PUR1409/13

Request for Information (RFI)

Provision of Courier Services

to the

European Bank for Reconstruction and Development

1 October 2014

0. Definitions

“Bank” or “EBRD” means the European Bank for Reconstruction and Development with its headquarters at One Exchange Square, London, EC2A 2JN.

“Supplier” means a company that can provide courier services.

“RFI” means Request for Information.

1. Introduction

The European Bank for Reconstruction and Development (the "Bank") is an international financial institution. The Bank was established by treaty in 1990, with its headquarters in London, to foster the transition towards open market oriented economies and to promote private and entrepreneurial initiatives in Central and Eastern Europe, the Baltic States and the Commonwealth of Independent States that are committed to and applying the principles of multiparty democracy, pluralism and market economics.

The Bank has 67 members (65 countries, the European Community and the European Investment Bank). Further information about the Bank's roles and activities can be found on the Bank's website: www.ebrd.com.

2. Confidentiality

The information provided in this RFI, its schedules and annexes and the subsequent document(s) are provided to the supplier by the Bank as information of confidential nature. This also applies to all communications (whether written or oral) between the Bank and the recipients of this RFI. Information received from the Bank may not be divulged to a third party without the prior express written consent of the Bank.

3. EBRD Logo Protection

Please be advised that the EBRD logo is a registered service mark and as such should not be reproduced without the express written permission of the Bank. Furthermore, without the prior written consent of the Bank, the recipients of the RFI cannot use the Bank's name in any public announcements, promotional, marketing or sales materials.

4. Purpose of this RFI

The purpose of this RFI is to gather information from the market to allow the Bank to make a decision when potentially tendering its International Courier Services during the coming months:

·  Assess different models of service delivery;

·  Assess different booking, tracking systems and billing and invoicing processes available in the market; and

·  Assess the ability of the market to deliver diplomatic services,

5. Description of the RFI Process

5.1 Timescale

The timeline for this RFI is the following:

Activity / Date
Launch of RFI on EBRD’s web page / 1 October2014
Deadline for questions from Suppliers / 10 October 2014 at 13:00h
Responses to questions issued to Suppliers / 14 October 2014
Deadline for responses to RFI / 17 October 2014 at 13:00h
Presentations/interviews / TBC

5.2. Questions from Suppliers

Suppliers must send any questions concerning this RFI to the following sole source of contact:

Darren Fox

E-mail:

All questions must be sent by e-mail to the address designated above. Questions not sent in the timeframe indicated in para 6.1 above will be disregarded by the Bank.

All questions provided in the required format and the timeframe will be answered by the Bank by e-mail. The Bank will circulate all questions and answers to all the prospective suppliers to ensure all participants in the pre-qualifications process have access to the same information.

5.3. Submission of requested input in RFI questions

All responses must be sent by e-mail, using the template in Annex A, labelled as “Requested Input on RFI Questions”, by the date indicated in paragraph 6.1 above. All the required questions must be answered in the template and immediately below every question. Together with the template, Suppliers can add any other information relevant to this RFI up to twenty (20) pages.

In submitting their RFI response, prospective Suppliers indicate their intention to accept all the terms contained in this RFI.

5.4. Presentations/interviews

Prospective Suppliers may be invited to make a presentation and/or come to the Bank’s Headquarters for an interview with the intention of understanding better the responses provided in the RFI. The Bank may ask the prospective Suppliers to provide any additional relevant information in the invitation e-mail.

6. Technical information

6.1. The Bank’s current courier services provision

This service is for the provision of International Courier services and will involve a total solution for the supplier to manage the end to end process for the collection and delivery of the Bank’s International courier services between the Bank HQ and Overseas (see Annex A) offices as well as other locations as required and as per the requirements set out in this document.

The international courier service provider will be required to supply the following services as a minimum to each of the premises;

-  Envelope shipments

-  Document / Non Document shipments

-  Parcel and Large shipments (Including IT Equipment)

Please note that domestic (UK) courier services are not included in this RFI.

On average the bank sends approx. 665 International & European Express courier shipments per month. Approx. 35% of these shipments are between EBRD Offices and have diplomatic privileges and immunities and should be treated as such, as per the Vienna convention

7. Miscellaneous

The Bank reserves the right to change this RFI documentation, including the deadlines and requirements provided herein.

Nothing in this RFI shall be construed as a waiver, renunciation or modification by the Bank of any immunities, privileges and exemptions of the Bank accorded under the Agreement Establishing the European Bank for Reconstruction for Development, international convention or any applicable law.


Annex A

“Requested Input on RFI Questions”

1.  Please describe in detail the process that would be followed to move EBRD’s courier requirement through your company with none or minimal impact to service.

2.  Please provide a detailed explanation of how individual courier shipments would be handled from point of booking to delivery for both standard services and diplomatic services.

3.  Please describe the customer service structure in place and the level service we would be likely to receive for both Diplomatic and non-diplomatic shipments

4.  Please describe both the booking and tracking systems that would be available to the Bank for all shipments.

5.  Please describe your billing and invoicing process in detail including fuel surcharge calculations.

6.  How will the Bank’s exemption from all import duties and taxes, & from all import prohibitions and restrictions under its diplomatic immunity be dealt with by your organisation

7.  Describe any issues that you have experienced in delivering to the countries listed (Annex A) and describe the steps taken to resolve the issues.

8.  Please provide details of how many diplomatic accounts you currently have.

9.  Please confirm if you are able to provide standard and diplomatic courier services to and from the following destinations (see table at next page) including insurance and confirm if this would be through a 3rd party or direct resources.

(There is a question 10 after next page´s table)

Country / Diplomatic / Standard
Can you provide a diplomatic service to the location shown / Can you provide Insurance to this location / Direct service or through 3rd Party / Documents / Non Documents / Can you provide Insurance to this location / Direct service or through 3rd Party
Albania
Armenia
Azerbaijan
Belarus
Bosnia & Herzegovina
Bulgaria
Croatia
Cyprus
Egypt
Estonia
FYR Macedonia
Georgia
Hungary
Jordan
Kazakhstan
Kosovo
Kyrgyz Republic
Latvia
Lithuania
Moldova
Mongolia
Montenegro
Morocco
Poland
Romania
Russia
Serbia
Slovak Republic
Slovenia
Tajikistan
Tunisia
Turkey
Turkmenistan
Ukraine
United States of America
Uzbekistan

10.  Please detail any additional services or benefits that set your company apart from other courier providers.

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