The City Of Taguig Tender

Description Procurement Of One (1) Lot Of Courier Services-international For The Intellectual Property Office Of The Philippines (ipophl) 1 Lot A. Objectives 1. To Ensure Timely And Secured Delivery Of Ipophl Documents And Parcels To International Destinations; 2. To Maintain A High Level Of Reliability And Accountability For Delivery Of Documents And Parcels To International Destinations; 3. To Provide Tracking And Real-time Updates On The Status Of Shipments Abroad. B. General Requirements 1. An International Express Service Provider That Delivers Documents And Parcels To The Following Countries: 1.1 China 1.2 Japan 1.3 Singapore 1.4 Hongkong 1.5 South Korea 1.6 Poland 1.7 Cyprus 1.8 Australia 1.9 Thailand 1.10 Austria 1.11 Indonesia 1.12 Vietnam 1.13 India 1.14 Turkey 1.15 Switzerland 1.16 Italy 1.17 Portugal 1.18 Nigeria 1.19 Spain 1.20 Malaysia 1.21 Germany 1.22 France 1.23 Peru 1.24 South Africa 1.25 U.s.a 1.26 Other Countries (as The Need Arises) 2. The Service Provider Must Be At Least Ten (10) Years In The International Courier Service Industry, Operating Globally With The Capability To Deliver To A Wide Range Of International Destinations, Especially Those Listed Above. 3. The Service Provider Must Have A Valid License To Operate Internationally; And Must Be Compliant With Local And International Shipping Standards And Regulations. 4. The Service Provider Must Have An Online Shipping Facility For Tracking And Tracing Of International Documents And Parcels. Status Of The Shipping Must Be Updated Real-time, With Online Booking And Billing Accessible To Ipophl. 5. The Service Provider Must Provide An Efficient And Responsive Customer Service Team With A Dedicated Focal Person For All Ipophl Concerns. 6. All Offered Rates/prices Must Be Inclusive Of All Applicable Taxes And Charges. 7. Documents And/or Parcels Delivered Erroneously Must Be Recovered And Re-delivered Immediately Within The Standard Delivery Time And Without Any Additional Charges Except When The Cause Of The Erroneous Delivery Is Attributed To The Sender. 8. Documents And/or Parcels Shall Be Declared •undelivered" After Three (3) Unsuccessful Delivery Attempts. Undelivered Documents And/or Parcels Shall Be Returned To Ipophl Within 30 Calendar Days From The Last Delivery Attempt. 9. The Service Provider Must Provide A Report With A Detailed Breakdown Of Charges For Checking And Verification Of The End-user, As Supporting Documentation To The Billing. 10. The Service Provider Shall Provide The Delivery Supplies (pouches, Envelopes, Boxes, Etc.) To Ipophl For Free. An Initial Delivery Of The Supplies Shall Be Made By The Service Provider Within Five (5) Calendar Days From The Receipt Of The Notice To Proceed. Thereafter, Supplies Shall Be Provided Within 2-3 Days Upon Request. 11. Show Cause And Coordinate Any Price Increase With Ipophl Including The Legal Basis For Price Hike Via Written Notice, Email And Calls Addressed To The Director Of Fmas. 12. Submit Crate Charges For Parcel Deliveries As Part Of The Proposal/quotation For Financial Checking Of Ipophl. C. Scope Of Works 1. Collection And Door-to-door Delivery Of Packages From Ipophl's Premises To International Destinations Within The Approved Delivery Time From The Notice Of Pick-up From The End-user; 2. Handling Of Documents/parcels/packages Of Various Sizes And Weights; 3. Management Of Customs Clearance And Related Documentation; 4. Offering Real-time Tracking And Status Updates For All Shipments; 5. Ensuring Safe And Secure Handling Of All Shipments To Avoid Damage Or Loss; 6. Maintaining Confidentiality For All Shipments Made; 7. Providing Insurance Options For Valuable Shipments; 8. The Service Provider Shall Process, Secure, And Shoulder The Corresponding Taxes And Fees For All The Necessary Permits As Required By Government Authorities And Private Authorities For The Shipment. D. Deliverables 1. Comprehensive Service Proposal Detailing Service Offerings, Pricing (per Destination) And Terms (for Express); 2. Regular Reports On Shipment Status, Including Delays And Issues Encountered, Which May Be Downloaded Online Or Requested Through The Customer Service Hotline; 3. Monthly Performance Reports Highlighting Service Levels, Delivery Time And Incidents, If Any; 4. At1ach Proof Of Delivery For All Shipments, Including But Not Limited To, Waybills. 5. Efficient And Responsive Customer Support Services, With A Dedicated Focal Person, To Handle All Ipophl Queries, Issues And Concerns. E. Service Level Agreements To Ensure Service Quality 1. Timeliness - 99% Of Shipments Must Be Delivered Within The Delivery Period As Indicated In The Offer/quotation Submit1ed; 2. Accuracy - 99% Accuracy In Delivery Addresses And Documentation Handling; 3. Tracking - Online Real-time Tracking Information Must Be Available For All Shipments; 4. Customer Support - Response To Queries Must Be Within 24 Hours From Call Log Or Email Log; 5. Damage/loss Rate - Less Than 0.5% Of Shipments Should Experience Damage Or Loss. F. Contract Duration The Contract Shall Be For A Period One (1) Year. The Contract Shall Commence Within Five (5) Calendar Days Upon Receipt Of The Notice To Proceed. G. Payment Terms Ipophl Agrees To Pay The Service Provider In Consideration Of The Performance Of Their Service On A Monthly Basis Based On Actual Services Rendered. Payment Shall Be Made By Ipophl Within 15 Calendar Days From Receipt Of The Complete And Correct Billing And Supporting Documents Subject To The Usual Budgeting, Accounting And Auditing Rules And Regulations. The Following Are, But Not Limited To, The Pertinent Documents For Processing Of The Payments: 1. Service Invoice Or Invoice Addressed To The Intellectual Property Office Of The Philippines; 2. Regular Reports On Shipment Status, Including Delays And Issues Encountered; 3. Monthly Performance Reports Highlighting Service Levels, Delivery Time And Incidents, If Any; 4. Proof Of Delivery For All Shipments H. Approved Budget For The Contract The Approved Budget For The Contract Of The International Courier Service Is Six Hundred Thousand Pesos (php600,000.00) Inclusive Of All Applicable Taxes And Fees. The Estimated Volume Of Transactions Are As Follows: 1. 180 Communications 2. 50 Parcels (please Refer To Annex A) I. Ipophl's Right To Terminate Contract Ipophl Reserves The Right To Terminate The Contract For Cause After Giving The Service Provider And His Surety, If Any, Fifteen (15) Days Written Notice. Sufficient Cause To Justify Termination Of The Contract Shall Be Deemed To Exist Whenever The Service Provider Does Any Of The Following: A. Declare Bankruptcy, Become Insolvent, Or Assign His Assets For The Benefit Of His Creditors; B. Disregard Or Violate Provisions Of The Contract Documents, Or Fail To Execute The Work According To The Agreed Timeframe, Including Extensions Thereof; C. Any Violation Of Irr Of Ra 9184 And Any Pertinent Laws, Rules, And Regulations By The Service Provider. J. Damages, Loss And Liquidated Damages The Service Provider Shall Be Liable For The Damaged Or Loss (unrecovered) Shipment In Accordance With Industry Standard Rates, In Addition To Any Liquidated Damages That May Be Imposed By Ipophl. In Case Of Delay In The Delivery Of Expected Service Within The Period Specified In The Contract, And Without Any Approved Time Extension In Part Or In Whole, The Contractor Shall Be Required To Pay Ipophl The Amount Equivalent To One-tenth (1/10) Of One Percent (1%) Of The Cost Of The Unperformed Portion For Every Day Of Delay As Liquidated Damages. Ipophl Shall Deduct From Any Sum Due The Contractor Any Sums Accruing For Liquidated Damages As Herein Stated. In Case The Sum Of Total Liquidated Damages Reaches Ten Percent (10%) Of The Total Contract Price, Ipophl Shall Reserve The Right To Rescind The Contract, Without Prejudice To Other Courses Of Action And Remedies Available To It. K. Information Security And Non-disclosure Agreement All Data. Documents, Records, Backup Files, Configuration Files, And Metadata (considered "information") Obtained By The Service Provider For Purposes Of Delivering The Services Are Considered Confidential Information And Shall Remain The Sole Property Of Ipophl. The Service Provider Shall Acknowledge The Importance Of Maintaining The Security And Confidentiality Of The Information And Agree To Prevent Unauthorized Transfer, Disclosure, Or Use Of This Information By Any Third Person Or Entity. The Service Provider Shall Not Use The Information For Any Purpose Other Than In Connection With The Services. The Service Provider Shall Ensure That It Will Not Retain, After Completion Of The Services With Which The Information Was Provided, All Or Any Portion Of The Information, In Any Manner Whatsoever. L. Dispute Resolution Should There Be Any Dispute Related To The Contract And/or Rights Of The Parties, The Same Shall Be Submitted To Mutual Consultation, Mediation, And Arbitration, In The Order Of Application. The Venue Of The Proceedings Shall Be In Taguig City. In Case Of A Court Suit, The Venue Shall Be The Courts Of Competent Jurisdiction In Taguig City, To The Exclusion Of All Other Courts. Any Amendment Or Additional Terms And Conditions To The Contract Must Be In Writing, Signed, And Acknowledged By Ipophl And The Contractor ("parties"). M. Separability Clause If Any Provision Of This Terms Of Reference (tor) Or The Application Of Such Provision To Any Such Circumstances Is Held Invalid, The Remainder Of The Tor Shall Not Be Affected Thereby. Ipophl Reserves The Right To Amend And Modify The Tor Subject To The Agreement Of The Parties.