APPENDIX 2 Statement of Work. Provision of Freight Forwarding Services for the International Atomic Energy Agency

Transcription

1 APPENDIX 2 Statement of Work Provision of Freight Forwarding Services for the International Atomic Energy Agency 1

2 Table of Contents I. Definitions and Abbreviations II. Introduction III. Scope of Services A. Deliverables B. Shipping Instructions C. Shipping Documentation D. Time Limits for Dispatch E. Pre-Carriage F. Air Freight G. Sea Freight H. Inland Transport I. Additional Services IV. Taxes and Duties V. Invoicing VI. Reporting Requirements A. Key Performance Indicators (KPIs) Definitions B. Quarterly-Business Review (QBR) Meetings C. QBR Dashboard D. Web-Based Real Time Portal for Tracking Shipments E. System Notifications for Goods Pick-Up from Supplier and Goods Hand-Over to Counterpart F. Inventory Status Report VII. Claims 2

3 Annex 1: Scope of Services: Transportation of Dangerous Goods Shipments (including Radioactive Sources class 7) Annex 2: Scope of Services: Transportation and Delivery from IAEA headquarters Vienna to Counterparts in Member States, and From Counterparts in Member States to IAEA headquarters Vienna (Release Purchase Orders) Annex 3: Scope of Services: Transportation and Delivery from Suppliers to IAEA headquarters Vienna and IAEA Seibersdorf Laboratory Annex 4: Sample IAEA Purchase Order Annex 5: Freight Forwarding Routing Trends since

4 I. Definitions and Abbreviations AWB B/L CMR Cold Chain Counterpart or End-User Contract Dangerous Goods and Radioactive Sources (class 7) Destination Services Freight Forwarder Goods IAEA IAEA Laboratories INCOTERMS License Controlled Shipments Airway Bill (for air shipments) Bill of Lading (for sea shipments) The Convention on the Contract for the International Carriage of Goods by Road (for road shipments) Goods requiring dry ice or temperature controlled environment for transportation purposes Beneficiaries (entities) or final recipients of Goods. The complete list is maintained by IAEA. Contract signed by IAEA and the Contractor Goods labelled as dangerous goods and radioactive source for transportation purposes Services including but not limited to airport/port handling, airport/port storage/demurrage fees, and customs bonded warehouse charges The Contractor as defined in the Contact Items, materials, goods or equipment transported and delivered in accordance with the Statement of Work International Atomic Energy Agency IAEA laboratories in Seibersdorf (Austria) and Monaco (Principality of Monaco) 2010 INCOTERMS or any subsequent revision thereof; Goods requiring both export and import licenses for transportation purposes 4

5 National Liaison Office (NLO) Origin Services Point of Destination or Destination Point of Origin or Origin Purchase Order (PO) Release Purchase Order Services Shipping Instructions Supplier TC UN A host Government Office that has been appointed to coordinate IAEA TC Projects at a Government level. Services including but not limited to Goods collection from Supplier warehouse, export customs clearance, and storage at Freight Forwarder s warehouse, if applicable Final destination (airport/port/place/consignee) of delivery of Goods as defined by IAEA in the Purchase Orders (including IAEA headquarters and IAEA Laboratories) Airport/Port/place of loading of Goods as as defined by IAEA in the Purchase Order for dispatch by the Freight Forwarder to the recipient country (including IAEA headquarters and IAEA Laboratories) A document that authorizes a purchase transaction and sets forth the date of shipment and associated terms and conditions Automatically generated Purchase Order through the ERP system against the Contract (also known as Shipment Request) The transportation and related origin and destination services as provided by the Freight Forwarder and as defined in the Statement of Work Written instructions to the Freight Forwarder outlining the Origin and Destination of Goods (mainly Purchase Orders, Release Purchase Orders) Any IAEA Supplier of Goods Technical Cooperation United Nations 5

6 UNDP CO United Nations Development Programme Country Office(s) 6

7 II. Introduction Background IAEA was established in 1957 as the world s centre for cooperation in the nuclear field and works with its Member States and multiple partners worldwide to promote the safe, secure and peaceful use of nuclear technology. An organisation within the United Nations family with headquarters in Vienna, IAEA undertakes the procurement of equipment/supplies for its own use in Vienna and its participating Member States in around 125 countries under TC projects. The IAEA TC programme is the main mechanism through which the IAEA delivers services to its Member States. Through the programme, the IAEA helps Member States to build, strengthen and maintain capacities in the safe, peaceful and secure use of nuclear technology in support of sustainable socioeconomic development. TC projects provide expertise in fields where nuclear techniques offer advantages over other approaches, or where nuclear techniques can usefully supplement conventional means. The programme focuses on applying nuclear technology to improve human health, support agriculture and rural development, advance water resource management, address environmental challenges, and help sustainable energy development, including the use of nuclear power for electricity. The programme also focuses heavily on supporting nuclear safety and security. For more information, please visit In 2014, IAEA handled approximately 1,400 shipments to Member States under TC projects including a small percentage of these shipments for the Departments of Nuclear Sciences and Applications, Nuclear Energy, Nuclear Safety and Security, and Safeguards, with shipping costs totalling at around 2.3 million. The organisation has neither warehouses nor field country offices, and in general, goods are shipped directly from suppliers to countries of destination. Customs clearance is undertaken by the Freight Forwarder on behalf of IAEA at the country level in cooperation with the recipient country Counterparts and in coordination with the UNDP CO where applicable. The majority of IAEA s suppliers are located in Austria, Germany and the United States of America. On occasion, goods may be shipped from IAEA s headquarters in Vienna directly to Member States. In 2014, Africa region (42.9%) and the Americas (19.5%) represented 62.4% of all shipments under Technical Cooperation projects, followed by Asia Pacific (20.9%) and Europe (16.7%) regions. For more information on countries with active Technical Cooperation projects, please visit A small percentage of shipments last year were handled through Release Purchase Orders; for further information on the requirements for these type of shipments, please refer to Annex 2 of the Statement of Work. 7

8 Goods are normally shipped by air. Within Europe and the Commonwealth of Independent States (CIS) countries, road transport is the preferred mode of transport should that be more cost advantageous and taking into consideration transit time. Due diligence is exercised on heavy equipment (over 1,000kg) and may be transported by sea freight. Typical Goods include general cargo such as specialised electronic equipment and laboratory suppliers; a minor part is comprised of dangerous goods, cold chain and license controlled shipments. III. Scope of Services IAEA is seeking to get proposals from qualified companies for freight forwarding services for general cargo, cold chain, dangerous goods (including class 7 radioactive sources) and license controlled shipments. The intent is to maintain the current level of visibility (please refer to page 10, point 19) for goods in transit through a web-based real time portal for tracking shipments including customs clearance and physical hand-over to the recipient Counterpart at the airport/port of destination. A local collection service between IAEA headquarters and/or Seibersdorf Laboratory to and from Vienna International Airport should also be included in the services. This may include the transportation of dangerous goods (including class 7 radioactive sources) and cold chain shipments between IAEA headquarters, and Seibersdorf Laboratory to and from the airport. All communication with IAEA shall be in English, and the preferred method of communication shall be . A. Deliverables The services shall include, but not limited to, capability to provide the following: 1. The Freight Forwarder will be required to provide expediting, transportation, freight forwarding and all associated services from Origin to Destination as specified in the Purchase Order Shipping Instructions (please refer to Section B below) using the most direct and economical way of transport including multimodal means of transportation. 2. The Freight Forwarder will be required to manage the entire transport chain and logistics functions from Origin to Destination. Except as otherwise provided in the Contract, the Freight Forwarder will undertake to provide at its own cost and expense, all personnel, equipment, supplies, materials, tools, transportation and other facilities required for the performance and completion of the Services. The Freight Forwarder shall acknowledge that IAEA shall have no obligation to provide any assistance to the Freight Forwarder in performing the Services other than expressly set forthherein. 3. The Freight Forwarder will be required to hold a valid license for handling dangerous goods including radioactive sources (class 7). UN numbers most frequently used are 8

9 (but not limited to these): UN2908, UN2910, UND2915, UN2916, UN2978, UN3323, UN3327, and UN3332. (mandatory) 4. The Freight Forwarder will be required to contact Suppliers to coordinate the availability of Goods for pick up for shipping without delay as defined in the Purchase Order under Date of Delivery. 5. The Freight Forwarder will be required to conduct an inspection of the goods upon collection from Supplier. At minimum, boxes shall be counted and inspected for damages or loss. 6. Proper packing of Goods shall be the responsibility of Suppliers or IAEA (as required). If it deems necessary or as required, the Freight Forwarder shall arrange proper export packing and protection of goods to prevent damage thereto or deterioration thereof. All equipment and materials, where applicable, shall be skidded, palletized, or bundled to allow protection in handling. The Freight Forwarder shall also be able to assist with labelling and markings as needed. 7. The Freight Forwarder shall ensure that all markings and documentation are in accordance with the Purchase Order Shipping Instructions; that detailed packing lists have been supplied; and that such lists are accurate. Any discrepancies with regards to number of boxes, packing, marking, value and documentation shall be noted on the receiving document (Forwarder s Certificate of Receipt/FCR or equivalent) and immediately reported to IAEA. 8. The Freight Forwarder will be required to consolidate shipments whenever possible by Country/Geographical Region/Supplier/Counterpart. This may include consolidation of shipments to IAEA and/or to Counterparts. Any consolidation shall be proposed to IAEA and agreed to in advance with a discount offered on the transportation cost. 9. The Freight Forwarder will be required to store Goods at Forwarder s warehouse until shipment of the Goods. The first fifteen (15) days of storage shall be provided free of charge for all shipments. If storage will be required beyond the fifteen (15) days or as requested by IAEA, the Freight Forwarder shall arrange for storage of the Goods, subject to advance cost quotation and acceptance by IAEA. 10. The Freight Forwarder will be required to coordinate and expedite the authorization to ship or greenlight with Suppliers, UNDP COs, Counterparts and relevant Ministries in the countries of destination. 11. The Freight Forwarder will be required to comply with export regulations of the country of origin (Origin), which Goods and/or Suppliers are subject to, and refrain from any act, which can be construed as circumvention of such regulations. 12. The Freight Forwarder shall ensure that all export and import documents are in good order before releasing shipments to carriers for transportation. 13. The Freight Forwarder will be required to provide import customs clearance on behalf of IAEA at the airport/port of destination except for countries in which there exists an exclusive customs broker designated by the government. The Freight Forwarder will be 9

10 required to liaise with IAEA Departments (TC, Nuclear Sciences and Applications, Nuclear Energy, Nuclear Safety and Security, and Safeguards), UNDP CO, National Liaison Offices, Counterparts, among others for any assistance in the customs clearance process. For deliveries outside Vienna, the most frequently used INCOTERMS are Delivery at Terminal (DAT), Delivery at Place (DAP), and Carriage Paid To (CPT). It shall be specifically noted on the Purchase Order if customs clearance is not required. The arrangements under INCOTERMS Delivery at Terminal (DAT) are such that the designated Freight Forwarder shall collect the Goods from Supplier s warehouse (FCA Supplier s warehouse) and arrange for the export customs clearance, transportation, customs clearance at destination and physical hand-over to the Counterpart. 14. The Freight Forwarder will be required to provide export and import customs clearance for air shipments at Vienna International Airport for IAEA headquarters in Vienna and the Seibersdorf Laboratory. For surface shipments, export and import customs clearance shall be arranged at Vienna International Airport given IAEA s known shipper status. 15. The Freight Forwarder will be required to exercise due diligence as follows: a) Detect any unaccustomed or unusual shipment of Goods, such as duplicate shipments, suspected damage, etc. Such instances shall be communicated to IAEA immediately. b) On all shipments, inform IAEA in advance of any unexpected charges such as VAT, etc., required as payment to import Goods in the country of destination. 16. The Freight Forwarder will be required for shipments over 1,000 kg or where full containers are needed to exercise due diligence and propose the best and most economical mode of transport to include but not limited to cost, transit time and the Forwarder s recommendation considering best practices, country of destination and cargo type. If the Freight Forwarder has not received concurrence from IAEA on the recommendation within five (5) working days, the Forwarder shall proceed as originally advised. Most IAEA shipments do not exceed 500 kg, and FCL (full container load) is rarely used and only for special projects. 17. The Freight Forwarder will be required to negotiate rates and conditions with carriers in the best interest of IAEA. 18. The Freight Forwarder will be required to provide ad hoc transportation estimates and freight rates (e.g. radioactive sources shipments, emergencies, major equipment) upon request from IAEA, and, ad hoc transportation services not covered by the Contract at a price and conditions to be further negotiated and agreed to, and subject to a separate Purchase Order. 19. The Freight Forwarder will be required to provide and maintain a web-based real time portal for tracking shipments allowing visibility of shipments movement by milestone events (e.g. actual pick-up date, actual departure date, actual arrival date at destination, etc.). Supporting shipping documents (e.g. AWB, B/L, packing list, Supplier invoice, 10

11 certificate/evidence of customs clearance, proof of delivery, etc.) shall also be available in the web-based real time portal for tracking shipments. 20. The Freight Forwarder will be required to monitor the movement of shipments from the actual date of departure until physical hand-over to the consignee at Destination as specified in the Purchase Order. In the event of shipment deviation, e.g. delays, short shipments and damage while in transit, etc., the Freight Forwarder shall notify IAEA, consignee and other parties involved and recommend a plan of action. The Freight Forwarder shall be expected to take corrective action should that be at no cost to IAEA and no impact on the delivery schedule. 21. The Freight Forwarder shall not take over Goods subject to pre-shipment inspection arranged by IAEA or third party until a clean Inspection Certificate is issued by the appointed inspection company unless otherwise agreed upon in writing by IAEA. 22. The Freight Forwarder will be required to provide professional advice about international transportation requirements as requested. 23. The Freight Forwarder will be required to arrange pre-payment of all applicable charges from Origin to Destination including customs clearance as required. No freight collect shipments shall be allowed. 24. The Freight Forwarder will be required to have a dedicated customer service point of contact and dedicated team for IAEA shipments under the Contract. The dedicated customer service team shall be available between 8:00 and 17:00 hrs Vienna, Austriatime via telephone and . (mandatory) B. Shipping Instructions 1. IAEA shall provide the Freight Forwarder with a copy of the Purchase Order containing information about the Supplier s name and address (or Shipment Request through a Release Purchase Order), description and relevant details of the Goods, Origin and Destination, Counterpart s name and address, terms of delivery for Supplier and Freight Forwarder, shipping instructions and markings (including project identifications, if applicable), special handling instructions. 2. Purchase Orders shall indicate the expected Date of Delivery by the Supplier where the Freight Forwarder will be required to coordinate availability of Goods for pick up. Omission of any of the foregoing information shall not invalidate the Purchase Order or diminish the Freight Forwarder s obligations under this arrangement. The Freight Forwarder shall carry out its services in respect of each shipment in accordance with the instructions indicated in the Purchase Order. The Freight Forwarder shall promptly request any clarification from IAEA as required. 3. The Freight Forwarder will be required to notify IAEA immediately if a Supplier cannot meet a Date of Delivery as indicated on the Purchase Order giving reasons for the delay and provide a new expected Date of Delivery. 11

12 4. Most IAEA Purchase Orders are placed FCA Supplier s warehouse and Delivery at Terminal (DAT) for Freight Forwarder but other terms may also be used. If delivery is requested directly to the Counterpart (DAP), it shall be explicitly stated in the Purchase Order/Shipping Instructions. C. Shipping Documentation The Freight Forwarder will be required to: 1. Obtain or produce promptly all required shipping documentation following IAEA s shipping instructions including any special instructions contained in the Purchase Order, applicable laws and regulations, and as required by the selected mode of transport, cargo type and packing. 2. Ensure that applicable export and import licenses are available. 3. Obtain a full set of Bill of Lading, Master Airway Bill, or CMR as appropriate for the selected mode of transportation. 4. Ensure that a full set of shipping documents and related information reach the consignee, Counterpart and/or UNDP CO in a timely manner as defined in the Shipping Instructions. In particular, this applies to cold chain and dangerous goods shipments. Stale documents shall not be acceptable and any demurrage involved as a result shall be for the account of the Freight Forwarder. Complete details shall be given in each Purchase Order. 5. On occasion, IAEA may require the Freight Forwarder to issue additional sets of documents. Any associated charges will be established by mutual agreement between both parties. D. Time Limits for Dispatch 1. The Date of Delivery indicated on the Purchase Order refers to the date of Goods availability from Suppliers for collection. The Freight Forwarder shall check and define with Suppliers the effective date of availability of Goods on a Ready for Carriage basis; all export documents (e.g. packing list, commercial invoice, certificate of origin, dangerous goods declaration, export license, etc.) must be prepared and available at the time of Goods pick up. Goods shall be properly packed by Suppliers taking into consideration the mode of transport (air, sea, and road). As soon as Goods are available for collection, the Freight Forwarder shall make a notification in the web-based real time portal for tracking shipments. 2. The Freight Forwarder shall verify in advance Goods availability for collection; IAEA shall not reimburse the Freight Forwarder for making a trip to Supplier s warehouse without Supplier s written confirmation of Goods ready for pick-up. Any delays shall be immediately communicated to IAEA. 12

13 3. Greenlight refers to the authorization to ship granted by the Counterpart in the country of destination. Once greenlight is given, Goods shall be collected from Supplier s warehouse within two (2) working days, and the Freight Forwarder shall make a notification of the event in the web-based real time portal for tracking shipments. In the event Goods are available for collection from Supplier s warehouse prior to receiving greenlight, the Freight Forwarder shall make arrangements to store Goods at Forwarder s warehouse should the Supplier have limited space at their premises. 4. From the date of collection, the Freight Forwarder shall dispatch Goods within the following time limits: Air (general cargo) Sea Truck Courier Emergencies (upon specific request from IAEA) Within five (5) working days Within ten (10) working days Within five (5) working days Within two (2) working days Within twenty four (24) hours 5. Only in exceptional circumstances may the Freight Forwarder seek an extension in writing from IAEA requesting a new date of departure. In particular, this shall apply in cases where the Counterpart is not ready to receive the Goods or due to unforeseen delays (e.g. airline strikes, etc.) 6. For shipments from IAEA headquarters Vienna and IAEA Laboratories, the same time limits for dispatch shall apply. 7. In exceptional cases, IAEA may request that dispatch is delayed; storage fees shall be promptly communicated to IAEA. E. Pre-carriage The Freight Forwarder can choose between customary routes to the nearest airport/port of Origin to Destination within the time limits set forth above under FCA Supplier s warehouse Purchase Orders. IAEA will not accept additional costs for crossborder pre-carriage (e.g. to another country of departure), unless agreed to in writing. In such cases, IAEA shall be quoted in advance transport costs from collection point to airport/port of departure. F. Air Freight The Freight Forwarder will be required to select only next suitable regular scheduled flight. Wherever possible, all air shipments shall travel by the most direct route. Where transhipment is inevitable, the shipping route shall be planned through airports known for providing a swift handling service. Transhipments in Africa shall be avoided, as well as transhipments involving multiple air carriers. For cold chain and radioactive 13

14 sources (class 7) shipments, the Freight Forwarder shall select the most direct route to avoid spoilage or further delays in reaching final destination. Taking the above into consideration, the Freight Forwarder may choose a more distant airport of departure taking pre-carriage charges into account, when this is appropriate and to the advantage of IAEA. G. Sea Freight The Freight Forwarder will be required to select only next suitable regular scheduled vessel with due consideration to the lowest cost and best possible transit time. H. Inland Transport For carriage from port of discharge up to final destination, the Freight Forwarder can choose between customary means of conveyance and routes to ensure fast and safe arrival. It shall be the responsibility of the Freight Forwarder to comply with national/international regulations of countries in-transit and final destination. I. Additional Services Additional services may be requested by IAEA and these shall be negotiated and agreed to prior to initiation. These services may include but are not limited to: 1. In-country logistics related to specific projects involving regional and local set-packing, warehouse administration, detailed distribution and on-site delivery. 2. Additional services for IAEA customers for designated consignees, destinations and/or projects. 3. Additional services may also be required in instances where geographical coverage and/or mode of transport have been changed between Freight Forwarders. IV. Taxes and Duties 1. IAEA is exempt from VAT, customs duties and taxes concerning deliveries from and to IAEA headquarters Vienna and IAEA Laboratories. 2. For Goods consigned to Counterparts outside the EU, the exemption documentation shall be granted by UNDP CO or by the relevant Ministry in the country of destination. 3. The Freight Forwarder shall ensure that applicable charges do not include taxes, excise or other duties imposed by government authorities. 4. Special instructions may apply where certification from the Embassy or letters of donation is required to obtain duties and taxes exemption status of Goods imported into 14

15 the country. IAEA shall provide instructions and support in obtaining such documentation. 5. In exceptional cases where customs or VAT exemption status cannot be obtained due to local country legislation, the Freight Forwarder will be required to inform IAEA and enquire whether the organisation agrees to pay these. If approved, the Freight Forwarder shall pay the amount which will then be reimbursed by IAEA upon submission of evidence demonstrating the payment of taxes/duties referencing IAEA Purchase Order number. V. Invoicing 1. Unless otherwise agreed, the Freight Forwarder shall submit invoices for services rendered on a monthly basis. Invoices shall only be submitted for Goods delivered. 2. At minimum, the monthly invoice shall clearly indicate the following information and charges for each shipment: (mandatory) a) IAEA Purchase Order number; b) AWB, B/L or CMR number; c) Actual Pick-up Date; d) Departure Date; e) Origin (Airport/Port); f) Destination (Airport/Port); g) Gross Weight; h) Volume; i) Number of Boxes; j) Origin Charges (pick-up charges); k) FOB Charges (export customs clearance, handling, etc.); l) Airfreight Charges; m) Fuel Surcharge; n) Security Surcharge; o) Dangerous Goods Surcharge; p) Customs Clearance at Destination; q) Destination Charges (storage fees, etc.); r) Total Amount Invoiced; 3. The Freight Forwarder shall make a note on the monthly invoice of duties and taxes (e.g. VAT, etc.) paid for import customs clearance, extra charges for export packing or repacking as required, and for additional costs such as demurrage, customs fees, port fees, correction letters, storage fees, customs bonded warehouse storage fees, porters for additional stuffing, etc. 15

16 4. Supporting documents for any of the charges in Section 2 above shall be available on the web-based real time portal for tracking shipments. Access to the web-based portal shall be available for a period of three years following contract expiration. 5. In case of Goods consolidation, the Freight Forwarder will be required to invoice for each Purchase Order and/or delivery providing full details of the shipment against each Purchase order and/or delivery. 6. For auditing purposes, supporting shipping documents shall be made retained by the Freight Forwarder for a period of thirty-six months after contract conclusion. 7. All rates, fees and charges shall be invoiced in Euro. VI. Reporting Requirements The following Reporting Requirements have been established to measure and evaluate metrics, monitor trends and provide visibility, and are critical to the successful implementation of IAEA projects in Member States. A. Quarterly-Business Review (QBR) Meetings The Freight Forwarder shall work with IAEA to review and improve the overall performance against the Contract, supporting continuous improvement in freight forwarding and customs clearance and the wider mission of the Agency. The primary focus for these activities shall be the QBR meetings: these meetings are to review performance, identify issues, find opportunities for improvement, and track actions. The metrics outlined in Section B below are considered useful in this regard, though others may also be agreed and adopted as the need arises. QBR meetings shall be established to measure the KPIs and relevant activities - e.g. number of shipments, cost breakdown (origin, freight, customs clearance, other/storage fees, and destination charges). The objective is to discuss the KPIs set forth in detail for each geographical region Africa, Americas, Europe and Asia Pacific, and to review shipping trends from/to Vienna in a format that is easy to analyse. The presentation shall also show trends and bottlenecks in areas, which hinder the overall shipping management process. QBR meetings shall be held at IAEA headquarters Vienna and scheduled as follows: - QBR Q1 meeting in April - QBR Q2 meeting in July - QBR Q3 meeting in October, and - QBR Q4 and Yearly Review in January of the following year. B. Key Performance Indicators (KPIs) Definitions 16

17 KPI I: Measures the number of days between Goods available at Supplier s warehouse and authorization to ship or greenlight confirmed by the Counterpart at destination. It entails coordination with the Supplier, customs exemption procedure with UNDP CO, Counterpart, destination agent and the availability of all documents as required. KPI II: Measures the number of days from greenlight authorization and shipment s actual departure until confirmation of arrival at destination. KPI III: Measures the number of days from shipment s arrival at destination until physical hand-over of Goods to the Counterpart at destination. The KPI takes into account customs clearance. KPI IV: Measures the time duration from Purchase Order issued by IAEA until physical hand-over of Goods to the Counterpart. It captures Supplier/manufacturer production lead time, the duration of obtaining greenlight or authorization to ship, transit time, customs clearance, and Goods hand-over to the Counterpart. C. QBR Dashboard Following each QBR meeting the Freight Forwarder shall present a snapshot of the past quarter activities representing the greenlight authorization and number of shipments per geographical region, breakdown of the shipping cost, and the time duration from Purchase Order until hand-over of Goods to the Counterpart. D. Web-Based Real Time Portal for Tracking Shipments (mandatory) 1. The Freight Forwarder shall offer user access to an existing web-based real time portal for tracking shipments with, at minimum, the following features: a) User access to a web based (using typical for office purposes browsing applications e.g. Internet Explorer, Google Chrome, Safari, etc.) tracking shipments solution using IAEA Purchase Order number. b) Management of user accounts and their access hierarchy e.g. read only access to the majority and more detailed information including reporting capability for selected users. c) User authentication at sufficient security level with an interface friendly access (also for non-it minded user community). d) Reporting capability for tracking shipments based on periods, destinations, timeliness and other parameters sufficient to make judgments regarding quality of service and Freight Forwarder s level of performance. e) Ability to send notifications on the status of shipments for pre-defined criteria in the shipment process - e.g. shipment has left its origin point, shipment has reached its final destination, shipment experiences a delay of over five (5) days at any of those points of the process. 17

18 2. Optional parameters for the web-based portal for tracking shipments to be further considered : a) Apps for slim end user devices Android, ios or Windows based offering some of the functions (or all of them) mentioned above. b) Regular reports automatically generated by the software platform on the status of shipments being sent to a selected user and stakeholder community for quality control purposes and quality assurance benchmarking. c) The ability of the system to provide a cost estimate of the origin, shipping, customs clearance, and destination charges as soon as the Purchase Order has been received by the Freight Forwarder but no later than shipment s departure from Origin. 3. The Freight Forwarder shall provide access and maintain a web-based real time monitoring, track and trace portal for IAEA shipments. The system shall be capable of recording and showing all information to monitor the transportation activities from Purchase Order receipt date until Goods arrival at destination and physical hand-over to the Counterpart. A track and trace summary shall be available, via web link, with the only security measure being entering a valid IAEA Purchase Order number. The Freight Forwarder shall be responsible for all costs related to the provision, set up, usage and maintenance at its own premises. The system shall be available on a 24 hours/7 days a week basis. 4. The system shall be accessible by IAEA independently with no support or assistance from the Freight Forwarder. 5. At minimum, the following information shall be available for each Purchase Order or Release Purchase Order: a) IAEA Purchase Order; b) Expected pick up date at Origin (from Supplier); c) Actual pick up date at Origin (from Supplier); d) Expected date of arrival at Destination; e) Actual arrival at Destination; f) Date of customs clearance; g) Actual date of physical hand-over to the Counterpart; 6. The system shall be capable of producing performance reports related to the established KPIs including: a) Supplier Performance: Expected vs Actual Date of Delivery to Freight Forwarder; b) Freight Forwarder Performance: Booked and picked up as scheduled; c) Carriers Performance: Shipped as booked, departure and arrival as scheduled; 18

19 d) Shipping documents such as packing list, commercial invoice, AWB/B/L/CMR, customs clearance and proof of delivery shall be available in the system thirty six (36) months following delivery of Goods to Counterpart. E. System Notifications for Goods Pick-Up from Supplier and Goods Hand-Over to Counterpart (mandatory) 1. The Freight Forwarder shall provide daily notification to a designated IAEA address of when Goods are available for pick-up or have been picked up, and when Goods have been delivered. 2. The shall contain the following information: a) IAEA Purchase Order number; b) Actual pick up or Goods available date for pick-up; c) Actual delivery date; d) AWB number (if available at the time of notification); e) Number of packages; f) Weight; g) Airline Carrier; h) The Freight Forwarder shall provide Monthly Reports to a designated IAEA address on Goods available from Supplier, Goods already picked-up, and Goods delivered to Counterpart. F. Inventory Status Report (mandatory) 1. The Freight Forwarder shall offer user access to an existing web-based real time portal for tracking shipments with, at minimum, with the following features: a) User access to a web based (using typical for office purposes browsing applications e.g. Internet Explorer, Google Chrome, Safari, etc.) tracking shipments solution using IAEA Purchase Order number. b) Management of user accounts and their access hierarchy e.g. read only access to the majority and more detailed information including reporting capability for selected users. c) User authentication at sufficient security level with an interface friendly access (also for non-it minded user community). 2. The reporting functionality shall allow, at minimum, any combination of the fields specified below to be selected, and ranges within them to be specified: a) IAEA Purchase Order number and line number; b) Date Goods are available from Supplier; c) Actual pick-up date by the Freight Forwarder; d) Actual arrival date at destination; 19

20 e) Date of customs clearance; f) Actual date of physical handover to the Counterpart; g) Point of Goods pick-up; h) Airport/Port of embarkation; i) Airport/Port of debarkation; j) AWB or B/L number/reference; k) IAEA project reference (if applicable); l) Supplier (or Consignor); m) Consignee, and n) Total charges for the entire shipping and customs clearance process; 3. Reports shall be available for download in an electronic format compatible with MS Excel 2010 and later releases. 4. Data as at the end of each calendar month shall be available no later than five (5) working days after the end of that month, and such data as at the end of each calendar month shall be available for a period of at least 30 days from each month end. 5. Additionally, the Freight Forwarder shall send a report to a designated address within five (5) days of the end of each calendar month that contains the following data as at the end of that calendar month: a) IAEA Purchase Order number and line number; b) Date Goods are available from Supplier; c) Actual pick-up date by the Freight Forwarder; d) Actual arrival date at destination; e) Date of customs clearance; f) Actual date of physical handover to the Counterpart; g) Point of Goods pick-up; h) Airport/Port of embarkation; i) Airport/Port of debarkation; j) AWB or B/L number/reference; k) IAEA project reference (if applicable); l) Supplier (or Consignor); m) Consignee, and n) Total charges for the entire shipping and customs clearance process; 6. The Freight Forwarder shall provide reports as specified above on an ad-hoc basis as required, particularly during the month of December, within five (5) working days of request. VII. Claims IAEA carries its own cargo insurance for lost or damaged shipments while in transit. 20

21 The Freight Forwarder shall provide the following information and documentation to IAEA in the event of loss or damage of Goods while in transit: A) Report immediately to IAEA any insufficient or improper packing of Goods in advance of making arrangements for transportation to final destination. B) Report to IAEA shipments that are lost or damaged while in transit without delay to ensure all rights against carriers are properly preserved and exercised. C) Respond to IAEA s Letter of Protest, questions or requests that may arise related to lost or damaged shipments in a timely fashion. D) The Freight Forwarder shall liaise with carriers on tracking lost shipments and keep IAEA informed of the outcome. E) Upon request, the Freight Forwarder shall provide copies of shipping documents and correspondence with carriers for lost or damaged Goods. F) The Freight Forwarder shall liaise with the surveyor of the designated IAEA cargo insurance company when inspection of damaged Goods is deemed to be necessary. 21

22 Annex 1 Scope of Services Transportation of Dangerous Goods Shipments (including Radioactive Sources Class 7) The requirements outlined below apply in addition to the Scope of Services defined in this document. IAEA is involved in the procurement and delivery of dangerous goods shipped from Suppliers/IAEA Laboratories to Member States, and from Suppliers to IAEA Laboratories. Dangerous Goods shipped by IAEA include but are not limited to: - Laboratory Chemicals - Biological and Cold Chain (e.g. flies, vaccines, blood, pathological samples) - Radioactive Sources The majority of radioactive sources are medical isotopes and calibration sources, which contain a relatively low level of radioactivity (mostly below exemption level). Occasionally, IAEA may request assistance from the Freight Forwarder to arrange transportation for isotopes utilized for irradiation, and recovery and transportation of radioactive sources back to the country of origin. Costs and arrangements for the transportation of radioactive sources shall always be negotiated and agreed upon prior to shipment. 1. International Modal Regulations for the transportation of dangerous goods must be adhered to at all times by the Freight Forwarder and any alliance or sub-contracting partner. 2. Whenever possible, radioactive sources shall travel by the most direct route. Where transhipment is required, the booking shall be planned through airports/ports with adequate infrastructure. Shipments shall be scheduled to arrive outside weekends and public holidays in the country of destination, and bookings shall be made well ahead of the date of departure. 3. Documents shall be sent at least five (5) working days in advance of arrival at destination; for some countries, the advance notification may be even longer. 4. It is the Suppliers and Counterparts responsibility to arrange for export and import licenses of dangerous goods in liaison with the Freight Forwarder. 5. The Freight Forwarder will be required to appoint dedicated personnel for continuous monitoring of radioactive sources shipments from Origin to Destination with any 22

23 impediment to transportation or deviation of any kind immediately communicated to IAEA. 6. Any additional requirements with regards to collection or delivery of dangerous goods shall be stated in the Shipping Instructions on the Purchase Order. This may include the terms of delivery for Freight Forwarder INCOTERMS DAT or DAP. 7. For dangerous goods including radioactive sources, IAEA reserves the right to exercise discretion and utilize the services of a Freight Forwarder of its choice to receive highest quality of service due to the nature of the shipments. 8. If necessary and upon request, IAEA will provide assistance in the delivery of dangerous goods, and in particular, radioactive sources. 23

24 Annex 2 Scope of Services Transportation and Delivery From IAEA headquarters Vienna to Counterparts in Member States, and From Counterparts in Member States to IAEA headquarters Vienna (Release Purchase Orders) The requirements outlined below apply in addition to the Scope of Services defined in this document. The Division of General Services (MTGS) handles the transportation of Goods for the entire organisation with shipping requests coming to the Division through the Agency-wide Information System for Programme Support (AIPS) ERP system. Goods to/from Counterparts in Member States are shipped using INCOTERMS Delivery at Place (DAP). In exceptional circumstances, INCOTERMS Delivery at Terminal (DAT) may be used. IAEA shall inform the Freight Forwarder in such instances. A) IAEA shall provide the following information to the Freight Forwarder to request a shipping rate: - Weight, dimensions, number of packages, type of commodity, and UN number (for dangerous goods); - Collection and Delivery Address; B) The Freight Forwarder shall submit a shipping rate within three (3) working days. Should there be a request to ship Goods urgently, the rate may be required sooner, and the Freight Forwarder shall be informed of this. C) Release Purchase Order shall be issued to the selected Freight Forwarder ensuring best value for money is obtained for IAEA. The Release Purchase Order shall include shipping instructions as well as relevant attachments (e.g., customs declaration, pro-forma invoice, packing list, etc.). There shall be no notification to the Freight Forwarder if the shipping rate submitted has been unsuccessful on the occasion of handling a particular shipment. 24

25 Annex 3 Scope of Services Transportation and Delivery From Suppliers to IAEA headquarters Vienna and IAEA Seibersdorf Laboratory The requirements outlined below apply in addition to the Scope of Services defined in this document. Goods for IAEA headquarters Vienna and IAEA Seiberdorf Laboratory are shipped using INCOTERMS Delivery at Place (DAP). IAEA tax exemption status: - IAEA is exempt from custom duties and import taxes in Austria; - IAEA is exempt from VAT on purchases/shipments within the European Union; - IAEA is not exempt from VAT on purchases and deliveries within Austria (IAEA pays VAT charges and then seeks reimbursement from the Austrian Government); 1. The Freight Forwarder will be required to collect shipments from Suppliers and arrange transportation to IAEA headquarters Vienna or IAEA Seibersdorf Laboratory. This shall include import customs clearance at Vienna International Airport and transportation to IAEA headquarters Vienna or IAEA Seibersdorf Laboratory. 2. If Goods are shipped using INCOTERMS Carriage Paid To (CPT), the Freight Forwarder shall be responsible for arranging import customs clearance at Vienna International Airport, shipment collection and delivery to IAEA headquarters Vienna or Seibersdorf Laboratory. 3. The Freight Forwarder shall establish a pick-up or delivery service on a daily basis or as required between IAEA headquarters Vienna and IAEA Seibersdorf Laboratory and Vienna International Airport. 25

26 Annex 4 Sample IAEA Purchase Order 26

27 INTERNATIONAL ATOMIC ENERGY AGENCY WAGRAMERSTRASSE 5, P.O. BOX VIENNA, AUSTRIA TEL: (+43-1) FAX: (+43-1) PURCHASE ORDER No.: NG Date: Your invoice and all documents must show this full number to enable payment by IAEA Supplier's Name Supplier's Address Supplier's Contact Name Supplier's Address Consignee: Phone: Fax: Ship to: Attn: UN Development Programme in 'Country' UNDP's Address UNDP's Contact Information OR Consigned Directly to Institute Hasanuddin University Kampus Tamalanrea Makassar Indonesia Marking: For IAEA Project INS5039 Invoices should be submitted to: IAEA MTBF General Accounts Payable Wagramer Strasse 5 P.O. Box Vienna AccountsPayable@iaea.org Date of delivery: Terms of Payment: Net 30 days Guarantee and other 1 Year conditions: Responsible contracting staff: Galanova, Nikolina N.Galanova@iaea.org Order acknowledgement (please sign here and return as order confirmation): (name + signature) GRAND TOTAL(EUR): Subtotal(EUR): ITEM DESCRIPTION UNIT QTY UNIT PRICE AMOUNT(EUR) 2 Portable Phtosynthesis System Analyser, TC Project INS5039, Faculty of Agriculture, Hasanuddin University, Kampus Tamalanrea, Kassar 90254, Indonesia each 1 Additional Information: CONDITIONS OF CONTRACT The Supplier named on the face of this order, hereinafter referred to as "the Contractor", acknowledges and agrees that the acceptance of this Purchase Order shall be evidenced by either the return to the IAEA of a signed acknowledgment copy, or a written confirmation issued by the IAEA to the Contractor of the Contractor's verbal acceptance or performance, in whole or part, of the obligations of the Contractor set out in the Order. Acceptance of the Order shall constitute a contract between the Contractor and the IAEA. The Contractor acknowledges and agrees that the General Conditions of Contract that have been delivered together with this Order form an integral part of this Contract and shall govern the rights and obligations of the parties to this Contract. No exceptions or additional provisions proposed by the Contractor shall be binding, unless agreed in writing by a duly authorized Contracting Officer of the IAEA's Office of Procurement Services. The following documents shall govern the Purchase Order and are listed in order of precedence in case of a conflict: 1. This Purchase Order; 2. The IAEA General Conditions of Contracts; Page 1 of 2

28 3. The IAEA Specification/Statement of Work; 4. The Contractor's quotation. FREIGHT PROCEDURES Delivery Information: -Pick up address or pickup place (supplier's warehouse): -Gross Weight kg (inclusive of packaging, dry ice etc.): -Dimensions (length x width x height cm): -INCOTERMS 2010: FOR FREIGHT FORWARDER: DAT OR DAP -Commodity: -Mode of Transportation: FOR FREIGHT FORWARDER: AIR FREIGHT/SEA FREIGHT ACCEPTABLE/NOT ACCEPTABLE Order Tracking: IMPORTANT NOTE TO COUNTERPART: END-USER REQUIREMENTS: Voltage for equipment: Depends on end-user location; Preferred language for manuals and software: English; FOR IAEA: Donation Letter is required. Donation letter shall be provided to BATAN with a copy of the Purchase Order. COMMUNICATION REQUIREMENTS: Copy of all correspondence (purchase order, shipping advice, etc.) should be sent to: IMPORTANT DETAILS FOR THE UNDP OFFICE: Unless a national designated customs broker is in charge or if the vendor is made responsible for shipment on DAT or CPT terms, THE UNDP OFFICE IS REQUESTED TO obtain a tax exemption certificate for the purpose of customs clearance by our project counterpart or assist the IAEA through its global freight forwarder SDV or its local agent. The charges for the service shall be billed in accordance with the prevailing UNDP Universal Price List to the IAEA using the "billing module" in ATLAS and using Fund Code with IAEA as the donor (code or IAEA). The number of this purchase order should be used as the Agency ULO number/agency Reference No. and "Customs Clearance" entered in the line description. In line with the provisions of the Revised Supplementary Agreement concluded between the IAEA and the recipient government, all other related charges (e.g., inland transport to the counterpart) shall be borne by the counterpart. The UNDP is not authorized to make such expenditures on IAEA's behalf, and will not be reimbursed, unless prior express approval has been obtained from the IAEA. The IAEA focal point for UNDP in New York are Haridasan Gopalakrishnan and Seow Cheng, they can be contacted at the SCA@UNDP.org. IAEA POINTS OF CONTACT Contracting Officer Technical Officer Project Management Officer Attachments: Offer AT-GCC GOODS & SERVICES File Description File Name A_RFQ NG original.pdf IAEA GCC - Goods and Services.pdf Page 2 of 2