Expression of Interest FOR FREIGHT FORWARDING SERVICES For World Vision Somalia This exercise is being conducted free of charge and WVS has not imposed any charges on this prequalification. Page 1 of 13
TABLE OF CONTENTS Contents 1 Introduction... 3 2 Timings... 3 3 Process for EOI Queries... 3 4 Process for Submission of your Proposal... 4 5 Part 1 - Requirements... 4 5.1 Scope of Freight Forwarding Services... 4 5.2 Structure of Your EOI... 6 5.3 Health and Safety... 6 6 Part 2 - Commercial requirements... 6 6.1 Payment Terms... 6 6.2 Prequalification... 6 6.3 Duration of the contract... 6 7 Prequalification Documentation... 6 Page 2 of 13
1 Introduction World Vision International, Somalia Program invites bids for prequalification of eligible agents and logistics operators to offer freight forwarding services at various seaport/airport entry points into Somalia Expression of interest is invited from freight forwarding & logistics companies that have successfully demonstrated the capacity and experience in the freight management & logsitics solutions in handling humanitarian supplies World Vision Somalia has bases offices in Hargeisa, Garowe, Doolow, Baidoa and Kismayu World Vision Somalia ( WVS ) is a relief, development and advocacy organization dedicated to working with the children, families and communities to overcome poverty and injustice. As such, WVS is determined to accomplish its purpose without directly or indirectly facilitating terrorism, WVS has instituted due diligence procedures that requires all staff vendors, contractors, and other stakeholders to commit to the following: That they have not and will not commit, attempt, advocate, facilitate, or participate in terrorism activity. The World Vision Somalia Partnership follows a zero tolerance rule with regard to corruption (including fraud).corrupt behaviour by WV staff is always unacceptable. Such behaviour directly violates World Vision s Employee Code of Conduct. There are no exceptions. World Vision does not tolerate corruption under any circumstance 2 Timings As a guideline, the following table details the current contract implementation plan until contract award. Key Events Planned Timings Expression of Interest for prequalification (EOI) issued 06 th October 2016 Expression of Interest for prequalification (EOI) closed 20 th October 2016 Evaluation of bids for Prequalification 27th October 2016 Due Diligence and award of Contract 15 th November 2016 3 Process for EOI Queries Should you require clarification on any aspect of this EOI, please submit your questions in writing to the following e-mail addresses: wvsouth_central@wvi.org Or somo_supplychain@wvi.org All queries regarding the EOI must be done before the 19th October 2016 Answers to the queries will be shared to all the invited bidders. Page 3 of 13
4 Process for Submission of your Proposal Proposals must comply with the structure shown in section 6 of this EOI. Please respond to the information requests in section 6 in the sequence they appear. Any cost you incur in preparing and submitting your proposal is your responsibility alone. Your proposal must remain valid for at least 3 years World Vision Somalia reserves the right to reject any or all bids received. No bid will be considered as accepted until a Contract has been agreed and signed off between client and the selected service provider You must submit: One hard copy of your proposal preferably sent via Courier, if you are in a far location.(dhl/fedex etc.) no later than 20 th October 2016, 12 noon Your bid must contain sufficient detail to allow a full technical analysis of your bid to take place. Your bid must be clearly marked with the EOI Réf. : WVS/LOGISTICS/10-2016 and delivered, no later than 20 th October 2016, 12 noon, for the attention of CHAIR, CENTRAL TENDER COMMITTEE WORLD VISION SOMALIA KAREN ROAD OFF NGONG ROAD P.O BOX 56527-00200, Nairobi, Kenya NAIROBI, KENYA 5 Part 1 - Requirements 5.1 Scope of Freight Forwarding Services The scope of work is envisaged to include the following: Page 4 of 13
No. Origin Customs Agency Service Level requirements Break Down of Costs 1 Mogadishu Sea Port Pre Imports Procedures (Exemptions Processing per shipment) Handling Charges Storage Charges Shipping Line Charges Port Charges Agency Charges 2 Mogadishu International Air Port Pre Imports Procedures (Exemptions Processing per shipment) Handling Charges Storage Charges Shipping Line Charges Port Charges Agency Charges 3 Berbera Sea Port Pre Imports Procedures (Exemptions Processing per shipment) Handling Charges Storage Charges Shipping Line Charges Port Charges Agency Charges 4 Berbera International Air Port Pre Imports Procedures (Exemptions Processing per shipment) Handling Charges Storage Charges Shipping Line Charges Port Charges Agency Charges 5 Bosaso Sea Port Pre Imports Procedures (Exemptions Processing per shipment) Handling Charges Storage Charges Shipping Line Charges Port Charges Agency Charges 6 Bosaso International Air Port Pre Imports Procedures (Exemptions Processing per shipment) Handling Charges Storage Charges Shipping Line Charges Port Charges Agency Charges Page 5 of 13
5.2 Structure of Your EOI Your response to this EOI must be structured in the following manner that will make it easy to retrieve the critical requested information. At the very minimum the bidder should provide the following: Summary Page Summarise here what is included within your proposal, detail any important features and highlight any areas where the requirements of this RFP have not been met if any. Company profile history, services offered, presence nationally and at regional level (where applicable), contacts References/contacts Performance promise by transporter/service provider - List of key performance indicators (KPI) that could be used to formally review the contract Fully Filled out Confidential Business Questionnaire 5.3 Health and Safety The agent would be expected to demonstrate high level of safety leadership in both his organisation and during project implementation. For the purpose of this EOI, the bidder will be expected to demonstrate how they comply with this requirement. 6 Part 2 - Commercial requirements 6.1 Payment Terms All payments for services rendered/received will be made 30 days following the date of receipt of invoice. 6.2 Prequalification World Vision International Somalia Limited is under no obligation to pre-qualify any bidder and consideration for the next level will be based on the bidder who meets the technical and commercial requirements stipulated in the EOI 6.3 Duration of the contract All proposals submitted should be in consideration that the selected service provider will be appointed for duration of one (1) year subject to annual renewal of the contract. 7 Prequalification Documentation The documents below are to be completed in full and returned as per the dateline 1. Confidential Business Questionnaire-Note that all documents must be completed in full and relevant documents attached as required where applicable. Page 6 of 13
The following documents are included in this EOI for your reference and understanding of our expectations and how we work with our suppliers 2. Supplier Code of Ethics Service providers already actively working for WV Somalia are expected to participate in this exercise WV Somalia will only respond to those vendors who will be pre-qualified and meet the standards required Selected vendors will be required to execute a bond security from reputable international commercial banks for the entire contract period based on the projected value of traffic to be determined Page 7 of 13
CONFIDENTIAL BUSINESS QUESTIONNAIRE 1. COMPANY NAME: 2. POSTAL ADDRESS OF HEAD OFFICE: 3. PHYSICAL ADDRESS OF HEAD OFFICE: 4. TELEPHONE NO. OF HEAD OFFICE: 5. FAX NO. OF HEAD OFFICE: 6. EMAIL ADDRESS OF HEAD OFFICE: 7. PLACE AND DATE OF INCORPORATION: Please attach Certificate of Incorporation/Registration 8. VAT/PIN NUMBER/TAX NUMBER: 9. DATE LICENCE EXPIRES: 10. DATE OF COMMENCEMENT OF BUSINESS ACTIVITY: Please provide legal documentation for verification 11. STATE TYPE OF BUSINESS 12. PAID UP CAPITAL AS OF 31st JUNE 2016: Please provide legal documentation for verification Page 8 of 13
13. DETAILS OF PRINCIPAL SHAREHOLDERS: Name Occupation* Nationality** % of holdings 1 2 3 4 5 Please provide legal documentation for verification. 14. TOTAL TURNOVER: 2014 & 2015: (Specify currency) WVS would like to receive copies of the company s financial statements for these years. 15. NAMES AND DESIGNATION OF PRINCIPAL EXECUTIVE OF COMPANY Please attach an organization structure. 16. PRINCIPAL ACTIVITIES OF COMPANY: 17. COMPANIES FOR WHOM YOU ARE AUTHORISED AGENTS OR REPRESENT: Please provide legal documentation for verification. 18. NAME AND ADDRESS OF YOUR PRINCIPAL BANKERS (Please provide a letter of support from your bank(s) indicating the financial status and credibility of your company) 19. NUMBER OF FULL-TIME STAFF IN HEAD OFFICE: 20. NUMBER OF QUALIFIED STAFF: Page 9 of 13
A Country and City Name of Company State wholly or partially owned or agent Fax No Nº of full- time staff (if own offices) 21. B C D E Others, please specify NETWORK: OTHER OFFICES: 22. STATE AVERAGE MONTHLY TURNOVER BY ACTIVITY TYPE: Activity Type 2015 23. LIST YOUR MAJOR PARNERS IN 2014 AND 2015: 1 Company Name Contact Name Phone No. Nature of Service offered* 2 3 4 5 24. ARE YOU CURRENTLY INVOLVED, OR HAVE BEEN GIVEN NOTICE OF INVOLVEMENT IN ANY LITIGATION INVOLVING A SUM IN EXCESS OF USD 10,000.00? YES/ NO. IF YES PLEASE EXPLAIN. 25. WOULD YOU BE ABLE TO PROVIDE ACCURATE MANAGEMENT DATA ON TRANSACTIONS TO WVS OFFICES ON A MONTHLY BASIS? YES/NO 26. PLEASE FILL IN THE FOLLOWING:- Page 10 of 13
WHAT ARE YOUR OFFICIAL WORKING HOURS? I HEREBY CERTIFY THAT THE INFORMATION PROVIDED ABOVE IS TRUE TO TIHE BEST OF MY KNOWLEDGE AND I AGREE THAT FURTHER DOCUMENTARY PROOF WILL BE PROVIDED. IF REQUIRED. SIGNATURE: NAME IN FULL: DESIGNATION: DATE: Page 11 of 13
World Vision Supplier Code of Conduct World Vision is a relief, development and advocacy organization dedicated to working with children, families and communities to overcome poverty and injustice. Inspired by our values, we are dedicated to working with the world s most vulnerable people. We serve all people regardless of religion, race, ethnicity or gender. World Vision is strongly committed to observe the highest ethical and moral standards in all its procurement activities. This Code of Conduct sets out a set of simple principles and behaviours that should guide our suppliers, its sub-contractors, and each of us in the everyday conduct of business, ensuring that internationally recognized procurement ethics are followed. Standard elements of good business practice should also be applied. The Code of Conduct is relevant to World Vision and is intended to reach and be applied by all members of the Supply Chain. To ensure World Vision is donor complaint, we will adhere to donor procurement requirements, where applicable. Suppliers are strongly advised to familiarize themselves and their sub-contractors with the Code of Conduct to ensure successful working relations with World Vision. World Vision expects its suppliers to: 1. Improve value for money a) Actively seek to demonstrate and improve results, and reduce costs through the life of the Long Term Agreement, and/or Purchase Orders. b) Price appropriately and honestly to reflect requirements and risks. c) Proactively pursuing continuous improvement to reduce waste and improve efficiency across the organization and wider supply chain d) Earn fair but not excessive rewards 2. Act with Professionalism and integrity a) Be honest and realistic about capacity and capability when bidding. b) World Vision expects that its suppliers encourage and work with their own suppliers and subcontractors to ensure that they strive to meet the principles of this Code of Conduct, and be able to demonstrate this as and when required. c) Work collaboratively to build professional business relationships, including with World Vision staff. d) Act in a manner that supports the development of a mature and ethical business relationship with World Vision. e) Demonstrate clear, active commitment to Corporate Social Responsibility. 3. Be accountable a) Apply pricing structures that align payments to results and reflect a more balanced sharing of performance risk. b) Expect to be held accountable for delivery and accept responsibility for their role, including being honest when things go wrong so that lessons can be learned. 4. Align with World Vision a) Apply a strong emphasis on building local capacity by seeking ways to develop local markets and institutions, and avoid the use of restrictive exclusivity agreements. b) Be able to operate across all World Vision offices, including in fragile and conflict affected areas. c) Share and transfer innovation and knowledge of best practices to maximize overall development impact. d) Accept we work in challenging environments and act to manage uncertainty and change in a way which protects value for money. e) Reflect World Visions international development goals and demonstrate their commitment to poverty reduction. Page 12 of 13
5. Observe International Labour Conventions a) World Vision expects its suppliers, and their sub-contractors to observe International Labour Conventions b) Prohibit any use of forced, bonded, or indentured labour or involuntary detention labour. c) Prohibit the use of child labour. d) World Vision does not tolerate any form of discrimination in hiring and employment practices on the ground of race, colour, religion, gender, ethnicity, age, physical disability. e) Comply with local law in terms, of wages, working hours, and freedom to association and right to organize and bargain collectively. f) World Vision expects its suppliers to support and respect the protection of human rights and to ensure that they are not complicit in the abuse of human rights. g) World Vision expects its suppliers to ensure that they operate a safe and healthy workplace or any other place where production or work is undertaken. 6. Have a strong Environmental Policy a) World Vision expects its suppliers to have an effective environmental policy and comply with existing legislation and regulations to protect the environment. b) Suppliers are expected to undertake initiatives to promote greater environmental responsibility and encourage the use of environmental friendly technologies. c) Suppliers should obtain wherever possible, a certified quality management system. 7. Anti-corruption and Bribery a) World Vision expects its suppliers to adhere to the highest standards of moral and ethical conduct, including extortion, fraud, and bribery. b) Disclose any situation that may appear as a conflict of interest. c) Apply a zero tolerance approach to corruption and fraud, with top-quality risk management. Supplier Name Print name and Title of Supplier Representative Signature Date Page 13 of 13