Sl. No. Description Issues Implemented vide Technical Circular/Instruction No.
1 Guidelines on Clause 8.5 of AAI Transfer Policy Clause 8.5 of AAI transfer policy CHRM No. 1(a)/2018 dated 27.02.2018 was ambiguous and lacks clarity due to which anomalies are there in annual transfer 2024 of Non-Executives of Fire Cadre Officials in Southern Region. Discrepancies identified in Clause 8.5 of AAI transfer policy CHRM No. 1(a)/2018 dated 27.02.2018 are given below. i. The clause is not clear and is ambiguous w.r.t. extension of tenure posting due to leaves taken by employees posted at the tenure station. ii. The clause does not explicitly mention no. of days of leave availed by an employee at the tenure station which results in extension of posting at tenure station irrespective of whether the tenure station is for one year/two year/ three years duration. The clause states that leaves other than CL of any kind are included in the definition of leave restrictions for the purpose of transfer from tenure station. In this regard, it is not clear if only EL/commuted leave is counted for the purpose of leave restriction or other leaves like maternity leave, EOL, special disability leave, child adoption leave, study leave etc. are also counted CHRM Circular no. 1(h)/2018 dated 13.11.2025
2 Verification/Audit of SAP HR Data SOP may be made for passing on of notional and financial benefit, including incorporation of additional provisions in SAP if required, for differentiating notional and financial benefits and updating the same in SAP for processing, to eliminate chances of human error in execution of such orders, wherein, both financial and notional benefits are to be passed on to an employee. Further, suitable cross-check mechanism may be developed to reconcile and identify discrepancies similar to the current case through regular audits. Letter No. AAI/CHQ/SAP-CITM/Data Verification/2025 dated 07.11.25
3 SOP for Hotel emapnelment Reference Corporate Administration Circular No. 01/2013 dated 15.03.2013 regarding “Provision of boarding & lodging facilities to employees on official tours- instruction and guidelines for empanelment of hotels.” No Standard Operating Procedure was defined for the purpose of hotel empanelment. Also, the said circular does not mention the criteria adopted by the Committee members to recommend a hotel for empanelment. It was suggested that an up-to-date list of region-wise empaneled hotels may also be uploaded on official AAI website by Administration Dte. regularly. Circular no. AAI/CHQ/HOTEL/SOP/2025 dated 21.10.25.
4 inclusion of suitable clause for CAMC during non-operational period. During CTE intensive examination, it was observed that, post warranty, CAMC has been initaited and payments have been made to the vendor despite the ILBS system remaiing non-operational. Suitable clause for CAMC during idle period ,should be included in future tenders.. Circular No. AS/03/2025 dated 07.10.2025.
5 Requirement for Vendors to provide detailed Part/Sub Item List for quoted Lump Sum BOQ Items in the tender During CTE intensive examination, it was observed that in the tender that vendor did not provide the details of items under Lump Sum BOQ , however list of items should be attached with purchase order under the lumpsum BOQ heading by the purchase officer so that consignee can see and accept the items as per list attached with purchase order. Circular No. AS/02/2025 dated 07.10.2025.
6 Complaince of Observations of Vigilance Dte. during CTE type inspection Folowwing systemic improvements were recommended: a)      Enforce Strict Compliance Before FAT Approval i)       FAT certificates must be issued only after full compliance with all the tender clauses. ii)     Deviations, even if considered non-critical, must be: iii)   Properly classified (Critical / Major / Minor), iv)   Documented with a resolution timeline v)      In case of unresolved deviations, withholding of payment should be mandatory under relevant contract clauses. b)        Training of FAT committee members The FAT committee members before assuming FAT duties, must complete a structured training on FAT protocols, tender clause interpretation to ensure that FAT decisions are informed, uniform, and contractually sound, thereby safeguarding organizational interest and improving accountability. Circular no. AAI/CHQ/CNS-P-II/ compliance-vig observation/66 dated 15.09.2025.
7 Clarification on obtaining legal opinion during technical evaluation It was observed that different airports are taking legal opinion at airport level to ascertain allied/related firm relationship of a participating bidder to the debarred agency which is resulting in payment of legal fees at airport level and differed legal opinions for same set of facts. Suitable mechanism may be devised at CHQ level for taking legal opinions for same set of facts for unformity in legal opinions and to avoid multiple legal charges at airport level across AAI. Commercial Dte. Circular No. 06/2025 dated 15.09.25.
8 Amendments in DOP 2021 At the outset of the project, the scope of work was clearly defined and issued by the comptent authority to ensure alignment with the requirements of the work. However, it has been observed that field engineers deviated from and diluted the initially approved scope. Such deviations not only reduced the intended scope of work but also lead to substandard results, compromising quality as well as safety standards and may further lead to costly rework. Also, the reduction in scope resulted in undue financial benefits to the agency, as the reduced scope items were low quoted. Further, Field Engineer allowed the agency to deploy much inferior milling machine as compared to the milling machine mentioned in the Agreement. To address this, a monitoring mechanism should be established to reaffirm and verify that the completed work aligns with the approved scope, and variation made if any should be approved by the authority who has approved the initial scope of work. DoP amendment no.12 dated 02.09.2025
9 Requirement of manpower in Security Dte. The letter No. A.11013/1/2001-MPC dated 25.08.2011 of CHQ may be reviewed and a new circular may be issued which should be in line with Ministry of Defence Circular No. 28(75)/2020-D(Res-1) dated 13.05.2021, that DGR EMPANELLED EX-SERVICEMEN (ESM) can be deployed by Security Directorate as Security Guard / Supervisor of Security Guards only. Security Dte. letter no AAI/A-Sec/Misc-12(I)/HR/2025/359 dated 21.08.2025.
10 Systematic Improvements in engineering Contracts (A)EPC contracts are fixed-price agreements where scope deviations frequently lead to significant cost overruns. Contractors often exploit these changes by charging premium rates beyond the original scope, resulting in inflated costs and unwarranted financial burden. As EPC contracts require strict schedule compliance, such deviations also disrupt project timelines. Delays from these changes extend completion dates and affect operational readiness. Furthermore, these modifications often trigger legal disputes and arbitration proceedings, indicating inadequate initial planning. The cumulative effect of such deviation’s compromises project quality while escalating costs, ultimately undermining the project's overall performance and intended outcomes.(B)Maintaining EPC contract integrity requires comprehensive pretender planning to minimize deviations that cause time and cost overruns, along with legal and operational issues. Strict enforcement of compliance measures is crucial to keep projects on schedule and within budget parameters. This approach ensures project objectives are met while preserving the fundamental purpose of fixed-price contracts. Therefore, research and scope of work should be finalized before floating the tender and frequent changes after the tender must be avoided.(C)A comprehensive SoP must be established for verification cases to ensure thorough examination of all critical aspects by concerned officials. This should include implementing a detailed checklist covering essential parameters that must be validated before finalizing tender awards. Such systematic protocols will help prevent oversight of crucial factors during the verification process and strengthen the overall tender evaluation framework. (D)Further, in all cases seeking approval; the proposal should invariably mention the authority competent to approve the proposal/ variations/ modifications in order to avoid procedural over-lapse. Additionally, in cases of modifications in any scope of work, the scope must be circulated only after the approval is accorded by the competent authority as per AAI Engineering Works Manual, 2017. Circular No. AAI/CHQ/Engg-C/MIS & STD/2057 dated 16/06/2025.

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