Briefing Session of

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• Briefing Session of
• Tender for the Provision of Main Services
  (Airmail and Speedpost) and Empty Bag Service By
  Air
• (2009 - 2011)
• 10 December 2008

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• Service Required
• The carriage by air of mail from HK to overseas
  destinations (Main Services) and carriage by air
  of empty mail bags (Empty Bag Service) from
  overseas to HK.
• Ref. Part IV Terms of Tender, Clause 1
• Service Period
• 24 months commencing from 1 April 2009
• Ref. Part V Conditions of Contract, Clause
  1(a)

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Tender Closing Date 2 January 2009 noonRef.
Part II Instruction on Lodging of Tenders

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Submission of Tender

• Tender must be
• submitted to Government Secretariat Tender Box at
  the lift lobby of the lower G/F of Central
  Government Offices (East Wing), 20 Lower Albert
  Road, HK
• in a sealed plain envelope not bearing any
  indication of the identity of the Tenderer
• The envelope should be
• marked Tender for Carriage of the Provision of
  Main Services (Airmail and Speedpost) and Empty
  Bag Service By Air Tender Ref. AD736T/09-11
• and addressed to the Chairman, Central Tender
  Board.
• Ref. Part II - Instructions on Lodging of
  Tenders

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Tender MUST include the following documents

• 1. Proposals in Rates Schedule I and Rates
  Schedule II
• For each schedule, 2 hard copies plus 1 soft
  copy saved in a CD are required.
• 2. The Offer to be Bound
• One signed hard copy is required.
• Note Tenderer may wish to use the checklist in
  Annex A to Part II to ensure completeness of the
  Tender before its submission.
• Ref. Part II Instructions on Lodging of
  Tenders

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Points to Note in Preparing Tender

• Total Journey Time, which shall not exceed the
  Maximum Journey Time shown in Annex II of Part
  VI, shall be indicated in number of hrs and
  number of mins for each Proposed Flight in the
  Rates Schedule I. It is the time between
  departure from Hong Kong and arrival at the
  airport of destination, including time of stay at
  intermediate airport.
• Ref. Part VIII-Rates Schedule I,
  Notes to Tenderers
• b) Basic Charges offered for the Main
  Services shall NOT include cargo fuel surcharges
  Ref. Part IV Terms of Tender, Clause 4(a)
• Cargo fuel surcharges will be separately
  disbursed to the Contractors based on the rate as
  last approved by Civil Aviation Department and
  comes in effect on the date the relevant flight
  delivers the Main Services
• Ref. Part IV Terms of Tender,
  Clauses 4(a) and 4(j)
• d) Charging Rates offered for Empty Bag
  Service shall be inclusive of all charges
  Ref. Part IV Terms of Tender, Clause 4(b)

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Points to Note in Preparing Tender

• All charging rates shall be denominated only in
  Hong Kong Dollars or US Dollars per kg. The
  currency of price proposal must be clearly
  entered into the blanks at the top of the Rates
  Schedule I and II. Ref. Part IV Terms of
  Tender, Clause 4(a) and 4(b)
• f) The price proposal shall be in uniform
  rate, i.e. one single price per destination
  throughout the entire 24 months contract period.
• Ref. Part IV Terms of Tender, Clause
  2(i)
• The price proposals are for HKPs mail only.
• Ref. Part VIII-Rates Schedule I, Notes
  to Tenderers and Part IV Terms of Tender,
  Clause 4(l)
• h) The capacity offered to HKPs mail and
  transit mail shall be in unit of the standard
  airline container (LD3) . Ref. Part IV Terms
  of Tender, Clause 4(f)

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Points to Note in Preparing Tender

• If a destination is used as a hub for connecting
  flights to other destinations, the maximum
  capacity limit for the flight to the hub
  destination which can accommodate both HKPs mail
  and transit mail destined for the hub destination
  and HKPs mail and transit mail destined for
  other destinations vide that hub shall be
  specified. Ref. Part IV Terms of Tender,
  Clause 4(f)
• j) HKP shall consign transit mail
  (Airmail and Speedpost) from other postal
  administrations along with HKPs shipments to
  Contractors. Contractors shall send the monthly
  invoices to the postal administrations concerned
  for service provided to the transit mail. They
  may charge either at UPU basic airmail conveyance
  rate or at rates separately agreed with the
  administration concerned
  Ref. Part IV Terms of Tender,
  Clause 4(l)
• The daily capacity required by HKP as shown in
  Columns (o)(p)(q)(r) includes both HKPs mail and
  transit mail, the estimated traffic of each of
  which (in kg) can be found in Schedule A of Part
  VI Service Specifications.
• Ref. Part VIII-Rates Schedule I,
  Notes to Tenderers

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Assessment of Tenders

• Mandatory Requirement for the Main Services
• Maximum Journey Time (MJT)
• Speedpost
• Offer should meet the MJT of the destination as
  stated in Annex II(a) to Part VI - Service
  Specifications. A Tender failing to meet the MJT
  will not be considered.
• Airmail
• Offer should meet the MJT of the destination as
  stated in Annex II(b) to Part VI - Service
  Specifications. A Tender failing to meet the MJT
  will not be considered.
• Ref. Part IV Terms of Tender, Clause 2(h)

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• For Offers passing the Mandatory Requirement for
  Main Services
• The Tenderers will be accepted as the Standing
  Offer Agreement (SOA) Contractors. Ref. Part IV
  Terms of Tender, Clauses 6(e) and 6(h)
• Each successful Tenderer will receive as an
  indication of acceptance a fax or a letter of
  acceptance and the Services to be awarded. Ref.
  Part IV Terms of Tender, Clause 8
• The provision of the Services by the Contractor
  under the Contract will be pursuant to a specific
  request from HKP from time to time or at any time
  given during the Contract Period. Neither
  Government nor HKP makes any representation or
  warranty to the Contractor as to the actual
  weight or quantities of mail (or transit mail
  that will be available to it for despatch at any
  time or from time to time during the Contract
  Period or over the entire Contract Period. Ref.
  Part IV Terms of Tender, clause 12(b) and Part
  VI Service Specifications, Clause 3.2

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• Criteria for Assigning Speedpost to SOA
  Contractors
• (Maximum 5 marks for meeting each criterion)
• Closest Critical Entry Time (CET) (Weight 6)
• Latest Time of Posting (Weight 5)
• Tender Price (Weight 4)
• Capacity in Peak Months (Nov Dec) (Weight 3)
• Capacity for the Non-peak Months (Weight 2)
• Availability of Track and Trace Information
  (Weight 1)
• Ref. Part IV Terms of Tender, Clauses 6(e) and
  6(f)

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• Criterion for Assigning Airmail to SOA
  Contractors
• The Basic Charges Offered will be the only
  criterion.
• Ref. Part IV Terms of Tender, clauses 6(h) and
  6(i)

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Mandatory Requirement for the Empty Mail Bag
Service
Assessment of Tenders

• The charging rate for a destination as proposed
  in the Rates Schedule II shall not exceed 30 of
  the basic airmail conveyance rate applicable to
  the air journey from the overseas airport to HK.
  The basic airmail conveyance rate for the year
  2009 will be SDR 0.000506 per kg-km as allowed
  under the UPU Convention.
• Ref. Part IV Terms of Tender, Clause 4(g)
• Award of Contract
• Tender with the lowest charge rate for a
  destination will normally be awarded with the
  Contract
• Ref. Part IV Terms of Tender, Clause 6(k)

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• Financial Assessment
• It is required for selected Tenderers with a
  total estimated value of Contract exceeding HKD5
  millions.
• No contract deposit will be required, where a
  selected Tenderer has passed the financial
  assessment.
• When the Tenderer has failed the financial
  assessment, the Government may request the
  Tenderer to deposit 0.5 (in cash or in Bank
  Guarantee) of total estimated Contract price
  awarded to the Tenderer within 30 days.
• Ref. Part IV - Terms of Tender, Clause 7 and
  Part V-Conditions of Contract, Clause 9

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• Checklist for Submission of Tender
• Ref. Part II-Instructions on Lodging of Tenders,
  Annex A

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• Checklist for Submission of Tender
• Ref. Part II - Instructions on Lodging of
  Tenders, Annex A

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• The use of validation functions for Rates
  Schedules I
• Tenderers may complete Rates Schedules I with the
  aid of the validation functions embedded in the
  Schedule. Instructions on the use of the
  functions can be found in the Guidelines in
  Completing Rates Schedule I available for
  downloading at
• http//www.hongkongpost.com/eng/tender
• If the information provided in the Rates
  Schedules is complete and consistent, a dialogue
  box including The information provided in the
  proposal is complete and consistent! will pop
  up.
• Ref. Part II Instructions on Lodging of
  Tenders Annex A Checklist

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• If the information provided is incomplete or
  inconsistent, a dialogue box indicating The
  information provided in the field(s) highlighted
  in color below is incomplete or inconsistent,
  please amend. will pop up.
• The use of the validation functions, however, is
  not mandatory.
• Ref. Part II Instructions on Lodging of
  Tenders Annex A Checklist

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• Sample Proposal

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• Q A Session