2024_SSA ITT for Courier Services

{
    "tag": [
        "compiled"
    ],
    "id": "ocds-h6vhtk-04ce15-2025-01-08T10:58:10Z",
    "date": "2025-01-08T10:58:10Z",
    "ocid": "ocds-h6vhtk-04ce15",
    "initiationType": "tender",
    "tender": {
        "id": "ITT1021659",
        "legalBasis": {
            "id": "32014L0024",
            "scheme": "CELEX"
        },
        "title": "2024_SSA ITT for Courier Services",
        "status": "active",
        "classification": {
            "scheme": "CPV",
            "id": "64120000",
            "description": "Courier services"
        },
        "additionalClassifications": [
            {
                "scheme": "CPVS",
                "id": "64120000-DA01",
                "description": "International"
            },
            {
                "scheme": "CPVS",
                "id": "64120000-DA15",
                "description": "Domestic"
            }
        ],
        "mainProcurementCategory": "services",
        "description": "Through this invitation to tender (ITT) British Council is looking to hire a professional courier company to provide efficient and cost-effective delivery solution for business-critical service, who can manage the complete courier operation in SSA within local markets and the Region. 2.2 The purpose and scope of this ITT and supporting documents is to explain in further detail the requirements of the British Council and the process for submitting a tender proposal. 2.3 The objective is to create a framework of supplier(s) for British Council who can provide courier services in International market, within local markets and the Region most effectively to ensure value for money. The tendering process is to create a framework of supplier(s) for our services; International Courier ServicesLocal/ Domestic/Regional Courier Services 2.4 How the framework Contract is expected to be structured: The Framework Contract is a 3-split in 3 different Clusters within SSA. Further information around what general service requirements under this framework can be found in section 7 of this document. For clarity each of the Lots are as below: Lot Number Lot 1 Lot 2 International Courier ServicesLocal & Regional Courier Services Southern Africa Cluster-Zimbabwe, Zambia, Mozambique, Malawi, Botswana, Mauritius, South AfricaLot 3 Local & Regional Courier Services East Africa Cluster-Kenya, Sudan, Rwanda, Tanzania, Uganda, EthiopiaLot 4 West Africa Cluster-Nigeria, Ghana, Cameroon, Senegal",
        "value": {
            "amount": 2800000,
            "currency": "GBP"
        },
        "lotDetails": {
            "maximumLotsBidPerSupplier": 4,
            "maximumLotsAwardedPerSupplier": 4,
            "awardCriteriaDetails": "All lots"
        },
        "lots": [
            {
                "id": "1",
                "title": "SSA-International Courier",
                "description": "International Courier Services",
                "contractPeriod": {
                    "durationInDays": 1080
                },
                "hasRenewal": true,
                "renewal": {
                    "description": "Subject to 1 renewal not exceeding 12 months"
                },
                "submissionTerms": {
                    "variantPolicy": "notAllowed"
                },
                "hasOptions": false,
                "status": "active"
            },
            {
                "id": "2",
                "title": "Lot 2-National and Regional Courier Services Southern Africa",
                "description": "Local & Regional Courier Services within country and within Southern Africa Cluster countries-Zimbabwe, Zambia, Mozambique, Malawi, Botswana, Mauritius, South Africa",
                "contractPeriod": {
                    "durationInDays": 1080
                },
                "hasRenewal": true,
                "renewal": {
                    "description": "Subjected to 1 renewal not exceeding 12 months"
                },
                "submissionTerms": {
                    "variantPolicy": "notAllowed"
                },
                "hasOptions": false,
                "status": "active"
            },
            {
                "id": "3",
                "title": "Lot 3-National and Regional Services Courier",
                "description": "National courier services within country and within East Africa region countries",
                "contractPeriod": {
                    "durationInDays": 1080
                },
                "hasRenewal": true,
                "renewal": {
                    "description": "Subject to 1 renewal not exceeding 12 months"
                },
                "submissionTerms": {
                    "variantPolicy": "notAllowed"
                },
                "hasOptions": false,
                "status": "active"
            },
            {
                "id": "4",
                "title": "Lot 4-National and Regional Courier Services-West Africa",
                "description": "National courier within country and Regional within Cluster countries",
                "contractPeriod": {
                    "durationInDays": 1080
                },
                "hasRenewal": true,
                "renewal": {
                    "description": "Subject to 1 renewal not exceeding 12 months"
                },
                "submissionTerms": {
                    "variantPolicy": "notAllowed"
                },
                "hasOptions": false,
                "status": "active"
            }
        ],
        "items": [
            {
                "id": "1",
                "additionalClassifications": [
                    {
                        "scheme": "CPV",
                        "id": "64120000",
                        "description": "Courier services"
                    }
                ],
                "deliveryAddresses": [
                    {
                        "region": "UK"
                    }
                ],
                "deliveryLocation": {
                    "description": "Confidential Exams shipments from UK to Overseas and Vice versa"
                },
                "relatedLot": "1"
            },
            {
                "id": "2",
                "additionalClassifications": [
                    {
                        "scheme": "CPV",
                        "id": "64120000",
                        "description": "Courier services"
                    },
                    {
                        "scheme": "CPVS",
                        "id": "64120000-DA15",
                        "description": "Domestic"
                    },
                    {
                        "scheme": "CPVS",
                        "id": "64120000-DA16",
                        "description": "Non-domestic"
                    }
                ],
                "deliveryAddresses": [
                    {
                        "region": "ZW"
                    }
                ],
                "deliveryLocation": {
                    "description": "Local & Regional Courier Services Southern Africa Cluster-Zimbabwe, Zambia, Mozambique, Malawi, Botswana, Mauritius, South Africa"
                },
                "relatedLot": "2"
            },
            {
                "id": "3",
                "additionalClassifications": [
                    {
                        "scheme": "CPV",
                        "id": "64120000",
                        "description": "Courier services"
                    },
                    {
                        "scheme": "CPVS",
                        "id": "64120000-DA15",
                        "description": "Domestic"
                    },
                    {
                        "scheme": "CPVS",
                        "id": "64120000-DA16",
                        "description": "Non-domestic"
                    }
                ],
                "deliveryAddresses": [
                    {
                        "region": "KE"
                    }
                ],
                "deliveryLocation": {
                    "description": "Local & Regional Courier Services East Africa Cluster-Kenya, Sudan, Rwanda, Tanzania, Uganda, Ethiopia"
                },
                "relatedLot": "3"
            },
            {
                "id": "4",
                "additionalClassifications": [
                    {
                        "scheme": "CPV",
                        "id": "64120000",
                        "description": "Courier services"
                    },
                    {
                        "scheme": "CPVS",
                        "id": "64120000-DA15",
                        "description": "Domestic"
                    },
                    {
                        "scheme": "CPVS",
                        "id": "64120000-DA16",
                        "description": "Non-domestic"
                    }
                ],
                "deliveryAddresses": [
                    {
                        "region": "NG"
                    }
                ],
                "deliveryLocation": {
                    "description": "West Africa Cluster-Nigeria, Ghana, Cameroon, Senegal"
                },
                "relatedLot": "4"
            }
        ],
        "submissionMethod": [
            "electronicSubmission",
            "written"
        ],
        "submissionMethodDetails": "https://tap.tcsapps.com/sourcing/Supplier/Login",
        "selectionCriteria": {
            "criteria": [
                {
                    "type": "suitability",
                    "description": "The lots for the Tender are as follows;Lot 1 Lot 2 International CourierLocal & Regional Courier Services Within Southern Africa Cluster-Zimbabwe, Zambia, Mozambique, Malawi, Botswana, Mauritius, South AfricaLot 3 Local & Regional Courier Services Within East Africa Cluster-Kenya, Sudan, Rwanda, Tanzania, Uganda, EthiopiaLot 4 Within West Africa Cluster-Nigeria, Ghana, Cameroon, Senegal7.3.2 A supplier is permitted to tender for one or more lots so long there is clear demonstration of competitiveness, enhanced discounts in services provided and compliance to the requirements of the tender. A response will only be evaluated for the Lot for which it is tendered for. 7.3.3 A supplier may be contracted for more than one Lot depending on the response competitiveness and compliance with the requirements. 7.3.4 In-country/ national lots could be tendered individually and should comply with all the incountry/ national requirements but should be able to provide the service in at least two countries in the said cluster. 7.4 Grounds for disqualification The British Council may disqualify a potential supplier when it is substantially established that they do not demonstrate capability to the following; a) On-time delivery, at 7.30 a.m., local time for exam materials with practicable demonstrated capability. b) Security and safety due to the confidentiality of the materials BC is in business of. c) Traceability such that at any one point, BC is able to locate where the consignment is etc. d) E-shipment capability. d) Charging service in another currency that is not local currency for the country",
                    "appliesTo": [
                        "supplier"
                    ]
                },
                {
                    "type": "technical",
                    "description": "Execution of the service is reserved to a particular profession"
                }
            ]
        },
        "documents": [
            {
                "id": "economic",
                "documentType": "economicSelectionCriteria"
            },
            {
                "id": "technical",
                "documentType": "technicalSelectionCriteria"
            }
        ],
        "contractTerms": {
            "performanceTerms": "The expectations are: - * Delivery of Exams materials from source to in-country/ local, to the airport to British Council offices strong rooms countries. * Notification of all arrivals with 48hrs' notice in writing. * Distribution of Exam materials to venues before the exams takes place as per a prior agreement with the British Council. i. Despatch of Question Papers/ Material to outreach centres/ venues based on provided schedules that will be shared in advance, it may include weekends as well. ii. Any late/ unexpected despatch/ receipt should be dealt with as the main consignment and the same workflow should be adopted. * All boxes containing Exams materials will be transported in locked vehicles or suitable equivalence such as motor bikes where applicable. The vehicle or motor bikes must have a tracker to map out the journey details such as time taken, route adopted and number of timed stoppages. The vehicle (motor bike rider) should have a mobile phone in order to allow timely reporting of internal dispatch status including challenges. * The courier company should have a backup vehicle/s (or motor bikes and motor bike riders) in case of emergencies or break-downs or down time. * Airway bill should be valid for extended period of time to allow for the transaction to be complete at no extra cost. * Time-bound deliveries that need to get to destination venues by 0730 hrs must be met which includes the provider having capability to safely store the material overnight waiting for on time delivery to in country locations. * Provide advice and facilitate/ coordinate all customs processes such as declaration, clearance etc for all parcels and/ or materials that BC engages in from source point to destination. 7.2.3 Packaging of Exam materials/ consignment * Where BC does not provide special (water, fire and tamper proof at a minimum) packaging boxes with security seal/ lock, according to the venue requirements, the courier will provide boxes and packaging materials (that will be water, fire and tamper proof at a minimum) once a week (as per need). This is usually on Mondays - during the Exam periods. * British Council staff will pack the material appropriately and hand it over to courier staff (with relevant receipting) for delivery to the UK or stated destination (by the courier company itself). 7.2.4 Customs clearance and procedures * Both in-bound and outbound shipment's customs clearing shall be coordinated and facilitated by the service provider where it is required in the most economical manner. 7.2.5 E-shipment and tracking facility * The service provider shall have a facility to enable shipment documentation to be online unless where there is evidence that the same is not possible. 7.2.6 Tracking * Latest tracking information must always be available online and/ or with the courier company until the consignment reaches its main destination. Tracking system must have alerts functionality to the shipment journey (i.e. where it has reached on its way to UK, for how long it stayed at a specific location/port, what was the reason for the stoppage, was consignment checked physically by opening boxes and packets, if it was checked was it done in the presence of the staff of the courier company etc) are disseminated to the relevant BC office. 7.2.7 Collection, transportation, tracking & safety of consignment * British Council shall inform the supplier of a schedule of dispatch at least two weeks earlier or as soon as it is reasonable known before. * Supplier to arrange pick up of the material from the location, provide a receipt with tracking number etc. * Supplier to ensure timely, safe and secure transport of the materials with and updated online tracking system. * In case of any loss/ damage to the packets/ boxes, the courier company should inform the Council immediately with potential recovery method to ensure BC does not suffer. * All consignments are confidential",
            "electronicInvoicingPolicy": "allowed"
        },
        "procurementMethod": "open",
        "procurementMethodDetails": "Open procedure",
        "techniques": {
            "hasFrameworkAgreement": true,
            "frameworkAgreement": {
                "maximumParticipants": 8,
                "periodRationale": "Initial period set as 36 months then initial extension not exceeding 12 months"
            }
        },
        "tenderPeriod": {
            "endDate": "2025-02-14T08:00:00Z"
        },
        "submissionTerms": {
            "languages": [
                "en"
            ],
            "bidValidityPeriod": {
                "durationInDays": 60
            }
        },
        "awardPeriod": {
            "startDate": "2025-02-18T08:00:00Z"
        },
        "bidOpening": {
            "date": "2025-02-18T08:00:00Z",
            "address": {
                "streetAddress": "Remote opening"
            }
        },
        "hasRecurrence": false,
        "amendments": [
            {
                "id": "1",
                "description": "ITT Document updated with current dates"
            }
        ]
    },
    "parties": [
        {
            "id": "GB-CHC-209131",
            "name": "British Council",
            "identifier": {
                "legalName": "British Council",
                "id": "209131",
                "scheme": "GB-CHC"
            },
            "address": {
                "streetAddress": "1 Redman Place",
                "locality": "London",
                "region": "UKI",
                "postalCode": "E20 1JQ",
                "countryName": "United Kingdom"
            },
            "contactPoint": {
                "name": "Richard Hulme",
                "telephone": "+44 1619577886",
                "email": "Richard.Hulme@britishcouncil.org",
                "faxNumber": "+44 1619577886",
                "url": "https://tap.tcsapps.com/sourcing/Supplier/Login"
            },
            "roles": [
                "buyer"
            ],
            "details": {
                "url": "https://tap.tcsapps.com/tap2/#/bc-supplier-registration",
                "buyerProfile": "https://tap.tcsapps.com/tap2/#/bc-supplier-registration",
                "classifications": [
                    {
                        "scheme": "TED_CA_TYPE",
                        "id": "BODY_PUBLIC",
                        "description": "Body governed by public law"
                    },
                    {
                        "scheme": "COFOG",
                        "description": "Charity"
                    }
                ]
            }
        },
        {
            "id": "GB-FTS-134273",
            "name": "The High Court Royal Courts of Justice",
            "identifier": {
                "legalName": "The High Court Royal Courts of Justice"
            },
            "address": {
                "streetAddress": "The High Court Royal Courts of Justice",
                "locality": "London",
                "postalCode": "E20 1JQ",
                "countryName": "United Kingdom"
            },
            "contactPoint": {
                "telephone": "+44 1619577886",
                "email": "Richard.Hulme@britishcouncil.org",
                "faxNumber": "+44 1619577886"
            },
            "roles": [
                "reviewBody"
            ]
        }
    ],
    "buyer": {
        "id": "GB-CHC-209131",
        "name": "British Council"
    },
    "language": "en"
}