angostura holdings limited...the contents of this document belong to the copyright owner angostura...

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ANGOSTURA HOLDINGS LIMITED

REQUEST FOR PROPOSAL

FOR THE PROVISION OF INBOUND & OUTBOUND

TRANSPORTATION SERVICES

FOR THE PERIOD FEB 2018 – JAN 2019

© Angostura Holdings Limited 2017. All rights reserved. No part of this publication may be reproduced without the written permission of the copyright owner.

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TABLE OF CONTENTS 1. PREAMBLE ............................................................................................................................................... 3

1.1 COPYRIGHT ........................................................................................................................................ 3

1.2 CONFIDENTIALITY ........................................................................................................................... 3

1.3 TERMS & CONDITIONS ..................................................................................................................... 3

2. OVERVIEW .............................................................................................................................................. 6

3. PRE-QUALIFICATION DOCUMENTS...................................................................................................... 6

4. SCOPE OF WORK..................................................................................................................................... 8

5. PRICING, INVOICING & PAYMENT ...................................................................................................... 10

6. EVALUATION CRITERIA ...................................................................................................................... 12

7. SUBMISSION INSTRUCTIONS .............................................................................................................. 12

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1. PREAMBLE

1.1 COPYRIGHT

The contents of this document belong to the copyright owner Angostura Holdings Limited

(AHL) and is being issued in confidence only for the purpose for which it is supplied; to solicit

bids from suitably qualified suppliers for the provision of inbound and outbound

transportation services. It must not be reproduced in whole or part or used for tendering

purposes except under an agreement or with consent in writing from AHL. No information

relating to the contents or subject matter of this document shall be given orally or in writing

or communicated in any manner to any third party being an individual, firm or employee

without the prior consent in writing of AHL.

1.2 CONFIDENTIALITY

This document constitutes confidential and proprietary information of AHL, and shall not be

disclosed in whole or in part by the bidder to any third party, or to any employees of the

bidder other than those who have a need to access such information. The information

contained therein shall not be duplicated, or used by the bidder for any other purpose than

to supply a response to this RFP. This restriction does not limit the bidder’s right to use the

information contained therein to obtain information or requirements from another source

such as governmental agencies, insurance entities, subcontractors etc. which may be

necessary for the submission of comprehensive proposal to AHL. The bidder however shall

exercise a duty of care when exposing such information and ensure that confidentiality is

communicated and maintained.

1.3 TERMS & CONDITIONS

For purposes of these clauses, a substantially responsive proposal is one which conforms to

all the terms and conditions of the RFP without material deviations.

i. Terms of Issue: The issue of this document by AHL does not constitute an offer to trade

and the Company is not bound to conduct business based on any responses to the

document. Any subsequent commercial arrangements are subject to contract negotiation

and award and such contracts must be issued and agreed upon prior to commencement

of business. All commitments are therefore subject to written confirmation from AHL by

a duly authorized person.

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ii. Content of Proposals: In response to this document, AHL expects all bidders to provide

relevant responses to the specific requirements in a concise and comprehensive manner.

Any proposal which does not fully address this RFP may affect the evaluation of the

proposal and may be rejected. Unnecessary elaborate brochures and other presentations

beyond what is sufficient for a complete and effective proposal are not encouraged.

iii. Cost of Proposal: The bidder shall bear all costs associated with the preparation and

submission of the proposal; AHL will in no case be responsible or liable for those costs,

regardless of the outcome of the solicitation.

iv. Period of Validity of Proposals: Proposals shall remain valid for ninety (90) days

following the tender closing date. In exceptional circumstances, AHL may solicit an

extension of the period of validity which shall be made in writing. A bidder in granting

the request will not be allowed to modify the proposal.

v. Modification and Withdrawal of Proposals: The bidder may withdraw its proposal

after its submission, provided that written notice of the withdrawal is received by AHL

prior to the deadline prescribed for submission.

vi. Request for Clarification of Proposals: To assist in the evaluation and comparison of

proposals, AHL may at its discretion, issue a request for clarification in writing which

shall also be responded to in writing. No change in price or content of the proposal shall

be sought, offered or permitted.

vii. Amendment of Solicitation Documents: At any time prior to the deadline for

submission of proposals, AHL may, at its own initiative or in response to a query by a

prospective bidder, modify the solicitation documents by amendment. Any amendment

will be issued to all persons who received the original RFP. To afford prospective bidders

reasonable time in which to take the amendments into account in preparing their

proposals, AHL may at its discretion, extend the deadline for the submission of proposals.

viii. Late Proposals: Any proposal received by AHL after the deadline date and time for

submission will be rejected and not be considered as part of the evaluation process.

ix. Proposal Rejection: AHL reserves the right to reject any or all proposals after

evaluation. The rejection of proposals will mean that the company has determined that

it is in its best interest not to pursue the acquisition of the services.

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x. Notification of Award: Bidders of successful proposals will receive written notification

of award of the contract and unsuccessful bidders shall also receive written notification

of the non-acceptance of their proposals.

xi. Contract Negotiation: The supplier must be prepared to immediately begin contract

negotiations upon notification of the award. If the supplier is not able to begin contract

negotiations, AHL reserves the right to begin negotiations with other suppliers who

submitted bids as a part of the process. AHL also reserves the right to negotiate the

contract to include any portion or portions of the scope of work as it deems necessary to

meet the current requirements of the business. Should the supplier for any reason be

unable to finalize or perform the contract, AHL reserves the right to enter into contract

with another supplier for the provision of the goods or service.

xii. Contract Participation: The supplier of the winning proposal will be offered the

opportunity to enter into an agreement with AHL, which shall be in substantial

conformance with:

• AHL’s standard contract terms and conditions

• The scope of work and specifications described in this RFP

• The proposal submitted by the supplier

• Agreed key performance indicators or service level agreements

xiii. Proposal currency: All prices shall be quoted in Trinidad and Tobago Dollars (TTD) with

applicable Value Added Tax (VAT) clearly identified.

xiv. Payment Terms: Terms of payment shall be agreed upon and documented in the

contract. The selected supplier(s) will be required to provide detailed invoices for the

services provided which must be supported by delivery notes and/or trip logs.

xv. Adherence to Policy: Employees of the selected supplier/s will be required to adhere to

AHL’s HSE, Security, Procurement and other polices during the period of their

engagement in addition to those of the company’s suppliers where applicable such as

Carib Glassworks Ltd, Caribbean Bottlers Ltd and Diversified Ltd.

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2. OVERVIEW

AHL is pleased to issue a Request for Proposal for the Provision of Inbound & Outbound

Transportation Services from suitably qualified suppliers to support its internal Distillery

and Bottling Operations. This involves the movement of packaging materials, raw materials,

bulk liquid and cased products from:

• From various port locations to the Laventille-based Distillery

• External local suppliers to the Laventille-based Distillery

• The company’s Chaguaramas facility to the Laventille-based Distillery

• From the Laventille-based Distillery to various port locations

• From the Laventille-based Distillery to various distributors and customers

The prospective bidder is expected to study this document carefully before submitting their

proposal and to take into consideration all of the requirements stated herein. Allowances

will not be facilitated for changes to proposals resulting from omissions or exclusions on the

part of the bidder.

3. PRE-QUALIFICATION DOCUMENTS

The following documents MUST be submitted as part of your proposal under the appropriate

heading in the order in which they are listed below. Failure to submit will result in your bid

being forfeited from the evaluation process.

1. Certificate of Incorporation, or any other form of business registration

2. Income Tax Clearance Certificate

3. VAT Clearance Certificate, or if not qualified for VAT, a document from the VAT Office

indicating such

4. Three (3) years Audited Financial Statements dated no earlier than 2014. This should

be submitted in the Appendix.

5. A bank reference letter indicating good financial standing, credit rating, average

monthly deposits and average monthly balance

6. Two (2) letters of references from past clients, with contact information, in which

similar work was done

7. Copies of valid vehicle insurances and certificates of ownership for the vehicles which

will be used to deliver services

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8. Copies of drivers permits of the employees who will be operating transport vehicles

together with a brief description of their driving history and defensive driving

training.

9. Evidence of relevant workmen compensation insurances

Pre-qualification Requirements

Bidders are required to also provide the following as part of their submission in the following

order:

1. A brief description of your company's profile

2. An outline of your firm’s experience in providing similar services

3. Your company's Organizational Chart

4. A list of all company directors

5. A description of the types of vehicles and their physical condition together with

images or pictures, which will be used for the delivery of services

6. Evidence of the availability of a competent cadre of vehicle drivers to provide the

required services. Drivers/Loaders must have basic document handling skills for

validating goods receipt notes, delivery notes etc.

7. A brief statement outlining how quality standards and customer service levels will be

maintained in the delivery of services

8. A brief outline of your company’s HSE Policy and any other relevant policy with

regard to sustainability, pollution, carbon emission reduction, green initiatives etc.

9. A completed Rate Sheet based on the scope of work outlined (See section 5)

10. A completed Supplier/Contractor Information Form

NB: Failure to submit these requirements may result in your bid not being considered.

Submission of these documents and forms as part of your proposal does not automatically

indicate that your company has been registered as a supplier with AHL. Suppliers who are

successful as a result of the evaluation process will be contacted to commence contract

negotiations as per Section 1.3 Part xi and xii. Providing that negotiations are successful and

there is offer and acceptance of the contract, selected suppliers will be subsequently

registered on the company’s supplier database.

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4. SCOPE OF WORK

Bidders are required to review and quote on the following scope of work as detailed in Table

1 below. In the preparation of quotes kindly note the following:

1. Transport services will be required during the hours of 7.00am to 4.00pm on regular

business days. Emergency services required outside of this will be discussed and

agreed in advance.

2. Suppliers will be required to provide both a driver and a capable loader for all

external transportation services.

3. Suppliers will be required to have available basic operational tools for the provision

of the required services including but not limited to a heavy-duty tarpaulin, tie down

straps (sufficient to secure a full load) and a working fire extinguisher.

4. Suppliers shall be responsible for the maintenance of their vehicles and ancillary

equipment to ensure that they are in good working order and are suitable and

available for the provision of the required services.

5. Supplier performance will be evaluated on a continuous basis and any corrective

actions required will be appropriately communicated. Performance metrics will

include but not be limited to, on-time pickups, load turnaround time, delivery lead

times, customer service, HSE compliance and resource availability.

6. All selected transport contractors will be required to attend a training session hosted

by AHL on health and safety, cargo handling, containment of spills and other related

topics.

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Table 1: Scope of Services Required

Operational AreaService

CodeDescription of Service From To Estimated Frequency Route Cargo Type Max Loading Consideration

Estimated Travel

Distance One Way

Estimated Time

(mins)

Distillery TP1 Transporation of Molasses Chaguaramas Laventille On Call, 1-week Notice Main Roads & Highways Bulk Molasses

Purpose-built tank on 20ft

chassis for up to 25 metric ton

haulage

20 km 120

Distillery TP2 Transporation of Molasses Port of POS Laventille On Call, 1-week Notice Main Roads & Highways Bulk Molasses

Purpose-built tank on 20ft

chassis for up to 25 metric ton

haulage

6 km 90

Distillery & Blending TP3 Transportation of Alcohol Chaguaramas Laventille On Call, 1-week NoticeSpecific Route along Main

Roads and Highways definedBulk Alcohol

Tanks provided by TDL hauled

on 20ft chassis MGW20 km 120

Distillery & Blending TP4 Transportation of Alcohol LaventillePort of Port of

SpainOn Call, 1-week Notice

Specific Route along Main




Distillery & Blending TP5 Transportation of Alcohol Laventille Port of Point Lisas On Call, 1-week NoticeSpecific Route along Main




Logistics TP6 LLB from Caribbean Bottlers Limited (Coca Cola) Macoya Laventille On Call 24-hr Notice Main Roads & Highways Palletised Cased Products 8 / 12 pallets gross 10,500 kgs 10 km 120

Logistics TP7 Transportation of Export Orders POS Laventille On Call, 24-hour notice

Specific route along Main

Roads and Highways defined Cased Goods 20' Dry container 6 km 60






Roads and Highways defined Bulk alcohol 20' ISO tank 6 km 60

Logistics TP10Transportation of Export Orders Point Lisas Laventille On Call, 24-hour notice



Logistics TP11 Transportation of Export Orders Point Lisas Laventille On Call, 24-hour notice



Logistics TP12 Transportation of Export Orders Point Lisas Laventille On Call, 24-hour notice


Roads and Highways defined Bulk alcohol 20' ISO tank 40 km 120

Materials

ProcurementTP13

Glass Bottles from Carib Glassworks Limited to

Trinidad Distillers LimitedChamps Fleurs Laventille 2 - 4 days Weekly Main Roads & Highways Glass Bottles 12 pallets gross 6,000 kilograms 5.5 km 90

Materials

ProcurementTP14

PET Bottles from Diversified Limited to Trinidad

Distillers LimitedChaguanas Laventille 1 day Weekly Main Roads & Highways PET Bottles 10 pallets gross 1,000 kilograms 18 km 120

Warehousing TP15Transporation of Packaging Materials to and from

offsite locationsLaventille Morvant 2 - 4 days Weekly

EMR & Fernandes Industrial

CentrePalletised Miscellaneous 12 pallets gross 6,000 kilograms Less than 2 m 60

Warehousing TP16Wooden pallets, tier sheets, klotzpack trays,

wooden top frames to Carib Glassworks LimitedLaventille Champs Fleurs 1 day Weekly Main Roads & Highways Palletised Miscellaneous 10/12 Pallets gross 6,000 kgs 5.5 km 90

Warehousing TP17Wooden pallets, tier sheets, klotzpack trays,

wooden top frames to Diversified LimitedLaventille Chaguanas 1 day Fortnightly Main Roads & Highways Palletised Cardboard 12 pallets gross 1,200 kilograms 18 km 90

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5. PRICING, INVOICING & PAYMENT

Bidders are required to complete the rate sheet below for the services they wish to bid on based on

the details outlined in the scope of work above. An excel version is made available for convenience

which can be completed and copied into your proposal. Bidders are permitted to quote on one or

more or all of the services which they are capable of performing as per AHL requirements and

those should be clearly identified.

A firm fixed rate quoted in Trinidad & Tobago Dollars, inclusive of applicable VAT, is required

for each service and will apply for a period of one (1) year and form part of the subsequent

contractual agreement. Prices submitted should be valid for a period of at least 90 days after the

closing date of the tender to allow for the evaluation of bids and the selection of suppliers.

For selected suppliers, all invoices for services provided must quote the Service Code as listed in

Table 1 and its respective rate. Subsequent supplier payments will be made via Automatic Clearing

House (ACH) payments only therefore bidders must ensure that Section C of the

Supplier/Contractor Information Form is completed in its entirety with all appropriate banking

details.

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Table 2: Rate Sheet

Cost per One-

Way Trip

Cost per

Round Trip

Cost per One-

Way Trip

Cost per

Round Trip

TP1 Transporation of Molasses

TP2 Transporation of Molasses

TP3 Transportation of Alcohol



TP6 LLB from Caribbean Bottlers Limited (Coca Cola)

TP7Transportation of Export Orders






TP13Glass Bottles from Carib Glassworks Limited to

Trinidad Distillers Limited

TP14PET Bottles from Diversified Limited to Trinidad

Distillers Limited

TP15Transporation of Packaging Materials to and

from offsite locations

TP16Wooden pallets, tier sheets, klotzpack trays,

wooden top frames to Carib Glassworks Limited

TP17Wooden pallets, tier sheets, klotzpack trays,

wooden top frames to Diversified Limited

Service

CodeDescription of Service Suggested Vehicle Type

Full Truck Load Less Than Truck Load

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6. EVALUATION CRITERIA

Bids will be evaluated based on, but not limited to, the criterion identified below:

1. Transport rates

2. Financial viability and stability

3. Experience, track record and ability to provide the required services

4. Availability of appropriate, reliable vehicles to fulfil the required services

5. Availability of skilled human and other resources and tools to perform the services

6. Any other criterion deemed appropriate by AHL

The Company reserves the right to request a site visit of the supplier’s company and

operations to determine if adequate skills, equipment and resources are available for

performance of the contract. The Company also reserves the right to request any additional

information that it may deem necessary to make an informed decision on any proposal.

7. SUBMISSION INSTRUCTIONS

Bidders are required to adhere to the following instructions for the submission of proposals.

a) Proposals are to be printed on both sides of 8x11 paper, properly bound and labelled.

b) Packages are to be addressed and delivered to:

The Executive Manager, Operations

Angostura Holdings Limited

Corner Trinity Ave & EMR

Laventille.

c) Proposals must clearly identify the name, address and contact information of the

supplier and quote the RFP reference number TDL001-TRANSPORT-2017

d) All packages must be delivered on or before Friday 5th January 2017 by 2.00pm

local time. Late submissions will not be accepted or considered.

e) Bidders are required to leave their packages at the Reception Desk during the hours

of 8.00am to 4.00pm Monday to Friday, and from 8.00am to 2.00pm on the deadline

date, and must sign the delivery log sheet.

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f) Any queries relating to the RFP document should be made in writing only via email

to [email protected] with a subject heading “Query TDL001-TRANSPORT-

2017”. Queries will not be facilitated via phone call, any other form of discussion or

on the deadline date for submission. Please allow 24 hours for responses to queries.

_____ END _____

mailto:[email protected]