Provision of origin, forwarding, destination, storage and all related services for shipment of household goods and personal effects of the the United Nations staff members on a door-to-door basis

The United Nations Procurement Division (UNPD) intends to solicit proposals for the establishment of non-exclusive contracts with qualified companies for the provision of origin, forwarding, destination, storage and all related services for the shipment of household goods and personal effects of the United Nations (UN) staff members on a door-to-door basis.

The contractor(s) will be required to provide the related services worldwide on a priority basis and will include outgoing shipments from the United States, incoming shipments to the United States and shipments between countries other than the United States.

The contract will be utilized by the UN Headquarters in New York, USA (UNHQ), the UN
Peacekeeping Missions (Missions), the UN Offices-away-from-Headquarters (OAH’s), and other UN entities (Agencies, Funds, and Programmes) on an “as and when required” basis.

Responsibilities:

The main responsibilities under the contract shall include but are not limited to:

a. Designate a single focal point of contact as the Project Manager in the contractor’s principal office, who shall communicate with the UN and will be responsible for the entire cycle of a shipment;
b. Establish and maintain a worldwide network of agents in each country of origin and destination to ensure efficient coordination of the UN shipments;
c. Select professional and technically competent employees for the efficient, effective and reliable performance and implementation of the contract;
d. Conduct pre-move surveys consisting of in-residence advance listing of the items of furniture, appliances, and equipment which are to be included in the shipment and produce a written report to the Owner with a copy to the respective UN Entity;
e. Ensure that proper international and local standards for determination of weight are followed;
f. Provide an estimate of the cost for shipments, where the estimate is in excess of the shipment entitlement;
g. Arrange for preliminary packing at the owner’s residence for articles of household goods and personal effects that require special packing/handling;
h. Produce a packing list of all articles received for shipment, bearing the signatures of the contractor and the Owner;
i. Arrange for pick-up and loading of shipments;
j. Take note at the time of estimation whether or not the goods have to be fumigated as a destination requirement or labor agreement or to protect other goods in warehouse and provide/arrange fumigation services and the respective proof of outlay if accomplished by an entity other than the contractor;
k. Take notification of weights (net and gross) and volume to the respective UN entity within five (5) working days of the removal of goods and effects from the residence;
l. Prepare surface shipments and air shipments ready for dispatch no later than five (5) and three (3) working days respectively, of removal of goods and effects from residence;
m. Obtain, compile, and transmit, as appropriate, all necessary documentation for shipment and customs clearance of the household goods and personal effects at the place of origin and destination, maintain continuous control of the shipments and expedite tracing, and prompt completion of all services including timely billing;
n. Arrange for timely customs clearance both at the place of origin and the destination;
o. Update all relevant progress of the shipment via the web-based tracking system;
p. Deliver the shipment to residence, unload and unpack the shipment (excluding the goods in corrugated cartons) and remove debris;
q. Produce a delivery report, including any damaged items, and forward the same to the UN;
r. Provide adequate storage facilities in New York area, outside New York area in the USA and outside the USA, especially in the Missions, OAH’s and locations of the authorized UN Entities;
s. Assume full responsibility for the procurement and payment of all materials and services used in the performance of the required services in the Contract;
t. Allow staff members/ UN owners and individuals designated by the TTS or other authorized UN Entities to inspect the Contractor’s premises with prior notice and approval;
u. Ensure that all shipments are consigned to the Owner in care of the Contractor’s agent performing the destination services.

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