TERMS OF REFERENCE. LONG TERM AGREEMENT Transportation and Haulage Services for UNICEF/UN Agencies

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Johnathan Lucas
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1 1. BACKGROUND AND JUSTIFICATION: UNICEF Nepal, on behalf of UN Agencies in Nepal, wishes to enter in to a Long Term Agreement (LTA) for provision of Transportation and Haulage services required by Unicef and other UN Agencies on time to time on need basis. UN agencies in Nepal are currently involved in diverse humanitarian and development long-term projects. For implementation of these projects different type of program/nonprogram supplies are required, the major portion of these supplies are procured direclty from suppliers from all over the world. The supply chain components of these offices require professional and dedicated logistics services provided by competitive company/companies based in Nepal. 2. OBJECTIVE: To establish a Long Term Agreement for provision of Transportation and Haulage Services for UNICEF and other UN Agencies to ensure smooth delivery of supplies within Nepal to respond project needs. 3. SCOPE OF WORK: Please note where UNICEF is stated in this document, it should be considered as UNICEF and other UN agencies. The scope of the services to be performed by the Contractor shall include but not be limited to: A. Transportation of Goods (Supplies & Equipments) within Nepal B. Collection and Delivery from Kathmandu/Pathilaya/Birgunj to all districts C. Track & Trace: Contractor will monitor and reocrd all dispatches movment. The transporter is obligated to ensure that UNICEF has regular, up-to-date information of all stock movements. - Updates: The transporter will provide regular updates to the UNICEF logistics focal point, on the transport operation. The transporter will monitor closely the ongoing transport and will inform UNICEF on the arrival date and condition at the final destination by way of providing reports weekly or a time period as per deemed fit by UNICEF. - Waybills: UNICEF waybill will be provided upon loading of the supplies indicating quantities weight and volume, and destinations. The transporters / contractor will be responsible for the safety of goods being transported. Goods transported will be handed over to UNICEF staff or partners as per waybill s instructions. The consignee of the goods will sign, stamp and put his name and the date on the waybill and will as well indicate the condition of the supplies on the waybill. This is a mandatory activity. UNICEF requires all signed/stamped waybills to be returned within a maximum of 90 days from pick-up by the transporter, unless written confirmation allowing for a delay is provided by UNICEF. - Re-routing: When the circumstances such as rains or insecurity necessitate re-routing of supplies, the transporter will have to notify UNICEF in writting and after a review by Unicef, any additional distances or costs should be agreed mutually between the parties - Share Bi-weekly updated Monitroring Matrix status 1. The Transporter shall transport various supplies and equipment from Kathmandu/Pathhilaya/Bigunj to all district destinations as required by UNICEF. The Transporter Page 1 of 8

2 shall be responsible for safe custody of the supplies/equipment from the time of collection to the time of complete delivery to consignee(s). 2. The Transporter shall undertake to deliver consignment within 7 days or earlier upon receipt of consignment or other places required by UNICEF. 3. The Transporter shall be liable for all damage, breakage, loss, theft, or pilferage of the supplies/equipment of UNICEF while in the Transporters custody. 4. The Transporter shall arrange for insurance of UNICEF supplies and equipment as and when requested. 5. The rate per truckload will apply for full truckload irrespective of whether they are normal cargo, light or bulky materials. For the consignment of less than half truckload, the rate will be calculated on kg basis. 6. The Transporter is not granted any express or implied right of authority to assume or to create any responsibilities or obligations on behalf of, or in the name of, or to bind UNICEF in any manner whatsoever. The Transporter shall not pledge UNICEF credit or enter into negotiation or contract likely to involve UNICEF directly vis-à-vis a third party, neither is it implied in any way that the Transporter is the sole transporter of UNICEF. 7. Different transport companies may be selected depending on the outcome of the evaluation. The ITB may result in the selection of up to two different transport companies. It is however prefered to have only one transport company to cover all requirements, in order to have an unambiguous responsibility and minimize internal contract administration. 8. Depending on the emergency, UNICEF may also request light trucks/pick-ups other than listed in Proposal Form at competitive rates, this needs to be agreed/approved by UNICEF in writing prior to any physical movements of goods/supplies. In case of smaller packages for pre-defined routes Per Kg/CMB rate will be charged as per actual. List of Goods: Below is the list of common commodities to be transported, however this list can include any other items required by UNICEF/UN agency for program implementation purposes: Vaccines Drugs and medical supplies Vehicles, motorcycles etc. Various Machinery Educational materials and vocational materials Office supplies and equipment IT equipment, Telecommunications equipment, consumables etc. Medicines and hospital/laboratory equipment Other items Page 2 of 8

3 Shipping Documents: Transporter will initiate collection and transportation of supplies/commodities only after receiving: - Transport Order, along with Signed/Stamped Waybill issued by UNICEF designated staff/official. - Transport Order, along with an official authorizing to collect and transport supplies/goods on behalf of UNICEF from Suppliers/Vendors/Implementing-Partners premises to defined final destination(s). In such cases special instructions will be provided for documentation process. Note: Transport Order includes details of the Number of trucks, capacity (size) required. 4. SPECIAL TERMS AND CONDITIONS 1. Rates/Prices offered shall be all inclusive and shall be valid for and remain fixed for a 24 month period from the commencement of the contract. 2. The successful Proposer may review its prices/rates every 12 months from commencement of the LTA, and shall notify UNICEF in writing 90 days prior to the 12 month expiry. UNICEF shall be entitled to either accept the price change or to cancel the LTA, and shall notify the successful Proposer in writing of its decision. Request for price increase must be accompanied by documentary evidence detailing why the increase is required. 3. No additional charges: The Forwarding Agent shall not add any charges for administrative costs and out-of-pocket expenses, e.g. cost of telefax, telegrams, telephone calls, postage and other minor charges, nor for the cost of supply, installation, services and maintenance of the information technology system, the order tracing system or for preparing documentation. 4. Security Bond: The contractor must provide UNICEF evidence of Insurance Coverage or Bank Guarantee/Cash Bond of US $ 10,000 prior to issuance of the contract, which may be used in case of losses/damages during transportation. 5. DURATION: The LTA will be for the period of 2 years, with a possible extension of another 1 year subjected to satisfactory performance. 6. WORKING LOCATIONS: The contractor should have a well established office setup and full management team based in Kathmandu (Nepal). Page 3 of 8

4 7. DELIVERABLES: As defined in Annex B - Financial Proposal Form. 8. PROPOSED PAYMENT SCHEDULE: 100% Payment upon completion of required services and submission of invoice on a case by case basis. Invoices to be submitted along with Proof of Delivery, (Waybill signed/stamped by the consignee). In case of multiple deliveries for one Waybill, proof of complete delivery would be required. Invoices/Payment monitoring: Updated invoicing matrix information to be shared with UNICEF on a Monthly basis, indicating full details of invoice and associated Transport request. 9. CONTRACT SUPERVISION: Supply & Logsitics Specialist for UNICEF. Any other UN Agency using this LTA will supervise their requirements/services by their own. 10. QUALIFICATIONS AND EXPERIENCE REQUIRED: - Certificate of Incorporation - Valid Registration/License/Incorporation Certificates to operate in Nepal - Tax Registration Certificate - Minimum 7 years experaince of providing Transportation services within Nepal independently. - Minimum 3 years working experaince with UN/INGOs/International Donor Agencies/Commerial/Industrial entities - Minimum 3 Reference Letters (preferable from UN/INGOs, International Donor Agencies) - Experianced team of professionals, list and CVs of Transprotation Manager/Supervisor, Loading/Delivery Supervisor and other related professionals required to complete proposed services. 11. APPLICATION AND EVALUATION PROCESS: The Technical Proposal should include but not be limited to the following: Page 4 of 8

5 (A) Technical Evaluation - General Experience Company Profile - Year of Establishement - Type of services provided - Management and organizational desgin - Contractor should clearily indicate and provide full details in case of dependencies on subcontracting of any services Documents required: o Company s Certificate of Incorporation o Proof of Tax Registartion o Established office in Kathmandu (Nepal) o Valid Licenses/Registrations (Import/Export/Custom Clearacne & Forwarding) to operate in Nepal Experience Details Full details of last three years ( ) completed Contracts: - Contract Details/Type of Services Provided - Year and duration of services - Client/customer Name/Contract Reference - Districts Covered CV s List of staff including full time drivers and Detailed CVs including qualifications and experaince of the following: - Transportation Manager - Loading/Off-loading Supervisor - Finance Manager - Informaiton Mangment Assistant - Proposed Professionals dedicated to take care of UN Consignments References Minimum three refernces for completed project/contracts of similar services (Preferably from reputable international Organzations) completed in last three years including the following information: - Contract Details/Type of Services Provided - Year and duration of services - Details of services compeleted - Contact Person/communication details (B) Technical Evaluation - Fleet, Geographical Coverage, Information Management Page 5 of 8

6 1. Geographical Representation: One of the major requirements is to have full coverange of all districts of Nepal, for special distribution/transportation projects UNICEF may require presence of contractor s own staff/representative in respective districts. The following information should therefore be sumbmitted related to Geographical Coverage: a) List of Geographical Site Office/Represetation b) Narative explaining working methodology and if sub-contracted of any districts is undertaken 2. Fleet Composition: The contractor will provide mechanically sound trucks in good working condition, which can transport UNICEF supplies from Kathmandu/Pathilaya/Birgun in all weather conditions. The transporter will deliver supplies within the specified delivery times and will be provide trucks depending upon desination, road access and weather conditions. The following information should therefore be submitted related to Fleet Composition: a) Vehicle types with the following capacity: i. 10 Tons (standard) ii. 17 Tons iii. DI Trucks b) Contractor should provide details of if the vehicles are owned by the contractor or if they are leased or subcontracted from a third party. 3. Completed Transportations: The contractor must demostrate ability to have full coverage of all districts in Nepal, including hard to reach areas. The following information should therefore be submitted related to Completed Transportation a) A detailed narrative should be provided of districts covered in the last three years b) Data of Transportations completed, by district, number of trucks & mton 4. Track and Trace: The following information should therefore be submitted related to a) Narrative explaining proposed Monitoring & Reporting methodology b) Software/database system to be used The Financial Proposal should include but not be limited to the following: Page 6 of 8

7 Bidders are expected to submit a lump sum rate for each type of activity listed in Annex B - Financial Proposal form. It is mandatory that the financial proposal is submitted in the Annex B Financial Proposal form format. Contractor must quote lump-sum rate (all inclusive rates) until final destination at district level, this includes loading/off-loading, cross-docking, adminstrative/communication and porter charges etc. Contractor must quote rates only for the districts where they already working or can demonstrate that they have capacity to undertake work in the future. Bidders Financial Proposal should therefore consist of the following documents: - Annex B Financial Proposal Form Tab A: Transportation from Kathmandu to specified districts Tab B: Transportation Rates from Pathilaya/Birgunj to specified districts Tab C: Other Charges Contractor should completed as many rates as possible, but must be only for the districts where they already working or can demonstrate that they have capacity to undertake work in the future. - Any other costs (if any) - Recent Financial Audit Report Report should have been carried out in the past 2 years and be certified by a reputable audit organization. 12. EVALUATION WEIGHTING CRITERIA: Cumulative Analysis will be used to evaluate and award proposals. The evaluation criteria associated with this TOR is split between technical and financial as follows: 70 % Technical 30 % Financial 100 % Total The attached Annex A provides a detailed breakdown of the evaluation criteria. For the proposal to be considered technically compliant, the proposer must achieve a minimum score of 49 points (70%). Proposals, which do not meet the minimum score, will be considered technically noncompliant and will be given no further consideration. All proposals that obtain a technical score of 49 or above will be recommended for the financial proposals to be opened. If a technical score of below 49 is achieved, the financial proposals will not be opened. The financial proposals are then evaluated and points allotted. The maximum number of points are allotted to the lowest financial proposal. All other price proposals will receive points in inverse proportion to the lowest price using the following calculation: Page 7 of 8

8 30 * Price of lowest priced proposal Score for Price proposal X = Price of proposal X The scores of the technical and financial proposals are then added together. Each technical compliance proposal will therefore have a score allotted out of 100 points. The contract will then be awarded to the Proposer(s) offering the most responsive evaluated proposal and whose services are commercially and technically responsive and in compliance with all Instructions, Terms and Conditions and it is in the interest of UNICEF to accept it. Annex A Breakdown of technical evaluation criteria Annex B Financial Proposal Form Page 8 of 8

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