Request for Expression of Interest (Reoi) s1

REQUEST FOR EXPRESSION OF INTEREST (REOI) Third Party Logistics – Freight Forwarding Services

Publish date: 30 June 2015 Closing date: 16:00 Hours Copenhagen time, 30 July 2015

Submit REOI by e-mail to: [email protected] (Please quote “REOI – UN Inter-Agency Tender for Third-party logistics – freight forwarding services” as subject in your correspondence).

Forwarders can express interest to quote for air and/or sea

Interested service providers are strongly advised to read through the entire document including the annexes before submitting their response to this REOI. BACKGROUND In view of the upcoming tender exercise for Freight Forwarding Services, with this Request for Expression of Interest (REOI), UN Agencies participating in the Joint UN Tender aim to seek information on your business and interest to participate to the future tender.

The overall objective of the tender exercise is for the UN agencies to enter into Long Term Agreements (LTAs) starting July 2016, with global freight forwarders who have the capabilities and expertise to handle shipments on behalf of the UN Agencies, from the locations of established hubs of the UN Agencies and from global suppliers to the consignees located in over 140 countries throughout the world.

The participating UN agencies in this tender are the following: UNDP, UNHCR, UNOPS, FAO, UNFCCC, UNFPA, UNRWA, and UNICEF being the lead agency, here and after referred to as the ‘UN Inter- agency tender for 3PL – freight forwarding services’.

The below table summarizes information on 2014 shipments by air and sea from the eight UN Agencies participating in the UN Joint Tender for freight forwarding services.

Table 1. Consolidated 2014 volumes of the 8 agencies

Air shipments WEIGHT (KG) 20,500,000 FREIGHT SPEND (USD) 98,500,000 Sea shipments TEU (20' equivalent) 38,000 FREIGHT SPEND (USD) 126,600,000 These volumes are only indicative and should not be considered as a volume commitment.

The weight of supplies shipped by air range between 20,000 – 25,000 metric tons per annum, and the total number of TEUs shipped by sea range between 35,000 and 40,000 TEUs per annum. Requirements:

The Long Term Agreements aim to cover the following services:

- Follow up with the suppliers on goods readiness

- Freight rates management with the carriers

- Book shipments with the carriers and organize the documentation to dispatch shipments from the suppliers and from UN Agencies’ warehouses/hubs.

- Carrier Bills of Ladings and Airway Bills arrangements for port to port and airport to airport transport

- Forwarders’ House Bills of Ladings for landlocked countries and Freight Forwarders inland arrangements

- Obtain transportation solutions for emergencies within 24 hours from request;

- Dispatch shipments within 24 hours from the moment of goods readiness;

- Proactive follow up and regular update on emergency shipments;

- Pricing to the participating UN agencies should be on net/net carrier rates, through open book policy where the UN agencies can verify the forwarders’ books, to ensure that freight charges are invoiced at cost. Forwarders’ services will be compensated through a mark-up system which will be detailed in the RFP.

- EDI connection to ensure mutual system updates and automation;

In addition to the above but not limited to, the following services may be requested when required:

- Pre-carriage: Pick up of the supplies from the suppliers’ premises for delivery to the port/airport of loading

- Border clearance and delivery of goods destined to landlocked countries, or via bonded warehouses whenever is requested;

- Clearance of goods in general at the final destination whenever is requested

- Inland distribution whenever is requested on an ad-hoc basis;

- Temporary storage arrangements if and when required

Consequently, UNICEF is inviting eligible freight forwarders to respond to the REOI. Companies assessed to have the required capacity to provide the services may be invited to participate in the proposed Request for Proposals for Services (RFPS) stage. For detailed list of countries where UNICEF sends shipments to and from, please click on the following link http://www.unicef.org/supply/index_report.html to access the UNICEF 2014 annual report.

Expression of Interest Questionnaire In order to assess your company’s suitability to provide the services, kindly express your interest providing detailed information by responding to the questions below:

Line Requirement Comments Item Please submit your company profile detailing your organizational experience in the last 5 years: General Please submit the list of your offices/agents worldwide per country with company names locations and contact details:

1. Forwarders with strong capabilities and expertise globally in air freight services. - Please provide the number of countries (Vaccines, General Cargo and Air Charter) worldwide where you have your own offices, representations or agents, offering air freight forwarding services (pass criteria; minimum 80% of countries where UNICEF sends shipments to and from). For information on the list of countries where UNICEF sends shipments to and from, please click on the link below to access the UNICEF 2014 annual report. http://www.unicef.org/supply/index_report.html

- Please provide the number of countries in Africa where you have your own offices, representations or agents offering air freight forwarding services (pass criteria; +15 countries For information on the list of African countries where UNICEF sends shipments to and from, please click on the link below to access the UNICEF 2014 annual report. http://www.unicef.org/supply/index_report.html

- Please provide the total global export air freight volumes handled in 2014 (in metric tons) (pass criteria; +200.000 metric tons) - Please provide the total number of air shipments handled in 2014 (no of AWBs)

- Please provide the total global air freight volumes for temperature controlled shipments handled in 2014 (in metric tons)

- Please provide the total number of temperature controlled air shipments handled in 2014 (no of AWBs)

- Please provide the total number of aid and relief charters handled in 2014 (pass criteria; 10, or above questions “global air volumes”)

2. Forwarders with strong capabilities and - Please provide the number of countries expertise globally in sea freight services worldwide where you have your own offices, representations or agents, offering sea freight forwarding services (pass criteria; minimum 80% of countries where UNICEF sends shipments to and from). For information on the list of countries where UNICEF sends shipments to and from, please click on the link below to access the UNICEF 2014 annual report. http://www.unicef.org/supply/index_report.html )

- Please provide the number of countries in Africa where you have your own offices, representations or agents offering sea freight services (pass criteria; +15 countries) For information on the list of African countries where UNICEF sends shipments to and from, please click on the link below to access the UNICEF 2014 annual report. http://www.unicef.org/supply/index_report.html

- Please provide the total global export sea freight volumes handled in 2014 in TEUs (pass criteria; 500,000 TEUs)

- Please provide the total number of sea shipments handled in 2014 (no of BLs)

- Please provide the total import sea freight volumes to Africa in 2014 in TEUs (pass criteria; 10,000 TEUs, or above)

- Please provide the total import sea freight volumes to landlocked countries in 2014 in TEUs (pass criteria; 1,000 TEUs)

- Please state if any current, or possibilities of Key Account Management in Copenhagen (Yes/No) (pass criteria; minimum 1 dedicated Key Account Manager)

- Please share your process of setting up a Key Forwarders with Key Account Management Account Management function with a new 3. capabilities in Copenhagen, Denmark and client coordinators in the locations required customer by the respective UN agencies - Please state if any current, or possibilities of client coordinators in Amman, Jordan (Yes/No)

- Please provide web-link of your web based track and trace tool (pass criteria: track and trace tool available)

Forwarders with an established web-based - For how long has your Web-based Track & 4. Trace tool been available (pass criteria: 2 years ‘Track & Trace tool’ minimum)

- Please state the number of your clients using the track and trace tool (pass criteria: 25)

- Do you have an existing, customized EDI solution in place (pass criteria: Yes)

- For how many years do you have the EDI solutions in place? (pass criteria: 2 years)

- Please state names of 3 clients with who you Forwarders already working with EDI have an EDI solution in place with the contact 5. (Electronic Data Interchange) solutions details of the customer

- Please state the types of EDI messages/documents that you can receive and send through the interface. - Please state whether you have a quality assurance system through a recognized bureau (ISO or Forwarders with a quality assurance system equivalent) (Yes/No) 6. through recognized bureau (ISO or equivalent). - If yes, please provide name of certification, and of bureau. Please also attach a copy of a valid certificate - Please state whether you have an environmental policy (Yes/No)

- If yes, please attach the policy

- Please state if your company is capable of providing statistical data of CO2 emissions carriers (Yes/No)

Forwarders with a strong and sustainable environmental policy, and capabilities of 7. providing statistical data of CO2 emission - If yes, attach examples. from carriers. Note: UNICEF expects its suppliers to have an effective environmental policy and to comply with existing legislation and regulations regarding the protection of the environment. Suppliers should wherever possible support a precautionary approach to environmental matters, undertake initiatives to promote greater environmental responsibility and encourage the diffusion of environmentally friendly technologies implementing sound life- cycle practices.

8. - Please state whether you have a business ethics policy (pass criteria; yes) Forwarders with a strong business ethics, policy and standards. If yes, Please attach your organization code of ethics statement and policy.

- Please state if your company has been involved in any business ethics matters (YES/NO) (pass criteria; No)

If yes, please provide list/cases of business ethics issues in the course of offering services to other organizations.

Note: UNICEF strictly enforces a policy of zero tolerance concerning unethical, unprofessional or fraudulent acts of UNICEF Contractor. Accordingly, any company that is found to have undertaken unethical, unprofessional or fraudulent activities will be suspended or forbidden from participating in the subsequent tender process to this REOI.

This REOI does not constitute a solicitation. We do not request bids or proposals at this stage; we merely seek information on your business and your expression of interest in participating in future tender. A response to this REOI does not automatically ensure that you will be selected to participate in tender or be selected for procurement. UNICEF will not be responsible for the costs incurred by you in preparing and submitting your expression of interest.

UNICEF reserves the right to change or cancel the requirements at any time during the REOI and/or any future solicitation process. UNICEF also reserves the right to require compliance with additional conditions as and when issuing any future tender documents.

If you have any additional question about this REOI, please contact us at e-mail: [email protected]

The full details of the statement of work describing the services required in detail will form part of the future Request for Proposal of Services.

As a minimum requirement, only companies that provide satisfactory responses to the criteria (1, 2, 3, 4, 5 and 8) will be assessed as suitable to provide the services and may be invited to participate in the RFPS stage. It is possible for the vendors to express their interest in both or either services i.e. air freight and/or sea freight services by filling criterion 1 and/or 2.

Please ensure that completed Expression of Interest Questionnaire and Annex 1 to this REOI are sent to [email protected] by the deadline indicated in this document.

Note: All Interested vendors are to complete the form (Annex 1) and submit alongside their REOI. Annex I:

EXPRESSION OF INTEREST FORM – 3PL Freight forwarding services

Closing date of EOI: 16:00 Hours Copenhagen time, 30 July 2015

(Please check the appropriate boxes)

A - GENERAL INFORMATION

Company name: Address: Country: Email address (company): Website address: Telephone: Fax: Contact person: E-mail address (personal):

B – INTEREST / CAPACITY TO PROVIDE THE SERVICES DESRIBED IN THE EOI DOCUMENT

Categories – Services Yes No Air freight forwarding services

Sea freight forwarding services

Clearance

Inland distribution

Merchant haulage at origin

Merchant haulage at destination

C – INTERNATIONAL COVERAGE

Ye No s Ability to services worldwide If No, elaborate on geographical limitations:

E – STAFF AND QUALIFICATIONS

Number of staff globally F – PREVIOUS EXPERIENCE

Ye No s Any recent contracts completed with similar scope?

Please specify client, country, types of service, duration, USD value and contact details (email, telephone, fax).

G- ADDITIONAL INFORMATION

Yes No Ye No s Registered with UNGM (www.ungm.org)?

The REOI was seen on UNICEF’s web site The REOI was seen on UNGM’s web site

On completion, please return this form with the other documents to UNICEF by email to [email protected]