ANNEX C

ITB No.3400004506
STATEMENT OF REQUIREMENT
FOR THE
INLAND TRANSPORTATION & CUSTOM CLEARANCE FOR OFFICE
FURNITURE FROM NAIROBI, KENYA TO UNMICT LAKILAKI /ARUSHA

INTRODUCTION

1. The United Nations Mechanism for International Criminal Tribunals (UN-MICT)

is seeking Inland Transportation,Custom Clearance for furniture by trucks
from Victoria Furniture Ltd, Nairobi, Kenya to be discharged at UNMICT Offices
in Lakilaki, GPS Coordinates 3°21'30.9"S 36°34'58.0"E), Plot No. 485 Block A
Arumeru District, Arusha, United Republic of Tanzania.

2. The Services may include importation formalities at Namanga Border, custom

documentation, handling fees, disbursement fees, demurrage charges if applicable,
removal charges or any additional services may be required.

3. The detailed quantity of furniture dimension, weight, and volume including

consignment vendor details are in Annex C1.

4. There are 2 shipments:

a. The 1st cargo consists of 100 CBM (15,000 KG) of Office Furniture
to be shipped from Nairobi to LakiLaki /Arusha .
b. The 2nd cargo consistsof 23 CBM (2,900 KG) of Office Furniture to be
shipped from Nairobi to Lakilaki, Arusha.

SCOPE OF SERVICES TO BE PROVIDED BY THE CONTRACTOR

1. The Contractor shall perform necessary liaison and coordination in connection

with the general movement of furniture between origin and destination with respective
Kenyan and Tanzania Governments and local traffic authorities or similar entities and
complete cross-border formalities and any other requirement pertaining to the
movement as may be required

2. The Contractor shall ensure that the number of parcels, dimensions of parcels,
and the description of items, the packing and the gross weight and markings of
consignments as indicated in Annex A collected on behalf of UNMICT are in
accordance with the information contained in the purchase order submitted to Victoria
Furniture Ltd and inform UNMICT on any discrepancy/loss/damage observed.

3. The Contractor shall give such timely notice of any loss, damage or delay in
respect of the furniture as may be required under the applicable transport document
such as delivery orders, etc...

4. The contractor shall provide required personnel/equipment to load/off-load the

furniture.

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5. The contractor shall conduct a site visit well in advance to Victoria Furniture
Ltd in Nairobi, Kenya to plan the number of personnel and equipment required to
loading moving, and offloading the furniture in UNMICT Location in Arusha. A
detailed plan should be submitted to UNMICT as part of the technical requirement.

6. The Contractor shall, as soon as it has received the instruction and

transportation arrangements have been made, inform UNMICT of the expected date of
collection/delivery.

7. The Contractor shall perform necessary liaison and coordination in connection

with the movement of cargo and equipment between origin and destination with the
local traffic authorities or similar entities as may be required.

8. The Contractor will not perform any work (s) or provide service (s) without
receiving specific instructions in writing from UNMICT.

9. Upon awarding the Contractor shall be responsible for obtaining all required
permits, licenses, authorizations, etc., for this activity;

10. The Contractor shall be responsible for ensuring that quoted rates include
containerising, de-stuffing and removal of containers or any other equipment once the
cargo have been offloaded at UNMICT facilities in Kisongo, Laki Laki area Arusha
where applicable.

11. The Contractor shall provide reliable and suitable vehicles to transport the
items from Nairobi, Kenya to Laki Laki , Tanzania .

12. The Contractor shall be liable for any demurrage charged as a result of the
Contractor's delay or failure to collect and deliver the cargo.

13. The Contractor agrees to prepay ail costs necessary to facilitate the timely
clearance of UN-MICT's cargo.

14. The Contractor must monitor the cargo until the cargo is cleared and taken into
possession by UN-MICT.

15. The Contractor shall check all consignments received and verify completeness
and conformity of office furniture with regards to number of packing units, packing,
marking, value and documentation by issue of a Forwarder’s Certificate of Receipt
(FCR). Any discrepancies shall be notified to UN-MICT.
16. Vendor should be ready to commence the transportation immediately following
the issuance of the PO

(17) Vendor’s Experience and Qualification

a. The Contractor shall have a minimum of three (3) years’ experience in

inland transportation service in Kenya and Tanzania and be licensed,
registered and in good standing with the relevant national
agencies/authorities.

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 b. The Contractor shall provide qualified personnel, expertise, equipment and
other means necessary to perform inland transportation and border custom
clearing services in accordance with the best commercial practice.

(18) Mobilization Time: The Contractor upon receipt of the Purchase Order and the
necessary documentation provided by UN-MICT, shall perform these services within
24 hours.

FINANCIAL

(19) Positioning Cost: The positioning cost or return of the empty truck or
equipment to/from each destination should be clearly indicated in the bi response. Cost
for the “empty leg” is expected to be a fraction or percentage of the basic tariff of a
trip with a full load.

(20) Insurance

a. The Contractor shall be responsible for damage and/or loss of cargo while
in transit prior to delivery, or while in storage under the custody of the
Contractor. The liability shall be the Contractor’s sole responsibility.

b. The Contractor shall provide details of its insurance policy. He must ensure
that the total value of goods is insured. The value of the furniture is
$200,000.00 United States Dollars

(21) Contractor’s Resources

a. Materials Handling Equipment.

In conjunction with the inland transportation of Office furniture, UNMICT

may require the services of forklift, or other materials handling equipment
to load and offload cargo at origin and/or destination:

i. The Contractor is expected to mobilize suitable equipment to coincide

with the inland transportation of cargo as tasked.

ii. Bidders are to include in their offer a full description of their road fleet
and heavy lifts capabilities available for the execution of the service
required.

b. Recovery. Contractor’s self – recovery capacity is assumed. In the event of

Contractor’s assets break down during the performance of a task order, the
Contractor is expected to dispatch recovery and replacement assets no later
than 12 hours from the time of immobilization.

c. Condition of transport equipment: The Contractor should ensure that

vehicle moving the furniture is well maintained and road worthy.

d. Affiliates/Agents.

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 i. In the event the Contractor appoints an agent/broker in performing the
custom clearance at Namanga Border, the name and contact of such
agent shall be provided to UNMICT prior to contract inception.

ii. In the event that the Contractor provides the services through its
appointed customs agents/broker the Contractor shall remain
responsible for the actions of its agents and affiliates performing work
under the contract.

e. Communication: The communication between the Dispatch Base and

Driver/s isvery important. Bidders must provide the type of
Communication/ Monitoring between Dispatch Base and Driver/s.

(22) Security Requirements: Vehicles and Staff employed by the Contractor cannot
have access to UNMICT sites without security passes. The passes will be issued by
UNMICT for staff and vehicles under regular work mandate and subject to applicable
rules and regulations. UNMICT identification cards issued to the Contractor’s staff are
non-transferable and must be immediately returned when the personnel leave
employment of the Contractor.

(23) Local Traffic Rules and Regulations: The Contractor shall be responsible for
respecting all traffic rules and regulation and speed limits in accordance with the local
law of Tanzania and Kenya. In addition, the contractor shall have a valid driving
license for Tanzania and Kenya, COMESA vehicle insurance coverage policy for
cross border activities, and valid vehicle road license. Any traffic violations, accidents
and fines are the sole responsibility of the contractor.

EVALUATION CRITERIA
To be considered for technical evaluation the Bidder must meet the following
pass/fails criteria and show proofs:

(1) The Bidder must have a minimum of three (3) years’ experience in inland
transportation services. (§ 16.a). Bidders must provide a proof.

(2) The Bidder must be able to mobilize a minimum numbers and type of transport
and heavy lift assets on behalf of UN-MICT within 24 hours ( § 17). Bidders must
indicate in their offer if they are able to meet this requirement.

(3) The positioning cost or return of the empty truck or equipment to/from each
destination should be clearly indicated in the proposal response. Cost for the “empty
leg” is expected to be a fraction or percentage of the basic tariff of a trip with a full
load ( § 18).

(4) The Bidder must provide details of its insurance policy. (§ 19.b).

(5) Bidders are to include in their offer a full description of their road fleet and
heavy lifts capabilities available for the execution of the service required(§ 20.a.ii).
Bidders must provide a list of truck and equipment.

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(6) Bidders must provide the type of Communication/Monitoring between Dispatch
Base and Driver/s. (§ 20.e.)

(7) Vendor should be ready to commence the transportation immediately

following the issuance of the PO ((§ 16)

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 ANNEX C1- LIST OF OFFICE FURNITURES
ITB No.3400004506
Subject: Inland Transportation & Custom Clearance for Office Furniture from Nairobi , Kenya to UNMICT LakiLaki /Arusha

LIST OF ITEMS PER SHIPMENT ‐ ITB Malaysia Malaysia

DIMENSIONS TOTAL FURNTURE DIMENSTIONS 1st & 2nd SHIPMENTS
EXCLUDE SHIPMENT FROM MALAYSIA CBM KG
Item
No
LIST OF FURNITURE ITEMS
TOTAL
TOTAL CBM 1ST CBM 2ND KGS 1ST KGS 2ND
NAIROBI 3rd shipment: CBM order KG
order KG SHIPMENT SHIPMENT SHIPMENT SHIPMENT
MALAYSIA NOT CBM
PART OF THIS ITB NOT PART OF THIS ITB
O
1st 2nd
Furniture Serial nimber UNIQ f Totals Unit price Cost
Shipment Shipment
f
1 INT/EXT Dining Chairs, COLOR YELLOW 6349/CT309 75 $95.00 $7,125.00 35 40 0.06 4.50 6.50 487.50 2.10 2.40 227.50 260.00 ‐ ‐
2 Standard Office chair AMG 110 155 $250.00 $38,750.00 155 0 0.17 26.35 16.50 2,557.50 26.35 ‐ 2,557.50 ‐ ‐ ‐
3 Courtroom chairs HF‐459M 25 $160.00 $4,000.00 25 0 0.16 4.00 15.00 375.00 4.00 ‐ 375.00 ‐ ‐ ‐
4 Standard Office Desk LEFT HAND UN1512 L 58 $500.00 $29,000.00 15 0 43 0.14 8.12 53.00 3,074.00 2.10 ‐ 795.00 ‐ 6.02 2,279.00
5 Standard Office Desk RIGHT HAND UN1512 R 60 $500.00 $30,000.00 15 0 45 0.14 8.40 53.00 3,180.00 2.10 ‐ 795.00 ‐ 6.30 2,385.00
Drawer Unit for above BBF UN BBF 118 inc. 60 58 0.18 21.24 29.00 3,422.00 10.44 1,682.00
6 Executive CR chairs HF‐435H/HF‐459h 10 $460.00 $4,600.00 10 0 0.20 2.00 30.00 300.00 2.00 ‐ 300.00 ‐ ‐ ‐
7 Desk drawer UN DHP700T 132 $165.00 $21,780.00 23 0 109 0.22 29.04 37.00 4,884.00 5.06 ‐ 851.00 ‐ 23.98 4,033.00
8 Visitor chair AMG320 170 $190.00 $32,300.00 70 100 0.18 30.60 19.00 3,230.00 12.60 18.00 1,330.00 1,900.00 ‐ ‐
9 Conference chair(with wheels) HF‐459M 25 $160.00 $4,000.00 25 0 0.16 4.00 15.00 375.00 4.00 ‐ 375.00 ‐ ‐ ‐
10 Low desk side cabinet 1200x43x76 UN S750 66 $185.00 $12,210.00 0 0 66 0.15 9.90 55.00 3,630.00 ‐ ‐ ‐ ‐ 9.90 3,630.00
11 One person Coatstand MT8368/6350 10 $50.00 $500.00 10 0 0.03 0.30 8.00 80.00 0.30 ‐ 80.00 ‐ ‐ ‐
12 3 Seat sofa Q238 10 $660.00 $6,600.00 10 0 1.00 10.00 43.00 430.00 10.00 ‐ 430.00 ‐ ‐ ‐
13 2 Seat sofa Q238 10 $490.00 $4,900.00 10 0 0.75 7.50 37.00 370.00 7.50 ‐ 370.00 ‐ ‐ ‐
Round Meeting/café table COLOR: CLOUD GREY
14 WT‐120 21 $270.00 $5,670.00 0 21 0.10 2.10 33.00 693.00 ‐ 2.10 ‐ 693.00
TABLE TOPS ON CHROME BASE ‐ ‐
15 One piece Meeting table(large) UN BS 3000 3 $870.00 $2,610.00 3 0 0.40 1.20 90.00 270.00 1.20 ‐ 270.00 ‐ ‐ ‐
16 Printer table UN LC 750 27 $150.00 $4,050.00 27 0 0.10 2.70 40.00 1,080.00 2.70 ‐ 1,080.00 ‐ ‐ ‐
17 Coffee table BG120R 12 $210.00 $2,520.00 12 0 0.05 0.60 23.00 276.00 0.60 ‐ 276.00 ‐ ‐ ‐
18 Free standing Coatstand 12335/SUG21 25 $120.00 $3,000.00 25 0 0.03 0.75 5.00 125.00 0.75 ‐ 125.00 ‐ ‐ ‐
19 Executive office desk UN200E +UNR 90 6 $1,115.00 $6,690.00 6 0 0.45 2.70 65.00 390.00 2.70 ‐ 390.00 ‐ ‐ ‐
19A Low desk side cabinet 1200x43x76 UN S750 6 0 6 0.15 0.90 55.00 330.00 ‐ ‐ ‐ ‐ 0.90 330.00
20 Tall Document cabinet UNHC 1925WD 62 $325.00 $20,150.00 20 42 0.17 10.54 88.00 5,456.00 3.40 ‐ 1,760.00 ‐ 7.14 3,696.00
21 MEDIUM Document cabinet UN MH 1200 20 $210.00 $4,200.00 20 0 0.15 3.00 45.00 900.00 3.00 ‐ 900.00 ‐ ‐ ‐
22 Large 8 piece conference table BG YC01 1 $4,780.00 $4,780.00 1 0 1.25 1.25 200.00 200.00 1.25 ‐ 200.00 ‐ ‐ ‐
23 Desk dividers 1200 UN SC 120 24 $110.00 $2,640.00 24 0 0.03 0.72 6.00 144.00 0.72 ‐ 144.00 ‐ ‐ ‐
24 Desk dividers 1500 UN SC 150 24 $130.00 $3,120.00 24 0 0.04 0.96 9.00 216.00 0.96 ‐ 216.00 ‐ ‐ ‐
Sub‐total $255,195.00

ADDITIONAL FURNITURE REQUIREMENT FOR LIBRARY NAIROBI MALAYSIA ‐ NOT

1st 2nd PART OF THIS ITB
Serial nimber UNIQ b Totals Unit price Cost
Furniture Shipment Shipment
Standar desk rectangular 1200 UN120 3 $360.00 $1,080.00 3 0 0.15 0.45 40.00 120.00 0.45 ‐ 120.00 ‐ ‐ ‐
Standar desk rectangular 1600 UN160 13 $390.00 $5,070.00 13 0 0.15 1.95 50.00 650.00 1.95 ‐ 650.00 ‐ ‐ ‐
Reception desk Large 1 $2,130.00 $2,130.00 1 0 1.20 1.20 110.00 110.00 1.20 ‐ 110.00 ‐ ‐ ‐
Sub‐total $8,280.00
Total $263,475.00 196.97 37,355.00 98.99 22.50 14,727.00 2,853.00 64.68 18,035.00