RFP No. 8881/CSAI-AO Appendix A Page 1 of 10
TERMS OF REFERENCE
INDEX
CONTRACT OVERVIEW
1. GENERAL CONDITIONS
1.1 Equipment and Supplies to be provided by the Performance Requirements
1.2 Performance Requirements
1.3 Statement of Services to be provided by the Contractor
2. INTERNATIONAL COURIER AND DIPLOMATIC POUCH
2.1 Overview
2.2 Performance of Service
3. MAIL AND POSTAL SERVICES
3.1 Overview
3.2 Performance of Service
4. MAIL INCOMING DISTRIBUTION
4.1 Overview
4.2 Statement of Services to be provided by the Contractor
4.3 Performance of Service
5. KEY PERFORMANCE INDICATORS FOR THE DEVELOPMENT OF THE
SERVICE LEVEL AGREEMENTS FOR THE DIFFERENT SERVICES:
5.1 International Courier and Diplomatic Pouch
5.2 Mail and Postal Services
5.3 Mail Distribution
RFP No. 8881/CSAI-AO Appendix A Page 2 of 10
CONTRACT OVERVIEW
International Courier, Diplomatic Pouch and Mail services are the means used by the Organization to dispatch official correspondence, equipment and supplies of varying weights to destinations worldwide. The criterion used to dispatch considers timing, costs, weight, contents and tracking capability. The contract also foresees mail incoming and distribution services. The Contractor must maintain an adequate organizational structure to provide these services and rely on a Customized Shared Web-Based Platform (hereon after referred to as Web-Based Platform)
1. GENERAL CONDITIONS
1.1 Equipment and Supplies to be provided by the Contractor
The Contractor shall supply all necessary material and equipment related to or necessary for the organization, documentation, transport, shipment and delivery of each shipment.
The Contractor will supply any trolleys, trucks, vans, etc., necessary to handle and transport the material from the Organization’s premises to the appropriate airport location and vice versa.
The Contractor shall supply and maintain a Web-Based Platform, Air Waybill (AWB) originating and on-line tracking and tracing facility and a Web-Based Platform daily report and billing system. The Contractor shall train the Organization’s Mail/Pouch Group personnel in the use of the Contractor’s Web-Based Platform. This platform will provide detailed tracking information per single dispatch including the data indicated below. Such data shall be extractable and provided within the same dispatch date. Modifications to the Contractor’s Web-Based Platform may be necessary.
Summary of Enclosures for each Shipment/Pouch Mother Air Way Bill number/Pouch bag number Dispatch date Estimated delivery time Actual delivery time Destination Sender details Recipient details Divisional budget code Contractor accounting code Total Weight Number of items RFP No. 8881/CSAI-AO Appendix A Page 3 of 10
Cost of dispatch in EUR and USD (rate provided by FAO) Packing material, type, quantity and cost SLA data
1.2 Performance Requirements
All services provided shall be evaluated in terms of cost-effectiveness and Contractor’s contribution towards efficiency. The Organization will monitor the Contractor’s performance in the transmitted time of material, from pick up at the Organization to delivery to the addressee. Any problems detected as a result of this monitoring will be brought to the attention of the Contractor’s designated Contract Manager and every attempt will be made to resolve such problems in discussions. Problems that cannot be resolved by this means will be referred to the Contractor’s next level of management. If the matter is not resolved at this level, and it is determined by the Organization that the services do not conform with Contract requirements or that the problem amounts to a deficiency in performance, the Organization has the right to suspend or cancel such services in accordance with the Contract.
The Contractor will submit a monthly report indicating the percentage of late delivery in accordance with the Service Level Agreement criteria indicated in the Contract.
1.3 Statement of Services to be Performed by the Contractor: National and International Courier/Diplomatic Pouch/Mail Services
Contractor’s Web-Based Platform for divisions/Contractor to request and input shipment data; Collection of material to be shipped from divisions and/or mailroom; Packing, preparation and labelling of material according to service; Weighing of material, final weight confirmed and validated by Organization Staff; Sorting of material by destination and service in the designated areas based on the Organizations internal structure; Ensure all shipment requests to all geographic areas are fulfilled; Preparation of necessary shipment documentation; Provision of adequate insurance coverage when requested; Same day collection (collection time to be agreed with Organization) and dispatch of all incoming/outgoing material (private and official); Same day shipment data input and validation in Contractor’s Web-Based Platform on a daily basis, all data available electronically on same day as departure (no paper): . Summary of Enclosures for each Shipment/Pouch RFP No. 8881/CSAI-AO Appendix A Page 4 of 10
. Mother Air Way Bill number/Pouch bag number . Dispatch date . Estimated delivery time . Actual delivery time . Destination . Sender details . Recipient details . Divisional budget code . Contractor accounting code . Total Weight . Number of items . Cost of dispatch in EUR and USD (rate provided by FAO) . Packing material, type, quantity and cost
Tracking, email pre-alert, shipment data, and proof of delivery provided to sender and/or receiver on same day as shipment departure/delivery; Dedicated Help Desk for customer assistance (Email, Telephone and Person); All undeliverable material returned to Organization HQ Mail room/sending division; Provision and storage of all Boxes (various sizes),Packing Material, Pouch bags (various sizes) , Plastic and Metal Pouch Seals, and Franking with respective Organization logo; All inclusive shipment rates per kilogram (depending on service) and per each destination; Monthly reporting on shipment statistics and accounting data in electronic format from Contractor’s Web-Based Platform to be sent to the Organization in electronic format; Monthly performance reports on departure, delivery dates from Contractor’s Web-Based Platform to be sent to the Organization in electronic format; Exception reports in electronic format, listing all shipments which were not delivered on time, the reason for the delay and the total amount credited. Each report must include: . Originating office . Office of destination . Date of pickup . Date of delivery . In-transit days . Details of receipt (signature of recipient or office stamp) Freight solutions and economic offers on request; RFP No. 8881/CSAI-AO Appendix A Page 5 of 10
Provision of import brokerage services for incoming and outgoing shipments, such as: freight collection, certificates, customs inspections, dangerous goods, customs clearance goods in transit, releasing fees, airport tax/handling/storage, surcharges for security, war, x-ray, fuel and all payments that may be necessary of the Organization’s behalf; Pick-up services from world-wide destinations on request; Consolidation of shipment services is permitted as so long as all shipments have an individual AWB and all data inserted separately and all deadlines are respected; Inform of any delivery restrictions, airport closures, embargoes; If the address of the destination is a Post Office box (P.O) the Organization should provide full contact details (e.g. phone number, email address, etc.). The contractor will not accept the shipment if this information is missing; The contractor will seek confirmation of each declared weight (real weight and not volume weight) at the time the dispatch leaves the Organization premises. Such declared weight will be the only weight accepted by the Organization and cannot be changed, and should be inserted into the Contractor’s Web-Based Platform on a daily basis. This should be applied also for pick-up services from worldwide destination with delivery to the Organization HQ, in accordance with the instructions from the Organization.
2. INTERNATIONAL COURIER AND DIPLOMATIC POUCH
2.1 Overview
The Organization requires a door to door national and international courier service to cover the shipment sectors of Diplomatic Pouch and Official material to be sent via courier. The door to door national and international courier service offered is required to dispatch correspondence and goods of varying weights to destinations locally and worldwide, within the shortest time possible and in economy of scale. The Contract will cover provision of courier services for the Organization's official documents, equipment and supplies as well as for private dispatches of its staff members.
The door to door national and international courier service offered for both the Diplomatic Pouch and Official material to be sent via courier will include service will include the collection, packing, preparation and closure (under the supervision of Mail Staff) of the material to be shipped . The Contractor must maintain a continuing and adequate organizational structure to ensure rapid national and international dispatches that can be appropriately monitored from door to door to ensure safe receipt.
RFP No. 8881/CSAI-AO Appendix A Page 6 of 10
2.1.1 DIPLOMATIC POUCH SERVICE
The Diplomatic Pouch service has the inviolability handling rules of Diplomatic Pouches applied. Diplomatic pouch shipments are not subject to customs inspection. The shipment shall be performed in strict accordance with the diplomatic pouch schedule or as requested on an ad- hoc basis. The diplomatic pouch schedule is issued once yearly, but is subject to modification at any time, including the removal or adding of new destinations. Extraordinary dispatches not included in the Diplomatic Pouch Schedule may be requested. All necessary information of the decentralized offices will be provided by the Organization, and any changes communicated to the Contractor, this data must be inserted and recorded in the Interface Platform.
This Contract covers dispatches from the Organization’s Rome Headquarters to decentralized offices worldwide and, if requested, from decentralized offices to the Rome Headquarters.
2.1.2 NATIONAL AND INTERNATIONAL COURIER
The Official material to be sent via courier is subject to customs inspection. This material consists of correspondence, printed matter and goods of varying weights to national and international destinations.
2.2 Performance of Services: International Courier and Diplomatic Pouch Services
Relevant information - Outgoing
Material for dispatch: Official correspondence and related information materials; Official equipment or supplies; Private dispatches of Organization's staff members. Mode of shipment: Air and land for local distribution Origin of material: Rome, Italy Countries of destination: All countries Estimated Maximum Delivery Times at Destination
The delivery time is counted from the moment the dispatch material is consigned to the Contractor.
DELIVERY TIME: GOODS SUBJECT TO CUSTOMS
REST OF THE EAST +WEST EUROPE WORLD+USA/CANADA Max Max
Working 7 10 Days
RFP No. 8881/CSAI-AO Appendix A Page 7 of 10
DELIVERY TIME: DOCUMENTS
REST OF THE EAST +WEST EUROPE WORLD+USA/CANADA Max Max Working 5 7 Days
3. MAIL AND POSTAL SERVICES
3.1 Overview
The Mail Services the Organization requires consist of dispatches of low value correspondence and goods of varying weights to destinations locally and worldwide, with the lowest cost accepting longer delivery times, in economy of scale. This material is subject to customs inspection and does not have to have tracking functions. The Contract will cover provision of mail services for the Organization's official documents, equipment and supplies. The Contractor must maintain a continuing and adequate organizational structure to ensure national and international dispatches.
3.2 Performance of Services: Mail Services
Relevant information- Outgoing
Material for dispatch: Official correspondence and related information materials; Official equipment or supplies; Private dispatches of Organization's staff members. Mode of shipment: Air and land for local distribution Origin of material: Rome, Italy Countries of destination: All countries
Estimated Maximum Delivery Times at Destination
The delivery time is counted from the moment the dispatch material is consigned to the Contractor.
DELIVERY TIME: GOODS SUBJECT TO CUSTOMS
REST OF THE EAST +WEST EUROPE WORLD+USA/CANADA Max Max Working 10 20 Days
RFP No. 8881/CSAI-AO Appendix A Page 8 of 10
DELIVERY TIME: DOCUMENTS
REST OF THE EAST +WEST EUROPE WORLD+USA/CANADA Max Max Working 10 15 Days
4. MAIL DISTRIBUTION
4.1 Overview
The services consist of processing and distribution to the divisional mail points/registries/offices or to the private recipients of all the incoming mail (official and private). This might include the service of preventive screening in a dedicated area in the Organization’s premises. The Contractor must maintain a continuing and adequate organizational structure to ensure a secure and efficient mail screening and internal distribution.
The services entail the receiving of all the incoming official and private mail.
Incoming Official Mail: Receipt and collection of Official incoming mail from dedicated External Receiving Area to internal sorting area. Receipt and collection of Official incoming mail in HQ from other Rome-based UN agencies and Embassies. Sorting, registration and validation of data into Contractor’s Web-Based Platform on daily basis and processing the official mail, to be distributed once per day by an internal messenger to the divisional mail collection points/registries/offices/Embassy boxes, collection of outgoing mail from the divisional mail boxes and other entities/areas as required.
Incoming Private Mail: Receipt and collection of Private incoming mail over 2 kilograms from dedicated External Receiving Area to internal sorting area. Sorting, registration and validation of data into Contractor’s Web-Based Platform on daily basis and processing the official mail Sorting, registration and validation of data into Contractor’s Web-Based Platform on daily basis, processing the private mail, to be distributed to recipients as per procedure to be established, with application of a flat rate fee set by Contractor.
The services for the internal distribution of incoming official and private material will be provided daily, excluding weekends and FAO official holidays, by the Contractor's personnel at the Organization’s Headquarters consisting of a minimum of two full-time suitable experienced employees dedicated to administrative and support functions as well as handling the operational and physical functions. of the mail distribution.
All the Contractor’s skilled personnel will speak English. A list of the Organization’s official holidays will be provided to the Contractor. RFP No. 8881/CSAI-AO Appendix A Page 9 of 10
4.2 Statement of services to be performed by the contractor: Mail Distribution Service- Incoming
Contractor’s Web-Based Platform for divisions to request and input shipment data; Dedicated Help Desk for customer assistance (Email, Telephone and Person); Monthly reporting on shipment statistics and accounting data in electronic format from Contractor’s Web-Based Platform sent to Organization in electronic format; Preventive screening of all incoming mail in the designated external Mail area in the Organization’s premises; Collection and delivery of all security screened incoming official and private mail from the external receiving area to the internal mail room; Receipt and collection of incoming mail in HQ from other Rome based UN agencies and Embassies; Daily sorting, registration, validation of data into Contractor’s Web-Based Platform on daily basis and processing the official mail, to be distributed once per day by an internal messenger to the divisional mail collection points/registries/offices/Embassy boxes; Daily collection, sorting, registration ,validation of data into Contractor’s Web-Based Platform on daily basis and processing of outgoing mail from the divisional mail boxes and other entities/areas as required; Receiving and distribution of private mail according to procedure and fee to be established. Same day shipment data input for Incoming Mail in Contractor’s Web-Based Platform daily Information by Email for Private Mail collection/distribution
5. KEY PERFORMANCE INDICATORS FOR THE DEVELOPMENT OF THE SERVICE LEVEL AGREEMENTS FOR THE DIFFERENT SERVICES
In developing their proposal for the implementation of the SLAs for the different services, bidders should addresss the following key performance indicators:
5.1 International Courier And Diplomatic Pouch
95.% delivery on time RFP No. 8881/CSAI-AO Appendix A Page 10 of 10
5.% of late delivery or lost parcels which will result in the application of liquidated damages. For deliveries which do not arrive after a period of 48 hours (further to any delay beyond 24 hours after the delivery time specified), the SLA shall foresee a penalty comparative to the commercial and work value of the shipment.
5.2 Mail and Postal Services
Processing time of official mail distribution completed within the day 5.% of misplaced or lost parcels which will result in the application of liquidated damages. For deliveries which do not arrive after a period of 48 hours (further to any delay beyond 24 hours after the delivery time specified), the SLA shall foresee a penalty comparative to the commercial and work value of the shipment.
5.3 Mail Distribution
Relevant information: Incoming mail
Processing time of official mail distribution completed within the day Percentage of late or misplacing error in the overall official mail distribution of 2% will result in the application of liquidated damages
RFP No. 8881/CSAI-AO Appendix B Page 1 of 3
YEARLY ESTIMATED VOLUME OF BUSINESS
This Appendix provides a comprehensive summary of outgoing and incoming shipments of the FAO Mail and Pouch Logistics (MPL) for year 2014 and lists the volumes by pieces by ½ Kg incremental weights and grouped under only two regions. Such list highlights in color the top ten and following ten most used weights to seek further cost effective solutions. The scope of this consolidated view is to encourage a global managing vision of mail activities to bring in new efficiencies of scale. The volumes of FAO Private Courier (1B) are also provided for such purpose.
RFP No. 8881/CSAI-AO Appendix B Page 2 of 3
FAO - OUTGOING YEAR 2014 OFFICIAL COURIER PRIVATE COURIER DIPLOMATIC POUCH MAIL pieces according to AVERAGE OF YEARLY AND POSTAL SERVICES ESTIMATE BASED ON ONE weight MONTH MPL 1A 1B 2 3
pieces pieces pieces pieces pieces pieces pieces pieces REST OF REST OF REST OF REST OF THE THE ranking THE ranking THE ranking EAST WORLD+U EAST WORLD+U according EAST WORLD+U according EAST WORLD+U according +WEST SA/CANAD +WEST SA/CANAD Total to mostly +WEST SA/CANAD Total to mostly +WEST SA/CANAD to mostly range weight in KGS EUROPE A EUROPE A pieces used EUROPE A pieces used EUROPE A used 0.5 1,341 1,730 1,644 1,200 5,915 1 39 272 311 4 28402.75 36847.5 1 105 332 276 216 929 2 41 325 366 3 MAIL 0.5- MAIL 0.5- 1 1.5 56 197 96 60 409 5 27 243 270 5 2kg 2kg 2 52 137 108 12 309 6 21 154 175 7 2.5 34 117 12 48 211 7 23 141 164 8 3 38 95 36 24 193 8 26 111 137 11 3.5 25 107 12 36 180 9 25 133 158 9 4 28 78 12 0 118 15 30 94 124 13 4.5 29 85 24 0 138 13 25 104 129 12 5 36 93 0 0 129 14 24 115 139 10 5.5 24 56 0 0 80 20 26 72 98 15 6 24 68 24 0 116 16 25 98 123 14 6.5 15 49 0 0 64 17 70 87 16 7 20 55 0 12 87 19 17 64 81 18 7.5 17 38 24 12 91 18 26 53 79 19 8 13 39 0 0 52 10 48 58 8.5 10 30 0 0 40 12 42 54 5012.25 6502.5 9 6 28 12 0 46 10 65 75 MAIL 2- MAIL 2- 2 9.5 8 28 12 0 48 15 55 70 30kg 30kg 10 9 39 0 0 48 8 50 58 10.5 4 31 0 0 35 10 50 60 11 5 35 12 12 64 5 58 63 11.5 5 21 0 0 26 3 48 51 12 5 22 0 0 27 4 54 58 12.5 5 31 0 0 36 2 57 59 13 4 22 24 0 50 6 71 77 20 13.5 5 17 0 0 22 10 62 72 14 9 20 0 0 29 3 60 63 14.5 0 14 0 0 14 2 51 53 15 4 11 0 0 15 5 79 84 17 over 15 to 20 42 106 12 12 172 11 37 614 651 1 over 20 to 30 30 122 0 12 164 12 23 407 430 2 over 30 to 40 27 66 0 0 93 17 32 208 240 6 over 40 to 50 116 350 0 0 466 4 6 49 55 over 50 to 100 254 657 0 0 911 3 0 2 2 over 100 42 112 12 12 178 10 0 0 0 TOTAL PIECES 2,447 5,038 2,352 1,668 11,505 595 4,179 4,774 33,415 43,350 RFP No. 8881/CSAI-AO Appendix B Page 3 of 3
FAO-INCOMING AND DISTRIBUTION INCOMING (Official- INCOMING (Private) Pouch/Courier) AVERAGE OF YEARLY AVERAGE OF YEARLY ESTIMATE BASED ON ONE ESTIMATE BASED ON ONE MONTH MONTH
4A 4B pieces pieces pieces pieces REST OF THE REST OF THE EAST +WEST EAST +WEST ranking according WORLD+USA/ WORLD+USA/ Total Pieces EUROPE EUROPE to mostly used CANADA CANADA 1980 2244 1488 12 5,724 3 132 312 1500 48 1,992 9 156 84 624 12 876 12 96 180 1992 0 2,268 6 516 12 168 0 696 14 72 204 408 0 684 15 36 12 336 36 420 17 0 48 732 24 804 13 12 0 120 0 132 20 1320 48 168 0 1,536 11 2532 0 0 0 2,532 5 24 48 12 0 84 0 24 24 0 48 12 12 72 0 96 12 12 12 0 36 12 12 12 0 36 0 0 24 0 24 480 24 0 0 504 16 0 0 0 0 0 72 24 96 0 192 19 0 24 0 0 24 0 36 12 0 48 0 0 0 0 0 0 12 0 0 12 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 36 0 0 36 0 0 0 0 0 2076 0 12 0 2,088 7 1860 36 0 0 1,896 10 6156 48 36 0 6,240 2 1944 12 84 0 2,040 8 5412 72 12 0 5,496 4 14748 0 0 0 14,748 1 156 84 0 0 240 18 39816 3660 7944 132 51,552 RFP No. 8881/CSAI-AO Appendix C Page 1 of 4
INSTRUCTIONS TO BIDDERS
The proposal will be evaluated based on the following mandatory requirements and evaluation criteria:
1. Mandatory Requirements:
Bidders are required to fulfil the following mandatory requirements in order to participate in the tender. Failure to provide such information/evidence will result in the disqualification of the bidder from the tender evaluation process.
Administrative: Bidders must provide the following documentation/evidence: 1) Chamber of Commerce certificate. 2) ISO 9001/2008 update certification. 3) ISO14001/2004 update certification. 4) Nulla osta di sicurezza (NOS) certification to carry out Diplomatic Pouch services. 5) Evidence that insurance coverage on shipments is always included in the costs and covers from door to door (Diplomatic Pouch, Courier, Certified and Registered). 6) A statement from a Bank indicating willingness to issue a performance bond in accordance with Annex VI of the attached sample contract. 7) Evidence of all relevant certificated and licenses required by the Italian legislation for the provision of the services.
Staff Capabilities*: Bidders must provide documentation to certify the following: 8) Assignment of experienced/trained staff to all mail tasks to be executed under the contract. 9) English language capacity of staff assigned to this contract in the coordination and customer service roles. * FAO reserves the right to conduct interviews with the staff to be assigned to the contract in order to verify level of experience and English language capacity.
Bidder’s Availability/Capacity: Bidders must provide statements/evidence to certify their capacity to: 10) Provide Help Desk Customer Service for all Mail operational and administrative issues with HQ official working hours. 11) Indicate the customized shared on-line platform (interface) in use by the company, list main features of this platform and certify the shared on-line platform can also be extended to about 150 FAO divisional users besides FAO Mail users and provide extractable monthly summary data in electronic format including SLA monthly summary. 12) Certify the on-line tracking system is available to all FAO users and staff. 13) Certify this on-line system can work with FAO LANDesk ticketing system (in use by the Organization) at no additional cost for the Organization. 14) Certify contractual start up plan on a Gantt chart with less than 20 days. RFP No. 8881/CSAI-AO Appendix C Page 2 of 4
15) Confirm that in case the bidder cannot offer the 4 services together, he will be able to provide either Courier and Diplomatic or Mail postal services and Mail incoming and distribution.
2. Evaluation Criteria:
Please note that the technical evaluation of this tender will account for 40% of the overall evaluation, while the financial proposal will account for 60% of the overall evaluation, according to the categories and relevant points listed in the table below:
Criteria Category Maximum Points
Technical Criteria and Technical Solution 40
Financial criteria 60 TOTAL 100
2.1 Evaluation of Technical Criteria
Criteria Distribution of points based on: Min. Max. Points Points 1) Certify X-ray and a) for Diplomatic Pouch, Courier, Certified, 0 5 security checks are Registered and Mail and Postal services marked on each b) for Diplomatic Pouch, Courier ,Certified and incoming and/or Registered Mail only outgoing shipment. c) for Diplomatic Pouch, Courier only
2) Certify fuel surcharge a) Increase up to 30% 0 5 cost increase or b) up to 20% decreases will not be c) up to 10% contractually requested unless they go beyond a specific cost percentage.
3) Confirm adherence to a) Capacity of collecting incoming deliveries 0 5 one or more of these from other shipping/courier agents outside plans within the FAO HQ area; contract: b) Capacity of relying on other shipping/couriers for destination not reached by you; c) Detailed CO2 emissions reduction program and/or Carbon neutral plan; d) Emission calculation detail provided for each shipment with a personal report
TOTAL 15
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2.2 Evaluation of Technical Solution
Pass score: bidders should score at least 10 in their technical solution in order to be considered for the the financial evaluation. Bidders with a score below the minimum required for any of the following criteria will be disqualified
TECHNICAL SOLUTIONS
Criteria Min. Max Points Points 1) Technical solutions aimed at ensuring tracking from Mail staff, FAO staff 2.5 5 sender/receiver or other with AWB number.
2) Technical solutions to ensure requests for mail services from FAO staff are 2.5 5 improved, facilitated, speeded and simplified. This includes solution to improve delivery accuracy, reduce time involved in monitoring shipment progress and accuracy in reporting status at all times to FAO as well as technical solution of per-alerting of custom problems, delivery delay or other.
3) Technical solutions to streamline incoming official and private mail and 2.5 5 packages.
4) Technical solutions to upgrade and streamline mailing and franking 2.5 5 activities
TOTAL 10 20
2.3 Additional Points
Bidders that provide technical solutions to offer all four (4) requested services under a single contract will get an additional 5 points.
2.4 Financial Evaluation
The points will be assigned as follows:
Financial Offer Maximum Points Lot A: Courier + Diplomatic Pouch 37 Lot B: Mail and Postal Services + Mail Incoming and 23 Distribution Lot C: All four services 60
Points will be calculated by applying the following formula:
Total Points = Max. Points x Best price P1, P2, P3...
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Please note that FOR EVALUATION PURPOSES ONLY the financial offer of bidders who are submitting an offer for the 4 services (lot a) will be reduced by an amount equivalent to the administrative cost savings associated the management of only one contract. RFP No. 8881/CSAI-AO Appendix D Page 1 of 4
TECHNICAL PROPOSAL CHECKLIST
1. Compliance with Mandatory Requirements
Mandatory Requirement Yes/No Reference to Supporting Documentation Provided in Bidder’s Proposal (E.g. Annex or Page Numbers) 1) I have provided the Chamber of Commerce certificate.
2) I have provided the ISO 9001/2008 update certification.
3) I have provided the ISO14001/2004 update certification.
4) I have provided the Nulla osta di sicurezza (NOS) certification to carry out Diplomatic Pouch services. 5) I have provided evidencent that insurance coverage on shipments is always included in the costs and covers from door to door (Diplomatic Pouch, Courier, Certified and Registered). 6) I have provided a statement from a Bank indicating willingness to issue a performance bond in accordance with Annex VI of the attached sample contract. 7) I have provided evidence that my firm is in possession of all relevant certificates/licenses required by the Italian legislation for the provision of these services. 8) I have provided documentation to certify that experienced/trained staff will be assigned for the execution of the contract. 9) I have provided documentation to certify English language capacity of staff to be assigned to this contract in the coordination and customer service roles. 10) I have provided evidence of my firm’s capacity to provide a Help Desk Customer Service for all Mail operational and administrative issues with HQ official working hours. RFP No. 8881/CSAI-AO Appendix D Page 2 of 4
11) I have provided evidence indicating the customized shared on- line platform (interface) in use by the company, list main features of this platform and certify the shared on-line platform can also be extended to about 150 FAO divisional users besides FAO Mail users and provide extractable monthly summary data in electronic format. 12) I have provided evidence to certify the on-line tracking system is available to all FAO users and staff. 13) I have provided evidence to certify that this on-line system can work with FAO LANDesk ticketing system (in use by the Organization) at no additional cost for the Organization. 14) I have provided a contractual start up plan on a Gantt chart with less than 20 days. 15) I confirm that my firm is able to provide the four (4) services together. If not, I confirm that my firm can provide either Courier and Diplomatic or Mail postal services and Mail incoming and distribution.
RFP No. 8881/CSAI-AO Appendix D Page 3 of 4
2. Technical Criteria
Criterion Distribution of points based on: Reference to Supporting Documentation Provided in Bidder’s Proposal (E.g. Annex or Page Numbers) a) for Diplomatic Pouch, Courier, Certified, Registered and 1) Certify X-ray and security Mail and Postal services checks are marked on each b) for Diplomatic Pouch, Courier ,Certified and Registered incoming and/or outgoing Mail only shipment. c) for Diplomatic Pouch, Courier only
2) Certify fuel surcharge cost a) Increase up to 30% increase or decreases will not b) up to 20% be contractually requested c) up to 10% unless they go beyond a specific cost percentage.
a) Capacity of collecting incoming deliveries from other shipping/courier agents outside FAO HQ area; 3) Confirm adherence to one or b) Capacity of relying on other shipping/couriers for destination more of these plans within not reached by you; the contract: c) Detailed CO2 emissions reduction program and/or Carbon neutral plan; d) Emission calculation detail provided for each shipment with a personal report
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3. Technical Solutions
I confirm that the technical solution proposed addresses the four points listed in the table below:
Criterion Reference to Supporting Documentation Provided in Bidder’s Proposal (E.g. Annex or Page Numbers) 1) Technical solutions aimed at ensuring tracking from Mail staff, FAO staff sender/receiver or other with AWB number.
2) Technical solutions to ensure requests for mail services from FAO staff are improved, facilitated, speeded and simplified. This includes solution to improve delivery accuracy, reduce time involved in monitoring shipment progress and accuracy in reporting status at all times to FAO as well as technical solution of per-alerting of custom problems, delivery delay or other.
3) Technical solutions to streamline incoming official and private mail and packages
4) Technical solutions to upgrade and streamline mailing and franking activities
5) Technical solutions to provide all four (4) requested services under a single contract, if applicable to proposal.
RFP No. 8881/CSAI-AO Appendix E Page 1 of 3
FINANCIAL OFFER FORM
The Organization requests that your firm submit its financial offer in accordance to the instruccions below.
Appendix E is the financial table to be filled in by the bidders. The shipment cost is requested for ½ Kg incremental weights and the two regions.
Fill in each line of this table bearing in mind that FAO is seeking optimizations and simplifications in: a) Shipping cost to two regions, which could eventually be a flat rate. b) Shipment tracking for Mail (3) may increase Courier (1) and Diplomatic Pouch (3) should there be a cost opportunity. c) Bulk shipment of publications with differing addresses but same destination country may reduce number of separate shipments and optimize costs. d) Efficiencies may be found between Courier (1) and Diplomatic Pouch (3). e) Packaging, labeling and handling costs need to be included for all outgoing shipments.
Instructions to fill in Appendix E
a) Fill in each cost for each weight and two regions. Should the two costs be the same, you can directly fill in the flat rate column. b) Omission to fill in one row or region will exclude the bidder. You need to provide a cost even if this requires using a competitor. c) Insert the the sum of the individual/unit costs at the lower row in yellow. d) Sum 1 through 8 are for the two regions, sum a through sum e are for region flat rates. e) Column 4B not shaded (up to 2 Kgs) is considered as 4A, official incoming. f) Column 4B shaded in green (beyond 2 Kgs) requires a unit cost that will be reimbursed by staff upon collection. This is a flat rate nominal fee that reimburses the bidders handling costs. g) Sum e is the flat rate x2400 pieces. h) Bidders can obtain the original Excel file with the financial tables upon request by sending an e-mail to [email protected].
RFP No. 8881/CSAI-AO Appendix E Page 2 of 3
FAO - OUTGOING YEAR 2014 OFFICIAL COURIER PRIVATE COURIER bidder to indicate costs DIPLOMATIC POUCH bidder to indicate costs MAIL bidder to indicate costs pieces according to AVERAGE OF YEARLY AND POSTAL SERVICES ESTIMATE BASED ON ONE weight MONTH 2 MPL 1A 1B 3
pieces pieces pieces pieces unit cost unit cost unit cost pieces pieces unit cost unit cost unit cost pieces pieces unit cost unit cost unit cost REST OF REST OF REST OF REST OF REST OF REST OF REST OF THE THE THE THE THE THE THE EAST WORLD+U EAST WORLD+U EAST WORLD+ EAST WORLD+U EAST WORLD+ EAST WORLD+U EAST WORLD+ +WEST SA/CANAD +WEST SA/CANAD +WEST USA/CAN FLAT RATE +WEST SA/CANAD +WEST USA/CAN FLAT RATE +WEST SA/CANAD +WEST USA/CAN FLAT RATE range weight in KGS EUROPE A EUROPE A EUROPE ADA OPTION EUROPE A EUROPE ADA OPTION EUROPE A EUROPE ADA OPTION 0.5 1,341 1,730 1,644 1,200 39 272 28402.75 36847.5 1 105 332 276 216 41 325 MAIL 0.5- MAIL 0.5- 1.5 56 197 96 60 27 243 2kg 2kg 2 52 137 108 12 21 154 2.5 34 117 12 48 23 141 3 38 95 36 24 26 111 3.5 25 107 12 36 25 133 4 28 78 12 0 30 94 4.5 29 85 24 0 25 104 5 36 93 0 0 24 115 5.5 24 56 0 0 26 72 6 24 68 24 0 25 98 6.5 15 49 0 0 17 70 7 20 55 0 12 17 64 7.5 17 38 24 12 26 53 8 13 39 0 0 10 48 8.5 10 30 0 0 12 42 5012.25 6502.5 9 6 28 12 0 10 65 MAIL 2- MAIL 2- 9.5 8 28 12 0 15 55 30kg 30kg 10 9 39 0 0 8 50 10.5 4 31 0 0 10 50 11 5 35 12 12 5 58 11.5 5 21 0 0 3 48 12 5 22 0 0 4 54 12.5 5 31 0 0 2 57 13 4 22 24 0 6 71 13.5 5 17 0 0 10 62 14 9 20 0 0 3 60 14.5 0 14 0 0 2 51 15 4 11 0 0 5 79 over 15 to 20 42 106 12 12 37 614 over 20 to 30 30 122 0 12 23 407 over 30 to 40 27 66 0 0 32 208 over 40 to 50 116 350 0 0 6 49 over 50 to 100 254 657 0 0 0 2 over 100 42 112 12 12 0 0 TOTAL PIECES 2,447 5,038 2,352 1,668 sum 1 sum 2 sum a 595 4,179 sum 3 sum 4 sum b 33,415 43,350 sum 5 sum 6 sum c RFP No. 8881/CSAI-AO Appendix E Page 3 of 3
FAO-INCOMING AND DISTRIBUTION INCOMING (Official- INCOMING (Private) bidder to indicate costs INCOMING (Private) bidder to Pouch/Courier) AVERAGE OF YEARLY AVERAGE OF YEARLY indicate ESTIMATE BASED ON ONE ESTIMATE BASED ON ONE AVERAGE OF YEARLY costs ESTIMATE BASED ON ONE MONTH MONTH MONTH
4A 4B 4B
pieces pieces pieces pieces unit cost unit cost unit cost pieces pieces unit cost REST OF REST OF REST OF REST OF THE THE THE THE EAST WORLD+U EAST WORLD+U EAST WORLD+ EAST WORLD+U +WEST SA/CANAD +WEST SA/CANAD +WEST USA/CAN FLAT RATE +WEST SA/CANAD FLAT RATE EUROPE A EUROPE A EUROPE ADA OPTION EUROPE A OPTION 1980 2244 1488 12 132 312 1500 48 156 84 624 12 96 180 1992 0 516 12 168 0 72 204 408 0 36 12 336 36 0 48 732 24 12 0 120 0 1320 48 168 0 2532 0 0 0 24 48 12 0 0 24 24 0 12 12 72 0 12 12 12 0 12 12 12 0 0 0 24 0 480 24 0 0 0 0 0 0 72 24 96 0 0 24 0 0 0 36 12 0 0 0 0 0 0 12 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 36 0 0 0 0 0 0 2076 0 12 0 1860 36 0 0 6156 48 36 0 1944 12 84 0 5412 72 12 0 14748 0 0 0 156 84 0 0 39,816 3,660 5,604 72 sum 7 sum 8 sum d 2,340 60 sum e