REQUEST FOR INFORMATION (RFI)

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United Nations Nations Unies Procurement Division New York REQUEST FOR INFORMATION (RFI) Title of the RFI: Provision of Door to Door Courier/Transportation and Delivery Services for Personal Effects

1 United Nations Nations Unies Procurement Division New York REQUEST FOR INFORMATION (RFI) Title of the RFI: Provision of Door to Door Courier/Transportation and Delivery Services for Personal Effects of Uniformed Personnel in support of Peacekeeping Missions and UN Civilian Staff Date of this RFI: 8 August 2017 Closing Date for Receipt of RFI at PD: 27 August 2017 RFI Number: RFIJK6104 Address: kibukamusoke@un.org, forwarding@un.org Address RFI response by fax for the Attention of: Joanita Kibukamusoke Fax Number: UNCCS Code: DESCRIPTION OF REQUIREMENTS The United Nations (UN) routinely requires courier/transportation, delivery and related services for personal effects of Uniformed Personnel and UN Civilian Staff to and from any location in the world. No Dangerous Goods are included in the shipments. The services would include, but are not limited to, expeditiously transporting and delivering, preferably by Air, from door to door, shipments of personal effects of up to 100kg per traveler, efficient customs clearance and/or border formalities processing at destination countries, weighing of shipments, contact with travelers and relevant government authorities, provision of shipping boxes, and web-based registration, tracking and reporting. Shipments have to be delivered to their airport of arrival at destination UN Mission within 7 consecutive days of pick up from door of origin, and within 10 consecutive days from pick up at UN Mission to airport of destination country. Please see attached documents for more information. SPECIFIC REQUIREMENTS / INFORMATION (IF ANY)

2 NOTE Information on tendering for the UN Procurement System is available free of charge at the following address: Only the United Nations Global Marketplace (UNGM) has been authorized to collect a nominal fee from vendors that wish to receive automatically Procurement Notices or Expression Of Interest. Please subscribe to

3 VEND ORS RESPONSE FORM VENDOR RESPONSE FORM TO: Joanita Kibukamusoke RFI Number: RFIJK6104 FAX: FROM: SUBJECT: Provision of Door to Door Courier/Transportation and Delivery Services for Personal Effects of Uniformed Personnel in support of Peacekeeping Missions and UN Civilian Staff To be filled by the Vendor (All fields marked with an * are mandatory) COMPANY INFORMATION UN Vendor ID Number**: UNGM Vendor ID Number*: Company Name *: Company Contact *: Address *: City *: Country *: Telephone Number *: Fax Number *: Address: Company Website: We declare that our company fully meets the prerequisites A, B, C, D and E, for eligibility to register with the United Nations as outlined in the paragraph 1 of the RFI INSTRUCTIONS page. Signature: Date: Name and Title: ** If not already registered with UN Procurement Division, please use the following URL to register at United Nations Global Marketplace (UNGM): Registration at UNGM is mandatory for responding to this EOI. The following information is available about the registration process.

4 RFI INSTRUCTIONS 1) Registering as a Vendor with the United Nations Vendors interested in fulfilling the requirement described above must be registered with UN in order to be eligible to participate in any future solicitation. Information on the registration process can be found at Prerequisites for Eligibility In order to be eligible for UN registration, you must declare that: A. Your company (both parent and/or subsidiaries, if applicable) is not on, or associated with a company or individual on The 1267 List website ( and is not on the IIC Oil for Food List website ( B. Your company (both parent and/or subsidiaries, if applicable) is not currently removed, invalidated or suspended by the UN Headquarters, field missions or other UN organizations (including the World Bank) and is not under investigation by a government or UN Member State. C. You have no outstanding bankruptcy, judgment or pending legal action that could impair operating as a going concern. D. You currently do not employ, or anticipate employing, any person(s) who is or was recently employed by the UN (in accordance with ST/SGB/2006/15, post-employment restrictions ( E. Your subsidiaries, agents, intermediaries and principals agree to cooperate with the United Nations Office of Internal Oversight Service during any investigative processes undertaken by them, either before during or after execution of a contract, including providing all required documents, company records, access to employees, officers and staff, as well as financial information. For Registered Vendors: Vendors already registered must ensure that the information and documentation (e.g. financial statements, address, contact name, etc.) provided in connection with their registration are up to date in UNGM. For Vendors Interested in Registration: Vendors not yet registered should apply for registration on the United Nations Global Marketplace ( information on the registration process can be found at Vendors must complete the registration process within 90 days of the date of this REOI. Vendors who have not initiated and completed the formal registration process with the Procurement Division within the 90 day-period will be automatically removed from the vendor roster and will have to start again a new registration for consideration in future EOI and tendering exercises. IMPORTANT NOTICE: Any false, incomplete or defective vendor registration may result in the rejection of the application or cancellation of an already existing registration. 2) RFI Process Vendors interested in responding should forward their information (as requested in the RFI) to the United Nations Procurement Division (UNPD) by the closing date set forth in this RFI. Due to the high volume of communications, UNPD is not in a position to issue confirmation of receipt of RFIs. Please note that no further details of the planned solicitation can be made available to the vendors prior to issuance of the solicitation documents. This RFI is issued subject to the conditions contained in the RFI introductory page on the UNPD Website indicated above.

5 UNITED NATIONS United Nations Procurement Division Regional Procurement Office Entebbe Support Base NATIONS UNIES Subject: Request for Information Provision of Door to Door Courier/Transportation, Delivery and Related Services for Personal Effects for Uniformed Personnel in support of Peacekeeping Missions and UN Civilian Staff The United Nations Procurement Division (UNPD) is seeking valid market information/data with regards to provision of the subject courier services as described in the attached Request for Information (RFI) document. This RFI seeks to collect information/data on availability of suppliers, their solution / services and ability to provide courier/transportation, delivery and related services. As a potential UN supplier for the required services, UNPD requests your participation in this RFI. UNPD also requests your help in forwarding this RFI to other organizations that may be interested in providing such services and who can provide valuable information for this exercise. Please note that this RFI is not a Request for Proposal and is not contractually binding to the supplier or to the UN. Any costs incurred while preparing the RFI shall be borne by the supplier. If you have any questions, please contact Joanita Kibukamusoke on s forwarding@un.org and kibukamusoke@un.org. Your willingness and ability to respond to this RFI will be of mutual benefit and we look forward to receiving your response. Thank you for your interest. Yours sincerely, Freight Forwarding Team Logistics and Transportation Section United Nations Procurement Division

6 REQUEST FOR INFORMATION Provision of Door to Door Courier/Transportation and Delivery Services for Personal Effects of Uniformed Personnel in support of Peacekeeping Missions and UN Civilian Staff Introduction The United Nations (UN) routinely requires courier/transportation, delivery and related services for personal effects of Uniformed Personnel and UN Civilian Staff to and from any location in the world. No Dangerous Goods are included in the shipments. The services would include, but are not limited to, expeditiously transporting and delivering, preferably by Air, from door to door, shipments of personal effects of up to 100kg per traveler, efficient customs clearance and/or border formalities processing at destination countries, weighing of shipments, contact with travelers and relevant government authorities, provision of shipping boxes, and webbased registration, tracking and reporting. Shipments have to be delivered to their airport of arrival at destination UN Mission within 7 consecutive days of pick up from door of origin, and within 10 consecutive days from pick up at UN Mission to airport of destination country. Prior to undertaking a solicitation exercise, the UN would like to identify suppliers that can provide these services, how the suppliers can execute this requirement, the limitations of the requirement on the market and possible solutions to counter such limitations. Please note that the RFI process is separate and independent from the solicitation and shall not be considered as a solicitation. All costs for preparing a response for the RFI shall be covered by the vendor. It is not mandatory to answer all the questions but it is preferred. 1. Use of Information This Request for Information (RFI) seeks to collect information/data that will be used to understand capabilities in the Market, fragmentation i.e. definition of regions and accessibility to suppliers service provision to/from and within these regions, pricing structures and challenges and risks. Submitted information will be used by the UN for internal planning purposes and shall be kept strictly confidential. Provided information will not be: Used to pre-qualify vendors but may be a basis to invite [RFI] respondents to participate in the solicitation, once issued. Contractually binding to the supplier or to the UN. 2. RFI Response Delivery It is preferred that responses are received before 28 August Please your response to forwarding@un.org, and kibukamusoke@un.org. 3. RFI Response Format and Interview Method To keep response formats consistent, the UN requests that the responses are typed into this Word document and that suppliers maintain the same structure/format. The UN requests that suppliers provide as much information as may be beneficial for this requirement. Subsequent to this RFI and the submissions received, the UN may request an interview to ask further questions to have a better understanding of the information submitted by your organization. In regard to the above, please check whichever interview option below applies: Our organization is willing to conduct such an interview. Please provide contact information for the interview Our organization is not willing to conduct such an interview. Request for Information Provision of Courier/transportation and delivery Services Page 1 of 3

7 REQUEST FOR INFORMATION Provision of Door to Door Courier/Transportation and Delivery Services for Personal Effects of Uniformed Personnel in support of Peacekeeping Missions 4. Current Situation and Goals and UN Civilian Staff The UN intends to issue a solicitation for courier/transportation, delivery and related services for personal effects by the end of September A contract/multiple contracts for these crucial services should be in place by mid The anticipated contract duration is 3 years with an option to extend by 2 optional periods of 1 year each. While the quantity of shipments can increase or decrease, depending on the actual requirements, for information purposes only, suppliers are advised that in 2015/2016, the UN, under the courier services contract only, moved 10,426 shipments with a total weight of over 674,000 kgs to and from countries all over the world. 5. Your Organization Please provide the following information on your organization: a. Location of headquarters and main global/regional offices. b. A brief general description of your organization, years in business, and focus. c. Please provide a brief description of your organization s experience in managing courier/transportation and delivery services. d. Would your organization be interested in participating in the solicitation once issued? 6. Capabilities a. Can your organization provide the required services globally? b. If no, please advise what geographical locations/regions your organization can provide courier/transportation and delivery services to. Please list the countries in each location/region. c. Noting that time is of the essence while performing this requirement and that transit time for the shipments to destination, with an allowance for customs clearance and border formality procedures, is within 7 and days of pickup, how would your organization implement the movement of shipments to remain within the timelines? d. Do you currently have the required: 6.d.1. necessary resources; 6.d.2. access to airlines or shippers or transportation companies; 6.d.3. expertise to provide the requirement? e. If no to d, how would you mobilize resources/recruit expertise required for such services and how long would it take? f. What tools would be used during the various phases for this type of project: 6.f.1. equipment resourcing and mobilizing 6.f.2. registration, tracking and reporting tools 6.f.3. financial (invoicing and payment) 6.f.4. quality management 6.f.5. health & safety 6.f.6. trouble-shooting / problem solving Request for Information Provision of Courier/transportation and delivery Services Page 2 of 3

8 REQUEST FOR INFORMATION Provision of Door to Door Courier/Transportation and Delivery Services for Personal Effects of Uniformed Personnel in support of Peacekeeping Missions and UN Civilian Staff g. Would the UN have access to any of the above listed tools? If yes, which ones? h. Please note any other considerations that should be given to capabilities. 7. Time Frames and Implementation Please estimate the time and implementation process required / needed to: a. Respond to a comprehensive Request for Proposal. b. Implementation of services. 8. Costing Options a. Please indicate available pricing models and options for these services. b. Is it reasonable to request costs for chargeable weight (kg) or should other unit of measure be considered? c. Considering that the UN will request firm, fixed prices for the duration of the contract and any extensions thereof, please advise how costs are normally managed over time? d. Please note any other considerations that should be given to costing options. 9. Risk Management / Mitigation a. Having reviewed and answered the above listed questions what do you consider to be the highest risk factors in implementing these services? b. How are these risk factors mitigated / managed and, in your experience, what have been the biggest issues faced on similar projects and how have you resolved them? 10. Important - Registration as a United Nations vendor Please note that only organizations that are registered on the United Nations Global Marketplace ( can participate in a future solicitation. Request for Information Provision of Courier/transportation and delivery Services Page 3 of 3

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