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TR 1021 - Scope of Work (SOW) for SIA Singapore DC Annex B
Page 2 of 5
TENDER FOR THE SUPPLY OF WAREHOUSING & LOGISTICS SERVICES FOR SIA SINGAPORE DISTRIBUTION CENTRE (DC)
TENDER REFERENCE NO. 1021
Section SCOPE OF WORK (SOW) Able to Comply?
B-1 INTRODUCTION (Please state Yes or No)
B-1.1 SIA is seeking to appoint a Third Party Logistics Supplier (“Supplier”) to provide warehousing and logistics services for our Singapore DC located at the SIA Supplies Centre (SSC). The
services to be performed by the Supplier will include import/export processing, inbound/outbound handling, quality checks, storage/management of inventory and other functions and reporting
as required by SIA.
B-1.2 The Agreement for providing warehousing and logistics services will be for a period of five (05) years with an option to extend for another one (01) year on the same terms and
conditions, to commence from January 2016.
B-1.3 The projected annual volumes to be handled are as shown in Annex D - Pricing Schedule for SIA Singapore DC. Supplier must be prepared to accept variations in the volumes for the
duration of the contract.
B-1.4 The scope of work under the Warehouse and Logistics Services includes, but not limited to, the following main functions:
(1) Inbound shipment handling (including quality checks)
(2) Storage/warehousing handling
(3) Outbound shipment Handling
(4) Adhoc/urgent outbound shipment Handling
(5) Import and export processing
(6) Freight forwarding
(7) Operating SIA uniform stores
(8) Stock-take
(9) Stock cycle count
(10) Monthly stock reconciliation
(11) Disposal of obsolete/damaged goods
(12) Reporting & other functions
B-2 INBOUND SHIPMENT HANDLING
B-2.1 SIA will raise Purchase Orders (PO) or Stock Transport Orders (STO) for replenishment of stock to be stored at SSC. SIA will provide copies of PO/STO and delivery details to the Supplier.
B-2.2 The Supplier will receive stock replenishment in the form of POs from vendors (“vendors” refer to suppliers of the stock) or STOs from SIA European Distribution Center (EUR DC). The
delivery date will be specified on the PO/STO.
B-2.3 The relevant export and shipping documents like Store Consignment Note (SCN), AirWayBill (AWB), Bill of Lading (B/L) and Delivery Note (DN) must accompany every incoming shipment
for PO and STO. The Supplier should reject the delivery and inform SIA immediately if any of the documents are missing. The Supplier must ensure that all stock imported from overseas
comply with local import regulations. All relevant documents shall be properly filed per SIA requirements.
B-2.4 The Supplier shall generate and provide the lot number for dutiable goods to the local vendor or the vendor’s customs broker to apply for import and removal permits.
B-2.5 Upon arrival of the shipment at SSC, the Supplier will tally all export and shipping documents (from the vendors) to ensure that all the deliveries are in order. In addition, the Supplier will check
the following:
(1) SIA reference number on the shipping documents matches the PO/STO number.
(2) Stock delivered is as per the shipping documents.
(3) Quantity delivered is as per the shipping documents.
(4) Visual check of the carton markings - SIA part number, carton weight, packing, carton dimension, country of origin etc.
(5) Conduct quality checks (QC) to ensure that the stock delivered are according to specifications.
(6) All received goods, where applicable, are delivered with the relevant certification documents from the relevant Authorities or certifying laboratory confirming that the goods comply with the
product specifications and applicable regulations etc.
Checks (4), (5) and (6) may be omitted if the inbound shipment is on STO from EUR DC.
B-2.6 The Supplier will post the goods receipt (GR) in SIA-SAP if the shipment is accepted.
B-2.7 The Supplier will submit the vendor’s shipping documents to SIA, attention “CSD Accountant”, Invoice Section.
B-2.8 The Supplier will raise a Store Inspection Report (SIR) for deliveries with QC issues and submit the SIR to SIA within 24 hours of delivery. SIA will inform the Supplier whether to receive or
reject the delivery.
TR 1021 - Scope of Work (SOW) for SIA Singapore DC Annex B
Page 3 of 5
TENDER FOR THE SUPPLY OF WAREHOUSING & LOGISTICS SERVICES FOR SIA SINGAPORE DISTRIBUTION CENTRE (DC)
TENDER REFERENCE NO. 1021
Section SCOPE OF WORK (SOW) Able to Comply?
B-2.9 SIA will contact the vendor regarding the return of the rejected goods. The Supplier will quarantine the rejected goods and prepare the goods to be returned to the vendor, including notifying the (Please state Yes or No)
vendor when they can collect the goods.
B-2.10 For any discrepancy in the delivery quantity, the Supplier is required to raise a Stock Discrepancy Report (SDR), to be submitted to SIA within 24 hours of delivery.
B-2.11 SIA has existing arrangements for vendors to deliver selected stock directly to Inflight Catering Centre 1 (ICC1), without going through SSC. The Supplier will station one staff in ICC1 on
every Monday and Thursday to perform Quality Checks and Goods Receipts of such deliveries. The procedures for Quality Checks and Goods Receipts are the same as that for stock delivered
to SSC.
B-3 STORAGE / WAREHOUSING HANDLING
B-3.1 The Supplier will palletise and store all stock in SSC. All stock has to be stored in the original cartons.
B-3.2 The Supplier will store all the stock in the warehouse under appropriate conditions such that the quality (or shelf-life) and the safekeeping of the stock are not compromised.
B-3.3 The Supplier is required to report any damage or breakage to the stock within 24 hours of discovery to SIA. Supplier will compensate SIA for the full cost of the damage.
B-3.4 If there is insufficient storage space at SSC, the Supplier may store the goods at an alternate warehouse in Singapore. (SIA may procure the alternate warehouse space from the Supplier based on
the rates to be agreed for such space or from other suppliers.) All procedures as set out in this Annex and all service level targets relating to warehousing functions will be applicable to the
alternate warehouse.
B-4 OUTBOUND SHIPMENT HANDLING
B-4.1 The Supplier will process all orders for stocks kept in Singapore, including picking and packing them for shipment.
B-4.2 The Supplier will access the SIA-SAP system and SIA-Warehouse Management System (iWMS) to retrieve the orders. Depending on the system interface, these orders may be interfaced to the
Supplier’s IT system.
B-4.3 The Supplier will update SIA-SAP and SIA-iWMS systems with the goods issue postings within one working day of the completion of goods pick.
B-4.4 The Supplier will prepare Delivery Advise Note (DN), Proforma [/Shipping] Invoice (PI) and packing list for each delivery with details of SIA part number, material description, quantity, UOM,
SIA reference number etc, in accordance with SIA requirements.
B-4.5 The Supplier shall ensure that the applicable outbound/export permits for dutiable goods and export permits for non-dutiable goods are approved by the Customs. Supplier will be authorised by
SIA as the declaring agent for application of the permits on behalf of SIA.
B-4.6 The Supplier will fax/email the DN to the designated consignee.
B-4.7 The Supplier shall pick and pack according to the DN on a First-in-First-out basis,work with SIA's appointed freight forwarder on the shipping arrangement and hand over the picked goods for
freight-forwarding to the consignee.
B-4.8 The Supplier will notify SIA of any cancellations of pick and dispatch within 24 hours. The Supplier will be responsible for updating the SIA-SAP and SIA-iWMS systems for such
cancellations.
B-4.9 The Supplier will notify SIA of any inventory discrepancies during goods issue posting. The Supplier will investigate such discrepancies and update SIA of the result of the investigation. The
Supplier will compensate SIA for any discrepancy at full cost.
B-5 AD HOC/URGENT OUTBOUND SHIPMENT HANDLING
B-5.1 SIA will notify the Supplier of urgent/ ad hoc/ additional deliveries to stations or any other addresses.
B-5.2 Supplier will propose to SIA the most cost effective way to deliver the items.
B-5.3 The Supplier will report such deliveries separately in the monthly invoice.
TR 1021 - Scope of Work (SOW) for SIA Singapore DC Annex B
Page 4 of 5
TENDER FOR THE SUPPLY OF WAREHOUSING & LOGISTICS SERVICES FOR SIA SINGAPORE DISTRIBUTION CENTRE (DC)
TENDER REFERENCE NO. 1021
Section SCOPE OF WORK (SOW) Able to Comply?
B-6 IMPORT AND EXPORT PROCESSING (Please state Yes or No)
B-6.1 The Supplier is responsible for compliance with the required local government/customs regulations governing import and export of all goods. The Supplier is expected to apply for all relevant
permits, licenses or any other document for all inbound and outbound shipments. Supplier will apply for import and export permits for all goods, and removal permits for the bonded wines and
liquor.
B-6.2 The Supplier is required to perform duties including the following:
(1) Book the cargo space if the overseas consignments are to be uplifted by SIA Cargo. Stock delivered is as per the shipping documents.
(2) Prepare the shipping documentation (SCN, packing list) for overseas consignments for other SIA (SIA Group) departments e.g. monthly issues of the Silver Kris Magazine, orchids for
publicity campaigns etc.
(3) Submit the export permits to Customs before the overseas cargo has been uplifted, per most prevailing Customs' regulations and requirements.
(4) Prepare the monthly MES (Major Exporter Scheme), II (import of dutiable goods), and OO (export of dutiable goods) report for submission to Finance.
(5) Perform daily reconciliation of ME and II permits approved and permits applied. All II permits and ME applied and approved shall be reconciled with goods received at SSC, and filed
properly.
B-6.3 The Supplier shall handle Customs enquiries and submit relevant documentation supporting export/import requested by Customs.
B-6.4 The Supplier is required to possess the relevant Dangerous Goods Regulations (DGR) License to prepare the documentation & packing for export of Dangerous Goods.
B-7 FREIGHT FORWARDING
B-7.1 Supplier will prepare the cargo for delivery, i.e. re-stacking the loose cartons on the SATS Catering Centre (ICC) pallets or in the cargo bins and applying the cargo labels for the overseas cargo.
B-7.2 The Supplier will ensure that the OO or RM permits are approved by Customs before transferring the dutiable goods to Cargo Complex or ICC.
B-7.3 The Supplier will plan and perform daily despatch (local trucking) for the consignments to ALH, ICC1, ICC2, SATS Cargo Complex, SIA uniform stores and other SIA (SIA Group) local
offices.
B-7.4 For outbound shipments using SIA Cargo, the Supplier will prepare the daily delivery ‘Control Sheet’ for lodging of overseas consignments at SATS Cargo Complex.
B-7.5 The Supplier will clear and collect the inbound air cargo for SIA (or SIA Group).
B-7.6 The Supplier will collect items for disposal/return from ICC.
B-8 OPERATING SIA UNIFORM STORES
B-8.1 SIA operates two uniform stores in Singapore, one at Airline House (ALH) and the other at SIA Training Center (STC). The ALH uniform store serves the uniformed Engineering staff, and the
STC uniform store serves the Cabin Crew, Technical Crew and Ground staff.
B-8.2 Opening hours of the Uniform Stores are as below (SIA reserves the right to adjust the opening hours as required to suit our operations):
Monday – Friday (closed on public holidays)
0900hrs to 1200hrs
1300hrs to 1700hrs
B-8.3 The number of uniform stocked items is approximately 160 comprising pants, shirts, overcoats, overalls, safety boots, crew sandals, gloves, hats, belts, ties, fabric etc.
B-8.4 The inbound/outbound shipment handling and warehousing activities are similar to Sections 1, 2 and 3 (or per operating procedures as defined by SIA).
B-9 STOCK TAKE
B-9.1 The Supplier will conduct at least one physical wall-to-wall stock take per year covering all the SIA (SIA Group) items.
B-9.2 The Supplier will submit the signed-off stock take reports to SIA within 48 hours of completion of the stock take.
B-9.3 When the annual stock take is completed, SIA will reconcile the inventory balance in SIA-SAP and the Supplier’s report. The Supplier will investigate any inventory differences and inform SIA
of their findings within 15 days. If, within 15 days, the Supplier does not revert with the results of their investigation, SIA will deem that the Supplier has agreed to compensate SIA the shortfall
in the inventory counts. The Supplier will be liable for any inventory differences.
TR 1021 - Scope of Work (SOW) for SIA Singapore DC Annex B
Page 5 of 5
TENDER FOR THE SUPPLY OF WAREHOUSING & LOGISTICS SERVICES FOR SIA SINGAPORE DISTRIBUTION CENTRE (DC)
TENDER REFERENCE NO. 1021
Section SCOPE OF WORK (SOW) Able to Comply?
B-10 STOCK CYCLE COUNT (Please state Yes or No)
B-10.1 On an ongoing basis SIA will request the Supplier to conduct cycle count of all SIA stocked items (each item is to be counted at least once per annum). The Supplier will report to SIA any stock
discrepancy between the physical and system’s inventory of each of the counted item. The investigation report must be submitted to SIA within 48 hours of discrepancy detection. If the Supplier
does not revert within 48 hours their investigation, SIA will deem that the Supplier has agreed to compensate SIA the shortfall in the inventory counts.
B-10.2 The Supplier will be liable for any loss of stock.
B-11 MONTHLY STOCK RECONCILIATION
B-11.1 The Supplier will generate the stock balance on the last working day of every month, after completing all the outstanding inbound and outbound postings.
B-11.2 The Supplier will reconcile the stock balance generated with that from SIA-SAP. The Supplier will notify SIA of any discrepancy found and investiagte the cause(s) leading to the discrepancy.
B-11.3 The Supplier will inform SIA of the findings of the investigation within 7 days of the discovery of the discrepancy. SIA will deem that the Supplier has agreed to compensate the shortfall in
stock balance if the Supplier fails to provide a reasonable explanation within 7 days.
B-12 DISPOSAL OF OBSOLETE/DAMAGED GOODS
B-12.1 Upon authorization from SIA, the Supplier is required to arrange for disposal of obsolete/damaged goods in the ways described below:
(1) Issue of obsolete goods to SIA staff through staff sales.
(2) Delivery of obsolete goods to charities.
(3) Delivery of obsolete/damaged goods to waste management companies approved by SIA.
(4) Issue of obsolete/damaged goods to scrap dealers for scrap sales.
B-13 REPORTING & OTHER FUNCTIONS
B-13.1 The supplier shall conduct a weekly operational meeting for reporting of the warehouse and logistics operations to SIA. Minutes of the weekly operational meeting shall be documented and
submitted to SIA by the next working day.
B-13.2 The supplier shall submit to SIA the below reports (or any other operational reports as requested by SIA):
(1) Monthly outbound/inbound shipment (air & sea freights) reports.
(2) Monthly product shelf-life review report (to be presented at the weekly operational meeting).
(3) Any other reports as required by SIA.
B-13.3 The supplier shall propose to SIA productivity-improvement initiatives or cost-savings measures that can be implemented during the contract period. The supplier is to describe and submit as
part of this Tender submission (in a separate attachment), the approaches on how these initiatives/measures will be conceptualised and implemented.
B-13.4 The supplier shall perform any other functions related to SIA's warehousing or logistics operations, as required by SIA.
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