Nylex rfi international freight draft

Nylex Limited – Commercial in Confidence Do Not Disclose
Nylex Limited
REQUEST FOR INFORMATION
(RFI)
International Freight
Date:
Statement of Confidentiality
The Company expects the Potential Supplier to respect the confidentiality of The Company and The
Company’s customer information. It is expected that the Potential Supplier shall treat this Information
Document and the request for response as confidential. Accordingly, the Potential Supplier shall not copy,
distribute, or otherwise disclose the information contained in this document to any party other than
employees with a need to know in order to provide The Company with the information requested in this
document. Exception will be made where the information is available in the public domain through no
breach of confidence by the Potential Supplier or where it is available from some source other than The
Company without a breach of confidence with the Potential Supplier. If the Potential Supplier does not
agree with the above provisions, the Potential Supplier must return this document and all related materials
upon receipt to The Company.
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TABLE OF CONTENTS
1 OVERVIEW AND INTRODUCTION 4
1.1 THE COMPANY 4
1.2 THE COMPANY’S PROPOSAL OBJECTIVES 4
1.3 SUPPLIER OPPORTUNITY 4
1.4 RFI SCOPE AND VOLUME OF POTENTIAL BUSINESS 4
1.5 CONTACT INFORMATION 5
2 INSTRUCTIONS 6
2.1 RESPONSE FORMAT 6
2.2 SUPPLIER SELECTION CRITERIA 6
2.3 SELECTION PROCESS 6
2.4 CONTRACT 7
2.5 QUESTIONS 7
3 GENERAL TERMS AND CONDITIONS 8
3.1 CONFIDENTIALITY
8
3.2 CONFLICT OF INTEREST 8
3.3 COMPLIANCE 8
3.4 PROVISION 8
3.5 ACCURACY OF PROPOSAL 8
3.6 SUPPLIER TO ACQUAINT THEMSELVES WITH CONDITIONS 8
3.7 PROPERTY AND COPYRIGHT OF PROPOSAL INFORMATION 8
3.8 LIABILITY IN RESPECT OF PREPARATION OF THE PROPOSAL 9
3.9 LIABILITY FOR PROPOSAL INFORMATION 9
3.10 LATE SUBMISSIONS AND ALTERATIONS 9
3.11 WITHDRAWAL OF PROPOSALS 9
3.12 ACCEPTANCE OF PROPOSALS 9
3.13 SUBMISSION OF PROPOSALS 9
4 SERVICE REQUIREMENTS – GENERAL 11
4.1 HANDLING AND STORAGE OF PRODUCT 11
4.2 INDUSTRIAL RELATIONS 11
4.3 INSURANCE 11
4.4 OCCUPATINAL HEALTH AND SAFETY 11
4.5 UNITS OF PRICING 11
5 SERVICE REQUIREMENTS – CUSTOMS BROKERAGE AND
FREIGHT FORWARDING 12
5.1 GENERAL REQUIREMENTS 12
5.1.1 CUSTOMS BROKERAGE CERTIFICATION 12
5.1.2 REPORTING AND COMMUNICATION 12
5.1.3 INVOICING, PAYMENT, CONSOLIDATION AND DOCUMENTATION 12
5.1.4 SERVICE AVAILABILITY 13
5.1.5 GENERAL REQUIREMENTS 13
5.1.6 INFORMATION TECHNOLOGY 13
5.2 IMPORT REQUIREMENTS 13
5.2.1 IMPORT ACTIVITIES 13
5.2.2 IMPORT REPORTING AND COMMUNICATION 13
5.2.3 IMPORT FACILITIES 14
5.3 EXPORT REQUIREMENTS 14
5.3.1 EXPORT ACTIVITIES 14
5.3.2 EXPORT REPORTING AND COMMUNICATION 14
6 SERVICE REQUIREMENTS – CONTAINER PACKING 15
6.1.1 CONTAINER STUFFING ACTIVITIES AND INSTRUCTIONS 15
6.1.2 CONTAINER STUFFING REPORTING AND COMMUNICATION 15
6.1.3 CONTAINER DE-STUFFING ACTIVITIES 15
6.2 ENVIRONMENTAL PROCESSES 15
6.3 HUMAN RIGHTS AND ETHICAL TRADING 15
7 ORGANISATIONAL DETAILS 16
7.1 CONTACT INFORMATION 16
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7.2 SENIOR ACCOUNT MANAGEMENT TEAM 16
7.2.1 PERSONNEL STRUCTURE 16
7.3 POINT OF PRESENCE 17
7.4 BROKERAGE REPRESENTATION 18
7.5 CUSTOMER SERVICE REPORT 18
8 FINANCIAL STABILITY 19
8.1 FINANCIAL STATEMENTS 19
8.2 INSURANCE 19
8.3 FINANCIAL INSTITUTE REPORT 19
9 RELATIONSHIPS 19
9.1 RELATIONSHIPS WITH SHIPPING LINES 19
9.2 SHIPPING LINE AND OTHER 3RD
PARTY RELATIONSHIPS 19
9.2.1 IMPORT / EXPORT VALUE CHAIN INTERACTION 19
9.2.2 RATE NEGOTIATIONS 19
9.3 VALUE ADDED SERVICES 20
10 SUPPLIER RELATIONSHIP-WHARF CARTAGE & CONTAINER
PACKAGING 20
10.1 PROVISION OF WHARF CARTAGE 20
10.2 PROVISION OF CONTAINER PACKAGING 20
11 CERTIFICATION AND LICENSES 21
12 INFORMATION TECHNOLOGY 22
12.1 TRACK AND TRACE TOOL 22
12.1.1 KEY FEATURES OF TOOL 22
12.1.2 REAL TIME INFORMATION TRANSFER 22
12.1.3 TRACK AND TRACE ALERTS 22
12.2 SERVICE AVAILABILITY, LICENSING AND UTILISATION 22
12.2.1 EDI PLATFORMS 22
12.2.2 SYSTEM INTERFACING WITH AGENCIES 22
12.2.3 SOFTWARE ON-LICENSING 22
13 CARGO MANAGEMENT RE-ENGINEERING 23
13.1 BUSINESS PREPARATION 23
13.2 CURRENT CUSTOMERS 23
13.3 NEW CLIENT BASE 23
14 PRICING / COMMERCIAL / TRADING 24
14.1 Management of Shipping Line Rates 24
14.2 PRICING TEMPLATE 24
14.3 LANE PRICING 24
14.3.1 LCL PRICING 24
14.3.2 LCL CONSOLIDATED LOADS 25
14.3.3 FCL PRICING 26
14.3.4 PRICING STRUCTURE 27
14.3.5 PRICING COST REDUCTIONS 27
14.3.6 EXCHANGE RATE STRATEGY 27
14.3.7 PRICE FLUCTUATION STRATEGIES 27
14.3.8 FUEL COST MANAGEMENT 27
14.4 PAYMENT TERMS 27
14.5 LENGTH OF CONTRACT 28
APPENDIX 1 – RFI QUESTION FORM 29
APPENDIX 2 – AUTHORITY AND SIGNATURE FORM 30
APPENDIX 3 – ACTIVITY / VOLUME DOCUMENT separate cover attachment
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1. OVERVIEW AND INTRODUCTION
1.1 Nylex Limited
Level 1, 88 Albert Road
South Melbourne
Victoria 3205
Australia
Melbourne Vic 3004
Will be referred to in the text of this document as “The Company “
1.2 The Company’s Proposal Objectives
In issuing this Request for Proposal, The Company’s primary objectives are to:
• Collect information on your business to determine the Suppliers most capable of meeting The
Company’s needs both today and in the future
• Identify opportunities to significantly reduce the total cost of Freight Forwarding services.
As a recipient of this RFI, your organization has been selected as a potential service provider in the field of
International Freight Forwarding.
1.3 Supplier Opportunity
The Company has set out to change the way in which we approach the International Freight industry,
taking ownership of process management and Shipping Line rate negotiations. Additionally The Company
will require a Freight Forwarder with true regional capabilities who can service the broad range of complex
needs of the business. The aim is to achieve a mutual benefit for The Company and its suppliers through
planning, volume certainty and transparency. We believe this Request for Information & quotations (RFI)
presents an exciting and unique opportunity for our future suppliers for several reasons:
• Opportunity for successful suppliers to increase business with The Company.
• Potential for development of a long-term relationship with The Company.
The responses to this RFI will determine the supplier’s suitability for a more strategic relationship with The
Company.
1.4 RFI Scope and Volume of Potential Business
The Scope of this RFI specifically relates to the provision of Freight Forwarding services internationally.
The Company aims to identify a regionally capable Freight Forwarder who can service all relevant aspects
of the Supply Chain without compromise. The Company has recognised the fundamental need to use a
service provider who is proactive, technologically advanced and who can provide regional visibility and
global scope.
This RFI relates specifically to the services of Sea Cargo Forwarding, including 3PL management, needs
based warehousing, cartage and customs clearance. The Company may award a two-year agreement subject
to annual review, based upon the responses to this RFI, and subject to other considerations. The responses
to this RFI will provide the foundations for any agreements that may be entered into by the suppliers and
The Company. Hence, the responses provided will represent an irrevocable offer by the supplier to contract
with The Company. It is expected that the participating suppliers will provide highly competitive pricing in
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their responses and demonstrate the skills necessary to provide Freight Forwarding services of The
Company.
1.5 Contact Information
To ensure fair, consistent responses, all communications regarding the process for this RFI must be made
via e-mail to the Project Manager:
Tom Evans
e-mail: Tom.Evans@nylex.com.au
Contact with other personnel within The Company regarding this process is strongly discouraged.
Any attempt to contact other personnel or to obtain information regarding this process outside of the
channels provided to each supplier could result in your company’s elimination from the RFI process.
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2 INSTRUCTIONS
2.1 Response Format
The RFI responses should be provided in electronic form on compact disk should comprise of:
1) Request For Informationl response in Word form
2) Pricing response in Excel spreadsheet
Each question in the body of the RFI requires a written response. Answers are to be inserted immediately
after each question. Please add space to the electronic version of the RFI as required responding in full to
the questions asked. Additionally it is important to note that suppliers should not remove the preamble from
the document, or modify the Title Page of the Request for Information document.
Suppliers may include any additional information and material they wish; however, such material (i.e.,
alternative products or services and/or features) shall be identified as such and contained in a separate
attachment to the Proposal. Any such attachment shall identify the applicable RFI or subsection to which it
is applicable and shall be incorporated into and be made a part of the Proposal.
2.2 Supplier Selection Criteria
The Company will utilise your response to this RFI and any subsequent discussions to select a supply
arrangement that best serves its current needs. Exhibiting a high degree of competitiveness in all aspects of
supply will be essential to secure business on conclusion of this review.
In addition to competitive pricing, The Company may evaluate:
• Supplier’s ability to manage and deliver services in a timely, reliable and responsive manner,
including on a regular and ad-hoc basis to all The Company’s businesses
• Commitment to the highest quality standards of services, and ability to meet The Company’s
business requirements,
• Supplier’s position with respect to industry’s best practice,
• Provision of product and service innovation,
• Supplier’s scope and geographic service ability,
• Suppliers’ demonstrated ability to reduce costs year-on-year by employing both:
o Continuous improvement program focused on efficiency gains
o Value Optimization plan for the term of the agreement
• Ability to provide comprehensive Track and Trace Tools,
• Regional support networks and partnership agreements,
• Government and industry recognition and relevant registrations,
• Competent registered Customs brokerage services,
• Modes of billing.
2.3 Selection Process
All parties responding to this RFI will be given equal consideration in the selection process. Suppliers will
be evaluated on their ability to provide products and service to meet The Company’s needs and their
commitment to forming a direct relationship with The Company.
Progression will be based on the response to this RFI. The Company does not intend to enter multiple
rounds of negotiation following response to this RFI. We encourage you to position your initial response
as the most competitive available; however The Company reserves the right to conduct further negotiations
with respondents of the RFI if it is required.
Market competitiveness is of paramount importance in this RFI.
It is expected that the outcome of this RFI will be communicated to all respondents.
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2.4 Contract
The Company will require the successful supplier to execute a formal Agreement for the Supply of Freight
Services. This Agreement will be provided to short listed participants prior to the final selection.
Compliance with The Company’s agreement will be a key selection criterion for awarding the business.
2.5 Questions
All questions regarding this RFI must be directed to Tom Evans as per the detail specified in this RFI. If
you require any clarification of RFI details, send the questions via email in the form attached in Appendix
1. Answers to significant questions will be distributed to all confirmed RFI recipients.
RFI Schedule
Date Task
TBA RFI released to potential suppliers
TBA Suppliers email any questions to Tom Evans by 12:00p.m. EST as set out
in Appendix 1.
TBA The Company to respond to all questions by 5:00pm EST. Answers to
significant questions will be communicated to all confirmed respondents.
TBA One electronic copy of the completed proposal is to be delivered direct to
Tom Evans as set out in 3.13 Submission of Proposal by 17:00pm EST.
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3 GENERAL TERMS AND CONDITIONS
3.1 Confidentiality
All material submitted to you by The Company must be treated as confidential and not used for any other
purpose than the response to this RFI.
All Proposal documents, specifications and other written information supplied by The Company to the
Supplier shall be treated by the Supplier as confidential and shall not be disclosed to any third party
otherwise than in the course of the preparation of a Proposal pursuant hereto except with the prior written
approval of The Company.
The Company will also regard information that you submit as confidential in nature.
3.2 Conflict of Interest
Should this Proposal, or the supply of the Service, constitute a Conflict of Interest or risk of Conflict of
Interest, please declare to The Company prior to commencing the Proposal.
3.3 Compliance
The Supplier should lodge a Conforming Proposal in accordance with the instructions contained in this RFI
and must include all information requested. The issuance of this RFI does not bind The Company to accept
any Proposal, in whole or in part, whether or not it includes the lowest bid, nor does it bind The Company
to provide any explanation or reason for its decision to accept or reject any proposal. The Company may
chose to award outside of this process.
3.4 Provision
It should be understood that your response to this RFI constitutes an offer to do business on the terms stated
in your response and that should your bid be successful, The Company may incorporate all or any part of
your response to this RFI as our agreement.
In taking receipt of this RFI, you understand that the information contained in the RFI is confidential and
proprietary information of The Company and is not to be disclosed by you to any third party or used by you
for any purpose other than in good faith consideration of the RFI without the expressed written consent of
The Company.
3.5 Accuracy of Proposal
The Supplier warrants that the information supplied by him or her, and inserted in the Proposal Documents
is in all respects correct and accurate.
3.6 Supplier to acquaint themselves with Conditions
A Supplier shall be deemed to have acquainted themselves with all conditions affecting the Proposal. If
they have any doubt as to the meaning or intention of the documents issued by The Company for the
purposes of tendering, they must apply to Tom Evans for clarification.
3.7 Property and Copyright of Proposal Information
All Proposal documents remain the property of The Company at all times. All rights of intellectual
property including copyright in the Proposal documents, including any written information supplied to
Suppliers by The Company or any person on behalf of The Company shall be and at all times remain the
property of The Company and shall not be used by Suppliers for purposes other than the preparation of a
Proposal pursuant hereto except with the prior written approval of The Company.
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3.8 Liability in Respect of Preparation and Submission of the Proposal
The Company shall not be liable in any respect whatsoever for any costs, damage, charges or expenses
whatsoever or howsoever arising incurred by the Supplier in relation to the preparation or submission of the
Proposal.
3.9 Liability for Proposal Information
The Company shall not be liable in any respect whatsoever whether in tort or in Contract or howsoever in
respect of any information supplied by The Company by way of the Proposal documents or any way
pursuant thereto and all representations by The Company whether oral or in writing are hereby expressly
negated and excluded.
3.10 Late Submission and Alterations
The Company may, in its absolute discretion, consider or refuse to consider any late quotation and
negotiate or execute a contract with a Supplier that lodged a late quotation.
Should the Supplier find any discrepancy, error or omission in the Documents, the Supplier shall
immediately notify The Company in writing via e-mail of the nature of the discrepancy, error or omission.
3.11 Withdrawal of Quotations
Before Closing Date: A Supplier may withdraw his or her quotations before the Closing Date.
After Closing Date: Proposals shall remain valid for acceptance within ninety (90) days from the date of
closing of Proposals, and a Supplier shall not withdraw his or her quotation prior to the expiration of the
Validity Period. At the request of The Company a Supplier may agree to his or her quotation remaining
valid for a further period.
3.12 Acceptance of Proposals
Company Not Bound to Accept: The Company shall not be bound to accept the lowest or any Proposal.
Acceptance of Sections: The Company may accept a Proposal for less than the whole of the work
described in the Proposal Documents.
3.13 Submission of Proposals
Responses to the RFI should be sent/delivered as follows:
Tom Evans
Nylex Limited
Address 3 Healey Road
Dandenong Vic
Facsimile Number: +61 3 9581 0614
Telephone Number: +61 3 9581 0214
Responses are to be submitted by TBA
Suppliers must return one electronic copy on Compact Disk and one bound hard copy.
All electronic responses must be submitted within the format of the Microsoft Word and Excel documents
provided for the completion of this RFI.
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No request for extension of time will be considered within 72 hours of closing of the RFI – The Company
has no obligation to extend the closure time / date, however if an extension is granted, the extension shall
be granted to all submittees.
All offers shall remain valid for a period of 90 days from the date of closing of the Request for Proposal, or
any extended time that may be agreed to by the Respondent.
4 SERVICE REQUIREMENTS- GENERAL
Ideally, The Company will require the services of a IFF who can manage the scope of business as a whole –
however, as noted in “3.12” The Company may accept a proposal for less than the whole of the work
described in the RFI. Additionally the IFF will need to support the business in Project Management as well
as with providing a more accurate KPI structure that encompasses the whole region.
4.1 Handling and Storage of Product
The service provider is expected to handle and store The Company’s product in a secure, safe and
appropriate manner so as to ensure no loss or damage arises to the product.
4.2 Industrial Relations
The Service Provider will ensure that there is no interruption of services to The Company’s customers. In
the event of a disruption, the Service Provider should make alternative arrangements at no cost to The
Company so that service is maintained. The Company retains the right to take action as required to ensure
a continuation of those services
4.3 Insurance
The Service Provider must have insurance for public liability, and damage or losses to The Company, to the
value of AU$ 20,000,000.00 for any one incident
4.4 Occupational Health and Safety
The Service Provider will be required to comply with The Company’s occupational health and safety
procedures. The procedures are outlined in detail in the booklet Site Conditions for Contractors – Including
Information and Code of Behavior for Contractors and Tradespersons.” A copy of this document is
available upon request.
The Company shall retain a copy of the above document, signed by the Service Provider
4.5 Units of Pricing to be used throughout the RFI
Please Note – for the purpose of this tender prices quoted must be in the following units:
Pricing related to Sea or Air Freight (and other directly associated pricing such as CAF / BAF etc) is to be
in USD.
Pricing related to Local Costs (such as land freight, documentation fees etc) are to be in the relevant local
currency i.e. AUD for dock to site freight in Australia.
This is to ensure consistency across all submissions – The Company will make payment in local currency,
however will reserve the right to enter into an agreement for payment in other currencies.
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5 SERVICE REQUIREMENTS- CUSTOMS BROKERAGE AND FREIGHT
FORWARDING
5.1 General Requirements
5.1.1 Customs Brokerage Certification
The Service Provider, or the 3rd
Party employed by the Service Provider must provide comprehensive
customs brokerage. The service provider must be a certified customs broker and/or freight forwarder in
their respective countries of operation.
It is required that a minimum of five years of certification exists in each country of operation.
5.1.2 Reporting and Communication
The following Volume and Spend reports are to be provided (as a minimum) in Week Two of every
quarter, as specified below:
• Period reporting will be in addition to the access to a competent interactive Track and Trace Tool.
• At the end of each four-week period, a report is to be provided summarizing that period’s
international freight volumes and spend by lane. The report should provide a rolling three month
trend, highlighting any anomalies and areas of improvement made,
• At the end of each year, a report is to be provided summarizing that year’s international freight
volumes and spend by lane.
The following Service Performance reports are to be provided in Week Two of every quarter, as specified
below:
• Average transit time by lane
• Demurrage charges
• Non-conformance and corrective action
• On-time delivery
• Other measure as agreed with The Company during the agreement term
• All service performance exception since the last report is to be summarized.
Other Reports and Communications:
• As requested, the Service Provider should provide information on import requirements and
regulations in other countries (e.g. Duty Rates, Clearance and Delivery Charges, etc).
• Regular industry updates should be provided to keep Company ‘X’ abreast of industry changes,
• Tailored email updates to all key users regarding industry changes and business trends.
5.1.3 Invoicing, Payment Consolidation and Documentation
Consolidate all charges incurred for a given shipment onto a single itemized invoice including:
• Wharf cartage
• Container stuffing / de-stuffing
• Sea Freight
• CAF & BAF
• Port Charges
• Customs charges
• Quarantine charges
• Import Duty
• Demurrage – if applicable
• Customs Brokerage / Freight Forwarding service fee
• Any other charges that have been agreed by The Company.
Each item must be clearly defined on the invoice and evidentiary proof must be provided of the exact cost,
and exchange rate where necessary. Sundry charges for communication, etc, will not be accepted. All such
costs should be factored into the Customs Brokerage / Freight Forwarding service fee
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5.1.4 Service Availability
At a minimum, 8 hours per day, 5 days per week service with after hours support is required at all major
sites.
5.1.5 General Requirements
• Provide accessories for exports, i.e.. Shipping Line Carter’s Notes, Container Seals, local carrier’s
Freight Notes
• Endorse the wharf cartage supplier’s Freight Notes for payment to the Service Provider, and
deliver pads of these endorsed notes to The Company.
• Act in all circumstances on behalf of The Company to maintain product integrity, our customer
service and cost competitiveness
• It is the Service Provider’s responsibility to ensure that all relevant government legislation is
adhered to in regards to the transportation, storage and handling of The Company’s product
5.1.6 Information Technology- Track and Trace Tool
The Company requires a single interfacing Track and Trace platform across all business locations that will
enable the effective flow of information.
Additionally the following features will be considered at a minimum:
• Measurement of shipment progress,
• Provision of an analytical tool to assist in the overall management of the account.
• Measurement is to be provided in real time.
5.2 Import Requirements
5.2.1 Import Activities
• Manage the transportation of goods from overseas supplier when required.
• Manage Ocean freight to Destination.
• Complete Customs Clearance and Shipping Line clearance.
• Ability to undertake LCL Consolidation to minimize freight costs
• Manage the Customs Service’s requirements to meet the production schedule of The Company.
• Coordinate and monitor the timely delivery of goods to store, including documentation,
• Compile Export Entry/Certified Invoice/Bill of Lading, lodging Export Entry with Customs
Service and obtaining clearance. Lodge Bill of Lading with Shipping Line and obtaining Original
Bills of Lading/Waybill back from Shipping Lines.
• Monitor deliveries to prevent demurrage costs being incurred by The Company, The Company’s
expectation would be that the first 30 days (as a minimum) would be demurrage free.
• Monitor returning of empty containers to prevent detention charges being incurred. Liaise with
Shipping lines to allow extensions of time when required
• Pre-advise The Company of impending deliveries and relevant dates for storage,
• Lodging Pro-forma and Value Claims veering any damage or pillage where required
• Return shipping documentation and invoicing which will cover relevant charges on each shipment
to the specified office of The Company.
• Must be able to handle LCL cargo.
• Manage the cartage of consignments from wharf to the relevant distribution centre of The
Company ensuring that all licensing, insurance and legislative requirements are strictly adhered to.
5.2.2 Import Reporting and Communications
• Provide weekly Order Status Report covering any damage or pillage where required
• Provide weekly Order Status Report covering all current shipments
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5.2.3 Import Facilities
• Provide access to satisfactory bond store facilities as required,
• Provide access to container warehousing as needed, this service will include container de-stuffing,
and redistribution to The Company’s stores.
5.3 Export Requirements
5.3.1 Export Activities
• Coordinating shipments to meet with production/distribution dates, and liaise with Lines regarding
equipment and availability.
• Arrange delivery of empty containers to relevant site for loading as required for ocean freight, and
arrange delivery of the full containers to port/Rail
• Advise Shipping Line full list of Container Numbers under each booking reference 24 hours prior
to ship arrival for loading
• Complete additional Export certification as required (e.g. Ministry of Agriculture and Forestry
Phytosanitary Certificates, Certificates of Origin, Legalisation of documentation with overseas
Embassies, etc)
• Courier/fax full set of export documents to Consignee, and deliver full set (with tax invoice for
total cost of job) to relevant office of The Company within 7 days of shipment
• Provide P.O.D.’s when required
• Must be able to handle LCL cargo
5.3.2 Export Reporting and Communications
• Provide services to interface with the consignee and their agents to monitor shipments
• Provide regular updates on the latest cut-off time and date for receival at load Port.
5.4 Service & Product Delivery
5.4.1 Level of integration with The Company’s business.
1. Please comment on scope, resources, processes and systems

2. Will you provide dedicated resources and a single point of contact?
* Dedicated resources? YES/NO
* Single point of Contact YES/NO
* If Yes, please describe below

3. How will you ensure your resources are easily accessible to the Company’s business?

4. Please describe the level of integration you have achieved with other customers and if you were to
win new business with the Company, what specific steps would you implement to transition and
achieve integration.
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6 SERVICE REQUIREMENTS – CONTAINER PACKING
Container packing (stuffing and de-stuffing) is required in instances where the activity is not performed by
the relevant distribution centre of The Company.
6.1.1 Container Stuffing Activities and Instructions
• Ensure container is clean and dry
• Stock to be packed to ensure maximum utilization of floor space
• All free space to be filled to prevent carton movement during shipping. The use of dunnage is at
the discretion and cost of the container packer. Dunnage that results in the need for a quarantine
inspection at the destination port should not be used
• Cartons to be stacked upright only. No cartons to be stacked on their side unless prior written
approval is obtained from The Company.
• Cartons are not to be man-handled or abused
• Cartons are to be block stacked in product groups and date code lots and not mixed. The product
groups should be orientated across the width of the container so that all of a particular product
may be unloaded at one time. This assists container unpacking of products onto pallets
• Product with damage is to be re-packed or put aside. Notify the Customer Service Department of
any stock not able to be shipped within 24 hours of packing the container
• Weight calculations to be based on the rights specified in the forwarding instructions
• Container weight should not exceed the relevant shipping lines or road transport limits
6.1.2 Container Stuffing Reporting and Communications
• All issues with the packing of containers (e.g. packing quality issues, variance from any of the
below points etc.) to be communicated to the Customer Services Department prior to closing the
container doors.
• Notify the Customer Services Department of any stock not able to be shipped within 24 hours of
packing the container, for example, due to breakage
• Three digital photos must be taken during the packing of the container (start, middle and end) and
must be made available to The Company when requested.
6.1.3 Container De-stuffing Activities
• Unpack container onto the relevant local pallets as used by The Company in the region.
• Product to be stacked as per the agreed configuration for the product
• Product is not to be mishandled or abused
6.2 Environmental Processes
The Company is committed to responsible environmental management in the total conduct of its
operations. You must at all times meet the requirements of The Company’s environmental systems.
Suppliers shall comply with all local and national environmental laws, permits and regulations. Where no
local laws exist, the suppliers shall use a best practice model as a guideline when using available levels of
technology and resources.
Suppliers shall review all materials supplied to The Company to ensure that they have no negative impact
on the environment. Where products do constitute a negative impact, suppliers shall have documented
procedures to manage the impact. These procedures shall be available to The Company on request or in the
event of an audit.
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6.3 Human Rights and Ethical Trading
The Company is committed to ethical business practices, honesty, fair dealing and full compliance with all
laws affecting its businesses. We require suppliers to adhere to legal standards as a minimum, and industry
best practice.
QUESTIONNAIRE
7 ORGANISATION DETAILS
7.1 Contact Information
Please provide details of the Primary and secondary contact who will service as a single point of reference
for communication related to this RFI process
Dimension Primary Contact Secondary Contact
Name
Title
Company
Address 1
Address 2
City
Country
Email
Phone
Fax
7.2 Senior Account Management Team
Describe the team your company will put in place to address Nylex Limited ongoing needs. Specifically,
who will manage activities with The Company at national and local levels? What are the roles and
responsibilities for each team member?
Location Name Position Years at
Company
Contact Details Years in
Industry
Somerton
Seaford
Mentone
Dandenong
Auckland
Sydney
Perth
Brisbane
Townsville
7.2.1 Personnel Structure
Please provide a company structure. Detail in this structure your process for addressing The Company
needs and concerns. Please include ownership and agreements at each major site, specifying Government
and Industry affiliation. – Use of Organisation Charts is suggested.
Page 15 of 30


7.3 Point of Presence (POP)
Please provide details of the Business name and contact details of each site. It is critical to identify the
relationship with each site with the following identifiers:
• Branch
• Exclusive Agent
• Agent
• Representative
City Country POP Contact Details
Year first entered
city
Branch/ Agent. Please
indicate if Agent is
Exclusive or a
Representative.
Years of
relationship
Adelaide Australia
Brisbane Australia
Melbourne Australia
Perth Australia
Sydney Australia
Ningbo China
Guangzhou China
Hong Kong China
Shanghai China
Zhongshan China
Shekou China
Shenzhen China
Yantian China
Chaiwan China
Huangpu China
Xiamen China
Tianjin China
Florence Italy
La Spezia Italy
Milan Italy
Los Angeles USA
Chicargo USA
Saettl;e USA
New York USA
Hamburg Germany
Frankfurt Germany
Hanover Germany
Rotterdam Netherlands
Amsterdam Netherlands
Auckland N. Zealand
Christchurch N.Zealand
Osaka Japan
Tokyo Japan
Page 16 of 30

Taipei Taiwan
Bangkok Thailand
7.4 Customs Brokerage for each site indicating duration of licence of individual and business.
City Country
Customs Brokerage Service
including individuals names and
contact details
Exclusive
relationship Y/N
Year License granted
Year relationship
began
Adelaide Australia
Brisbane Australia
Melbourne Australia
Perth Australia
Sydney Australia
Ningbo China
Guangzhou China
Hong Kong China
Shanghai China
Zhongshan China
Shekou China
Shenzhen China
Yantian China
Chaiwan China
Huangpu China
Xiamen China
Tianjin China
Florence Italy
La Spezia Italy
Milan Italy
Los Angeles USA
Chicago USA
Seattle USA
New York USA
Hamburg Germany
Frankfurt Germany
Hanover Germany
Rotterdam Netherlands
Amsterdam Netherlands
Auckland N. Zealand
Christchurch N.Zealand
Osaka Japan
Tokyo Japan
Taipei Taiwan
Bangkok Thailand
7.5 Customer Service Support.
Describe the customer service support that will be available to The Company. Please detail services
provided, availability and any charges that are not included in proposal pricing.
Page 17 of 30


8 FINANCIAL STABILITY
8.1 Financial Statements
Provide a current copy of your company financial statements. These statements should include both your
financial performance for the past three years, and financial projection for the proceeding three years.
8.2 Insurance
Please provide your company’s certification of insurance coverage.
(NB: The Company’s minimum requirement is AUS$ 20,000,000 coverage per individual incident for
Public Liability)

8.3 Financial Institute Report
Provide a current copy of a Financial Institute Report (e.g. Dun and Bradstreet) for your company.
9 RELATIONSHIPS
9.1 Relationships with Shipping Lines
Please list your key contacts at major shipping lines that you have a major working relationship with and
who would be used for deliveries into Melbourne and Auckland:
Shipping Line Preferential
agreement Y/N
Type of relationship
i.e. Contract
Melbourne Auckland Major Lanes TEU volume
p.a
9.2 Shipping Line and Other 3rd Party Relationships
Please describe your working relationships with the shipping lines and how this translates to an improved
ability to, for example, source containers, obtaining extended demurrage, provide late receives?
Page 18 of 30

9.2.1 Please describe how you interact with 3rd parties in the import / export value chain (e.g.
container packers, wharf carters)
9.2.2 Detail your process for negotiating rates with shipping lines?
9.3 Value-added Services
Are there any other value added services that you think might be of interest to Nylex Limited
10 SUPPLIER RELATIONSHIP – WHARF CARTAGE & CONTAINER PACKAGING
10.1 Provision of Wharf Cartage
Please provide details in which locations you are prepared to offer wharf cartage?
Location Service Offered
Y/N
Equipment Type Sub-contracted Y/N Further Comments
10.2 Provision of Container Packaging
Please indicate as to which sites you will offer a container packaging service.
Location Service Offered Y/N Container type i.e.
20’ R, flat bed, etc
Sub-contracted Y/N Further Comments
Page 19 of 30

11 CERTIFICATION AND LICENSES
Please detail your Licences and Certifications in each of the following countries indicating in which
locations they are held, and the year granted:
Page 20 of 30

12 INFORMATION TECHNOLOGY
Page 21 of 30
Australia:
New Zealand:
Japan:
China:
Indonesia:
Taiwan:
Singapore:
India:
Netherlands:
Malaysia:
Hong Kong:
USA:
Germany:
Italy:
Korea:
Great Britain:
Thailand:
Canada:
Brazil:
Vietnam:
Belgium:
Spain:

12.1 Track and Trace Tool
12.1.1 Key Features of Tool
Provide adequate details as to the five key features of the ‘Track and Trace’ tool that your business utilises?

12.1.2 Real Time Information Transfer.
What is the delay experienced in transferring data to your Track and Trace Data base, and how quickly is
this information available to your clients?

12.1.3 Track and Trace Alerts.
How are alerts and warnings transmitted to the clients, and at what point will this occur?

12.2 Software Availability, Licensing and Utilisation.
12.2.1 EDI Platforms
What EDI Platforms are utilised throughout the Region providing length of time system has been
operational.

12.2.2 System Interfacing with Customs and other Industry/Government Agencies.
Provide detail as to how your business currently interfaces with Customs direct.

12.2.3 Software On-licensing.
Does your business have the capacity to on licence EDI platforms and other software to their client base? If
so at what cost?

13 CARGO MANAGEMENT REENGINEERING
Page 22 of 30

13.1 Business Preparation
Please provide detail as to the preparation undertaken to ensure a transfer through CMR. It is important to
outline the major difficulties that were experienced in this transition, also highlighting the manner in which
these issues were resolved.

13.2 Current Customers
Detail the fundamental steps that were undertaken to ensure that all clients were ready and educated about the
transition? What errors did your business make that would not be repeated if the process were to be replicated?

13.3 New Client Base
What steps would be undertaken should your company be awarded this agreement to ensure that The
Company was fully compliant with CMR and any other pending industry requirements?

14 PRICING
Management of Shipping Line Rates and other 3rd
Party Charges
Page 23 of 30

• In the pricing templates below, Suppliers are to provide pricing that shall be the maximum rates
charged for the ensuing twelve months as a minimum period, no increases shall be accepted by
The Company during that period. Suppliers are also to provide a formalized mechanism to The
Company by which pricing may be reduced in line with general market rates
• Movements in other 3rd
Party charges must be communicated to, and agreed in advance by Nylex
14.2 Pricing Template
Suppliers are required to complete the pricing table for the services in which your business is submitting a
proposal for. Indicate your most competitive offer for each item listed under the terms outlined in this RFI,
in sections 14.3.1, 14.3.2, 14.3.3, and 14.3.4.
14.3 Lane Pricing
Please provide pricing for the following lanes (sea freight component only) – in USD – refer to enclosed
volume levels by port of origin / destination: -
14.3.1 LCL Pricing
Origin Destination Cost per m3 Cost per kg Ability to consolidate cargo
As per
Attached
list
Page 24 of 30

14.3.2 LCL Consolidated Loads
Origin Destination Cost per m3 Cost per kg Ability to consolidate cargo
As per
Attached
list
Page 25 of 30

14.3.3 FCL Pricing
Origin Destination Cost per 20’ Cost per 40’ Other
As per
Attached list
14.3.4 Pricing Structure:
Page 26 of 30

Please provide a complete (itemised) list of all further pricing components – in local currency – not
included in the above templates, using the following (example) template: -
NB : Any item not included in the pricing templates that appears in any subsequent invoicing will not be
honoured by The Company by way of payment at any future time.
Price Component Price per Unit / Shipment Comments
Local Cartage- 20’ Side loader
Local Cartage – 20’ rigid
Local Cartage – 40’ Side loader
Local Cartage – 40’ semi trailer
CAF / BAF
Document Fees First doc $XX , second document free
Security Surcharge Where / When applied
ETC
ETC
14.3.5 Pricing Cost Reductions:
What initiatives have you put in place to reduce the cost of your provision of Freight Forwarding services
and what impact did it have on your cost base?

14.3.6 Exchange Rate Strategy
What is your strategy to minimise the risk of exposure to exchange rate fluctuations?

14.3.7 Price Fluctuation Strategies
What strategies have you put in place to minimise exposure to price fluctuations in the market?

14.3.8 Fuel Cost Management
How does your business manage the ever-changing fuel costs

14.4 Payment Terms
The Company’s Standard Payment terms are end of the calendar month that immediately follows the
calendar month in which The Company receives a properly completed and accurate invoice from the
Supplier. Please indicate any additional discount that would apply through more favourable payment terms.
Payment Terms % Discount
14 days
21 days
32 days
Page 27 of 30

14.5 Length of Contract
The Company may consider longer term contracts if value can be demonstrated. Please indicate details of
any price discounts offered if tenure is increased.
Contract Length % Discount
12 months
2 years
3 years
Appendix 1- RFI Questions Form
Please note this form can either be faxed or forwarded by email.
Fax COVER PAGE
Page 28 of 30

Response to International Freight Tender- Part A
Date
To:
Tom Evans
Nylex Limited
0417354863
From:
Company Name: _______________________________
Contact Name _______________________________
Telephone: _______________________________
Fax: _______________________________
Email: _______________________________
Reference to Section of this RFI
Question Number:
RFI reference # Question or clarification required
Page 29 of 30

Appendix 2 - Authority and Signature Form
Due by ……….
Upon completion of the response, complete and include this form along with your proposal.
To: Tom Evans
Nylex Limited
0417354863
From: Company Name:
Contact Name:
Telephone:
Fax:
Authority and Signature Form
The Supplier has full power and authority to enter into an agreement based upon the attached response and
any proposal thereto; and the person signing this proposal on behalf of supplier has been properly
authorised and empowered to enter into the proposal. The Supplier further acknowledges that it has read
the attached document, understands it, and agrees to be bound by it.

Company Name

Print/Type Name
Signature

Title
____________________________________
Date
Page 30 of 30

Nylex rfi international freight draft

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