APPENDIX 2
Statement of Work
“Provision of Freight Forwarding Services for the
International Atomic Energy Agency”
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Table of Contents
I.
Definitions and Abbreviations
II.
Introduction
III.
Scope of Services
A. Deliverables
B. Shipping Instructions
C. Shipping Documentation
D. Time Limits for Dispatch
E. Pre-Carriage
F. Air Freight
G. Sea Freight
H. Inland Transport
I. Additional Services
IV.
Taxes and Duties
V.
Invoicing
VI.
Reporting Requirements
A. Key Performance Indicators (KPIs) Definitions
B. Quarterly-Business Review (QBR) Meetings
C. QBR Dashboard
D. Web-Based Real Time Portal for Tracking Shipments
E.
System Notifications for Goods Pick-Up from Supplier and Goods Hand-Over to
Counterpart
F.
VII.
Inventory Status Report
Claims
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Annex 1: Scope of Services:
Transportation of Dangerous Goods Shipments (including Radioactive Sources class
7)
Annex 2: Scope of Services:
Transportation and Delivery from IAEA headquarters Vienna to Counterparts in
Member States, and From Counterparts in Member States to IAEA headquarters
Vienna (Release Purchase Orders)
Annex 3: Scope of Services:
Transportation and Delivery from Suppliers to IAEA headquarters Vienna and IAEA
Seibersdorf Laboratory
Annex 4: Sample IAEA Purchase Order
Annex 5: Freight Forwarding Routing Trends since 2012
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I.
Definitions and Abbreviations
“AWB”
Airway Bill (for air shipments)
“B/L”
Bill of Lading (for sea shipments)
“CMR”
The Convention on the Contract for the
International Carriage of Goods by Road (for
road shipments)
“Cold Chain”
Goods requiring dry ice or temperature
controlled environment for transportation
purposes
“Counterpart” or
“End-User”
Beneficiaries (entities) or final recipients of
Goods. The complete list is maintained by IAEA.
“Contract”
Contract signed by IAEA and the Contractor
“Dangerous Goods” and
“Radioactive Sources (class 7)”
Goods labelled as dangerous goods and
radioactive source for transportation purposes
“Destination Services”
Services including but not limited to
airport/port handling, airport/port
storage/demurrage fees, and customs bonded
warehouse charges
“Freight Forwarder”
The Contractor as defined in the Contact
“Goods”
Items, materials, goods or equipment
transported and delivered in accordance with
the Statement of Work
“IAEA”
International Atomic Energy Agency
“IAEA Laboratories”
IAEA laboratories in Seibersdorf (Austria) and
Monaco (Principality of Monaco)
“INCOTERMS”
2010 INCOTERMS or any subsequent revision
thereof;
“License Controlled Shipments”
Goods requiring both export and import
licenses for transportation purposes
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“National Liaison Office (NLO)”
A host Government Office that has been
appointed to coordinate IAEA TC Projects at a
Government level.
“Origin Services”
Services including but not limited to Goods
collection from Supplier warehouse, export
customs clearance, and storage at Freight
Forwarder’s warehouse, if applicable
“Point of Destination” or
“Destination”
Final destination (airport/port/place/consignee)
of delivery of Goods as defined by IAEA in the
Purchase Orders (including IAEA headquarters
and IAEA Laboratories)
“Point of Origin” or
“Origin”
Airport/Port/place of loading of Goods as
as defined by IAEA in the Purchase Order for
dispatch by the Freight Forwarder to the
recipient country (including IAEA headquarters
and IAEA Laboratories)
“Purchase Order” (PO)
A document that authorizes a purchase
transaction and sets forth the date of shipment
and associated terms and conditions
“Release Purchase Order”
Automatically generated Purchase Order
through the ERP system against the Contract
(also known as Shipment Request)
“Services”
The transportation and related origin and
destination services as provided by the Freight
Forwarder and as defined in the Statement of
Work
“Shipping Instructions”
Written instructions to the Freight Forwarder
outlining the Origin and Destination of Goods
(mainly Purchase Orders, Release Purchase
Orders)
“Supplier”
Any IAEA Supplier of Goods
“TC”
Technical Cooperation
“UN”
United Nations
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“UNDP CO”
United Nations Development Programme
Country Office(s)
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II.
Introduction
Background
IAEA was established in 1957 as the world’s centre for cooperation in the nuclear field and
works with its Member States and multiple partners worldwide to promote the safe, secure
and peaceful use of nuclear technology. An organisation within the United Nations family
with headquarters in Vienna, IAEA undertakes the procurement of equipment/supplies for
its own use in Vienna and its participating Member States in around 125 countries under TC
projects. The IAEA TC programme is the main mechanism through which the IAEA delivers
services to its Member States. Through the programme, the IAEA helps Member States to
build, strengthen and maintain capacities in the safe, peaceful and secure use of nuclear
technology in support of sustainable socioeconomic development. TC projects provide
expertise in fields where nuclear techniques offer advantages over other approaches, or
where nuclear techniques can usefully supplement conventional means. The programme
focuses on applying nuclear technology to improve human health, support agriculture and
rural development, advance water resource management, address environmental
challenges, and help sustainable energy development, including the use of nuclear power
for electricity. The programme also focuses heavily on supporting nuclear safety and
security. For more information, please visit www.iaea.org.
In 2014, IAEA handled approximately 1,400 shipments to Member States under TC projects
including a small percentage of these shipments for the Departments of Nuclear Sciences
and Applications, Nuclear Energy, Nuclear Safety and Security, and Safeguards, with
shipping costs totalling at around € 2.3 million. The organisation has neither warehouses
nor field country offices, and in general, goods are shipped directly from suppliers to
countries of destination. Customs clearance is undertaken by the Freight Forwarder on
behalf of IAEA at the country level in cooperation with the recipient country Counterparts
and in coordination with the UNDP CO where applicable.
The majority of IAEA’s suppliers are located in Austria, Germany and the United States of
America. On occasion, goods may be shipped from IAEA’s headquarters in Vienna directly
to Member States. In 2014, Africa region (42.9%) and the Americas (19.5%) represented
62.4% of all shipments under Technical Cooperation projects, followed by Asia Pacific
(20.9%) and Europe (16.7%) regions. For more information on countries with active
Technical Cooperation projects, please visit
http://www.iaea.org/technicalcooperation/Regions/index.html. A small percentage of
shipments last year were handled through Release Purchase Orders; for further information
on the requirements for these type of shipments, please refer to Annex 2 of the Statement
of Work.
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Goods are normally shipped by air. Within Europe and the Commonwealth of Independent
States (CIS) countries, road transport is the preferred mode of transport should that be
more cost advantageous and taking into consideration transit time. Due diligence is
exercised on heavy equipment (over 1,000kg) and may be transported by sea freight.
Typical Goods include general cargo such as specialised electronic equipment and laboratory
suppliers; a minor part is comprised of dangerous goods, cold chain and license controlled
shipments.
III.
Scope of Services
IAEA is seeking to get proposals from qualified companies for freight forwarding services for
general cargo, cold chain, dangerous goods (including class 7 radioactive sources) and
license controlled shipments. The intent is to maintain the current level of visibility (please
refer to page 10, point 19) for goods in transit through a web-based real time portal for
tracking shipments including customs clearance and physical hand-over to the recipient
Counterpart at the airport/port of destination.
A local collection service between IAEA headquarters and/or Seibersdorf Laboratory to and
from Vienna International Airport should also be included in the services. This may include
the transportation of dangerous goods (including class 7 radioactive sources) and cold chain
shipments between IAEA headquarters, and Seibersdorf Laboratory to and from the airport.
All communication with IAEA shall be in English, and the preferred method of
communication shall be e-mail.
A. Deliverables
The services shall include, but not limited to, capability to provide the following:
1. The Freight Forwarder will be required to provide expediting, transportation, freight
forwarding and all associated services from Origin to Destination as specified in the
Purchase Order Shipping Instructions (please refer to Section B below) using the most
direct and economical way of transport including multimodal means of transportation.
2. The Freight Forwarder will be required to manage the entire transport chain and
logistics functions from Origin to Destination. Except as otherwise provided in the
Contract, the Freight Forwarder will undertake to provide at its own cost and expense,
all personnel, equipment, supplies, materials, tools, transportation and other facilities
required for the performance and completion of the Services. The Freight Forwarder
shall acknowledge that IAEA shall have no obligation to provide any assistance to the
Freight Forwarder in performing the Services other than expressly set forthherein.
3. The Freight Forwarder will be required to hold a valid license for handling dangerous
goods including radioactive sources (class 7). UN numbers most frequently used are
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(but not limited to these): UN2908, UN2910, UND2915, UN2916, UN2978, UN3323,
UN3327, and UN3332. (mandatory)
4. The Freight Forwarder will be required to contact Suppliers to coordinate the availability
of Goods for pick up for shipping without delay as defined in the Purchase Order under
“Date of Delivery”.
5. The Freight Forwarder will be required to conduct an inspection of the goods upon
collection from Supplier. At minimum, boxes shall be counted and inspected for
damages or loss.
6. Proper packing of Goods shall be the responsibility of Suppliers or IAEA (as required). If
it deems necessary or as required, the Freight Forwarder shall arrange proper export
packing and protection of goods to prevent damage thereto or deterioration thereof. All
equipment and materials, where applicable, shall be skidded, palletized, or bundled to
allow protection in handling. The Freight Forwarder shall also be able to assist with
labelling and markings as needed.
7. The Freight Forwarder shall ensure that all markings and documentation are in
accordance with the Purchase Order Shipping Instructions; that detailed packing lists
have been supplied; and that such lists are accurate. Any discrepancies with regards to
number of boxes, packing, marking, value and documentation shall be noted on the
receiving document (Forwarder’s Certificate of Receipt/FCR or equivalent) and
immediately reported to IAEA.
8. The Freight Forwarder will be required to consolidate shipments whenever possible by
Country/Geographical Region/Supplier/Counterpart. This may include consolidation of
shipments to IAEA and/or to Counterparts. Any consolidation shall be proposed to IAEA
and agreed to in advance with a discount offered on the transportation cost.
9. The Freight Forwarder will be required to store Goods at Forwarder’s warehouse until
shipment of the Goods. The first fifteen (15) days of storage shall be provided free of
charge for all shipments. If storage will be required beyond the fifteen (15) days or as
requested by IAEA, the Freight Forwarder shall arrange for storage of the Goods, subject
to advance cost quotation and acceptance by IAEA.
10. The Freight Forwarder will be required to coordinate and expedite the authorization to
ship or “greenlight” with Suppliers, UNDP COs, Counterparts and relevant Ministries in
the countries of destination.
11. The Freight Forwarder will be required to comply with export regulations of the country
of origin (Origin), which Goods and/or Suppliers are subject to, and refrain from any act,
which can be construed as circumvention of such regulations.
12. The Freight Forwarder shall ensure that all export and import documents are in good
order before releasing shipments to carriers for transportation.
13. The Freight Forwarder will be required to provide import customs clearance on behalf of
IAEA at the airport/port of destination except for countries in which there exists an
exclusive customs broker designated by the government. The Freight Forwarder will be
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required to liaise with IAEA Departments (TC, Nuclear Sciences and Applications, Nuclear
Energy, Nuclear Safety and Security, and Safeguards), UNDP CO, National Liaison Offices,
Counterparts, among others for any assistance in the customs clearance process. For
deliveries outside Vienna, the most frequently used INCOTERMS are Delivery at Terminal
(DAT), Delivery at Place (DAP), and Carriage Paid To (CPT). It shall be specifically noted
on the Purchase Order if customs clearance is not required. The arrangements under
INCOTERMS Delivery at Terminal (DAT) are such that the designated Freight Forwarder
shall collect the Goods from Supplier’s warehouse (FCA Supplier’s warehouse) and
arrange for the export customs clearance, transportation, customs clearance at
destination and physical hand-over to the Counterpart.
14. The Freight Forwarder will be required to provide export and import customs clearance
for air shipments at Vienna International Airport for IAEA headquarters in Vienna and
the Seibersdorf Laboratory. For surface shipments, export and import customs
clearance shall be arranged at Vienna International Airport given IAEA’s known shipper
status.
15. The Freight Forwarder will be required to exercise due diligence as follows:
a) Detect any unaccustomed or unusual shipment of Goods, such as duplicate
shipments, suspected damage, etc. Such instances shall be communicated to IAEA
immediately.
b) On all shipments, inform IAEA in advance of any unexpected charges such as VAT,
etc., required as payment to import Goods in the country of destination.
16. The Freight Forwarder will be required for shipments over 1,000 kg or where full
containers are needed to exercise due diligence and propose the best and most
economical mode of transport to include but not limited to cost, transit time and the
Forwarder’s recommendation considering best practices, country of destination and
cargo type. If the Freight Forwarder has not received concurrence from IAEA on the
recommendation within five (5) working days, the Forwarder shall proceed as originally
advised. Most IAEA shipments do not exceed 500 kg, and FCL (full container load) is
rarely used and only for special projects.
17. The Freight Forwarder will be required to negotiate rates and conditions with carriers in
the best interest of IAEA.
18. The Freight Forwarder will be required to provide ad hoc transportation estimates and
freight rates (e.g. radioactive sources shipments, emergencies, major equipment) upon
request from IAEA, and, ad hoc transportation services not covered by the Contract at a
price and conditions to be further negotiated and agreed to, and subject to a separate
Purchase Order.
19. The Freight Forwarder will be required to provide and maintain a web-based real time
portal for tracking shipments allowing visibility of shipments’ movement by milestone
events (e.g. actual pick-up date, actual departure date, actual arrival date at destination,
etc.). Supporting shipping documents (e.g. AWB, B/L, packing list, Supplier invoice,
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certificate/evidence of customs clearance, proof of delivery, etc.) shall also be available
in the web-based real time portal for tracking shipments.
20. The Freight Forwarder will be required to monitor the movement of shipments from the
actual date of departure until physical hand-over to the consignee at Destination as
specified in the Purchase Order. In the event of shipment deviation, e.g. delays, short
shipments and damage while in transit, etc., the Freight Forwarder shall notify IAEA,
consignee and other parties involved and recommend a plan of action. The Freight
Forwarder shall be expected to take corrective action should that be at no cost to IAEA
and no impact on the delivery schedule.
21. The Freight Forwarder shall not take over Goods subject to pre-shipment inspection
arranged by IAEA or third party until a clean Inspection Certificate is issued by the
appointed inspection company unless otherwise agreed upon in writing by IAEA.
22. The Freight Forwarder will be required to provide professional advice about
international transportation requirements as requested.
23. The Freight Forwarder will be required to arrange pre-payment of all applicable charges
from Origin to Destination including customs clearance as required. No ‘freight collect’
shipments shall be allowed.
24. The Freight Forwarder will be required to have a dedicated customer service point of
contact and dedicated team for IAEA shipments under the Contract. The dedicated
customer service team shall be available between 8:00 and 17:00 hrs Vienna, Austriatime via telephone and e-mail. (mandatory)
B. Shipping Instructions
1. IAEA shall provide the Freight Forwarder with a copy of the Purchase Order containing
information about the Supplier’s name and address (or Shipment Request through a
Release Purchase Order), description and relevant details of the Goods, Origin and
Destination, Counterpart’s name and address, terms of delivery for Supplier and Freight
Forwarder, shipping instructions and markings (including project identifications, if
applicable), special handling instructions.
2. Purchase Orders shall indicate the expected “Date of Delivery” by the Supplier where
the Freight Forwarder will be required to coordinate availability of Goods for pick up.
Omission of any of the foregoing information shall not invalidate the Purchase Order or
diminish the Freight Forwarder’s obligations under this arrangement. The Freight
Forwarder shall carry out its services in respect of each shipment in accordance with the
instructions indicated in the Purchase Order. The Freight Forwarder shall promptly
request any clarification from IAEA as required.
3. The Freight Forwarder will be required to notify IAEA immediately if a Supplier cannot
meet a “Date of Delivery” as indicated on the Purchase Order giving reasons for the
delay and provide a new expected “Date of Delivery”.
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4. Most IAEA Purchase Orders are placed FCA Supplier’s warehouse and Delivery at
Terminal (DAT) for Freight Forwarder but other terms may also be used. If delivery is
requested directly to the Counterpart (DAP), it shall be explicitly stated in the Purchase
Order/Shipping Instructions.
C. Shipping Documentation
The Freight Forwarder will be required to:
1. Obtain or produce promptly all required shipping documentation following IAEA’s
shipping instructions including any special instructions contained in the Purchase Order,
applicable laws and regulations, and as required by the selected mode of transport,
cargo type and packing.
2. Ensure that applicable export and import licenses are available.
3. Obtain a full set of Bill of Lading, Master Airway Bill, or CMR as appropriate for the
selected mode of transportation.
4. Ensure that a full set of shipping documents and related information reach the
consignee, Counterpart and/or UNDP CO in a timely manner as defined in the Shipping
Instructions. In particular, this applies to cold chain and dangerous goods shipments.
Stale documents shall not be acceptable and any demurrage involved as a result shall be
for the account of the Freight Forwarder. Complete details shall be given in each
Purchase Order.
5. On occasion, IAEA may require the Freight Forwarder to issue additional sets of
documents. Any associated charges will be established by mutual agreement between
both parties.
D. Time Limits for Dispatch
1. The “Date of Delivery” indicated on the Purchase Order refers to the date of Goods
availability from Suppliers for collection. The Freight Forwarder shall check and define
with Suppliers the effective date of availability of Goods on a “Ready for Carriage” basis;
all export documents (e.g. packing list, commercial invoice, certificate of origin,
dangerous goods declaration, export license, etc.) must be prepared and available at the
time of Goods pick up. Goods shall be properly packed by Suppliers taking into
consideration the mode of transport (air, sea, and road). As soon as Goods are available
for collection, the Freight Forwarder shall make a notification in the web-based real time
portal for tracking shipments.
2. The Freight Forwarder shall verify in advance Goods availability for collection; IAEA shall
not reimburse the Freight Forwarder for making a trip to Supplier’s warehouse without
Supplier’s written confirmation of Goods ready for pick-up. Any delays shall be
immediately communicated to IAEA.
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3. “Greenlight” refers to the authorization to ship granted by the Counterpart in the
country of destination. Once greenlight is given, Goods shall be collected from
Supplier’s warehouse within two (2) working days, and the Freight Forwarder shall make
a notification of the event in the web-based real time portal for tracking shipments. In
the event Goods are available for collection from Supplier’s warehouse prior to receiving
greenlight, the Freight Forwarder shall make arrangements to store Goods at
Forwarder’s warehouse should the Supplier have limited space at their premises.
4. From the date of collection, the Freight Forwarder shall dispatch Goods within the
following time limits:
Air (general cargo)
Sea
Truck
Courier
Emergencies (upon specific request from IAEA)
Within five (5) working days
Within ten (10) working days
Within five (5) working days
Within two (2) working days
Within twenty four (24) hours
5. Only in exceptional circumstances may the Freight Forwarder seek an extension in
writing from IAEA requesting a new date of departure. In particular, this shall apply in
cases where the Counterpart is not ready to receive the Goods or due to unforeseen
delays (e.g. airline strikes, etc.)
6. For shipments from IAEA headquarters Vienna and IAEA Laboratories, the same time
limits for dispatch shall apply.
7. In exceptional cases, IAEA may request that dispatch is delayed; storage fees shall be
promptly communicated to IAEA.
E. Pre-carriage
The Freight Forwarder can choose between customary routes to the nearest
airport/port of Origin to Destination within the time limits set forth above under FCA
Supplier’s warehouse Purchase Orders. IAEA will not accept additional costs for crossborder pre-carriage (e.g. to another country of departure), unless agreed to in writing. In
such cases, IAEA shall be quoted in advance transport costs from collection point to
airport/port of departure.
F. Air Freight
The Freight Forwarder will be required to select only “next suitable regular scheduled
flight”. Wherever possible, all air shipments shall travel by the most direct route.
Where transhipment is inevitable, the shipping route shall be planned through airports
known for providing a swift handling service. Transhipments in Africa shall be avoided,
as well as transhipments involving multiple air carriers. For cold chain and radioactive
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sources (class 7) shipments, the Freight Forwarder shall select the most direct route to
avoid spoilage or further delays in reaching final destination. Taking the above into
consideration, the Freight Forwarder may choose a more distant airport of departure
taking pre-carriage charges into account, when this is appropriate and to the advantage
of IAEA.
G. Sea Freight
The Freight Forwarder will be required to select only “next suitable regular scheduled
vessel” with due consideration to the lowest cost and best possible transit time.
H. Inland Transport
For carriage from port of discharge up to final destination, the Freight Forwarder can
choose between customary means of conveyance and routes to ensure fast and safe
arrival. It shall be the responsibility of the Freight Forwarder to comply with
national/international regulations of countries in-transit and final destination.
I. Additional Services
Additional services may be requested by IAEA and these shall be negotiated and agreed
to prior to initiation. These services may include but are not limited to:
1. In-country logistics related to specific projects involving regional and local set-packing,
warehouse administration, detailed distribution and on-site delivery.
2. Additional services for IAEA customers for designated consignees, destinations and/or
projects.
3. Additional services may also be required in instances where geographical coverage
and/or mode of transport have been changed between Freight Forwarders.
IV.
Taxes and Duties
1. IAEA is exempt from VAT, customs duties and taxes concerning deliveries from and to
IAEA headquarters Vienna and IAEA Laboratories.
2. For Goods consigned to Counterparts outside the EU, the exemption documentation
shall be granted by UNDP CO or by the relevant Ministry in the country of destination.
3. The Freight Forwarder shall ensure that applicable charges do not include taxes, excise
or other duties imposed by government authorities.
4. Special instructions may apply where certification from the Embassy or letters of
donation is required to obtain duties and taxes exemption status of Goods imported into
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the country. IAEA shall provide instructions and support in obtaining such
documentation.
5. In exceptional cases where customs or VAT exemption status cannot be obtained due to
local country legislation, the Freight Forwarder will be required to inform IAEA and
enquire whether the organisation agrees to pay these. If approved, the Freight
Forwarder shall pay the amount which will then be reimbursed by IAEA upon submission
of evidence demonstrating the payment of taxes/duties referencing IAEA Purchase
Order number.
V.
Invoicing
1. Unless otherwise agreed, the Freight Forwarder shall submit invoices for services
rendered on a monthly basis. Invoices shall only be submitted for Goods delivered.
2. At minimum, the monthly invoice shall clearly indicate the following information and
charges for each shipment: (mandatory)
a) IAEA Purchase Order number;
b) AWB, B/L or CMR number;
c) Actual Pick-up Date;
d) Departure Date;
e) Origin (Airport/Port);
f) Destination (Airport/Port);
g) Gross Weight;
h) Volume;
i) Number of Boxes;
j) Origin Charges (pick-up charges);
k) FOB Charges (export customs clearance, handling, etc.);
l) Airfreight Charges;
m) Fuel Surcharge;
n) Security Surcharge;
o) Dangerous Goods Surcharge;
p) Customs Clearance at Destination;
q) Destination Charges (storage fees, etc.);
r) Total Amount Invoiced;
3. The Freight Forwarder shall make a note on the monthly invoice of duties and taxes (e.g.
VAT, etc.) paid for import customs clearance, extra charges for export packing or repacking as required, and for additional costs such as demurrage, customs fees, port fees,
correction letters, storage fees, customs bonded warehouse storage fees, porters for
additional stuffing, etc.
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4. Supporting documents for any of the charges in Section 2 above shall be available on the
web-based real time portal for tracking shipments. Access to the web-based portal shall
be available for a period of three years following contract expiration.
5. In case of Goods consolidation, the Freight Forwarder will be required to invoice for
each Purchase Order and/or delivery providing full details of the shipment against each
Purchase order and/or delivery.
6. For auditing purposes, supporting shipping documents shall be made retained by the
Freight Forwarder for a period of thirty-six months after contract conclusion.
7. All rates, fees and charges shall be invoiced in Euro.
VI.
Reporting Requirements
The following Reporting Requirements have been established to measure and evaluate
metrics, monitor trends and provide visibility, and are critical to the successful
implementation of IAEA projects in Member States.
A. Quarterly-Business Review (QBR) Meetings
The Freight Forwarder shall work with IAEA to review and improve the overall
performance against the Contract, supporting continuous improvement in freight
forwarding and customs clearance and the wider mission of the Agency. The primary
focus for these activities shall be the QBR meetings: these meetings are to review
performance, identify issues, find opportunities for improvement, and track actions. The
metrics outlined in Section B below are considered useful in this regard, though others
may also be agreed and adopted as the need arises. QBR meetings shall be established
to measure the KPIs and relevant activities - e.g. number of shipments, cost breakdown
(origin, freight, customs clearance, other/storage fees, and destination charges). The
objective is to discuss the KPIs set forth in detail for each geographical region – Africa,
Americas, Europe and Asia Pacific, and to review shipping trends from/to Vienna in a
format that is easy to analyse. The presentation shall also show trends and bottlenecks
in areas, which hinder the overall shipping management process.
QBR meetings shall be held at IAEA headquarters Vienna and scheduled as follows:
- QBR Q1 meeting in April
- QBR Q2 meeting in July
- QBR Q3 meeting in October, and
- QBR Q4 and Yearly Review in January of the following year.
B. Key Performance Indicators (KPIs) Definitions
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KPI I: Measures the number of days between Goods available at Supplier’s warehouse
and authorization to ship or greenlight confirmed by the Counterpart at destination. It
entails coordination with the Supplier, customs exemption procedure with UNDP CO,
Counterpart, destination agent and the availability of all documents as required.
KPI II: Measures the number of days from greenlight authorization and shipment’s
actual departure until confirmation of arrival at destination.
KPI III: Measures the number of days from shipment’s arrival at destination until
physical hand-over of Goods to the Counterpart at destination. The KPI takes into
account customs clearance.
KPI IV: Measures the time duration from Purchase Order issued by IAEA until physical
hand-over of Goods to the Counterpart. It captures Supplier/manufacturer production
lead time, the duration of obtaining greenlight or authorization to ship, transit time,
customs clearance, and Goods hand-over to the Counterpart.
C. QBR Dashboard
Following each QBR meeting the Freight Forwarder shall present a ‘snapshot’ of the past
quarter activities representing the greenlight authorization and number of shipments
per geographical region, breakdown of the shipping cost, and the time duration from
Purchase Order until hand-over of Goods to the Counterpart.
D. Web-Based Real Time Portal for Tracking Shipments (mandatory)
1. The Freight Forwarder shall offer user access to an existing web-based real time portal
for tracking shipments with, at minimum, the following features:
a) User access to a web based (using typical for office purposes browsing applications –
e.g. Internet Explorer, Google Chrome, Safari, etc.) tracking shipments solution using
IAEA Purchase Order number.
b) Management of user accounts and their access hierarchy – e.g. read only access to
the majority and more detailed information including reporting capability for
selected users.
c) User authentication at sufficient security level with an interface friendly access (also
for non-IT minded user community).
d) Reporting capability for tracking shipments based on periods, destinations,
timeliness and other parameters sufficient to make judgments regarding quality of
service and Freight Forwarder’s level of performance.
e) Ability to send notifications on the status of shipments for pre-defined criteria in the
shipment process - e.g. shipment has left its origin point, shipment has reached its
final destination, shipment experiences a delay of over five (5) days at any of those
points of the process.
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2. Optional parameters for the web-based portal for tracking shipments to be further
considered :
a) Apps for slim end user devices – Android, iOS or Windows based offering some of
the functions (or all of them) mentioned above.
b) Regular reports automatically generated by the software platform on the status of
shipments being sent to a selected user and stakeholder community for quality
control purposes and quality assurance benchmarking.
c) The ability of the system to provide a cost estimate of the origin, shipping, customs
clearance, and destination charges as soon as the Purchase Order has been received
by the Freight Forwarder but no later than shipment’s departure from Origin.
3. The Freight Forwarder shall provide access and maintain a web-based real time
monitoring, track and trace portal for IAEA shipments. The system shall be capable of
recording and showing all information to monitor the transportation activities from
Purchase Order receipt date until Goods arrival at destination and physical hand-over to
the Counterpart. A track and trace summary shall be available, via web link, with the
only security measure being entering a valid IAEA Purchase Order number. The Freight
Forwarder shall be responsible for all costs related to the provision, set up, usage and
maintenance at its own premises. The system shall be available on a 24 hours/7 days a
week basis.
4. The system shall be accessible by IAEA independently with no support or assistance from
the Freight Forwarder.
5. At minimum, the following information shall be available for each Purchase Order or
Release Purchase Order:
a) IAEA Purchase Order;
b) Expected pick up date at Origin (from Supplier);
c) Actual pick up date at Origin (from Supplier);
d) Expected date of arrival at Destination;
e) Actual arrival at Destination;
f) Date of customs clearance;
g) Actual date of physical hand-over to the Counterpart;
6. The system shall be capable of producing performance reports related to the established
KPIs including:
a) Supplier Performance:
Expected vs Actual “Date of Delivery” to Freight Forwarder;
b) Freight Forwarder Performance:
Booked and picked up as scheduled;
c) Carriers Performance:
Shipped as booked, departure and arrival as scheduled;
18
d) Shipping documents such as packing list, commercial invoice, AWB/B/L/CMR,
customs clearance and proof of delivery shall be available in the system thirty six
(36) months following delivery of Goods to Counterpart.
E. System Notifications for Goods Pick-Up from Supplier and Goods Hand-Over to
Counterpart (mandatory)
1. The Freight Forwarder shall provide daily e-mail notification to a designated IAEA e-mail
address of when Goods are available for pick-up or have been picked up, and when
Goods have been delivered.
2. The e-mail shall contain the following information:
a) IAEA Purchase Order number;
b) Actual pick up or Goods available date for pick-up;
c) Actual delivery date;
d) AWB number (if available at the time of e-mail notification);
e) Number of packages;
f) Weight;
g) Airline Carrier;
h) The Freight Forwarder shall provide Monthly Reports to a designated IAEA e-mail
address on Goods available from Supplier, Goods already picked-up, and Goods
delivered to Counterpart.
F. Inventory Status Report (mandatory)
1. The Freight Forwarder shall offer user access to an existing web-based real time portal
for tracking shipments with, at minimum, with the following features:
a) User access to a web based (using typical for office purposes browsing applications –
e.g. Internet Explorer, Google Chrome, Safari, etc.) tracking shipments solution using
IAEA Purchase Order number.
b) Management of user accounts and their access hierarchy – e.g. read only access to
the majority and more detailed information including reporting capability for
selected users.
c) User authentication at sufficient security level with an interface friendly access (also
for non-IT minded user community).
2. The reporting functionality shall allow, at minimum, any combination of the fields
specified below to be selected, and ranges within them to be specified:
a) IAEA Purchase Order number and line number;
b) Date Goods are available from Supplier;
c) Actual pick-up date by the Freight Forwarder;
d) Actual arrival date at destination;
19
3.
4.
5.
6.
VII.
e) Date of customs clearance;
f) Actual date of physical handover to the Counterpart;
g) Point of Goods pick-up;
h) Airport/Port of embarkation;
i) Airport/Port of debarkation;
j) AWB or B/L number/reference;
k) IAEA project reference (if applicable);
l) Supplier (or Consignor);
m) Consignee, and
n) Total charges for the entire shipping and customs clearance process;
Reports shall be available for download in an electronic format compatible with MS
Excel 2010 and later releases.
Data as at the end of each calendar month shall be available no later than five (5)
working days after the end of that month, and such data as at the end of each calendar
month shall be available for a period of at least 30 days from each month end.
Additionally, the Freight Forwarder shall send a report to a designated e-mail address
within five (5) days of the end of each calendar month that contains the following data
as at the end of that calendar month:
a) IAEA Purchase Order number and line number;
b) Date Goods are available from Supplier;
c) Actual pick-up date by the Freight Forwarder;
d) Actual arrival date at destination;
e) Date of customs clearance;
f) Actual date of physical handover to the Counterpart;
g) Point of Goods pick-up;
h) Airport/Port of embarkation;
i) Airport/Port of debarkation;
j) AWB or B/L number/reference;
k) IAEA project reference (if applicable);
l) Supplier (or Consignor);
m) Consignee, and
n) Total charges for the entire shipping and customs clearance process;
The Freight Forwarder shall provide reports as specified above on an ad-hoc basis as
required, particularly during the month of December, within five (5) working days of
request.
Claims
IAEA carries its own cargo insurance for lost or damaged shipments while in transit.
20
The Freight Forwarder shall provide the following information and documentation to
IAEA in the event of loss or damage of Goods while in transit:
A) Report immediately to IAEA any insufficient or improper packing of Goods in advance of
making arrangements for transportation to final destination.
B) Report to IAEA shipments that are lost or damaged while in transit without delay to
ensure all rights against carriers are properly preserved and exercised.
C) Respond to IAEA’s Letter of Protest, questions or requests that may arise related to lost
or damaged shipments in a timely fashion.
D) The Freight Forwarder shall liaise with carriers on tracking lost shipments and keep IAEA
informed of the outcome.
E) Upon request, the Freight Forwarder shall provide copies of shipping documents and
correspondence with carriers for lost or damaged Goods.
F) The Freight Forwarder shall liaise with the surveyor of the designated IAEA cargo
insurance company when inspection of damaged Goods is deemed to be necessary.
21
Annex 1
Scope of Services
Transportation of Dangerous Goods Shipments
(including Radioactive Sources Class 7)
The requirements outlined below apply in addition to the Scope of Services defined in this
document.
IAEA is involved in the procurement and delivery of dangerous goods shipped from
Suppliers/IAEA Laboratories to Member States, and from Suppliers to IAEA Laboratories.
Dangerous Goods shipped by IAEA include but are not limited to:
- Laboratory Chemicals
- Biological and Cold Chain (e.g. flies, vaccines, blood, pathological samples)
- Radioactive Sources
The majority of radioactive sources are medical isotopes and calibration sources, which
contain a relatively low level of radioactivity (mostly below exemption level).
Occasionally, IAEA may request assistance from the Freight Forwarder to arrange
transportation for isotopes utilized for irradiation, and recovery and transportation of
radioactive sources back to the country of origin.
Costs and arrangements for the transportation of radioactive sources shall always be
negotiated and agreed upon prior to shipment.
1. International Modal Regulations for the transportation of dangerous goods must be
adhered to at all times by the Freight Forwarder and any alliance or sub-contracting
partner.
2. Whenever possible, radioactive sources shall travel by the most direct route. Where
transhipment is required, the booking shall be planned through airports/ports with
adequate infrastructure. Shipments shall be scheduled to arrive outside weekends and
public holidays in the country of destination, and bookings shall be made well ahead of
the date of departure.
3. Documents shall be sent at least five (5) working days in advance of arrival at
destination; for some countries, the advance notification may be even longer.
4. It is the Suppliers’ and Counterparts’ responsibility to arrange for export and import
licenses of dangerous goods in liaison with the Freight Forwarder.
5. The Freight Forwarder will be required to appoint dedicated personnel for continuous
monitoring of radioactive sources shipments from Origin to Destination with any
22
impediment to transportation or deviation of any kind immediately communicated to
IAEA.
6. Any additional requirements with regards to collection or delivery of dangerous goods
shall be stated in the Shipping Instructions on the Purchase Order. This may include the
terms of delivery for Freight Forwarder – INCOTERMS DAT or DAP.
7. For dangerous goods including radioactive sources, IAEA reserves the right to exercise
discretion and utilize the services of a Freight Forwarder of its choice to receive highest
quality of service due to the nature of the shipments.
8. If necessary and upon request, IAEA will provide assistance in the delivery of dangerous
goods, and in particular, radioactive sources.
23
Annex 2
Scope of Services
Transportation and Delivery
From IAEA headquarters Vienna to Counterparts in Member States, and
From Counterparts in Member States to IAEA headquarters Vienna
(Release Purchase Orders)
The requirements outlined below apply in addition to the Scope of Services defined in this
document.
The Division of General Services (MTGS) handles the transportation of Goods for the entire
organisation with shipping requests coming to the Division through the Agency-wide
Information System for Programme Support (AIPS) ERP system.
Goods to/from Counterparts in Member States are shipped using INCOTERMS Delivery at
Place (DAP). In exceptional circumstances, INCOTERMS Delivery at Terminal (DAT) may be
used. IAEA shall inform the Freight Forwarder in such instances.
A) IAEA shall provide the following information to the Freight Forwarder to request a
shipping rate:
- Weight, dimensions, number of packages, type of commodity, and UN number (for
dangerous goods);
- Collection and Delivery Address;
B) The Freight Forwarder shall submit a shipping rate within three (3) working days. Should
there be a request to ship Goods urgently, the rate may be required sooner, and the
Freight Forwarder shall be informed of this.
C) Release Purchase Order shall be issued to the selected Freight Forwarder ensuring best
value for money is obtained for IAEA. The Release Purchase Order shall include shipping
instructions as well as relevant attachments (e.g., customs declaration, pro-forma
invoice, packing list, etc.). There shall be no notification to the Freight Forwarder if the
shipping rate submitted has been unsuccessful on the occasion of handling a particular
shipment.
24
Annex 3
Scope of Services
Transportation and Delivery
From Suppliers to IAEA headquarters Vienna and IAEA Seibersdorf Laboratory
The requirements outlined below apply in addition to the Scope of Services defined in this
document.
Goods for IAEA headquarters Vienna and IAEA Seiberdorf Laboratory are shipped using
INCOTERMS Delivery at Place (DAP).
IAEA tax exemption status:
- IAEA is exempt from custom duties and import taxes in Austria;
- IAEA is exempt from VAT on purchases/shipments within the European Union;
- IAEA is not exempt from VAT on purchases and deliveries within Austria (IAEA pays
VAT charges and then seeks reimbursement from the Austrian Government);
1. The Freight Forwarder will be required to collect shipments from Suppliers and arrange
transportation to IAEA headquarters Vienna or IAEA Seibersdorf Laboratory. This shall
include import customs clearance at Vienna International Airport and transportation to
IAEA headquarters Vienna or IAEA Seibersdorf Laboratory.
2. If Goods are shipped using INCOTERMS Carriage Paid To (CPT), the Freight Forwarder
shall be responsible for arranging import customs clearance at Vienna International
Airport, shipment collection and delivery to IAEA headquarters Vienna or Seibersdorf
Laboratory.
3. The Freight Forwarder shall establish a pick-up or delivery service on a daily basis or as
required between IAEA headquarters Vienna and IAEA Seibersdorf Laboratory and
Vienna International Airport.
25
Annex 4
Sample IAEA Purchase Order
26
INTERNATIONAL ATOMIC ENERGY AGENCY
WAGRAMERSTRASSE 5, P.O. BOX 100
1400 VIENNA, AUSTRIA
TEL: (+43-1) 2600-0
FAX: (+43-1) 2600-7
Supplier's Name
Supplier's Address
Supplier's Contact Name
Supplier's E-mail Address
PURCHASE ORDER
No.: 201502447-NG
Date: 2015-06-11
Consignee:
Your invoice and all
documents must show
this full number to
enable payment by
IAEA
UN Development Programme in 'Country'
UNDP's Address
UNDP's Contact Information
OR
Consigned Directly to Institute
Phone:
Fax:
Email:
Ship to:
Hasanuddin University
Kampus Tamalanrea
90245 Makassar
Indonesia
Attn:
Marking:
Invoices should be submitted to:
IAEA MTBF General Accounts Payable
Wagramer Strasse 5
P.O. Box 100
1400 Vienna
Email: AccountsPayable@iaea.org
For IAEA Project INS5039
Date of delivery:
Terms of Payment:
Guarantee and other
conditions:
2015-01-06
Net 30 days
1 Year
Responsible contracting staff: Galanova, Nikolina
N.Galanova@iaea.org
Order acknowledgement (please sign here and return as order
confirmation):
(name + signature)
ITEM
2
Subtotal(EUR):
GRAND TOTAL(EUR):
DESCRIPTION
UNIT
Portable Phtosynthesis System Analyser, TC Project INS5039,
each
Faculty of Agriculture, Hasanuddin University, Kampus Tamalanrea,
Kassar 90254, Indonesia
QTY
1
UNIT PRICE AMOUNT(EUR)
Additional Information:
CONDITIONS OF CONTRACT
The Supplier named on the face of this order, hereinafter referred to as "the Contractor", acknowledges and agrees that the acceptance
of this Purchase Order shall be evidenced by either the return to the IAEA of a signed acknowledgment copy, or a written confirmation
issued by the IAEA to the Contractor of the Contractor's verbal acceptance or performance, in whole or part, of the obligations of the
Contractor set out in the Order. Acceptance of the Order shall constitute a contract between the Contractor and the IAEA. The
Contractor acknowledges and agrees that the General Conditions of Contract that have been delivered together with this Order form an
integral part of this Contract and shall govern the rights and obligations of the parties to this Contract. No exceptions or additional
provisions proposed by the Contractor shall be binding, unless agreed in writing by a duly authorized Contracting Officer of the IAEA's
Office of Procurement Services.
The following documents shall govern the Purchase Order and are listed in order of precedence in case of a conflict:
1. This Purchase Order;
2. The IAEA General Conditions of Contracts;
Page 1 of 2
3. The IAEA Specification/Statement of Work;
4. The Contractor's quotation.
FREIGHT PROCEDURES
Delivery Information:
-Pick up address or pickup place (supplier's warehouse):
-Gross Weight kg (inclusive of packaging, dry ice etc.):
-Dimensions (length x width x height cm):
-INCOTERMS 2010: FOR FREIGHT FORWARDER: DAT OR DAP
-Commodity:
-Mode of Transportation: FOR FREIGHT FORWARDER: AIR FREIGHT/SEA FREIGHT
ACCEPTABLE/NOT ACCEPTABLE
Order Tracking:
IMPORTANT NOTE TO COUNTERPART:
END-USER REQUIREMENTS:
Voltage for equipment: Depends on end-user location;
Preferred language for manuals and software: English;
FOR IAEA:
Donation Letter is required.
Donation letter shall be provided to BATAN with a copy of the Purchase Order.
COMMUNICATION REQUIREMENTS:
Copy of all correspondence (purchase order, shipping advice, etc.) should be sent to:
IMPORTANT DETAILS FOR THE UNDP OFFICE:
Unless a national designated customs broker is in charge or if the vendor is made responsible for shipment on DAT or CPT terms, THE
UNDP OFFICE IS REQUESTED TO obtain a tax exemption certificate for the purpose of customs clearance by our project counterpart
or assist the IAEA through its global freight forwarder SDV or its local agent.
The charges for the service shall be billed in accordance with the prevailing UNDP Universal Price List to the IAEA using the "billing
module" in ATLAS and using Fund Code 12000 with IAEA as the donor (code 01852 or IAEA). The number of this purchase order
should be used as the Agency ULO number/Agency Reference No. and "Customs Clearance" entered in the line description.
In line with the provisions of the Revised Supplementary Agreement concluded between the IAEA and the recipient government, all
other related charges (e.g., inland transport to the counterpart) shall be borne by the counterpart. The UNDP is not authorized to make
such expenditures on IAEA's behalf, and will not be reimbursed, unless prior express approval has been obtained from the IAEA.
The IAEA focal point for UNDP in New York are Haridasan Gopalakrishnan and Seow Cheng, they can be contacted at the Email:
SCA@UNDP.org.
IAEA POINTS OF CONTACT
Contracting Officer
Technical Officer
Project Management Officer
Attachments:
Offer
File Description
File Name
141231A_RFQ-23975-NG original.pdf
AT-GCC GOODS & SERVICES
IAEA GCC - Goods and Services.pdf
Page 2 of 2
Annex 5
Freight Forwarding Routing Trends Since 2012
The table below is representative of routing trend destinations having shipped ten (10)
shipments or more since 2012. The information is only for indicative purposes and does not
characterize any trends moving forward as shipping destinations depend on the ongoing
projects, which change over time.
FROM VIENNA
306
8
3
25
4
1
4
4
2
7
7
11
7
4
1
3
4
1
38
8
5
7
7
6
3
4
7
VIE-ABV
VIE-ACC
VIE-ADD
VIE-ALA
VIE-ALG
VIE-ATL
VIE-CAI
VIE-CMN
VIE-COO
VIE-DAR
VIE-DEL
VIE-DKR
VIE-DYU
VIE-EVN
VIE-FNA
VIE-HAV
VIE-HRE
VIE-ICN
VIE-IKA
VIE-ISB
VIE-JNB
VIE-KBP
VIE-KIV
VIE-KRT
VIE-LIM
VIE-LUN
VIE-MCM
VIE-MGA
VIE-MRU
VIE-NBO
VIE-NRT
VIE-OUA
VIE-SFO
VIE-SJO
2
5
2
47
15
1
27
277
6
9
32
7
8
6
5
4
8
1
23
3
2
7
7
1
12
2
7
9
3
2
4
6
3
12
3
5
7
26
6
5
4
187
4
10
15
9
3
3
5
6
5
19
3
7
3
11
10
4
3
3
2
5
6
1
4
5
8
3
1
4
5
770
18
22
72
20
12
10
12
11
13
20
12
49
10
10
13
22
12
50
10
16
19
13
10
12
16
11
16
10
18
12
74
10
20
10
VIE-TLV
VIE-TNR
VIE-TPE
VIE-TUN
VIE-WDH
VIE-YYZ
10
14
1
5
23
264
6
7
22
4
9
6
4
55
8
23
10
11
15
43
5
6
7
23
197
9
17
51
6
8
7
2
7
5
TO VIENNA
ALA-VIE
AMS-VIE
ATL-VIE
BOM-VIE
BOS-VIE
CDG-VIE
CLE-VIE
FRA-VIE
GIG-VIE
ICN-VIE
IKA-VIE
LAX-VIE
LHR-VIE
NRT-VIE
ORD-VIE
SFO-VIE
YUL-VIE
YYZ-VIE
THIRD
CDG-EVN
CDG-MGA
CDG-TIA
FRA-DYU
FRA-HAV
FRA-KRT
FRA-LPB
LHR-LIM
LHR-NBO
WAW-TIA
Grand Total
767
28
9
4
1
4
5
9
200
6
5
21
4
8
5
4
20
6
9
11
9
10
44
7
5
5
21
175
4
37
5
5
10
4
9
4
7
27
652
3
8
5
4
85
6
2
5
2
2
13
4
3
8
5
23
2
1
9
30
6
4
3
10
302
22
12
15
10
14
32
549
12
12
49
10
22
13
10
88
18
32
24
28
30
110
14
12
12
53
402
13
60
56
11
22
11
11
11
15
37
1721