International/Domestic Courier Delivery Services

General Background

World Health Organization, Western Pacific Regional Office located at United Nations Avenue, Manila annually have high needs on service provision for international mails/shipment and pouches and domestic mails and shipment to various destinations based on fixed schedule or adhoc schedule and/or for emergency.

This Request for Proposal solicits on proposals/quotations for international/domestic courier delivery services for WPRO from experienced and professional couriers.

Objectives of the assignment

WPRO is conducting this bidding to choose and contract the best service provider(s) to meet the needs on international/domestic courier services.

This will include pouches, documentations, parcels, perishable goods, heavy equipment and materials to and from:

• Regional Office and Headquarters, Country offices
• Member States
• Local Government Unit’s
• UN Agencies
• Others

1. Scope of work

WHO requires the successful bidder(s), the provider(s), to carry out the following services:

• To provide a courier/pouch service and accommodate door-to-door collection and delivery of documents, parcels, meeting material and heavy equipment.
• The company has the capability of supporting adhoc services, such as overnight
  pick-up/delivery services, if the need arises or as required.
• To provide a tracking system for all courier services and provide assistance thereof via a 24 hour call centre and hotline.
• Service Providers are encouraged to expand on their service offerings where they believe that these will enhance the service delivery. 
• Contractor with highest revenue to provide “In-Plant Logistics Services” for WHO as added value service.

For international services

The contractor shall provide the following mail/pouch/courier delivery services:
Service Package:  International Mail Delivery including Out-bound/In-bound and Door to Door/Door to Port Services.

Mails/parcels need to be picked up at WPRO upon request.  The service includes checking the mails to be sent and signing to acknowledge the receipt of the mails on their mail hand-over books. Types of services are as follows:

a. Daily pick up and deliver WPRO Diplomatic Pouches per schedule.  These are considered as documents but treated differently from ordinary documents since UN Pouches are covered by diplomatic immunities and cannot be opened by anyone except an authorized UN representative. The pick-up schedule is as in the attached document (Annex 1).

To collect WHO outgoing pouches at WHO Premises at the United Nations Avenue, Manila location (bas     d on the established schedule) and have the carrier immediately to forward it on to their respective depot for processing, then tender to airlines at Ninoy Aquino International Airport for the uplift at the respective terminals.

To pick up incoming WHO pouches at designated points and deliver to WHO premises on the same date or the following morning latest by 07:30am.

b. Dispatch all types of overseas couriers from WHO premises to recipients in countries all over the world.

For domestic services

The Contractor(s) shall provide the following mail/shipment door to door delivery services:

a. To  collect all mails/parcels at WHO premises and dispatch to recipients to destination all over the Philippines.  The designated time for picking up ordinary mails/parcels is at 1400 hours every day.

b. To collect and dispatch other types of mail upon request.  Types of mails are as follows:

• Urgent/express delivery upon request
• Timed urgent delivery/same day delivery upon request

The service includes checking the mails/parcels to be sent and signing to acknowledge receipt of the mail on their mail hand-over books.

Other requirements:

Tracking tools

Tracking tools are available for WPRO to facilitate tracing and whereabouts of shipments at any time.  Contractors shall guide WPRO staff in the use of this tracking tool.

Automated Tracking Mail

Automated mail will be sent to the WPRO Focal point for monitoring the mail status and necessary proof of delivery.

Unsendable Consignment

The Customer Service of the Contractor shall immediately notify WPRO focal point staff through email or telephone any irregularities such as delays, damage/open pouch bags, documents and parcels.  In these cases, the contractor is required to submit an investigation report immediately with the following format:

• Shipment details
• Sequence of events
• Failure analysis
• Investigation results
• Compensation plan
• Conclusions
• Recommended corrective actions

New products, features and enhancements:

The contractor is required to provide WPRO, on a quarterly basis, with information/brochures of new products, features and enhancements, if any.

2. Duration of assignment

A contract will be signed with the successful bidder(s) for an initial period of three (3) years with possible extension (maximum five years) subject to:

• WPRO requirements
• Satisfactory performance of the contractor
• The rates offered for the contract years remain competitive

3. Final products

Timely delivery of pouches/mail/couriers/shipments

4. Provision of monitoring and progress controls

The contractor’s performance will be reviewed and monitored by WPRO regularly.

5. Degree of expertise and qualifications

For both international and domestic courier services

• At least 10 years operating business in professional domestic/international courier services.
• Must have a national infrastructure with an in-house ground transport fleet
• Service provision to big clients.
• Fully functional IT infrastructure that will support and provide assistance on a tracking system, requests logged, monthly billing etc.
• A dedicated and highly trained Customer Service Representative to answer especially during the busy hours in order to avoid a minimal queuing time.
• Can provide in-plant staff based at WHO as an added value.
• To provide all supplies/stationary requirements inclusive of :
• Waybills
• Fragile/Handling labels
• Courier bags/boxes
• Courier envelopes
• Tracking labels
• Must have automatic email to report shipment status.
• Must have insurance policies for all shipments.

For international pouches/courier services

• Must have in-house international capacity or proven contracted relationship with a recognized international courier company.
• Service provision to big clients including pouches services.
• Can handle and clear Inbound Diplomatic pouches, cargoes, meetings materials, perishable goods & heavy equipment and  Regional Committee Meeting materials.

The contractor should provide minimum two to three staff, including one account manager as focal points to work with WPRO.

6. Review time required and payment term

Payment will be made based on:

• Formal invoice (VAT excluded)
• Monthly report on provided services with certification by authorized WPRO staff.

Where two currencies are involved, the rate of exchange shall be the official rate applied by WPRO on the day WPRO instructs its Bankers to effect the payment(s).

7. Time period and contracting  

A successful service provider will be appointed for a minimum of three years and enter into a service level agreement which will be closely monitored to ensure quality in delivery of services.

8. Pricing - refer to Pouch and Courier Annexes

• The above-mentioned RFP aim and scope of work detailed in sections 1, 2 and 3 should be used when compiling the budget for this bid 
• A detailed cost breakdown structure must be included
• All pricing must be shown exclusive of any applicable VAT 
• All pricing assumptions or unknown costs must be clearly documented

Bidders can bid for all or any of the services required to all or some specific destinations; kindly label properly for evaluator’s easy reference and accurate interpretation of figures.

Interested should submit one (1) copy of required documents and proposal on sealed envelope by 27 July 2017 to:
World Health Organization
Office for the Western Pacific Region
UN Ave cor Taf Ave Ermita Manila
Subject: Tender Notice No. 59340 International/Domestic Courier Delivery Services

• Business license
• Company profile including printed brochures and relevant product catalogues, main services for the last three years 2014-2016
• Capacity profile which shows professional services toward diplomatic pouches and powerful tracking tools
• Insurance policy for all the shipments
• Tracking tools to be used
• List of staff assigned to work with WPRO and name of project manager who will be managing and supervising the services delivered to WPRO
• Tracking record table-list of clients for similar services as those required by WPRO, including description of contract scope, contract duration, contract value, contract references
• Written self-declaration that the company is not in the UN Security Council 1267/1989 list, UN Procurement Division List or Other UN Ineligibility List

Proposal

The proposal should be concisely presented and structured to include the following information:

• Approach/methodology
• Financial proposal
  • please provide in a yearly basis for three years
  • signed proposal – pdf copy
  • duly filled-out excel file/template  (Annex C, D, E, if applicable)
• Suppliers have to provide a price list valid for three years
• Suppliers’ offers have to be filled in the attached sheet in Philippines Pesos /US dollars without added value tax, as the Organization is exempted from any kind of taxes

Communications during the RFP Period

A prospective bidder requiring any clarification on technical, contractual or commercial matters may notify WHO via email at the following address no later than 20 July 2017, prior to the closing date of the submission offer/s:

Email for submissions of all queries:  wprosao@who.int  (use subject: Tender Notice No. 59340)

WHO will respond in writing (via email only) to any request for clarification of the RFP that it receives by the deadline indicated above.  A consolidated document of WHO's response to all questions (including an explanation of the query but without identifying the source of enquiry) will be sent to all prospective bidders who have received the RFP.

There shall be no individual presentation by or meeting with bidders until after the closing date.  From the date of issue of this RFP to the final selection, contact with WHO officials concerning the RFP process shall not be permitted, other than through the submission of queries and/or through a possible presentation or meeting called for by WHO, in accordance with the terms of this RFP.