TOR Courier Services for UNHCR Greece
RFP/GRC/2017-007
INDEX:
1. Background
2. Courier Services within Greece
3. Courier Services Abroad
1. BACKGROUND
UNHCR Greece requires the effective provision of high standard and efficient courier
services within Greece and abroad.
The selected company will be required to ensure and maintain a high level of service,
through application of methods / techniques, and use of environmentally friendly products,
which are designed to reduce the impact on the environment.
Supplies used for mailing and courier services should be environmentally friendly and
comply with the local environmental regulations. The contractor must at all-time comply
with the relevant provisions of the 2005 Law on Environmental Protection.
UNHCR Central Office is located at Michalakopoulou 91, Athens, 11528, ten more field
offices are located in Attica, Thessaloniki, Ioannina, Larissa, Lesvos, Chios, Samos,
Kos, Leros, Rhodes, but the service requests/deliveries are not limited to these
locations.
2. Internal courier services within Greece (envelops / packages)
Shall include, but are not limited to:
-
Delivery the next day
Handling of documents or packages within the same city with receipt by the
sender and delivery to the Receiver on the next business
Delivery Same Day Shipping
Handling of documents or packages within the same city with receipt by the
sender and delivery to the Recipient within the same working day
Movement of documents or packages from one city to another town, on receipt of
the dispatch and delivery to the addressee in 1 to 3 working days
Delivery on next business day to major cities
Shipping delivery in any town / village of Greece, even in remote / inaccessible
destinations
Additional Internal Services:
-Saturday delivery
-Ability missions delivery Saturday.
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-Morning Delivery
-
-
Emergency delivery missions until 10: 00pm or delivery missions within a
predetermined time of day
High-value shipments
Protocol number / documents to the sender
Stamped Protocol - signed documents and supporting documents to the sender.
-Delivery Inaccessible Areas of Next Business Day
-Possibility of delivery mission to remote / inaccessible destination the next
working day
-Courier waiting opportunity where necessary to carry out time-consuming
procedures.
Special Internal Services
Specific movements on public holiday
After consultation and agreement, there is the possibility of delivery or receipt
dispatch on Sundays and other public holiday
Same day from City to City
Preparation and distribution of a large number of personalized or nonconsignments to different recipients and areas at preferential prices
Customised Solutions to meet specialized needs
Study and analysis of customer needs by offering specialized services based on
the specific requirements of the project
Easy-Print Software - Web Applications
Installable to the client computer, special applications for automatic printing of
releases -Accompanying Courier missions and monitor their progress
Undelivered shipment to be returned to the Agency after at least three attempts
The tenderer to handle and organise all import-export clearance
The tenderer to have procedure in place regarding handling claims/complaints in
case of any losses, damages or delays of consignment delivery
The tenderer to provide electronic booking system and adequate free of charge
hardware
The tenderer to provide solutions for group courier bookings
The tenderer to provide online tracking system in real time and through which the
shipment delivery status can be traced
The tenderer to provide packing materials and other adequate consumables
The tenderer to provide call centre for inquiry for questions about services,
delivery status and other operational issues
The tenderer to provide free of charge, daily status reports, on request issue
reports related to major delays, damages or losses and monthly and annually
reports detailing number of consignments, destinations, weight, type of services
etc.
A single reference person with whom the Agency shall address all issues which
might arise
The tenderer to comply with the Agency’s Contractor guidelines and Health &
Safety information
Daily collection from the Agency’s premises between 9am and 6pm and
occasional collection from specified location
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3. International Courier Services (enveloppes / packages)
-
Emergency Missions Movement around the world
Delivery next business in the European Union
Express Envelope - to send documents through a special protective envelope
Package handling
Service for less urgent shipments
Delivery Time Specified
Additional Services Abroad:
-
-
-
Delivery the next working day until 09:00 am
Saturday-Sunday delivery
Additional insurance Missions
Insurance of high-value shipments
Standard delivery of shipments within 24 hours to and from the EU, 48 hours to
and from US and Canada, and 72 hours to and from the rest of the world
Express delivery of shipments – to guarantee delivery of the shipment before
noon on the next day within the EU and to major US cities
Insurance to at least the actual value of the shipment and the cost of sending the
shipment as limited by the applicable international treaty or local law against
direct loss or damage. The cost of this insurance has to be included in the
general shipment cost
Undelivered shipment to be returned to the Agency after at least three attempts.
The tenderer to handle and organise all import-export clearance
The tenderer to have procedure in place regarding handling claims/complaints in
case of any losses, damages or delays of consignment delivery
The tenderer to provide electronic booking system and adequate free of charge
hardware
The tenderer to provide solutions for group courier bookings
The tenderer to provide online tracking system in real time and through which the
shipment delivery status can be traced
The tenderer to provide packing materials and other adequate consumables
The tenderer to provide call centre for inquiry for questions about services,
delivery status and other operational issues
The tenderer to provide free of charge, daily status reports, on request issue
reports related to major delays, damages or losses and monthly and annually
reports detailing number of consignments, destinations, weight, type of services
etc.
A single reference person with whom the Agency shall address all issues which
might arise
The tenderer to comply with the Agency’s Contractor guidelines and Health &
Safety information.
Daily collection from the Agency’s premises between 9am and 6pm and
occasional collection from specified location.
3
Payment
1. Payment shall be made monthly on submission of a detailed Invoice at the end of
the service delivery. Payment shall be made within 30 working days, against a
verified Invoice, from day of receipt of Invoice to Contractor`s bank account.
Respecting Code of Conduct
http://www.un.org/depts/ptd/pdf/conduct_english.pdf
Read and Approved:
Supplier Name and Signature
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