditions at their final destination.
13.2
This warranty shall remain valid for the period specified in relation to each ‘Deliverable’ from the date of the issue of the delivery certificate/s in accordance with clause 9.2. 6
SECTION V 13.3
The purchaser shall promptly notify the supplier in writing of any claim arising under this warranty. Upon receipt of such notice, the supplier shall promptly repair or replace the defective ‘Deliverables’ thereof, without cost to the purchaser.
13.4
If the supplier, having been notified, fails to remedy the defect(s) within a reasonable period, the purchaser may proceed to take such remedial action as may be necessary, at the supplier’s risk and expense and without prejudice to any other rights which the purchaser may have against the supplier under the contract.
13.5
The supplier’s warranty pursuant to this clause 13 is without prejudice to any other rights or remedies which the purchaser may have against the supplier under the contract and under the general law.
13.6
14.
In the case of ‘Deliverables’ supplied by the supplier, which are not manufactured or otherwise produced by the supplier, the purchaser may at its option require the supplier to assign any and all warranties given by the manufacturer or producer of ‘Deliverables’ to the purchaser.
Transportation and Packing/ Delivery and documents. 14.1
Transportation The supplier is required under the contract to deliver all the ‘Deliverables’ or services to the final destination(s) in Sri Lanka, or to a destination overseas which would enable the purchaser to minimise the transport costs. If the ‘Deliverables’ are delivered to Sri Lanka, then the transport cost including all clearing charges from the port of discharge (Colombo International Airport / Sea Port), Documentation Charges, Port Charges, Expediting Charges, and all loading or unloading charges, incurred in Sri Lanka, shall be arranged for and paid by the supplier and the cost thereon shall be included in the contract price.
14.2
Packing & Marking a. The supplier shall provide at his own expense; such packing as is required to prevent damage or deterioration of ‘Deliverables’ in transit, up to their final destination. The packing shall be sufficient to withstand, without limitation, rough handling in transit, exposure to extremes of temperature, salt, and precipitation in transit and in open storage. Packing case sizes and weights shall, where appropriate, be based on the remoteness of the ‘Deliverables’ at the final destination and the absence of heavy handling facilities at points in transit. b.
Each case / Package must have a copy of the packing list enclosed in a waterproof envelope.
7
SECTION V c. Each case/Package shall have the following information printed in BOLD LETTERS on the outside: i. Destination ii. Name of Consignee iii. Letter of credit Number. iv. Brief Description v. Gross and Net Weights. vi. Name of supplier. The consignee of all ‘Deliverables’ shall be the purchaser unless otherwise stipulated by the purchaser. a. All bids must be on the basis that the destination would be the Airport closest to the suppliers facility served by the Purchaser SriLankan Airlines. After consultation with the supplier, the purchaser may change the port of destination to Colombo Air Port/ Sea Port or any other location. Any increased charges that may result from such a change, will be at the expense of the purchaser.
14.3
b.
Where the import of the ‘Deliverables’ into Sri Lanka is subject to an import license, and where the supplier is not in a position to ship the ‘Deliverables’ within the period of validity of the import license (Purchaser will notify supplier of this period), no shipment shall be made until confirmation is received by the supplier from the purchaser that the validity of the import license has been extended and that the shipment may be made.
b.
All ‘Deliverables’ shall be prepared for shipment, and delivered by the supplier to the destination stated by the Purchaser.
Shipping Documents. i. Notice of dispatch in the case of final destination being Sri Lanka shall be made by telex or facsimile to: a. Purchaser
Address
: Senior Manager Commercial Procurement Commercial Procurement Department, SriLankan Airlines Limited : Airline Centre, Bandaranaike Int’l Airport Katunayake - Sri Lanka
Telephone No. Fax No. ii.
: +94-19-733 2633 : +94-19-733 5269
Dispatch advice by telex or facsimile shall contain the following a. Contract Name b. Description of ‘Deliverables’ c. Total quantity of ‘Deliverables’ shipped d. Flight / Vessel details. e. Airway Bill/ Bill of loading number & Date f Expected date of arrival of ‘Deliverables’ at Colombo g. Whether it is a part –Shipment. 8
SECTION V 14.4 The purchaser shall not pay for nor be liable for any demurrage which may be incurred by the supplier due to any delay in Cargo handling at Colombo International Airport / Seaport. 15. Payment 15.1 Thirty (30) days credit after successful completion of the project. 16. Extension in the supplier’s performance. 16.1 Delivery of the ‘Deliverables’ shall be made by the supplier in accordance with the dates stipulated in the contract. 16.2 The supplier may claim extension of the time limits set forth for delivery in the contract in case of : a. Changes in the ‘Deliverables’ ordered by the purchaser pursuant to clause 4; b. Delay of any materials, drawings or services to be provided by the Purchaser shall be interpreted to include all approvals by the purchaser under the contract. c.
Force Majeure pursuant to clause 23; and
d.
Delay in performance of work caused by orders issued by the Purchaser.
16.3 The supplier may claim an extension of the time limits set forth in the contract provided same is made before the delivery/ performance date for the particular ‘Deliverable’ and provided further that the validity of the performance bond shall correspondingly be extended if the period of the contract is extended. 16.4
The supplier shall demonstrate to the purchaser’s satisfaction that it has used its best endeavours to avoid or overcome such causes for delay, and the parties will mutually agree upon remedies to mitigate or overcome such causes for delay, and the parties will mutually agree upon remedies to mitigate or overcome such causes for delay.
16.5
Notwithstanding Clause 16.2 above, the supplier shall not be entitled to an extension of time completion unless the supplier , at the time of such circumstances arising, immediately has notified the purchaser in writing of any delay that it may claim as caused by circumstances pursuant to clause 16.2 above, and upon request of the purchaser, the supplier shall substantiate that the delay is due to the circumstances referred to by the supplier.
9
SECTION V 16.6 In case extension of delivery date is allowed by the purchaser due to force majeure under the provisions of this Clause and extended for more than thirty (30) days from the date when the purchaser allowed and authorized such extension to the supplier in writing, the contract shall be terminated automatically unless the purchaser and the supplier mutually agree in writing to a further extension not later than Fifteen (15) days prior to the expiry of the earlier extension granted. 17.
Liquidated Damages 17.1 All ‘Deliverables’ or any components thereof and all materials shall be delivered and ancillary services provided within the periods mentioned in the contract. Subject to clause 16 if the supplier shall fail to deliver, by the time specified, the purchaser shall without prejudice to its other remedies under the contract deduct from the contract price as liquidated damages (Not as a penalty) a sum equivalent to 0.2 percent of the price of each item of ‘Deliverables’ not delivered for each day delayed. 17.2 The amount of liquidated damages shall, however, be subjected to a maximum limitation of ten percent (10%) of the price of each item of ‘Deliverables’ not Delivered. 17.3The purchaser may, without prejudice to any other method of recovery, deduct the amount of such damages fro, any monies due or to become due to the Supplier. The payment or deduction of such damages shall not relieve the Supplier from his obligation to complete the Delivery of the ‘Deliverables’ and perform the Services under the contract, or from any other of his obligations and liabilities under the Contract.
18.
Termination for Default 18.1 Notwithstanding the provisions of Clause 16, the Purchaser may, without prejudice to any other remedy for breach of Contract, by written notice of default sent to the Supplier, terminate the Contract in whole or in part: a. If the Supplier fails to Deliver the ‘Deliverables’ or a substantial portion there of within the time period (s) specified in the Contract, or any extension thereof granted by the Purchaser, pursuant to Clause 16 or b. if the Supplier fails to perform any other obligation (s) under the contract: or c. Does not commence action to remedy its failure in either of the above circumstances, with in fourteen (14) days (or longer period authorized by the purchaser in writing) of receipt of notice from the purchaser. 18.2
In the event the purchaser terminates the contract in whole or in part, pursuant to Clause 18.1 above, the Purchaser may procure, upon such terms and in such a manner as it deems appropriate, gods similar to those not Delivered, and the Supplier shall be liable to the Purchaser for any excess costs for such similar‘Deliverables’. Notwithstanding the above, the Supplier shall continue performance of the Contract to the extent not terminated. 10
SECTION V 19.
Termination for Insolvency 19.1
The Purchaser may at any time terminate the Contract by giving written notice to the Supplier, without compensation to the Supplier for one or more of the following reasons a. A creditor attaches or takes possession of, or a distress, execution, sequestration or other process is levied or enforced upon or issued out against the whole or a substantial part of the undertakings, assets, rights or revenues of the Supplier or any of its subsidiaries or holding company. b. The Supplier or any of its subsidiaries or holding company suspends payment of its debts or is unable or admits inability to pay its debts as they fall due or commences negotiations with one or more of its creditors with a view to the general re-adjustment or re-scheduling of all or part of its indebtedness or proposes or enters into any composition or other arrangement for the benefit of its creditors generally or any class of creditors or proceedings are commenced in relation to the Supplier or any of its subsidiaries or holding company under any law, regulation or procedure relating to re-construction or re-adjustment or debts. c. The Supplier or any of its subsidiaries or holding company takes any action or any legal proceedings started other steps taken for the Supplier or any of its subsidiaries or holding company to be adjudicated or found bankrupt or insolvent or for the winding-up or dissolution of the Supplier or any of its subsidiaries or holding company or the appointment of a Liquidator, Administrator, trustee, Receiver or a similar officer of the Supplier or any of its subsidiaries or holding company or of the whole or any part of its undertakings, assets, rights or revenues.
19.2
d.
The Supplier or any of its subsidiaries or holding company suspends or ceases or threatens to suspend or cease to carry on its business.
e.
Any event occurs or proceeding is taken with respect to the Supplier or any of its subsidiaries or holding company in any jurisdiction to which it is subject which has an effect equivalent or similar to any of the events mentioned in Clause 19.1 (a) to (d) inclusive.
f.
Any event occurs or circumstances arise which in the reasonable opinion of the Purchaser is likely, materially or adversely to affect the liability of the Purchaser to enforce its rights under this contract.
Notwithstanding the above, such termination will not prejudice or affect any rights of action or remedy which has accrued or will accrue thereafter to the Purchaser.
11
SECTION V 20. Termination for Convenience 20.1
The Purchaser may, by written notice sent to the Supplier, terminate the Contract, in whole or in part, at any time for its convenience. The notice of termination shall specify that termination is for the Purchaser’s convenience, the extent to which performance of work under the Contract is terminated, and the date upon which such termination becomes effective.
20.2
The ‘Deliverables’ that are complete and ready for delivery within thirty (30) days after the Supplier’s receipt of purchaser at the Contract prices and on the other Contract terms. For the remaining ‘Deliverables’ , the Purchaser may elect: a.
To have any portion thereof completed and delivered at the Contract prices and on the other Contract terms: and/or
b. To cancel the remainder and pay to the Supplier an agreed amount for partially completed ‘Deliverables’ and for materials and parts previously procured by the Supplier for the purpose of the Contract together with a reasonable allowance for overheads and profit. 21
22.
Settlement of Disputes 21.1
The purchaser and the supplier shall make every effort to resolve amicably by direct informal negotiation any disagreement or disputes arising between the two parties under or in connection with the contract.
21.2
Any dispute in respect of which amicable settlement has not been reached shall be finally settled under the Rules of conciliation and Arbitration of the international chamber of commerce by one or more arbitrators appointed under such Rules. Such arbitration shall take place in Sri Lanka in the English language.
Applicable Law/ and Jurisdiction 22.1
23.
The contract shall be governed by and interpreted in accordance with the laws of Sri Lanka and shall be subject to the non exclusive jurisdiction of the courts of Sri Lanka.
Force Majeure Notwithstanding the provisions of clauses 15, 16 and 17 , the supplier shall not be liable for forfeiture of the performance bond, liquidated damages or termination for default, if and to the extent that, its delay in performance or other failure to perform its obligations under the contract is the result of an event of force Majeure.
12
SECTION V
24.
25.
26.
23.1
For purposes of this clause, “Force Majeure” means an event beyond the control of the supplier , Manufacturer . Producer of any of the ‘Deliverables’ or sub contracts and not involving fault or negligence of any of the said parties. Such events may include, but are not restricted to, wars hostilities (Whether war be declared or not), invasion , rebellion, revolution , civil war, strikes, lock-out, acts of God etc.
23.2
If a Force Majeure situation arises, the supplier shall promptly notify the purchaser in writing of such conditions and the causes thereof. Unless otherwise directed by the purchaser in writing, the supplier shall continue to perform its obligations under the contract as far as reasonably practical , and shall seek all reasonable alternative means for performance not prevented by the Force Majeure events.
23.3
On receipt of such notice of delay, the Purchaser shall promptly ascertain the facts and the extent of the delays and shall extend the contract time when, in the Purchasers opinion, the delay is caused by force majeure and the findings of fact justify an extension. The Purchaser’s decision shall be binding on the Supplier, Disputes included in the contract.
Assignment 24.1
The Supplier shall not assign, in whole or in part, its obligations to perform under the Contract, except with the Purchaser’s prior written consent.
24.2
The Purchaser may with the prior consent of the Supplier assign the whole or part of the contract to a subsidiary or associate company of the Purchaser.
Contract Language 25.1
The Supplier herby represents that it has sufficient knowledge of the English language fully to understand the Contract. The Contract shall be in the English language and all documentation related hereto will also be in the English language, except if otherwise specifically agreed in writing between the parties.
25.2
The Supplier shall bear all costs of translation of this bid document as required. The Purchaser will not be liable for any inaccuracies in the translation.
Tariffs, Taxes and Duties 26.1 The Supplier shall pay any and all tariffs, taxes duties including customs and stamp duties, imposts or similar charges of any nature whatsoever levied, assessed, charged or collected for or in connection with the fabrication, manufacture, assembly, sale and Delivery under the Contract of the Goods, services, instructions and data delivered or furnished hereunder.
13
SECTION V 27.
Headings 27.1 Headings, whether of Clauses or of other parts of the Contract, are for reference only and are not to be construed as part of the Contract.
28.
Waiver 28.1
The rights and remedies of one party against the other for the breach of any conditions and for obligations undertaken by the other under this Contract shall not be prejudiced or deemed to be waived by reason of any indulgence or forbearance of that party.
29.
General Law 29.1 Nothing in this Contract shall prevent either party from availing itself of any remedies provided under the General Law in addition to the remedies stipulated in this contract.
30.
Amendments 30.1 This contract contains the entire agreement between the parties. This Contract shall not be amended, varied or modified or otherwise affected by the terms of sale or delivery of the Supplier or Manufacturer or dubcontract. All amendments to this contract shall be by an instrument in writing of even date herewith or subsequent hereto executed by or on behalf of the Purchaser and the Supplier.
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Severability 31.1
If any terms or provision of this contract or the application thereof to any person or circumstances shall to any extent be invalid or unenforceable the remainder of this contract of application of such term or provision to persons or circumstances (Other than those to which it is already invalidity or unenforceability does not materially affect the operation of this contract ) not be affected thereby and each term and provision of this contract shall be valid and be enforceable to the fullest extent permitted by law.
32. Notice 32.1
Every notice, request, demand, waiver, agreement consent or other Communication under this contract shall be in writing delivered personally or by first class prepaid letter (by airmail, if to an address in another country), telex or cable addressed to the relevant party at its address or telex number stated at the beginning of this contract or to any telex number which is published as belonging to it (or such other address or telex number as is notified by that party to the other for the purpose of this contract) and confirmed, in the case of a telex or cable , by first class prepaid letter sent (by airmail, if to an address in another country) within 96 hours of dispatch , but so that the non –receipt of such confirmation shall not affect in any way the validity of the telex or cable in question . Every notice, request, demand, waiver, agreement, consent or other communication shall, subject as otherwise provided in this contract, be deemed to have been received, in the case of a telex, at the time of dispatch with confirmed answerback of the 14
SECTION V address appearing at the beginning and end of the communication (or if the date of dispatch is not a business day in the country of the addressee, it shall be deemed to have been received at the opening of business on the next such business day), in the case of a cable , on the next business day in the country of the addressee after dispatch , and, in the case of a letter, when delivery personally or, if posted, when it would have been received in the ordinary course of local or, as the case may be , airmail post. 32.2
Every notice, request, demand, waiver, agreement, consent, certificate, report, statement, instrument and other document or communication to be delivered under or supplied in connection with this contract shall be in the English language or shall attach an English translation thereof , certified in such manner as the purchaser shall approve , which translation shall be the entitled to rely.
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SECTION VI COMMITMENT ON ETHICAL MANUFACTURING PRACTICES Tender No : PLIT 08/2016 Tender for the provisioning of an automated Flight Crew Planning, Tracking and Resource Management System for SriLankan Airlines. We, ……………………………………………………………………………………………………………………. (Company Name) having our registered address at………………………………………………………………………………………………………. …………………………………………………………………………………………………………………………. hereby wish to certify that we and our sub-contractors have conformed to ethical manufacturing practices broadly specified below in manufacturing and supplying goods under the above mentioned Tender to SriLankan Airlines. • • •
Legal Compliance: Compliance with all applicable legal requirements related to business operations, labour, product quality and environmental protection. Ethical Labour : Nonuse of child labour, non-use of forced, bonded, prison or illegal labour and non-discrimination or harassment against individuals Health and Safety : Provide the workers with a safe working environment, including prevention of exposure to chemical, biological and physical hazards,.
We hereby consent to provide SriLankan Airlines any further information as evidence of adherence to above mentioned ethical manufacturing practices, and agree to provide similar certification of ethical manufacturing practices from time to time. We also consent to provide opportunities to inspect our manufacturing facilities to examine our compliance levels with above standards, if requested by SriLankan Airlines. We hereby acknowledge that SriLankan Airlines reserves the right to terminate the contract for supply of goods under this tender, and/or blacklist our Company from conducting business with SriLankan Airlines, if there is evidence to the effect that we have misrepresented our compliance levels with regard to the above mentioned ethical practices.
Signed on this ………….. day of …………………….... in ……………………………………………………….. Name : Designation : Company Name :
SECTION VII VENDOR INFORMATION FORM (To be filled by the vendor/principal separately) Section A – Basic inform ation of the vendor 1.
Registered Name of the Vendor :
2.
Nature of business :
3.
Registered address :
4.
Telephone & Fax numbers :
5.
E-mail address :
Tel: 6.
Fax:
Other contact details (if any) :
Section B -Business verification : To be supported by the follow ing docum ents Tick the appropriate boxes
A copy of the Certificate of Incorporation certified by the Company Secretary of the vendor Company
A copy of Form 15 (Sri Lankan Companies) certified by the Company Secretary or a letter from the Company Secretary confirming the shareholding.
A copy of Form 20 (Sri Lankan Companies) certified by the Company Secretary or a letter from the Company Secretary confirming the directors
For Partnerships, list of partners confirmed by one of the partners, preferably by the most senior partner.
Audited financial statements of the vendor Company for the last three years
Others (specify)
For partnerships and sole proprietorships, certificate of business registration
Section C – Declaration of related party inform ation 1. Name (s) of Directors of Parent/Subsidiary who are also Directors of SriLankan Airlines 2. Name(s) of Directors of Parent/Subsidiary who are also Employees of SriLankan Airlines 3. Names of Close Family Members who are either Directors/Employees of SriLankan Airlines
As the authorized representative of ……………………………………… [ name of the Vendor], I hereby confirm on behalf of ……………………………………….[ name of the Vendor] that the information provided above are true and accurate and acknowledge that the bid of …………………………………………..[ name of the Vendor] submitted herewith shall be rejected in the event all or any of the information submitted above is found to be incorrect. Details of vendor’s authorized signatory: Name: Designation: Date: Signature & Company Rubber Stamp:
SECTION VIII BID BOND. WHEREAS ………………………………………………………….. of ………………………………. ………………………………………………..(Hereinafter referred to as “ The Bidder”) will be submitting a written Bid to SriLankan Airlines Ltd, Airline Centre, Bandaranaike International Airport, Katunayake, Sri Lanka, for the supply of …………………. …………………………………………………………………………(Hereinafter referred to as the “Bid” ) AND WHEREAS it is one of the conditions of the said Bid that the Bidder should furnish a Bank Guarantee drawable in Sri Lanka in the sum of ………………………………………………………………………………………………… (…………………………………………) in respect of the above referred to Bid.
AND WHEREAS the Bidder has requested ……(The Bank)…………………………………… ……………………………………….. to furnish the requisite Bank Guarantee and whereas ………………(The Bank)………………………………………………… has agreed to furnish same. The …………………………(.The Bank)…………………..(Hereinafter called the “Bank”) a banking corporation incorporated in ……………………………………………………………… and having its registered office at ………………………………….(Address of Business) …………………….. in consideration of the Bid as aforesaid and other good and valuable consideration hereby guarantees, undertakes, binds and obliges itself to pay SriLankan Airlines on demand a sum or sums not exceeding ………………………………. ………………………………(…………………………..) or its equivalent in respect of the Bid. The bank hereby confirms that payment under this guarantee will not be denied by reference to the beneficium excussionis sue ordinis and/or any other benefits privileges and exceptions to which sureties are by law entitled. The obligation of the Bank hereunder shall be unconditional and irrevocable and shall not be amended of affected by any indulgence or forbearance of SriLankan Airlines Limited in connection with the said Bid. If the Bidder shall have the Bid accepted and shall enter into a contract with SriLankan Airlines Limited and furnish the required bond Guaranteeing the faithful performance of the contract then this guarantee shall be void otherwise to remain in full force and effect. This Guarantee shall be valid up to and including the …………………………….day of ……… 2016. This guarantee shall be governed by the laws of ………………………………. Signed in …. ……………………on this …………………day of ………………………….. 2016.
SECTION IX BANK GUARANTEE (PERFORMANCE BOND) WHEREAS ………………………………………………………….. of …………………………………………(Hereinafter referred to as “ The Supplier ”) has agreed to enter in to a …………………………………………….(hereinafter referred to as the “Agreement”) with SriLankan Airlines Ltd, Airline Center, Bandaranaike International Airport, Katunayake, Sri Lanka, AND WHEREAS it is one of the conditions of the said Agreement that the Supplier should furnish a Bank Guarantee drawable in Sri Lanka in the sum of …………………………………………………………………………………………. (………………………………….) in respect of the above referred to Agreement. AND WHEREAS the Supplier has requested …… (The Bank)………………………… ……………………………………….. to furnish the requisite Bank Guarantee as security for the due and proper performance of its obligations under the Agreement and whereas ………………(The Bank)………………………………………………… has agreed to furnish same to SriLankan Airlines Limited. The …………………………(.The Bank)…………………..(Hereinafter called the “Bank”) a banking corporation incorporated in …………………………………and having its registered office at ………………………………….(Address of Business) …………………….. in consideration of the Agreement as aforesaid and other good and valuable consideration received hereby guarantees, undertakes, binds and obliges itself to pay SriLankan Airlines Limited against this on demand a sum or sums not exceeding ………………………………. ………………………………(…………………………..) or its equivalent in respect of the Supplier’s obligations under the Agreement , despite any contestation on the part of the Supplier upon SriLankan Airlines Limited’s first written demand for payment hereunder. Such payment shall be made without set-off, free and clear of any deductions, charges, fees, levies, taxes or withholdings of any nature. The Bank hereby confirms that payment under this Bank Guarantee will not be denied by reference to the beneficium excussionis sue ordinis and/or any other benefits privileges and exceptions to which sureties are by law entitled and the Bank waives off all rights of defence or objection arising from the same. The obligation of the Bank hereunder shall be unconditional and irrevocable and without protest or notification and shall not be amended of affected by any indulgence or forbearance of SriLankan Airlines Limited in connection with the said Agreement. Any payment made by the Bank to SriLankan Airlines Limited pursuant to this Bank Guarantee below …………………………………………………………………..(…………………) shall be pro tanto discharge of the liability of the Bank hereunder and this Bank Guarantee shall remain valid and effectual in respect of the remainder. This Bank Guarantee shall be valid up to and including the …………………………….day of ……… 20…. This Bank Guarantee shall be governed by the laws of Sri Lanka Signed in ….…………on this …………………day of ………………………….. 20…