2024_SSA ITT for Courier Services

The expectations are: -

• Delivery of Exams materials from source to in-country/ local, to the airport to British Council offices strong rooms countries.
• Notification of all arrivals with 48hrs’ notice in writing.
• Distribution of Exam materials to venues before the exams takes place as per a prior agreement with the British Council. i. Despatch of Question Papers/ Material to outreach centres/ venues based on provided schedules that will be shared in advance, it may include weekends as well. ii. Any late/ unexpected despatch/ receipt should be dealt with as the main consignment and the same workflow should be adopted.
• All boxes containing Exams materials will be transported in locked vehicles or suitable equivalence such as motor bikes where applicable. The vehicle or motor bikes must have a tracker to map out the journey details such as time taken, route adopted and number of timed stoppages. The vehicle (motor bike rider) should have a mobile phone in order to allow timely reporting of internal dispatch status including challenges.
• The courier company should have a backup vehicle/s (or motor bikes and motor bike riders) in case of emergencies or break–downs or down time.
• Airway bill should be valid for extended period of time to allow for the transaction to be complete at no extra cost.
• Time-bound deliveries that need to get to destination venues by 0730 hrs must be met which includes the provider having capability to safely store the material overnight waiting for on time delivery to in country locations.
• Provide advice and facilitate/ coordinate all customs processes such as declaration, clearance etc for all parcels and/ or materials that BC engages in from source point to destination. 7.2.3 Packaging of Exam materials/ consignment
• Where BC does not provide special (water, fire and tamper proof at a minimum) packaging boxes with security seal/ lock, according to the venue requirements, the courier will provide boxes and packaging materials (that will be water, fire and tamper proof at a minimum) once a week (as per need). This is usually on Mondays - during the Exam periods.
• British Council staff will pack the material appropriately and hand it over to courier staff (with relevant receipting) for delivery to the UK or stated destination (by the courier company itself). 7.2.4 Customs clearance and procedures
• Both in-bound and outbound shipment’s customs clearing shall be coordinated and facilitated by the service provider where it is required in the most economical manner. 7.2.5 E-shipment and tracking facility
• The service provider shall have a facility to enable shipment documentation to be online unless where there is evidence that the same is not possible. 7.2.6 Tracking
• Latest tracking information must always be available online and/ or with the courier company until the consignment reaches its main destination. Tracking system must have alerts functionality to the shipment journey (i.e. where it has reached on its way to UK, for how long it stayed at a specific location/port, what was the reason for the stoppage, was consignment checked physically by opening boxes and packets, if it was checked was it done in the presence of the staff of the courier company etc) are disseminated to the relevant BC office. 7.2.7 Collection, transportation, tracking & safety of consignment
• British Council shall inform the supplier of a schedule of dispatch at least two weeks earlier or as soon as it is reasonable known before.
• Supplier to arrange pick up of the material from the location, provide a receipt with tracking number etc.
• Supplier to ensure timely, safe and secure transport of the materials with and updated online tracking system.
• In case of any loss/ damage to the packets/ boxes, the courier company should inform the Council immediately with potential recovery method to ensure BC does not suffer.
• All consignments are confidential