Expression of InterestFinal post Version 19 Mar pub web last

International Federation of Freight Forwarders Association (FIATA)
Request for Expressions of Interest (EOI)
For the development of a system which entails the digitalization of the FIATA Bill of Lading
and Supporting FIATA Documents
Part A: Overview and Objectives
1. Introduction
The International Federation of Freight Forwarders Association (FIATA) invites suitable interested parties to
submit Expressions of Interest (EoI) to assist with the development of a system that allows the transfer of
digitalized FIATA documents to members of the freight forwarding community all over the world.
The objectives of this EoI are set out in section 4. In brief, we are seeking an experienced IT provider, preferably
an organization that has past experience in the freight forwarding and logistics industry, to develop a platform that
allows for the exchange of electronic FIATA documents, more specifically the FIATA Bill of Lading, to members
all over the world.
The general outline of this invitation is designed to elicit innovative and imaginative approaches as to how such a
system is to be developed. We give proponents the opportunity to layout the steps they will undergo in order to
develop our platform and explain their advantages to the FIATA Presidency for decision.
This EoI invites Expression of Interest from small to large innovative IT Providers. We need IT Providers with
imaginative, innovative and sound business ideas. We expect proponents to see opportunities in the approach
suggested in this initiative and seek to improve it from a technical standpoint.
FIATA will examine each proposal in great detail using evaluation criteria outlined in attachment 2. FIATA will
inform all proponents of their outcome once all applications have been evaluated and the successful proponent
has chosen to pursue the project. The Expression of Interest must be received by the FIATA Secretariat no later
than 15 May at 17:30 CET (Central Eastern Time).
2. FIATA’s Background
FIATA is a non-governmental organization founded in 1926 which represents an industry covering approximately
40,000 forwarding and logistics firms employing approximately 8 - 10 million people in 150 countries.
FIATA has consultative status with the Economic and Social Council (ECOSOC) of the United Nations (inter alia
ECE, ESCAP, ESCWA), the United Nations Conference on Trade and Development (UNCTAD), and the UN
Commission on International Trade Law (UNCITRAL).
It is recognized as representing the freight forwarding industry by many other governmental organizations,
governmental authorities, private international organizations in the field of transport such as the International
Chamber of Commerce (ICC), the International Air Transport Association (IATA), the International Union of
Railways (UIC), the International Road Transport Union (IRU), the World Customs Organization (WCO), the
World Trade Organization (WTO) and many more.
To give you an idea of the structure of our Association, FIATA is an International Association with members
including National Association Members and Individual Members. FIATA represents the global industry as a
whole encompassing National Associations as members. The National Associations who represent and protect
the interests of the industry within their respective countries encompass individual members which are freight
forwarding organizations conducting day to day operations in the industry. FIATA serves as the watchful eye of
all participants in the freight forwarding industry.
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3. FIATA Documents
Freight Forwarders mostly design and print their own forwarding instruction forms, which have to be filled in by
their clients. However, the instruction forms of the various freight forwarders are non-uniform.
In the interest of uniformity and a common layout, FIATA has drafted numerous documents including the FIATA
model for forwarding Instructions. Our forms are aligned to the UN layout key for trade documents, which aim to
provide an international basis for the standardization of documents used in international trade.
Since 1955, as part of a membership deal, FIATA has allowed its Associations Members to distribute FIATA
documents to their Individual Members. Such FIATA documents include:
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FIATA Forwarders Certificate (FCR)
FIATA Forwarders Certificate of Transport (FCT)
FIATA Negotiable Multimodal Transport Bill of Lading (FBL)
FIATA Warehouse Receipt (FWR)
FIATA Shippers Declaration for the Transport of Dangerous Goods (SDT)
FIATA Non-Negotiable Multimodal Transport Waybill (FWB)
FIATA Shippers Intermodal Weight Certification (SIC)
In today’s industry, freight forwarders which are individual members can approach their National Associations
and request to purchase FIATA documents. Once purchased, freight forwarders fill out the hard copy of the
FIATA document and send it to their clients, agents or other relevant counterparts, such as banks, insurers,
authorities and other stakeholders of the supply chain.
FIATA is moving away from this type of process and wishes to develop a system which allows and facilitates the
transfer of electronic documents from the freight forwarder to third parties as listed above. We seek to digitalize
our documents and place them in a system for our members to utilize in an electronic environment.
An analysis conducted in June 2011 revealed the importance of several key documents. Our analysis discovered
that the FIATA Bill of Lading was the most commonly used document amongst our members. Other popular
documents included the FIATA Non-Negotiable Multimodal Transport Way Bill (FWB) and the FIATA Freight
Forwarders Certificate (FCR). For a visual description of FIATA documents, please visit Appendices A through G.
3.1 FIATA Bill of Lading (FBL) Focus
The FIATA Bill of Lading (FBL) is the most popular document circulating throughout our industry. In simple terms,
the FBL is a document issued by a freight forwarder acting as a contractual carrier to a shipper, acknowledging
that specified goods have been received as cargo for conveyance to a named place for delivery to
the consignee who is usually identified. It must be noted that the FBL can be issued to order and is in principle a
negotiable document. For a visual of the FBL please refer to Appendix A.
The FBL can be used as a traded object and evidences a contract outlining the carriage of goods. Such
objectives of the FBL include:
A valid contract of carriage that may incorporate the full terms between the consignor and the carrier by
reference (Two forms exist: The first, short form, refers to the main contract as an existing document,
whereas the second, long form of a bill of lading sets out all the terms of the contract of carriage.)
It is a receipt signed by the freight forwarder acting as a contractual carrier confirming whether goods
matching the contract description have been received in good condition
It is also a document of title, being freely transferable by endorsement and in such case it is a negotiable
instrument in the legal sense. It describes the legal aspects of carriage, and, like a cheque or other
negotiable instruments, it may be endorsed to transfer the goods described on the face of the document.
It binds the carrier to its terms, irrespectively of who the actual holder of the FBL and/or owner of the
goods may be at a specific moment.
The FIATA Bill of Lading identifies the individual who is warranted possession of the goods at the time of delivery.
In paper format Bills of Lading are normally issued in sets of three originals and X copies. The carrier delivers the
cargo against presentation of the Bill of Lading and it is not necessary for the holder of the Bill of Lading to
present the entire set of Bill of Ladings (the first being accomplished the others stand void). The carrier’s duty is
to deliver goods to the first person who presents any one of the original Bills of Lading.
Because of the number of original Bill of Ladings used, the Bill of Lading presents some opportunities for
fraudsters to manipulate the commodity traded.
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The FIATA Bill of Lading is prone to switching hands between parties. The last party who is holding the FBL is
guaranteed possession of the goods at the time of delivery. A mechanism or function would have to be
developed in order to track the FBL’s movement throughout the system and ensure that only the individual
holding the FBL last is entitled to the goods.
The development of a FIATA system involving the transfer of digital documents may reduce the number of
original FBLs from three to one thus reducing hard copy fraud. It will be necessary to ensure that the industry is
protected from a new type of fraud, such as hacking and/or online replication of original FBLs or illicit trading and
forgery... In order to ensure the authenticity of the FBL we need to develop a system that would not allow hackers
access to replicate or steal FBL documents in order to take ownership of the goods.
4. Objective
FIATA seeks the development of a system that allows FIATA documents to be digitalized and transferred
electronically amongst freight forwarders and their counterparts. The system may expect freight forwarders to log
onto a system where FBLs are made available by FIATA through its Association Members all over the world, by
single application or multiple applications. It would allow them to fill out FIATA documents online and send them
(or make them available) electronically to their freight forwarding agent/client through the Supply Logistics Chain
by the time the goods are to be received.
FIATA will develop this system and license its use to our National Association Members. Our National
Association Members will in turn license the use of the system to their individual members.
4.1 Different levels of Access
We wish the system to have different access levels depending on the user.
Level 1: Administrator FIATA Access
FIATA will oversee the majority of activity on the system and be the only user to be given Level 1 access. At this
level, FIATA will be able to access all sections of the system and will be able to monitor and track all user activity.
FIATA will be able to track the number of documents sold by its National Association Members and can examine
how to improve the system in respective countries. FIATA will retain the right to stop the ability to issue FIATA
documents.
Level 2: Association Members Access
Level 2 will include only National Association Members. At this level, the Association will be granted a high level
of access to the system’s functionality at national level only. They will be given the ability to grant access to their
individual members and oversee all operations conducted by their Individual Members and if necessary to stop
them.
Level 3: Freight Forwarders Access
Level 3 is reserved for freight forwarders. At this level, freight forwarders will go to their National Associations
requesting access to the system. If granted they will be given access to a number of specific functions with the
main function being the ability to purchase, send and receive FIATA documents.
Level 4: Viewer’s Access
Level 4 access will be given to viewers. At this level, viewers will be able to view the operations conducted in the
system, but will not have access to any of the functions within the system. The viewer’s access level will entail
tracking sent and received FIATA documents, but will not include the option to send or receive FIATA documents.
Level 4 users are given a spectator role with ability to view the activity but not to participate in the operations of
the system. Alternatively this function may also consist of merely verifying the existence of a FIATA document.
4.2 Proponents Long–Term involvements with FIATA
Proponents choosing to pursue this Expression of Interest must be aware that they will be contracted on a long –
term basis with FIATA. In addition to developing the FIATA system, the successful proponent will be required to
provide maintenance and support throughout the lifetime of the FIATA system and to provide sufficient
guarantees to ensure continuity (if appropriate through a form of insurance).
The successful proponent will enter into a long-term relationship with FIATA and work to continuously update and
develop technical improvements to the FIATA system. If you believe you are unable to provide such support we
cannot encourage you to apply for this proposal.
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5. Technical Requirements
We expect proponents who choose to bid on this proposal to have a thorough understanding of the Electronic
Data Interchange (EDI) standards when digitalizing documents. The EDI standards explain which elements or
components of information are mandatory for a particular document, which are optional and which give the rules
for the structure. The standards prescribe the formats, character sets, and data elements used in the exchange of
business documents and forms.
If Proponents wish to be considered for this project, we expect, at minimum, the proponents to have a thorough
understanding of the standards listed below:
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The UN-recommended UN/EDIFACT which is the only international standard and is predominant
outside of North America and as well predominant in life science and pharmaceutical industry.
The US standard ANSI ASC X12 (X12) is predominant in North America.
The TRADACOMS standard developed by the ANA (Article Numbering Association) is predominant in
the UK retail industry.
The ODETTE standard used within the European automotive industry
ebXML, used by many Asian community systems e.g. Rosettanet, as well as by OASIS
WCO standards, such as WCO data model
ASYCUDA
The successful IT Provider will have a good understanding of these standards and provide the explanation on
how the compatibility between FIATA documents and such standards is ensured. Proponents will be given the
opportunity to display their knowledge of document standards in section 4 of attachment 2.
5.1 Security and Safety of the system
In order to minimize fraud and ensure the safety of our users, we need to develop a system that gives FIATA the
ability to identify all subsequent users in its systems. The security system must effectively ensure the protection
of the distributed documents and help avoid fraudulent practices without saddling the user with cumbersome
procedures.
We require proponents to provide a clear explanation as to how safety and security will be incorporated within the
FIATA system to help ensure security for all users. Proponents will be asked to provide a description of security
and safety measures to be developed alongside the FIATA system. Please refer to Attachment 1.
Part B: Evaluation Criteria and Terms and Conditions
6. Evaluation of Expressions of Interests
Proponents are expected to provide at a minimum the items listed in Attachment 1 when submitting the
Expression of Interest.
6.1 Selection Criteria
We invite all Expressions of Interest from any organization that believe it can contribute to and benefit from this
initiative.
Expressions of Interest will be assessed by an evaluation panel according to the criteria outlined in Attachment 2.
Failure to address the criteria may result in the Expression of Interests not being further considered.
7. Terms and Conditions outlining the Expression of Interests
When submitting the Expression of Interests, proponent must agree to abide by the terms and conditions
contained herein.
7.1 General Terms
The publication of this Expression of Interest does not, in any way commit, or otherwise oblige FIATA to proceed
with all or any part of a procurement process.
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The Expression of Interest is not the subject of any process contract or any contractual obligations between
FIATA and potential Proponents.
FIATA can choose to abandon any part or the entire process without giving prior notice to the Proponents or
potential Proponents.
7.2. Deadline for submitting Expressions of Interest
Written Expressions of Interest will be received until 15 May 2012, CET (Central European Time) at 17:30 hours.
7.3 Delivery Method
Expressions of Interest must be delivered electronically to all names listed in section 7.8.
Please note that submissions must include all necessary documents or it will be automatically rejected by the
evaluation panel. Please visit attachment 1 for a detail of all necessary documents.
7.4 Extension of Deadline
FIATA reserves the right to extend the deadline in exceptional circumstances.
communicated in writing.
Such extension will be
7.5 Copies of Expression of Interest
We require one copy of your Expression of Interest that shall be sent electronically. In case of multiple copies
please note that the last copy you send FIATA before the deadline of submission will be the one to be evaluated
by our panel. Previous copies will be deleted upon receipt of the following.
7.6 Late Expression of Interest
Any Expression of Interest that is received after the deadline will be deemed to be late. FIATA will not accept it.
7.7 Communication with Proponents
FIATA reserves the right to engage in any clarification of any matter related to submitted EoIs. Proponents will
not be permitted to provide additional information that could materially alter the EoI. Proponents are therefore
advised to ensure that their case is fully and adequately stated in the EoI.
Any request for clarification on FIATA’s part should not be taken as an indication that a Proponent will or will not
be successful. All contacts will be strictly confidential. Proponents who fail to maintain confidentiality about such
contacts may be excluded from further consideration.
7.8 Proponents’ Requests for Further Information regarding the Expression of Interest
All requests for further information regarding the EoI must be sent by email directly to all three of FIATA’s Contact
Officers nominated below:
Daniel Bloch
Manager of AFI at FIATA
Email: [email protected]
Bassil Eid
Project Manager at FIATA
Email: [email protected]
Marco Sorgetti
Director General of FIATA
Email: [email protected]
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7.9. FIATA’s Further Information Policy
Answers to requests for further information will be sent through email. Important information provided to one
Proponent may be provided to all potential Proponents. FIATA will be the only judge as to what constitutes
important information and if such information should be distributed to all potential proponents.
Potential Proponents should note that FIATA would like to be aware of your participation if you choose to engage
in this tender. Proponent’s contact details should be made available to FIATA. If contact has not been established
Potential Proponents should contact FIATA after downloading and reading all Expression of Interest documents.
If deciding to participate in this tender please relay your contact details to all names state in section 7.8.
If a potential proponent does not provide these details to FIATA, we take no responsibility for failure to distribute
any updated information. Proponents should note that confidentiality of information provided to FIATA will be
taken into consideration when distributing further information.
8.0. Requests from Proponents on the Status of the Evaluation Process
FIATA will not accept or respond to Proponents requesting information on the status and progress of their EoI. All
Proponents will be informed in writing of the outcome of the EoI process at its conclusion.
8.1 Ownership of Expression of Interest Documents
All Expressions of Interest documents will become the property of FIATA. In submitting the EoI the proponent is
agreeing to allow FIATA to use the concepts proposed in the EoI with no amount to be payable to that respective
proponent’s EoI.
If the Proponent believes that information provided in the EoI:
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is, or should be, confidential; or
disclosure of this information would unreasonably affect the Proponent’s personal privacy and business
affairs
Notice is to be given at the time of delivery declaring such information to be ‘confidential’. If notice is given, FIATA
will abide to the Proponent’s stated wishes.
8.2 No Contract between Proponents and FIATA
FIATA is not bound contractually or in any other way to any Proponent’s Proposal. FIATA is not liable for any
costs of compensation in relation to the consideration of the Expression of Interest. Nothing in the Expression of
Interest constitutes a contract with the FIATA. FIATA intends that no agreement will be formed by the mere
submission of the Expression of Interest.
8.3 Further Consideration of Short listed Proposals
FIATA reserves the right to further investigate shortlisted proposals as appropriate and check the commercial
information or references that are made available by the Proponent.
8.4 Consortium submitting Expression of Interests
FIATA does not accept expressions of interest submitted by a consortium, but may accept EoI submitted by a
party who is assisted by a number of named sub-contractors.
8.5 Involvement of other Organizations
Proponents must provide the names and addresses of any other organization(s) which may be used to perform
part of the proposed solution in developing the FIATA system.
8.6 Language of Proposals
All Expressions of Interests and supporting material must be in English
8.7 Applicable Law
All aspects of the relationship between FIATA and the Proponents that are not covered by this document will be
governed the Swiss Law, as applicable in Canton Zurich.
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8.8 Length of Offers
Any offers given to a proponent will remain open for 20 days after the offer has been made. After 20 calendar
days FIATA will be free to approach another proponent on the assumption that the original proponent is unable to
proceed.
8.9 Preparation of Expression of Interest
Expressions of Interest are made on the basis that each Proponent acknowledges that:
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The Expression of Interest specifies FIATA’s rights in respect of the Expression of Interest. The
Proponent agrees that FIATA may exercise its rights set out in the Expression of Interest
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The proponent is to nominate a representative who will be responsible for:
o Preparation and submission of the Expression of Interest;
o Any subsequent discussions;
o Any other action or response in relation to this Expression of Interest;
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FIATA is not responsible for any costs or expenses incurred by the Proponent or any other person in
responding to the expression of interest.
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The proponent will comply with the rules set out in this Expression of Interest.
In the event that the nominated representative is not contactable at the email address provided, or does not
timely respond to its mails (no reply in 48 hours), FIATA may choose not to proceed with consideration of that
EoI. If a Proponent should find any errors in the Expression of Interest documents, FIATA should be notified as
soon as possible before the deadline for submitting the Expression of Interests.
8.10 Conflict of Interest
In the preparation of an EoI, no Proponent may:
- Have personal interest in mind that may affect its role in the development of the FIATA System
- Have direct family connections with FIATA’s employees, directors or Members of the Board
- Be directly or indirectly employed by any of FIATA’s members.
9.0 Evaluation and Selection of Expression of Interest
Proponents are advised that detailed responses for each element contained in Attachment 2 will be assessed for
overall best effectiveness. FIATA reserves the right to set priorities and weigh the assessment criteria or vary
those priorities or weighting at its absolute discretion.
FIATA reserves the right to make available to advisers and third parties a copy of any Proponent’s Expression of
Interest or part of the Expression of Interest for evaluation purposes only. Proponents may be shortlisted and
contacted in order to provide examples of past projects and solutions for the FIATA System.
Upon request, FIATA may interview key personnel of customer(s) for whom the Proponent has previously carried
out work to assess the similarity of the work to FIATA’s requirements and to obtain independent assessments of
the Proponent’s performance.
FIATA may accept all or part of an Expression of Interest, or may accept none of the Expression of Interest.
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ATTACHMENT 1
EXPRESSION OF INTEREST FORMAT
Expressions of Interest not submitted in this format may be rejected. The whole Expression of Interest
should be no more than 20 pages long (including attachments 1).
1. Summary and Contact Information:
Name of Proponent’s Organization:
Name of Contact Person for this Proposal:
Address of Organisation:
Phone:
Email Contact:
2. Organizational Profile:
In a separate document, please provide a brief description of the organization. Please include the following
information:
(1)
(2)
(3)
(4)
Mandate, Mission or Vision statement.
Legal status, and year and country of incorporation
Constituency / history
Partnerships with other organisation and IT companies
This information will help FIATA identify the future working relationship between us and the successful
proponent.
3. Describe your experience in the Freight Forwarding or Logistics Industry
In a separate document, please describe any previous experience you may have working with a freight
forwarding or logistic firm developing technical platforms. If you are legally able, we ask you specify,
1.
2.
3.
4.
The name of the firm(s)
Small description
The details of the project(s)
Project Result(s)
4. Technical Capacity and Development Plan:
In a separate document, please provide a brief description of the technical capacity and capability of your
organization, as relevant to areas of focus of this Expression of Interest. Describe the technical skills and
experience that the organization has available in house that can support implementation of this project.
Describe your approach as to how you seek to develop the FIATA system. Outline your preferred coding
language. Will you develop through access from an online browser or downloadable software? What are your
plans to ensure a secure and safe system for our users? What is your level of understanding regarding the
technical standards identified in section 5? All technical qualification and details of development process should
be listed in this section. This section should provide FIATA with your vision as to how you will develop this
platform.
5. List 3 of your most recent or ongoing projects
Please highlight your 3 most recent/ongoing projects. Focus on the sector’s areas of relevance to this
Expression of Interest. We do not want long descriptions just key facts. (Please feel free to adjust the table
below based on your entries)
a. Summary of Relevant Projects
Name of
Name of
Project
Contracted
Company
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Description of Project
Period of
activity
Project Results
6. Quotation of costs
In a separate document, please draft a quotation outlining costs associated if your organisation were to
undertake this project. The quotation should include all projected items that FIATA is to be billed for as well as
costs associated with each specific item.
Proponents who provide greater detail in this section may count on special attention.
7. Attachments
Completed EoI must contain attachment 1 as well as all relevant documents below:
1.
2.
3.
4.
5.
Organisational Profile
Experience in Freight Forwarding and Logistic Industry
Technical Capabilities and Development Plan
Quotation of Costs
If applicable, copy of incorporation, registration of the company or equivalent
By signing below, you agree to participle and submit a proposal to be considered by our evaluation panel and
potentially be chosen as the successful proponent to seek the completion of this project. If your proposal is not
chosen, you agree that no compensation is warranted by the mere participation in the Expression of Interest and
you will therefore receive no compensation for the proposal or its updates.
By signing below you are also are aware of all the terms and conditions listed above and have agreed to abide by
them during the preparation of your proposal, the evaluation criteria and the selection process.
Name of Authorized Officer to Submit Proposal:
__________________________________
Title:
__________________________________
Organization:
__________________________________
_________________________
Signature
_______________________________
Date
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ATTACHMENT 2
TECHNICAL AND MANAGERIAL REVIEW CRITERIA
Criteria
Max. Points
1
Organisational profile
• Organization legally established
• Appropriateness of Organizations Mandate and/or Mission aligned with
FIATA.
• Organization’s supervision / governance structures
• Examination of partnership arrangements its relevance to the Project
• Organisation’s working relationship with FIATA
• The capabilities to commit long-term to FIATA’s project are clearly identified
• Guarantee to mitigate risks over long term commitment
20
2
Experience in Freight Forwarding and Logistic Industry
• Demonstrates an understanding of the freight forwarding industry
• Have worked in the past with freight forwarding and logistics firms to
develop ecommerce initiatives.
• Identified themselves as a firm with the capabilities to understand the freight
forwarding industry.
• Has other relevant experience in the Supply Chain and/or transport sectors
10
3
Technical Capabilities & Development Plan
• Demonstrates technical capacity to successfully manage the project
• Evidence of in house technical skills, or a strong subcontractor portfolio,
that are required to develop the project
• Provided clear explanation as how they seek to develop the FIATA system
• Identified coding language that is deemed up to date and secure.
• Described strong arguments for choosing browser base, downloadable
software or other delivery methodology
• Outlined different security measures to be integrated with the FIATA
system.
• Display thorough understanding of technical standards
List 3 of your most recent or ongoing projects
• Demonstrated experience on projects of similar scope and scale (at the
world level)
• Projects listed successfully demonstrate the technical capacity of the
organisation
• Demonstrated the ability to achieve results
30
4
5
15
Quotation of Costs
• Outlined all projected items that FIATA is to be billed for as well as costs
associated with each item
• The quotation is reasonable based on market conditions and comparable
offers.
• Identified long-term costs for maintenance and support
• Evidence of a long term commitment discount
25
Total
100
In addition the following criteria will apply:
•
The Expression of Interest significantly meets the objectives outlined in section 4
•
From a holistic posit of view the Expression of Interest presents a well-clarified and substantial business
case that demonstrates a viable business proposition.
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•
The Expression of Interest is focused on long-term, strategic investment and mutual development of the
initiative as outlined in section 4.2. It is not focused on short-term commercial opportunities.
•
The Expression of Interest outlines a business case that articulates the tools and methods that will be
used to develop the FIATA System.
•
The Expression of Interest indicates any planning and consideration required from FIATA’s before the
commencement of the project and during its running over a period of at least ten years.
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Appendices – FIATA Documents and Forms
Appendix A: FIATA Bill of Lading
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Appendix B: FIATA Non-Negotiable Multimodal Transport Waybill (FWB)
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Appendix C: FIATA Forwarders Certificate (FCR)
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Appendix D: FIATA Forwarders Certificate of Transport (FCT)
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Appendix E: FIATA Shippers Declaration for the Transport of Dangerous Goods (SDT)
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Appendix F: FIATA Warehouse Receipt (FWR)
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Appendix G: FIATA Shippers Intermodal Weight Certification (SIC)
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