RFP-LRPS-2020-9160089 To provide Clearing & Forwarding Services and in-land Logistics Services for UNICEF Bangladesh under Long Term Arrangement (LTA) for the duration 24 months + 12 months subject to
TERMS OF REFERENCE FOR INSTITUTIONAL CONTRACT
Title of the assignment
To provide Clearing & Forwarding Services and in-land Logistics Services for UNICEF Bangladesh under Long Term Arrangement (LTA) for the duration 24 months + 12 months.
Purpose
For providing Clearing & Forwarding Services and In-Land Logistics Services to UNICEF in Bangladesh.
Location
Bangladesh
Estimated Duration
Initially for 2 (two) years with possibility of further extension for 1 more year based on need and subject to satisfactory performance
Reporting to Technical Supervisor of this assignment
Farhana Huq, Supply & Logistics Specialist, UNICEF-Dhaka
- BACKGROUND
UNICEF regularly requires safe and efficient Clearing & Forwarding (C&F) services for export & import of its programme/ administration supplies & equipment as and when required. Such supplies are imported or exported by sea, air or land. The arrangement will cover in-land logistics i.e. packing, storage, transportation and distribution of supplies from port/warehouses/suppliers premises to various locations within Bangladesh.
2. SCOPE
UNICEF supplies are exempted from customs duties and taxes. The C&F Agent will receive an authorization letter, together with shipping documents, an exemption certificate and distribution list enabling them to clear the goods from the specified port of entry. The C&F Agent will clear all shipments promptly and in good condition within the specific demurrage free time allowed by the port authorities. Thereafter deliver the consignments to the designated consignee(s). Upon delivery of services, the C&F Agent will obtain confirmation of delivery from consignee(s) and will submit the same with his invoices for payment. The receipt must bear a legible signature, name of authorized signatories and valid stamp.
C&F Agent will be required to take appropriate action to protect the interest of UNICEF shipment which may be short landed or damaged upon arrival including filing claims and arranging surveys as necessary. The C&F Agent will undertake in-land logistics i.e. packing, storage, transportation and distribution of supplies from port/warehouses/suppliers premises to various locations within Bangladesh including during emergencies.
C&F Agent shall provide advisory services to UNICEF designated officials on MOFA, NBR, Customs, CCI&E, port & other shipping related rules and notifications. They will perform any other related service required by UNICEF that is not covered by the agreement; rates for such services shall be submitted on a job-to-job basis for prior approval. These rates, once accepted, will be considered part of the contract until revoked by UNICEF. Detailed descriptions of services are explained in the attached schedule of work. Although the services detailed in this TOR and the schedules are intended for UNICEF, these services may also be used by other UN agencies if required.
After every job/assignment, the supervisor will review the performance of the service delivered. This review is targeted to improve the services of the agency if the services are not as per requirement, or bridge the gap of understanding between the agency and the requesting section, and also to evaluate the output of the agency.
- DESCRIPTION OF ASSIGNMENT
The Clearing and Forwarding Agent shall manage customs clearance services for UNICEF goods at the sea/air ports and be capable of forwarding the goods to UNICEF designated locations in Bangladesh. Manage the entire transport chain and logistics functions from the port of entry to the point of destination, including all elements of the modes of transport necessary up to and including the delivery to the pre-defined final destination. This will include all necessary equipment, facilities, qualified personnel, expertise and other means necessary to perform the transport, freight forwarding and related services in accordance with the best commercial practice.
Tasks
End product/deliverable
Time-frame
Deadline
- Services for clearance of imported air shipments as per attached Schedule –I (Item # 01, 02 & 03).
Service provided as per Work Order and signed Proof of Delivery submitted.
Within 7 – 10 days after issuance of Work Order.
Within 7 – 10 days
- Services for exportation of air shipment as per attached Schedule – II (Item # 04, 05 & 06).
Service provided as per Work Order and copy of export documents submitted.
Within 7 – 10 days after issuance of Work Order.
Within 7 – 10 days
- Services for clearance of imported sea shipment (excluding vehicles) as per attached Schedule –III (Item # 07, 08 & 09).
Service provided as per Work Order and signed Proof of Delivery submitted.
Within 7 – 10 days after arrival of shipment.
Within 7 – 10 days
- Services for exportation of sea shipment (excluding vehicles) as per attached Schedule – IV (Item # 10, 11 & 12).
Service provided as per Work Order and Proof of Export documents submitted.
Within 7 – 10 days after issuance export permit by CCI&E/other GoB authorities.
Within 7 – 10 days
- Services for clearance of imported vehicle as per attached Schedule – V (Item # 13).
Service provided as per Work Order and signed Proof of Delivery submitted.
Within 7 – 10 days after arrival of shipment.
Within 7 – 10 days
- Services for exportation of vehicle as per attached Schedule – VI (Item #. 14).
Service provided as per Work Order and Proof of Export documents submitted.
Within 7 – 10 days after issuance export permit by CCI&E.
Within 7 – 10 days
- Services for clearance of imported land shipment and export of land shipment as per attached Schedule – VII (Item # 15 & 16)
Service provided as per Work Order and signed Proof of Delivery/Export Documents submitted.
Within 7 – 10 days after arrival of shipment. Within 7 – 10 days after issuance export permit by CCI&E.
Within 7 – 10 days
- Provide Warehouse Services as per attached Schedule – VIII (Item # 17).
Service provided as per Work Order and signed Proof of Delivery submitted.
As per Work Order
As per Work Order
- Provide Misc. Admin Services as per attached Schedule–IX (Item # 18, 19, 20 & 21).
Service provided as per Work Order.
As per Work Order
As per Work Order
- Provide inland transportation services including loading/unloading at pick-up & delivery points and all handling charges within Bangladesh as per attached Schedules – X, XI & XII.
Service provided as per Work Order and signed Proof of Delivery submitted.
Within one week after issuance of Work Order, except for emergencies.
Within one week
- Update & provide necessary copies of relevant Rules, Regulations, Procedure, Gazette Notifications, Circulars, SROs & Embargos issued by the NBR, MOFA, CCI&E, Customs, Port Authorities, Ministries & Directorates of GoB regarding import & export of goods, vehicles etc. as per attached Schedule XIII (Item # 22).
Service provided as per Work Order
As per Work Order
As per Work Order
- Packing for requirements within Bangladesh as per attached Schedules XIV (Item # 23 & 24)
Service provided as per Work Order and signed Proof of Delivery submitted.
As per Work Order
As per Work Order
4. QUALIFICATIONS OR SPECIALIZED KNOWLEDGE/EXPERIENCE REQUIRED FOR THE ASSIGNMENT: Experienced in providing clearing & forwarding services with 5 – 7 years of experience in related area of services. Organizational Capacity, Credential of the organization in terms of reliability, experience and capacity, Quality Control mechanism must be mentioned in the offer. Company profile and information available must be submitted in following fields of capacity/resources:
- Number of years’ experience in Clearing, Forwarding, In-land logistics related services (minimum 5 years);
- Organisation’s ability regarding Technical Resources in terms of HR capacity in operations, management, professionals to deal with Government Ministries, Departments, e.g. MOFA, NBR, Customs, Port authorities, CCI&E etc. with good interpersonal and networking skills. The organization shall provide services of appropriate Team Leader and key members to perform the tasks, ensure timely implementation of all requested services and be responsible for providing replacement members of similar ability, qualification and experience (if required). Team leader should have minimum 5 years of relevant experience and team members with minimum 3 years of relevant experience; The Contractor Agent shall nominate a professional key Account Manager, reliable contact person or persons who will be responsible for the performance of the obligations and to liaise with UNICEF or other consignees.
- UNICEF reserves the right to request the contractor at time during the term of this arrangement to assign additional personnel or to replace any of the contractor’s designated staff dealing with UNICEF’s shipment and the contractor shall promptly comply with such request. The contractor shall provide the names and CV of the designated staff dealing with UNICEF’s shipment.
- Demonstrated experience to work under tight deadline and resolve complex issues;
- Organisation to provide supporting documents to prove their financial capacity;
- Organisation’s ability in terms of facilities available –
- Organisation must have office/establishment/network in all major sea ports – Chittagong, Mongla & ICD, airports - Dhaka & Chittagong and land ports - Benapole and Banglabandh;
- Address and year of establishment of the above offices/establishments;
- License to perform customs clearance in above ports (supporting documents to be attached)
- Organisation should be able to provide minimum warehouse space of 5000 sq feet in Dhaka and 3000 sq feet in Chittagong; however, if required the company should be able to hire additional storage space for UNICEF;
- Address and ownership/lease documents for the above warehouses;
- Organisation should have firefighting systems in place in their warehouses;
- Organisation should own following minimum equipment – truck, covered van, light van/pick-up van, forklift, crane and trailer (specify number of each equipment in possession);
- Organisation must have an insurance arrangement for supplies to be handled for export, import and inland transportation including warehousing period;
- Organisation should possess demonstrable experience and competency in working with large stakeholder group (UN, international development organisations, government departments, NGOs, etc.) in providing C&F Service with similar scope and complexity of this assignment, specifically handling emergency services. A list of current clients with particular emphasis on International and Humanitarian organisations;
- Organisation duly registered to operate business in Bangladesh should submit a completed UNICEF supplier profile form together with:
- Company Profile which should include:
- Company structure
- Company line of business
- Number and type of employees
- Trade License (copy of the original attested)
- Trade License- (English Translated)
- Certificate of incorporation (if applicable)
- TIN Certificate
- VAT Registration Certificate with the Bangladesh Revenue Authority
- Copy of ISO certification if available.
- License from government authority to operate as a clearing and forwarding agent;
- Registration certificate to the IATA
- Local Bank Account details
- Audited company accounts for two financial years
- A copy of the latest Audited Financial Statement, if applicable, outline of a financial plan to ensure viability of the company;
- Any other licenses or authorizations issued by the appropriate government authority to operate a business in Bangladesh
- At least three references of major customers/clients
- Suppliers must accept UNICEF’s General Terms and Conditions
- Suppliers must have sufficient financial resources to maintain its business in Bangladesh
- Suppliers must not have prior record of inappropriate conduct in ethical, social or environmental issues (corporate responsibility).
| Link | Description | |
|---|---|---|
| http://www.unicef.org | LRPS |