PROVISION OF INTERNATIONAL REMOVALS, RELOCATION & COURIER SERVICES 2024 – SAFARICOM PLC

SAFARICOM PLC TENDER AUGUST 2024 

PROVISION OF INTERNATIONAL REMOVALS, RELOCATION & COURIER SERVICES

1. INTRODUCTION

Safaricom PLC is the leading integrated communication services provider in Kenya and has a steadily growing subscriber base. The company is continuously expanding and upgrading its systems and processes to meet the changing needs of its customers. To meet this objective Safaricom continuously seeks to partner with competent suppliers and service providers for supply of services.

2. BACKGROUND

Safaricom PLC is seeking Expressions of Interest (EOI) from applicants to submit competitive applications that will facilitate a smooth International Removals, Relocation & Courier with the aim of ensuring minimal disruption to the business and to staff with regular relocation needs and to specifically tailor programs for our expatriate staff and families to assist in settling them into the country.

This Expression of Interest (EOI) document is intended to lead to the identification of suppliers that can demonstrate having sufficient capacity to provide International Removals, Relocation & Courier Services in the best possible way and in a manner that enables Safaricom to meets its expectations.

Safaricom is therefore soliciting from interested companies an Expression of Interest clearly showing the following:

• A company profile detailing Years of experience as prime service providers of International Removals, Relocation & Courier services.
• Permits from relevant bodies to offer such services (Provide evidence of compliance with statutory requirements, certification, and all other relevant licenses).
• Financial capability – vendor to submit 2 years certified audited account.
• Geographical presence i.e., the regions that the vendor has offices and international agents/partners they deal with. Vendor to submit permits/operation licenses/ office leases
• Current list of clients where similar services has been carried out. Indicate your contract structure for these clients and whether the contract is transaction based. Vendor share list and recommendation or contracts max 5
• Details of warehouses, fleet trucks, vans and pick-ups , submit copies of logbooks or lease contracts & NTSA annual vehicle road worthiness certificate. Vendor to submit premise ownership/ lease, log and NTSA certificate for minimum 5 vehicles.
• MOUs or partnerships with airlines and or freight companies max 5.
• Proof of vendors Fleet management system (vendor to submit a contract or screen shot)
• Vehicle Telematic System.
• Company’s Health and Safety policy
• Company Road Safety Policy.
• Insurances – proof of goods on transit cover, public liability and Work Injury Benefit (WIBA) Insurance vendor to share policies.
• Company’s workplace registration by Directorate of Occupational Safety and
• Health Services (DOSHS.

3. PROJECT DELIVERABLES

The general scope for provision International Removals, Relocation & Courier Services shall include but shall not be limited to:

• Provision of international removals, relocation, and courier services.
• Assembly, package, and preparation of materials in preparation of freighting. Clearance of
• Track and trace of parcels to the specific destinations abroad.
• Movement of office furniture, fixtures and fittings where appropriate.
• Free pre-move assessment – This is to confirm the quantity of the household goods to moved.
• Assembly, Packing & loading ensuring safety by use of best packing materials available in the market.
• Transport in covered, lockable and clean trucks. Use of furniture protection equipment, wrapping with special microfiber mover blankets for maximum protection, fridge carriers and sofa wrappers.
• Applied care when arranging items in the moving truck to ensure they are not damaged on transit.
• Off-loading and un-packing/Disassembly
• Provide specialized services including Moving pianos, antiques, fine art & items of sentimental value.
• Crating – High-value items such as artwork, electronic equipment or delicate collectibles that need some added attention. Consider custom crating to protect fragile or non-standard sized belongings.
• After delivery service – Ensure tenacious follow-ups of staff concerns. Reporting & tenacious follow-up of staff concerns.
• Carry out a post- relocation report
• Complaints management and resolutions as per Service Level Agreements (SLAs)
• Insurance compensation for damaged and/or lost item(s)
• Feedback channels and customer support
• Provide monthly reporting and assessments.

4. RESP­ONSIBILITIES

It is the responsibility of the contractor to show commitment to providing consistent high- quality services throughout its international locations, from the very first contact to the delivery of the goods.

The supplier must ensure;

• To show commitment to providing consistent high-quality services throughout its worldwide locations, from the very first contact to the delivery of the goods.
• They provide personalized advisory services that are designed to help expatriates/newcomers to Nairobi settle quickly into their new surroundings.
• They provide a stress-free international courier and relocation and to save time for both the company & staff, Safaricom needs services of a company that offers seamless end to end solutions with a well-established and reputable network in place ensuring highest quality of service through stringent standards.
• Compliance with industry standards and procedures. Work processes and packing materials that comply with FIDI/FAIM standards,
• Provide Certifications and accreditations including ISO 9001:2008 certification as proof of ability to attain high levels of service delivery in international moves.
• Have automated service for Tracking and status updates – 24/7 access to information on relocation at each stage of the removal and movement process. A company which understands that the information flow during removal and movement is as critical as the goods flow to ensure a successful relocation.
• Environmental conservation – Preserving and caring for the environment as a moral imperative and part and parcel of sound business practices, developed and rolled out initiatives to minimize our business’s environmental impact and promote environmental awareness.
• Health & Safety – Should be committed to ensuring the health and safety of all, by use of appropriate PPE & PPC.
• Provide Insurance for the good while in transit and compensation for damaged and/or lost item(s).

5. SUBMISSION OF RESPONSES

Interested suppliers should submit their response to this via the portal. Any questions regarding the EOI should be emailed to CKiteme@Safaricom.co.ke  on or before 12th August, 2024.

NEXT STEPS

–          Review of submitted Expressions of Interests

–          Prequalification of shortlisted suppliers

–          Issuing of tender to prequalified suppliers.

NOTE:

• Only the suppliers who meet our minimum requirements will be considered for further discussions.
• Safaricom reserves, at its sole discretion, the right to select or reject, either in totality or partially, any or all proposals made in the context of this EOI. Any such decisions made will be final and no correspondence will be engaged into, other than for the purpose of informing the bidders of the outcome of the process.
• Safaricom and its authorized representatives are hereby authorized to conduct any inquiries or investigations to verify the documents and information submitted in connection with this application.
• Similar Requirements relating to this EOI are accessible via the below link. Kindly review all instructions on this document before proceeding to submit.

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