Section one: Contracting authority
one.1) Name and addresses
British Council
1 Redman Place
London
E20 1JQ
Contact
Richard Hulme
Richard.Hulme@britishcouncil.org
Telephone
+44 1619577886
Fax
+44 1619577886
Country
United Kingdom
Region code
UKI - London
Charity Commission (England and Wales)
209131
Internet address(es)
Main address
https://tap.tcsapps.com/tap2/#/bc-supplier-registration
Buyer's address
https://tap.tcsapps.com/tap2/#/bc-supplier-registration
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://tap.tcsapps.com/sourcing/Supplier/Login
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://tap.tcsapps.com/sourcing/Supplier/Login
Tenders or requests to participate must be submitted to the above-mentioned address
one.4) Type of the contracting authority
Body governed by public law
one.5) Main activity
Other activity
Charity
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
2024_SSA ITT for Courier Services
Reference number
ITT1021659
two.1.2) Main CPV code
- 64120000 - Courier services
- DA01 - International
- DA15 - Domestic
two.1.3) Type of contract
Services
two.1.4) Short description
Through this invitation to tender (ITT) British Council is looking to hire a professional courier company to provide efficient and cost-effective delivery solution for business-critical service, who can manage the complete courier operation in SSA within local markets and the Region. 2.2 The purpose and scope of this ITT and supporting documents is to explain in further detail the requirements of the British Council and the process for submitting a tender proposal. 2.3 The objective is to create a framework of supplier(s) for British Council who can provide courier services in International market, within local markets and the Region most effectively to ensure value for money. The tendering process is to create a framework of supplier(s) for our services; International Courier ServicesLocal/ Domestic/Regional Courier Services 2.4 How the framework Contract is expected to be structured: The Framework Contract is a 3-split in 3 different Clusters within SSA. Further information around what general service requirements under this framework can be found in section 7 of this document. For clarity each of the Lots are as below: Lot Number Lot 1 Lot 2 International Courier ServicesLocal & Regional Courier Services Southern Africa Cluster-Zimbabwe, Zambia, Mozambique, Malawi, Botswana, Mauritius, South AfricaLot 3 Local & Regional Courier Services East Africa Cluster-Kenya, Sudan, Rwanda, Tanzania, Uganda, EthiopiaLot 4 West Africa Cluster-Nigeria, Ghana, Cameroon, Senegal
two.1.5) Estimated total value
Value excluding VAT: £2,800,000
two.1.6) Information about lots
This contract is divided into lots: Yes
Tenders may be submitted for maximum number of lots
4
Maximum number of lots that may be awarded to one tenderer: 4
The contracting authority reserves the right to award contracts combining the following lots or groups of lots:
All lots
two.2) Description
two.2.1) Title
SSA-International Courier
Lot No
1
two.2.2) Additional CPV code(s)
- 64120000 - Courier services
two.2.3) Place of performance
NUTS codes
- UK - United Kingdom
Main site or place of performance
Confidential Exams shipments from UK to Overseas and Vice versa
two.2.4) Description of the procurement
International Courier Services
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
36
This contract is subject to renewal
Yes
Description of renewals
Subject to 1 renewal not exceeding 12 months
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
two.2) Description
two.2.1) Title
Lot 2-National and Regional Courier Services Southern Africa
Lot No
2
two.2.2) Additional CPV code(s)
- 64120000 - Courier services
- DA15 - Domestic
- DA16 - Non-domestic
two.2.3) Place of performance
NUTS codes
- ZW - Zimbabwe
Main site or place of performance
Local & Regional Courier Services Southern Africa Cluster-Zimbabwe, Zambia, Mozambique, Malawi, Botswana, Mauritius, South Africa
two.2.4) Description of the procurement
Local & Regional Courier Services within country and within Southern Africa Cluster countries-Zimbabwe, Zambia, Mozambique, Malawi, Botswana, Mauritius, South Africa
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
36
This contract is subject to renewal
Yes
Description of renewals
Subjected to 1 renewal not exceeding 12 months
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
two.2) Description
two.2.1) Title
Lot 3-National and Regional Services Courier
Lot No
3
two.2.2) Additional CPV code(s)
- 64120000 - Courier services
two.2.3) Place of performance
NUTS codes
- KE - Kenya
Main site or place of performance
Local & Regional Courier Services East Africa Cluster-Kenya, Sudan, Rwanda, Tanzania, Uganda, Ethiopia
two.2.4) Description of the procurement
National courier services within country and within East Africa region countries
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
36
This contract is subject to renewal
Yes
Description of renewals
Subject to 1 renewal not exceeding 12 months
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
two.2) Description
two.2.1) Title
Lot 4-National and Regional Courier Services-West Africa
Lot No
4
two.2.2) Additional CPV code(s)
- 64120000 - Courier services
- DA15 - Domestic
two.2.3) Place of performance
NUTS codes
- NG - Nigeria
Main site or place of performance
West Africa Cluster-Nigeria, Ghana, Cameroon, Senegal
two.2.4) Description of the procurement
National courier within country and Regional within Cluster countries
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
36
This contract is subject to renewal
Yes
Description of renewals
Subject to 1 renewal not exceeding 12 months
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
Section three. Legal, economic, financial and technical information
three.1) Conditions for participation
three.1.1) Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
List and brief description of conditions
The lots for the Tender are as follows;Lot 1 Lot 2 International CourierLocal & Regional Courier Services Within Southern Africa Cluster-Zimbabwe, Zambia, Mozambique, Malawi, Botswana, Mauritius, South AfricaLot 3 Local & Regional Courier Services Within East Africa Cluster-Kenya, Sudan, Rwanda, Tanzania, Uganda, EthiopiaLot 4 Within West Africa Cluster-Nigeria, Ghana, Cameroon, Senegal7.3.2 A supplier is permitted to tender for one or more lots so long there is clear demonstration of competitiveness, enhanced discounts in services provided and compliance to the requirements of the tender. A response will only be evaluated for the Lot for which it is tendered for. 7.3.3 A supplier may be contracted for more than one Lot depending on the response competitiveness and compliance with the requirements. 7.3.4 In-country/ national lots could be tendered individually and should comply with all the incountry/ national requirements but should be able to provide the service in at least two countries in the said cluster. 7.4 Grounds for disqualification The British Council may disqualify a potential supplier when it is substantially established that they do not demonstrate capability to the following; a) On-time delivery, at 7.30 a.m., local time for exam materials with practicable demonstrated capability. b) Security and safety due to the confidentiality of the materials BC is in business of. c) Traceability such that at any one point, BC is able to locate where the consignment is etc. d) E-shipment capability. d) Charging service in another currency that is not local currency for the country
three.1.2) Economic and financial standing
Selection criteria as stated in the procurement documents
three.1.3) Technical and professional ability
Selection criteria as stated in the procurement documents
three.2) Conditions related to the contract
three.2.1) Information about a particular profession
Execution of the service is reserved to a particular profession
three.2.2) Contract performance conditions
The expectations are: - • Delivery of Exams materials from source to in-country/ local, to the airport to British Council offices strong rooms countries. • Notification of all arrivals with 48hrs’ notice in writing. • Distribution of Exam materials to venues before the exams takes place as per a prior agreement with the British Council. i. Despatch of Question Papers/ Material to outreach centres/ venues based on provided schedules that will be shared in advance, it may include weekends as well. ii. Any late/ unexpected despatch/ receipt should be dealt with as the main consignment and the same workflow should be adopted. • All boxes containing Exams materials will be transported in locked vehicles or suitable equivalence such as motor bikes where applicable. The vehicle or motor bikes must have a tracker to map out the journey details such as time taken, route adopted and number of timed stoppages. The vehicle (motor bike rider) should have a mobile phone in order to allow timely reporting of internal dispatch status including challenges. • The courier company should have a backup vehicle/s (or motor bikes and motor bike riders) in case of emergencies or break–downs or down time. • Airway bill should be valid for extended period of time to allow for the transaction to be complete at no extra cost. • Time-bound deliveries that need to get to destination venues by 0730 hrs must be met which includes the provider having capability to safely store the material overnight waiting for on time delivery to in country locations. • Provide advice and facilitate/ coordinate all customs processes such as declaration, clearance etc for all parcels and/ or materials that BC engages in from source point to destination. 7.2.3 Packaging of Exam materials/ consignment • Where BC does not provide special (water, fire and tamper proof at a minimum) packaging boxes with security seal/ lock, according to the venue requirements, the courier will provide boxes and packaging materials (that will be water, fire and tamper proof at a minimum) once a week (as per need). This is usually on Mondays - during the Exam periods. • British Council staff will pack the material appropriately and hand it over to courier staff (with relevant receipting) for delivery to the UK or stated destination (by the courier company itself). 7.2.4 Customs clearance and procedures • Both in-bound and outbound shipment’s customs clearing shall be coordinated and facilitated by the service provider where it is required in the most economical manner. 7.2.5 E-shipment and tracking facility • The service provider shall have a facility to enable shipment documentation to be online unless where there is evidence that the same is not possible. 7.2.6 Tracking • Latest tracking information must always be available online and/ or with the courier company until the consignment reaches its main destination. Tracking system must have alerts functionality to the shipment journey (i.e. where it has reached on its way to UK, for how long it stayed at a specific location/port, what was the reason for the stoppage, was consignment checked physically by opening boxes and packets, if it was checked was it done in the presence of the staff of the courier company etc) are disseminated to the relevant BC office. 7.2.7 Collection, transportation, tracking & safety of consignment • British Council shall inform the supplier of a schedule of dispatch at least two weeks earlier or as soon as it is reasonable known before. • Supplier to arrange pick up of the material from the location, provide a receipt with tracking number etc. • Supplier to ensure timely, safe and secure transport of the materials with and updated online tracking system. • In case of any loss/ damage to the packets/ boxes, the courier company should inform the Council immediately with potential recovery method to ensure BC does not suffer. • All consignments are confidential
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Open procedure
four.1.3) Information about a framework agreement or a dynamic purchasing system
The procurement involves the establishment of a framework agreement
Framework agreement with several operators
Envisaged maximum number of participants to the framework agreement: 8
In the case of framework agreements, provide justification for any duration exceeding 4 years:
Initial period set as 36 months then initial extension not exceeding 12 months
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: No
four.2) Administrative information
four.2.2) Time limit for receipt of tenders or requests to participate
Date
14 February 2025
Local time
8:00am
four.2.4) Languages in which tenders or requests to participate may be submitted
English
four.2.6) Minimum time frame during which the tenderer must maintain the tender
Duration in months: 2 (from the date stated for receipt of tender)
four.2.7) Conditions for opening of tenders
Date
18 February 2025
Local time
8:00am
Place
Remote opening
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: No
six.2) Information about electronic workflows
Electronic invoicing will be accepted
six.4) Procedures for review
six.4.1) Review body
The High Court Royal Courts of Justice
The High Court Royal Courts of Justice
London
E20 1JQ
Richard.Hulme@britishcouncil.org
Telephone
+44 1619577886
Fax
+44 1619577886
Country
United Kingdom