Terms of Reference (ToR)  Title:  To provide Clearing & Forwarding and in-country Logistics Services for UNICEF under Long Term Arrangement (LTA) from Local Vendors Purpose:  For providing Air, Sea and Land-Port Clearing & Forwarding and In-country Logistics Services, UNICEF has established long term arrangement (LTA) with three (3) clearing & forwarding agents which are going to expire in August 2025. To continue the service, a fresh tendering process needs to be initiated to identify potential vendors (either fresh or from existing) through a competitive process.  Location:  Bangladesh  Estimated Duration:   36 months, with the possibility of extending for another 12 months upon satisfactory performance. BACKGROUND In the implementation of its mandate, UNICEF requires efficient Clearing & Forwarding (C&F) services particularly during the importation of programme and emergency supplies. These critical supplies are usually brought into the country by air and sea shipments. This desired arrangement will also cover in-land logistics i.e. packing, storage, transportation and distribution of supplies from ports/warehouses/supplier’s premises to various locations within Bangladesh up to district level.   SCOPE OF WORK In general, UNICEF supplies are exempted from customs duties and taxes. The C&F Agent will receive an authorization letter, together with shipping documents, an exemption certificate and distribution list enabling them to clear the goods from the specified port of entry. The C&F Agent will clear all shipments promptly and in good condition within the specific free time allowed by the port authorities and deliver the consignments to the designated consignee(s). Upon delivery of services, the C&F Agent will obtain confirmation of delivery from consignee(s) and submit the same with related invoices for payment. The delivery receipt must bear a legible signature, name of authorized signatories and valid stamp.   C&F Agent will be required to take appropriate action to protect the interest of UNICEF especially in stances where shipments may land with discrepancies or to avoid potential damage. It is expected that the agent will file claims, and or arrange for shipment surveys as necessary. As required, the C&F Agent will also handle in-country logistics to various locations within Bangladesh. C&F Agent shall also provide clear guidance as required by UNICEF on MOFA, NBR, Customs, CCI&E, BSTI, DGDA, MoDMR, port & on other shipping related rules and notifications. The agent is also expected to perform any other related service, that may be required by UNICEF and not covered in the agreement. In such instances, the rates for such services shall be submitted on a job-to-job basis for prior approval. These rates, once accepted, will be considered part of the contract until revoked by UNICEF. Detailed descriptions of services are explained in the attached schedule of work. Although the services detailed in this TOR and the schedules are intended for UNICEF, these services may also be used by other UN agencies in Bangladesh. Upon the completion of a job/assignment, the UNICEF supervisor will review the performance of the service delivered. This review is purely aimed at improving the services of the agency and identifying opportunities to improve where necessary. It will also bridge the gap of understanding between the agency and the requesting section, while evaluating the overall output of the agent. C&F Agency’s Responsibilities and Obligations 2.1.         Clearance Responsibilities: The agent will be responsible for providing customs clearance services at the authorized ports of entry of Bangladesh, particularly Hazrat Shahjalal International Airport, and Chittagong Sea Port. It is the responsibility of the agent to secure the release and delivery of import consignments to the designated locations, as instructed by UNICEF. Tasks: Clearance services for imported air/land/sea shipments as per attached Schedule I. Services for exportation of air/land/sea shipments as per attached Schedule II. Clearance services for imported vehicle as per attached Schedule III. Services for exportation of vehicle as per attached Schedule IV. Provide Warehouse Services as per attached Schedule I. Provide Misc. Admin Services as per attached Schedule V. Provide inland transportation services including loading/unloading at pick-up & delivery points and all handling charges within Bangladesh as per attached Schedules VI and VII. Provide inland transportation services including loading/unloading at pick-up & delivery points and all handling charges from port to other locations within Bangladesh as per attached Schedules VIII. Deliverable: Service provided as per UNICEF Authorization/ Work Order.  2.2.          Financial Responsibilities:  The agent is required to cover all initial costs such as port charges, demurrage, container charges, and charges due to shipping agents and freight forwarders. These costs will be reimbursed upon final invoice submission with supporting documents, provided that any demurrage incurred due to the agent’s negligence will be deducted from their invoice. 2.3.         Contract Period: The contract duration is set for 36 months from the award date, with potential extensions of 12 months based on performance. Extensions will be granted at the discretion of UNICEF and will follow mutually agreed rates and terms. 2.4.         Sub-Contracting:  Sub-contracting of any of agent’s contractual obligations, either in whole or part, is not permitted. However, the C&F agent may engage third-party transportation service providers under a formal agreement. 2.5.          Service Level Agreements (SLA): Delivery of shipments within specific timelines: AIR: Highly Perishable (1 day), Perishable (2 days), Non-Perishable (7 days) Land: Non-Perishable Shipments (10 days) SEA: Non-Perishable Shipments (10 days) The SLA period will start upon receiving the full set of documents by the agent and arrival of shipment. Incident Management:  The agent is responsible for immediate notification and resolution of any damage or discrepancies in shipments. Upon consultation with UNICEF, the agent must also arrange surveys and cover associated costs, which will be reimbursable upon claim submission. Documentation and Compliance:  Upon receipt of shipping documents from UNICEF, the agent will examine the documents, and promptly inform UNICEF of any discrepancies. It is also the responsibility of the agent to regularly collect and submit all relevant shipping documents from freight forwarders, examine them for correctness, and inform UNICEF accordingly.  Timely Delivery:  All cleared shipments must be delivered within specified UNICEF / Government office hours. For perishable or emergency shipments, special arrangements must be communicated and prior approval from UNICEF is required. Overnight Storage or Extender period Storage:  If necessary, upon UNICEF request, the agent will cover overnight storage costs or extended period storage costs (up to 7 days on FOC terms) after goods release, unless otherwise agreed upon with UNICEF.   DELIVERABLES AND KEY PERFORMANCE INDICATOR (KPI): 1. Shipment Efficiency and Timeliness Customs Clearance Time: The expected working-days taken to clear goods through customs against SLA (2.5). This should always be minimized. Percentage of On-Time Delivery: The percentage of shipments delivered within the agreed-upon timeframe for general cargo and cold-chain shipment. 2. Shipment Tracking:  Sharing Update: The agent will share regular updates (COB, close of Business) on the status of shipments. Incident Tracking: Immediate notification by Phone, SMS and Email to client for any incident happened in port related to mis-location, missing, damage, short landing and other issues. Conducting Survey: Based on client’s confirmation, the agent will conduct immediate survey (when considered necessary) for damage, lost package, short landing, etc.    3 REPORTING REQUIREMENTS Daily Report: A daily report (COB, close of business) shall be generated by the agent on the status of the customs clearance of the in-process shipments on a standard template/web platform provided.      PAYMENT SCHEDULE   Within 30 days of successful customs clearance, the C&F agent should submit a claim/Invoice to UNICEF. The claim should be accompanied by:   Complete Invoice mentioning receiptable and non-receiptable charges, including VAT  Original VAT-6.3 Challan  Delivery Challan / Waybill with transport and driver details All necessary cost receipts.  Assessment and Bill of Entry Certified Invoice and Shipping documents UNICEF Authorization Letter ** No prepayment will be allowed under this agreement. Agent must pay all duties and taxes in advance from their end and submit Invoice for all expenses to UNICEF for payment. ** Apart from LTA rates, all receptable issued by Government bodies must have valid invoice/bill copy. QUALIFICATION REQUIREMENT OF THE AGENT/COMPANY/ORGANIZATION General Experience and Qualifications: The C&F agent’s ability regarding technical resources in terms of HR & operational capacity, management, professionalism to deal favorably with government bodies. The organization shall provide a technically qualified team leader and key members to perform the tasks, ensure timely implementation of all requested services and be responsible for providing replacements with members of similar ability, qualification, and experience (if required).  UNICEF reserves the right to request the agent at any time during the term of this arrangement to assign additional personnel or to replace any of the agent’s designated staff dealing with UNICEF’s shipment. In such instances, the agent shall promptly comply with such request.  The agent should possess demonstratable experience and competency in working with large organizations (UN, international development organizations, government departments, NGOs, etc.) in providing C&F service with similar scope and complexity of this assignment, specifically handling emergency services. A list of current clients with particular emphasis on International and Humanitarian organizations must be provided:    A Valid C&F license with Minimum 5 years of experience in providing clearing & forwarding services. Reputation for reliability, experience, and capacity within the industry, supported by minimum three (03) client testimonials and references. Reference document should not older than two (02) years.     Personnel and Team Structure: Key Account Manager: Dedicated point of contact responsible for liaising with UNICEF and ensuring smooth contract execution. Customs Clearance Team: Team lead should have minimum 10 years relevant experience. Other members should have minimum 5 years of relevant experience for managing C&F operations, with strong communication, and interpersonal skills. Team Flexibility: Ability to provide replacement team members with similar qualifications and experience, if required. Technical Expertise and Resources: Demonstrated experience in handling complex logistics and customs clearance assignments under tight deadlines and agreed KPIs. Financial stability: Evidence of sufficient financial resources to maintain operations and meet contractual obligations (e.g., audited financial statements, bank statements, Solvency Certificate). Established presence in Bangladesh: Offices/establishments with operational licenses in major locations, including: Seaports: Chittagong, Mongla, and Inland Container Depots (ICDs) Airports: Dhaka Land ports: Benapole Warehouse facilities: Access to warehouse space in Dhaka and Chittagong, with: Clear ownership or lease agreements  Adequate storage capacity (ability to expand if needed) Functional firefighting systems for warehouse with comprehensive insurance coverage Transportation fleet: Managed/Leased/Having ownership of vehicles, including: Trucks Covered Vans Freezer Vans Light vans/pick-up vans Forklifts Cranes Trailers (Specify number of each equipment type)   Insurance and Risk Management:   Comprehensive insurance cover for goods under your care during export, import, inland transportation, and warehousing.   Client Experience and References: Proven experience working with large organizations such as UN agencies, international organizations, government departments, INGOs, Multinational & Large commercial organizations. List of current clients, specifically international and humanitarian organizations, with references from at least three top clients.   Registration and Compliance: Duly registered business in Bangladesh with a completed UNICEF supplier profile form.   Additional Notes: Respond to all sections of the qualification criteria, providing complete and accurate information. Be prepared to present supporting documentation for all claims and qualifications mentioned in your proposal.               QUALIFICATION REQUIREMENT OF THE TEAM   General Qualifications: Minimum Experience: proposed team members should have at least 5 years of experience in customs clearance and forwarding operations, with team leaders possessing at least 10 years of experience in the field.   Specific Skills and Expertise: Customs Clearance Expertise: Profound knowledge of Bangladesh customs regulations and experience in managing customs clearance at major ports such as Dhaka, Chittagong, Mongla, Benapole etc. Logistics and Transportation Knowledge: Expertise in managing logistics within Bangladesh, including road and rail transport, familiarity with local warehousing conditions, and regional distribution challenges. Communication and Interpersonal Skills: Language Proficiency: Fluency in Bengali and English is expected. Interpersonal Skills: Strong negotiation skills, the ability to handle disputes effectively, and maintain productive relationships with local authorities and stakeholders.   Team Structure: Key Account Manager: This position requires not only a deep understanding of logistics and customs but also proven leadership and client management skills. Customs Clearance Team: A team composed of experienced personnel who are familiar with the intricacies of Bangladesh customs processes. Logistics Personnel: Individuals specializing in handling the diverse logistics demands within Bangladesh, capable of managing both urban and rural distribution networks.   Technology Use: Proficiency in utilizing technology such as Email, online reporting, and digital tracking systems. Ethical and Legal Compliance: Evidence of adherence to the ethical business practices expected in Bangladesh and compliance with all local and international shipping and customs regulations.  EVALUATION PROCESS AND METHOD Assign Weight to Evaluation Criteria:   TECHNICAL SCORE CATEGORY OVERALL RESPONSE (30 POINTS) Understanding of Requirements: Clarity and thoroughness in the agency’s understanding of the UNICEF scope, objectives, challenges and KPIs as specified in the ToR (6 points). Ability of Responsiveness: Experience and Past Performance (24 Points, 6 X 4 points) Experience (5 Years in the Market) in custom clearance  Customer Served: List of Major Clients 2.3. Experience certificates from the clients (min 3) Number of deployed employees in operation:  In Port In Operation In Warehouse Number of shipments handled in past two years [Perishable/ nonperishable] Amount of managed annual cumulative assessment value certified by Custom Authority (Past Two years) CAPACITY & METHODOLOGY (25 POINTS) Business Hierarchy/Management Approach: Agency should submit their management structure supported by organization chart and related documents. (5 Points) Warehouse facilities (location, storage capacity, Storage condition): C&F Agency should submit necessary document of ownership for their warehouse facility. if the warehouse space is hired from 3rd party, a copy of the agreement must be provided. (5 Points) Clearance Leadtime: Ability to maintain UNICEF clearance timeline for clearance of shipment and time required from time to receive complete set of documents to port to finalize customs clearance formalities. (10 Points) Ability for Provisional clearance: Demonstrate ability for performing of provisional clearance, holiday clearance and other exceptional clearance. (5 Points) ORGANISATIONAL CAPACITY and PROPOSED TEAM (15 POINTS) Proposed Team (10 points) Qualifications and Experience: Qualifications, expertise, and experience of:  Key Account Manager: Customs Clearance Team: Warehouse and Logistics Team: Team Structure and Management: Effectiveness of the proposed team structure and management approach to ensure efficient project execution (5 points).     TOTAL MARKS 70 POINTS For this RFP, the Technical Proposal has a total score of 70 points. Bidders must score minimum of 49 points to be considered technically compliant and in order, for the Financial Proposals to be opened. Financial proposal has a total score of 30 points. The final selection of the bidder will be based on a quality and cost basis as specified in the RFP. DOCUMENT LIST ATTACHED WITH TECHNICAL PROPOSAL: Company Profile: Include a comprehensive profile detailing the agency’s history and capabilities, including: Company structure and Organogram Line of business and other sister concerns Number and type of employees Trade licenses (original and translated) Certificate of incorporation (if applicable) Tax Identification Number (TIN) certificate  Value Added Tax (VAT) registration certificate. Government license to operate as a C&F Agent IATA registration certificate Copies of other relevant government licenses and authorizations Financial Statements: Audited financial statements for the past two years (or a financial plan demonstrating viability) Operational Documents: Organizational chart according to operation (C&F, Warehousing, Transportation, etc.) Warehouse ownership or rental agreements List of equipment and facilities Detailed descriptions of IT systems and tracking technologies used. Risk management and mitigation plans Experience Certificates and Client reference: From at least three clients, specifically related to customs clearance. Client List: Detailed list of major clients, particularly those relevant to customs clearance and logistics Team Credentials: Resumes and qualifications of key personnel, including the Key Account Manager, Customs Clearance Team, and Logistics Team Service Level Agreements (SLAs) and Protocols:             Acceptance statement of UNICEF SLA of services             Example SLAs previously used with other clients. Certificates and Accreditations: Any international certifications (e.g., ISO certifications) Insurance Documents: Proof of insurance coverage, including liability, cargo, and professional indemnity insurance Rental/Sub-Contract Documents: Copies of rental contracts or agreements with subcontractors Environmental Policies: Documentation of environmental policies and sustainability practices FINANCIAL PROPOSAL TEMPLATE Referred to as Schedule I - VIII   Note: 1) ACCEPTANCE OF GENERAL TERMS AND CONDITIONS (ANNEX-A) IS MANDATORY. 2) ANNEX-B TECHNICAL PROPOSAL - CONTENT & FORMAT  (included in the RFP Document) 3) ANNEX-C: CONTRACTOR’S EXPERIENCE – FORMAT (included in the RFP Document) 3) ANNEX-D: Included in the RFP document (separate Excel template is also attached) 4) ANNEX-E: Terms of Reference (ToR) - (included in the RFP Document)