TERMS OF REFERENCE (TOR)

CUSTOMS CLEARANCE AND TRANSPORTATION SERVICES

I. BACKGROUND AND OBJECTIVE

Save the Children Ethiopia Country office in Ethiopia want to enter into a Frame Agreement with
one or more service provider for the provision of Customs Clearance services. The objective of this
request for proposal (RFP) is to hire the professional and dedicated services of Customs Clearance
for operation in Ethiopia. Any resulting contract (hereinafter called “the Contract”) shall be non-
exclusive.

The Frame Agreement (FWA) is for a two years, with possibility of extension of one (1) year
subject to satisfactory performance of the Contractor and Save the Children requirement for the
provision of the Services.

The required services are set up to provide in the following lots:

1. Port of Entry Clearance

Please note that the preferred option is to award one service provider for custom cleraing, however
Save the Children reserves the right to select more than one service provider covering all or partial
services, therefore interested parties are invited to bid either for the whole range of services
described in detail in the following sections.
1. Overview of Services
The Contractor shall provide on a priority basis the following services (in full or partial):

1.1. As and when requested by Save the Children, perform expediting, transport, and related
services from the point of entry in Ethiopia to the point of destination as specified in the
forwarding information or in writing by the requesting Save the Children.
1.2. Manage the entire supply chain and logistical functions from the point of entry to Ethiopia
to the point of final destination. This will include all necessary equipment, handling
services, warehousing facilities, qualified personnel, expertise and other means necessary
to perform the transport, and related services in accordance with best commercial practice.
1.3. Manage the land transport of goods to/from point of loading to the consignor as annotated
on the waybill by the requesting save the Children.
1.4. Aside from save the Children shipments, the Service provider may be called upon for the
customs clearance and transportation (if necessary) of personal effects of Save the
Children staff, for the purpose of relocation or other purposes.
1.5. All written communication shall be performed in English, be it communication by email,
letter or fax.

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 2. The main commodities related to Custom clearance and transportation are, but will not be
limited
to:
 IT equipment e.g. computers and printers
 Telecommunications equipment e.g. HF/VHF radios, V-SAT’s, etc.
 Vehicles (import and export)
 Medicines and Vaccines
 Hygiene Kits
 Emergency shelter items, e.g. blankets, plastic sheeting, buckets, Family tents, etc.
 Water and sanitation supplies and equipment
 Clothes and shoes for persons of concern
 Assembled housing units, tents
 Orthopedics, such as wheelchairs, crutches, etc
 Dry food
 Other items

II. SCOPE OF SERVICES

A. PRECONDITIONS
The Service provider is required to meet the following qualifications:
i. Service provider must have sufficient capacity to cover the required services; e.g. extensive
ground transportation network (or agents therewith).
ii. Be knowledgeable and familiar with relevant customs regulations, especially those
applicable to International Organizations and Humanitarian.
iii. Authorized Economic Operator certification is required
iv. The Contractor acknowledges that it holds official authority permits for Customs clearance
and Transport Services necessary for performing the services under this Contract.
v. The Contractor shall remain on call at any time required and provide one or more points of
contact with which to initiate urgent requests
vi. Evidence of managing a comparable international organization or similar entities,
including a description of the services rendered and the management plan implemented.
vii. The service provider shall perform the mentioned services under the contract as and when
requested by Save the Children on a priority basis throughout the contractual period.
viii. The Service provider shall provide the necessary equipment, facilities, qualified personnel,
expertise and other means necessary to perform the customs clearance, and transportation
services in accordance with the best commercial practice.
ix. Service provider shall advise on better conditions or options available to Save the
Children, such information may regard tariffs, carriers, etc.
x. Service provider shall be aware of international conventions and local laws with regards to
a) Carriage of goods by sea
b) Carriage of goods by air
 c) Carriage of goods by land (within Ethiopia and the region)

Note: Save the Children may request the Service provider have access to remote locations and/or
maximum delivery times to such destinations.

PORT OF ENTRY CLEARANCE

i. The Service provider shall be responsible for the receipt, storage, handling and customs
clearance of shipments at the following ports of entry. Service provider shall ensure cargo is
cleared correctly and in a timely manner while avoiding any actions that may result in
potential delays or costs.
ii. Additional ports of entry may be added during the course of this contract.
a) All international Airports in Ethiopia
b) All Seaports in used by Ethiopia
c) Dry ports in Ethiopia (If any)

iii. For each shipment, save the children shall provide the Service provider with shipping
documents giving a description, copy of the PO and relevant supporting documentation for
customs compliance, such as invoices, packing lists, certificates of origin, bills of lading, air
waybills, duty and tax exemption certificates, the name and address of the recipient, terms of
delivery, and method of transport (road, rail, sea and air), shipping marks, special handling
instructions and other pertinent details.
iv. Omission of any of the foregoing information shall not diminish the Service provider's
responsibilities under this Contract.
v. The shipping documents shall indicate the expected location and delivery date so that the
Service provider can coordinate delivery of goods (if needed) upon receipt of the documents.
vi. Service provider shall prepare all necessary customs documentation based on Save the
Children standard instructions, particulars in the shipping documents and all laws and regulations
as dictated by the nature of the goods.
vii. Service provider shall perform all coordination duties necessary in connection with customs
clearance and the handling and movement of cargo between the port, customs
representatives, Save the Children representative, and air/sea freight operational units.
viii. Service provider shall ensure that the number of pieces, dimensions of each piece, the
description of items, the packing and the gross weight and markings are in accordance with
the information contained in the shipping documents submitted by Save the Children
ix. Save the Children may request shipments to be cleared within (3-5) calendar days of arrival, if
possible;
x. If any loss, shortage, damage or deterioration of the goods is found or detected by Service provider
t h e y shall take delivery of t h e s a i d goods only after obtaining required certificate/report
from the concerned authorities and inform Save the Children in the matter forthwith.
xi. The Service provider shall be fully responsible for proper and safe handling, carrying and
storage of the goods and shall keep safe custody of the same on behalf of the save the
Children till further instructions, the said goods remain under their charge tilt that period.

Time Demurrage (container)

i. The Service provider shall be able to monitor 'still standing' containers, and notify Save the Children
offices seven (7) days prior to the expiration of the established free time.
 xii. The Service provider has the obligation to select only "next suitable regular scheduled ferry

Designation of other Carriers/Transporter

Save the Children reserves the right to designate carriers and routings when necessary and to
negotiate directly with carriers. Save the Children shall inform the Service provider of such
negotiations which will be used solely for the benefit of Save the Children.

B. ADDITIONAL SERVICES AND CONDITIONS RELATED TO ALL SERVICES

Key Personnel
i. Management and Liaison with Save the Children - the Contractor shall nominate a professional key
Account Manager, reliable contact person or person who will be responsible for the performance of
the obligations and to liaise with Save the Children. Personnel have to be proficient and experienced in
working in English - both orally and in writing.
ii. Save the Children reserve the right to request the Contractor during the term of this arrangement to
assign additional personnel or to replace any of the Contractor’s designated staff dealing with UNHCR
their agencies shipment and the Contractor shall promptly comply with such request.
iii. The Contractor shall provide the names and CV of the designated staff dealing with Save the Children
iv. Service provider shall assign a sufficient number of qualified staff experienced and well versed in
the entire field of logistics, transportation and freight-forwarding disciplines.
v. At any time the Save the Children r e s e r v e s the right to request additional personnel or replace
any designated personnel dealing with Save the Children shipments.
vi. The Service provider shall ensure that adequate personnel are available from time of contract
signature to guarantee a smooth transition period and contract implementation.
vii. Save the Children reserves the right to address any personnel shortage with the Service
provider during the contract period.
viii. The Service provider shall ensure the above mentioned minimum personnel is available at all
times during the contract period to provide service to Save the Children on a priority basis
throughout the contract period.
 ix. The Service provider shall ensure that experienced personnel is available to a reasonable
extent to obtain, organize and manage emergency rapid response operations outside normal
established office hours.
x. The Service provider shall guarantee that the management of the contract will be maintained
by a reasonable representation in other location deemed operationally important by Save the
Children. Reasonable representation is defined as Strategic Key Account Manager, and key
operational personnel in charge of inventory related issues, Transportation coordinator in
charge of transportation issues and the relevant documentation Finance/Invoice
Representative, and Operational (Project) Contact Sea and/or Air Operations/Solutions
Representative.
xi. Key Performance Indicators – Save the Children the Contractor shall review and evaluate
the performance under the Contract every year based on agreed Key Performance Indicators
to be established within three months from the effective date of the contract.

Insurance coverage

i. The Contractor will ensure that the trucks are fully insured (All Risk Insurance) to the value
of the Vehicle and cargo contained therein against normal risks (fire, theft and third party
liability) at his own expense and no liability will attach to Save the Children in this respect
and is to provide proof (a certificate from the insurance company) of the insurance coverage.
ii. Additionally the Contractor is to ensure that all staff employed by the Contractor to fulfill
services on behalf of Save the Children is to be insured in accordance with laws of Ethiopia
and no liability will be attached to save the Children in this respect.
iii. Liability - the level of liability of the Contractor shall be greater of:
iv. FIATA standards
v. provided, however, that in one event the liability shall be less than the following:
vi. Sea freight for containerized cargoes as defined by Hague-Visby rules
vii. Air Freight: as defined by the Warsaw Convention
viii. Road Freight: as defined by the CMR regulations
ix. Claims - the Contractor shall offer every assistance to Save the Children and/or the save the
Children designated Insurance Company in lodging and pursuing claims for loss or damage
in transit with the relevant parties. The Contractor shall protect the interests of Save the
Children at all times and ensure settlement is effected without delay, in accordance with
relevant regulations, subject to inherent delays of the relevant legal systems.

Management, Performance and Reporting of the Contract

i. The Service provider is expected to abide by the prices provided in the Price Schedule for
the duration of the contract, unless changes are mutually agreed upon by the appropriate
senior personnel of both the Service provider and Save the Children.
ii. Should t h e Service provider fail t o provide customs clearances and/or commence transportation of
the goods to the required destination(s) within a time frame agreed at the time of issuance of the
shipping documents to the Service provider, following the Service provider's receipt of all necessary
documents from Save the Children, Save the Children without prejudice, reserves the right to seek the
appropriate services elsewhere. In relation to this, all costs incurred in excess to those normally
charged by the Service provider shall be debited to the account of the Service provider.
 iii. Save the Children reserves the right to require the Service provider to discontinue providing
services through any agent who, in the opinion of Save the Children, is unfit or unsuitable to
perform the services; such agent shall be promptly replaced by the Service provider in
consultation with Save the Children, and all costs or additional expenses, if any, resulting
from the withdrawal or replacement of the Service provider's agent in such cases shall be at
the Service provider's expense.
iv. The Service provider shall be responsible for damage to and/or loss of cargo while in transit
(in the Service provider's care) prior to delivery, or while in storage under the custody of the
Service provider, the liability shall be the Service provider's sole responsibility.
v. save the Children designated personnel will be responsible for requesting the services
and will supervise the Service provider, including certification of invoices and final
evaluation of work.

Affiliates/Agents of the Service provider

i. The Service provider will be expected to provide the services through its existing offices
and/or affiliates or agents at the location of the port of entry specified above.
ii. In the event that the Service provider provides the services through its agents or affiliates in
the location of the air/ sea port of entry specified above, all services provided by such agents
or affiliates of the Service provider shall be deemed to have been provided by the Service
provider, and the Service provider shall remain responsible for the actions of its agents and
affiliates performing work under the Contract.
iii. The Service provider shall be responsible for all matters related to the operation of its
network of offices, affiliates, or agents, at the location of the air/ sea port of entry specified
above

Handling Fees

i. The Service provider shall be paid for their services as described in this document through
separate handling fees. The fees shall be calculated by volume and/or number of transactions
and/or chargeable weight. The details are available in the Price Schedule.
ii. The Service provider shall not add any extra charges for administrative costs and out-of-
pocket expenses e.g. dispatch of documents, fax, e-mails, phone calls, postage and other
minor charges, nor for the cost of supply, installation or maintenance of IT systems. The
quoted handling fee shall be valid for the duration of the Contract.

Claims

The Service provider shall offer all assistance in lodging and pursuing claims for loss or damage in
transit with the relevant parties. Settlement of claims between the Service provider or any of its 3rd
party transport providers and save the Children shall be settled without any delay and no later than
three (3) months from time of incident.

Invoicing and Payment

i. Service provider shall invoice save the Children on monthly basis (calendar period from
1st to last date of month).
 ii. Invoices shall i nc l ud e a breakdown of costs detailing all corresponding charges per
consignment.
iii. All invoices submitted to Save the Children must show detailed breakdown of services
and charges and Evidence of services rendered is to be provided with each invoice via
original Goods Receipt Notes, Waybills or equivalent as proof of Customs
clearance/transport. Failing to do so may result in delays to payment or rejection of relevant
line item.
iv. Service provider will promptly inform save the Children for purpose of approval of any
situation under the Contract, which may impose additional financial obligations on save the
Children

Essential Evaluation

The potential bidder shall provide the following documents as part of the two preceding years to pass for
technical evaluation

• Registration Certificate.
• VAT Registration Certificate
• Latest audited financial statement of each of the two preceding years.
• A certified statement specifying the n am e of t h e Contractor's insurance
company(ies) and details regarding the a m o u n t of i n s u r a n c e coverage for
goods i n the Contractor’s possession and any liability insurance the contractor
may have.
• A statement on offices/agents of the Contractor outside Kathmandu, Nepal operating
under the same trade name. Please specify cities and countries.
• The certificate(s) of registration of the Contractor as customs clearance and freight
forwarding company a s well as copies o f the certificates o f registration of the
affiliates and agents in the countries of the ports of entry.
• A statement of size a n d location{s) of warehouse owned or l e a s e d by t h e
Contractor {if any) within each location of port of entry indicated above and
indicate which location the Contractor intendeds to utilize for services under a possible
contract.

Technical Evaluation

S. No Evaluation points Score Weight Points A B C D E

Expertise of the 20
organization
Proposed work plan & 35
approach
Personnel
 Technical Proposal Evaluation Points Company I Other Entity
Form 1 obtainable A B C D E

Expertise of firm I organization submitting proposal

1.1 Reputation of Organization and Staff 10

1.2 Responsiveness of t h e proposal, company’s 10
location, facilities equipment resources,
offices/against/affiliates and services in the
airports and seaports of entry (existing coverage
capability at each location of port or entry is a
minimum)
1.3 The company’s experience w i t h UN and/or 15
International Agencies or a company
importing/exporting a significant amount or
cargo (minimum . with one International
Agency)
1.4 The Company’s experience/years in customs 10
clearance and freight forwarding services
(minimum five years)
45

Technical Proposal Evaluation Points Company I Other Entity

Form 2 obtainable A B C D E
Proposed Work Plan and Approach

2.1 To what extent understand the task 5

2.2 Have the important aspect of the task have been 5
addressed in sufficient detail

2.3 Are the d i ff e r e n t components of the project 5

adequately weighted relative to one another?
correspond to the TOR?
2.4 Is the presentation clear and is the sequence? 10
of activities and the planning logical, realistic
and promise efficient implementation to the
project?

25
 Technical Proposal Evaluation Points Company I Other Entity
Form 3 Obtainable A B c D E
Personnel
3.1 Services Supervisor/Manager
Sub-Score
3.1.1 Qualifications 10
3.1.2 -International Experience 5
3.1.3 -Training Experience 5
3.1.4 - Working Experience i n related
filed i.e. Custom Clearance and 10
Freight Forwarding Services
30

Financial application weights 100%

The benchmark for those who could pass to the technical evaluation will pass to the financial level of
screening (financial bid) if they score 70% and above.

APPLICATION GUIDELINES

The detailed Terms of Reference (TOR) for the Custom cleraing work can be collected in hard copy from
Save the Children Ethiopia Country Office in Addis Ababa, situated around Bisrate Gabriel Church after the
tender notice being advertised in the news paper
Save the Children Ethiopia Office
At the Main Security Gate
Dire Complex, Behind Bisrate Gabriel Church
P.O Box 387
Tel 011 3 72 84 55-61 or 011 6 53 51 74
Addis Ababa
Interested applicants should submit two separate sealed documents in which one document should include
the technical proposal including of the proposed professional(s) with supporting document that shows
previous work experience. The second document should include professional fee stated work along with
copy of renewed Audit License to the above mentioned address of Save the Children, Ethiopia Country Office
before or on December 2019

Bid shall be submitted in the box ready at reception for this purpose

Save the Children reserves the right to accept or reject the entire or partial part of this bid