REQUEST FOR PROPOSAL: RELOCATION SERVICES BIDDING PROCESS nº 1/2024

REQUEST FOR PROPOSAL: RELOCATION SERVICES

BIDDING PROCESS nº 1/2024

The Embassy of Brazil invites reputed companies to participate in the bidding process (number 1/2024) for the door-to-door international removal/relocation contract (household goods) of Mr. Lauro Grott, Diplomat at the Embassy of Brazil to the State of Qatar, who was assigned to serve in Copenhagen, Denmark.

2. For the inspection of the goods at the consignee’s residence, please contact Mrs. Doua Hayder Beshir at the email address brasemb.doha@itamaraty.gov.br. The estimated volume and weight must be informed in cubic meters and kilograms.

3. The following documents must be addressed to the Tender Commission and delivered, in a sealed envelope, at the Embassy of Brazil in Doha (Wadi Al-Hadab Street 980 Building 20, Doha), no later than June 13^th, 2024, 10 AM:

a)  This Request for Proposal, signed in every page by the company’s representative, as a confirmation of the acceptance of its terms and conditions;

b)    The Price Quotation Form, attached to this document;

c)    A detailed Proposal, including all the items mentioned in article 8 of this document.

4. The price offered must be informed in United States dollars (USD), be valid for at least 90 days and include all the following items.

4.1. Services at origin:

a) dismantling of the furniture, wrapping and packing of all items using new double-ply cartons, bubble-wrap pack for fragile items, and wooden crates when needed;

b) fumigation/water proofing;

c) marking/identification on all boxes;

d) inventory for the contents of each package;

e) picking up of the items at a single address location;

f) loading of all items on an exclusive container;

g) arrangements for parking permission (if required);

h) shuttle service and hoisting equipment (if required);

i) hauling at the origin and to the port of departure;

j) customs formalities and documentation (bill of lading).

4.2. Terrestrial and/or Ocean Freight:

a) booking arrangements with shipping line;

b) transportation charges to port and ocean freight, including dock fees, terminal handling charges, and other applicable charges;

c) customs clearance fees and port costs.

Note.: The moving company must provide full data (name, address, telephone/mobile phone) of the terrestrial/ocean freight company and send a copy of the Bill of Lading (or the correspondent terrestrial document) to the Embassy as soon as the document is available.

4.3. Services at the destination:

a) local charges at the destination;

b) destination agent’s complete service charges;

c) delivery of the items at a single address location;

d) unloading, hauling and unpacking of all items;

e) reassembly of all items dismantled at the origin;

f) removal of the debris (preferably on the day of delivery);

h) returning of the empty container to the port/warehouse.

Note.: The moving company must provide full data (name, address, telephone/mobile phone) of the moving agent at the destination.

4.4. Insurance:

a) covering all risk, door-to-door service (percentage at estimated value), according to the itemized valuation list provided;

b) the insurance limit covered by the Brazilian Embassy for Lauro Grott is USD 116,480.00 . Any value above this limit will be insured directly by Mr. Grott and must be charged separately.

Note.: The moving company must provide full data (name, address, telephone/mobile phone) of the insurance company.

4.5. Storage and Handling Charges:

a) storage and handling charges for 30 days of deposit at the origin. Even if the storage for the first 30 days is free of charge the company must inform the price for additional storage under the item “Extra charges - at the origin”, item 12 of the Price Quotation Form.

Note.: The moving company must provide full data (name, address, telephone/mobile phone) of the warehouse company.

5. Terms of Payment:

a) 50% of the total invoice upon presentation of the “Bill of Lading” (or the correspondent terrestrial document), and

b) 50% after final delivery of the goods.

6. The opening of the envelopes with the bidding proposals will take place at the Embassy of Brazil in Doha (Wadi Al-Hadab Street 980 Building 20, Doha) on June 13^th, 2024, 10h30 AM and all the invited companies are allowed to be present. The Tender Commission will open the envelopes and verify if all requirements were met. According to the Brazilian legislation, the Embassy must receive the approval of the Ministry of Foreign Affairs headquarters prior to the signing of the contract with the bidding winner.

7. The criterion to choose the winner will be the lowest price for the same service. In case two or more companies submit exact lowest bids, the Commission reserves the right to pick the winner contract by lottery.

8. The financial proposal must include all the following items:

a)    any restriction of materials or goods to enter/leave the country, according to their customs regulations;

b)    the estimated transportation time from the origin to the destination;

c)    withholding taxes;

d)    transshipment charges;

e)    port taxes, wharfage taxes, dock rates;

f)     inspection fees;

g)    extra customs taxes;

h)    duties;

i)     special release antinarcotics (if necessary);

j)     unloading, unpacking, uncrating of the goods and placing them inside the destination residence of the consignee. All the eventual difficulties to access the residence at origin/destination must be considered, for example the use of stairs, lefts, balconies, etc. to the removal or setting up of furniture;

k)    insurance charge covering door-to-door move (value of percentage of the itemized valuation list, to be provided by the consignee);

l)     weight and total value (please refer to the packing list, with the values per items).

9. The packing and sealing of the container will be supervised by a representative of the Embassy and must be done in Qatar.

10. The Tender Commission will disregard proposals without the “Price Quotation Form” including all the services described in this letter.

11. Any request for extra charges will only be considered for those circumstances that could not be foreseen at the time of the signing of the contract.

12. By submitting its proposal to the Tender Commission, the company acknowledges its compliance with all the terms of this RFP.

Yours faithfully,

Tender Commission