REQUEST FOR PROPOSAL: RELOCATION SERVICES
The Embassy of Brazil in Kuala Lumpur would like to invite moving companies to participate in the bidding process for the door-to-door international removal/relocation contract (household goods) of one of our Secretaries, assigned to serve in the city of Jakarta, Indonesia.
2. For the inspection of the goods at the consignee’s residence, please contact the Embassy at administ.lumpur@itamaraty.gov.br for arrangements. The estimated volume and weight must be informed in cubic meters and kilograms.
3. The contract proposal and the “Price Quotation Form” must be addressed to the Administrative Commission from the Embassy of Brazil at administ.lumpur@itamaraty.gov.br. Please keep luciana.corbetta@itamaraty.gov.br and anapaula.costa@itamaraty.gov.br in copy. The proposals will be received, via e-mail, until 17th November 2023.
4. The price offered must include all of the following items:
4.1. Services at origin:
a) disassembling of the furniture, wrapping and packing of all items using new double-ply cartons, bubble-wrap pack for fragile, 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 to the port of departure; and
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; and
c) customs clearance fees and port costs.
Note: The moving company shall provide full data (name, address, telephone/mobile phone) of the terrestrial/ocean freight company and shall
send a copy of the Bill of Lading (or the correspondent terrestrial document) to the Embassy of Brazil 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 and unpacking of all items;
e) reassembly of all items disassembled at the origin;
f) removal of the debris (preferably on the day of delivery); and
h) returning of the empty container to the port/warehouse.
Note: The moving company shall 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 (the storage period included), according to the itemized valuation list provided;
Note: The moving company shall provide full data (name, address, telephone/mobile phone) of the insurance company.
4.5. Storage and Handling Charges:
a) storage, insurance and handling charges for 30 days of deposit at the origin;
Note: The selected moving company shall provide full data (name, address, telephone/mobile phone) of the warehouse company.
5. Please note that the following companies have been banned from participating on contracts with the Ministry of Foreign Affairs of Brazil and will not be allowed to be a part of this process at any moment, whether on the origin or destination of the goods:
- IMS GMBH
- Universal Cargo
- Crown Relocations
6. 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.
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 of 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) transhipment 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, balconies, etc. to the removal or setting up of furniture);
k) insurance charge covering door-to-door move (the itemized valuation list shall be provided by the consignee); and
l) weight and total value (please refer to the packing list, with the values per item).
9. 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.
10. By submitting its proposal to the Commission, the company acknowledges its compliance with all the terms hereunder.
Kuala Lumpur, 31 October 2023