SUPPLIES TENDER No: RFP11-153
Project: Development of a Port Management and Monitoring System
For Phnom Penh Autonomous Port’s New Container Terminal
SECTION VI – Schedule of Requirement
3. Technical Specifications
Terms of Reference
Appendix 1 – Important questions to be responded
Appendix 2 - Special Conditions
Appendix 3 – Glossary of Terms
TOR OF TOS
(TERMINAL OPERATING SYSTEM)
FOR
PHNOM PENH AUTONOMOUS PORT’S
NEW CONTAINER TERMINALS
FOR
17 August 2011
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1 BACKGROUND ................................................................................................. 6
1. PROJECT CONCEPT AND RATIONALE ................................................................................ 6
2. PAST AND RELATED WORKS .......................................................................................... 7
3. INSTITUTIONS INVOLVED ............................................................................................... 8
2 JUSTIFICATION FOR THE PROJECT .................................................................... 9
1. IMPORTANCE OF THE PROJECT ....................................................................................... 9
2. FINANCIAL AND ECONOMIC FEASIBILITY ......................................................................... 10
3. BENEFICIARIES OF THE PROJECT ................................................................................... 11
4. SIGNIFICANT IMPACTS OF THE PROJECT ......................................................................... 12
5. CONFORMITY WITH THE MRC NAVIGATION PROGRAMME ................................................ 12
3 PROJECT OBJECTIVES ..................................................................................... 12
4 PROJECT SCOPE ............................................................................................. 13
1. INTEGRATED TERMINAL OPERATING SYSTEM .................................................................. 13
2. PROJECT MANAGEMENT, TRAINING AND TESTING ........................................................... 14
3. POST GO-LIVE SUPPORT AND SYSTEM DOCUMENTATION .................................................. 15
5 OUTPUTS AND ACTIVITIES.............................................................................. 15
1. OUTPUT 1: SUPPLY OF INTEGRATED TERMINAL OPERATING SYSTEM..................................... 16
2. OUTPUT 2: PROJECT MANAGEMENT, TRAINING AND TESTING ........................................... 16
3. OUTPUT 3: POST GO-LIVE SUPPORT AND SYSTEM DOCUMENTATION .................................. 17
6 SELECTION CRITERIA ...................................................................................... 17
7 INPUTS .......................................................................................................... 18
1. NATIONAL CONTRIBUTION .......................................................................................... 18
2. IMPLEMENTATION ARRANGEMENTS .............................................................................. 19
8 OPERATIONS REQUIREMENTS ........................................................................ 20
1. TERMINAL LAYOUT .................................................................................................... 20
2. GATE OPERATION ...................................................................................................... 23
3. CONTAINER HANDLING AND TRANSPORTATION EQUIPMENT.............................................. 24
4. MT STACKING AREA .................................................................................................. 26
5. CONTAINER YARD OPERATION..................................................................................... 26
6. OOG OPERATION ................................................................................................. 27
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7. VESSEL OPERATION ................................................................................................... 28
8. EXCEPTION HANDLINGS.............................................................................................. 29
9 TOS FUNCTIONALITIES ................................................................................... 31
1. PERFORMANCE MONITORING ..................................................................................... 31
2. E-SERVICES.............................................................................................................. 31
3. REPORTING AND STATISTICS ........................................................................................ 31
4. VOLUME, SERVICE AND PRODUCTIVITY STATISTICS .......................................................... 32
5. BILLING ................................................................................................................... 32
10 TECHNICAL REQUIREMENTS ........................................................................... 33
11 APPENDIX 1: IMPORTANT QUESTIONS TO BE RESPONDED ............................. 35
1. THE LEGAL ENTITY OF MRC ........................................................................................ 35
2. SUBMISSION OF TOR RESPONSE .................................................................................. 35
3. CONTENT OF THE TOR RESPONSE ................................................................................ 35
4. PREREQUISITE REPLIES ............................................................................................... 35
TECHNICAL PROPOSAL ................................................................................................ 36
5. TOS ....................................................................................................................... 36
6. TOS DESCRIPTION .................................................................................................... 36
7. PROJECT IMPLEMENTATION ........................................................................................ 37
8. MAINTENANCE AND SUPPORT ..................................................................................... 37
9. DESCRIPTION OF OPERATIONAL TOS FUNCTIONALITIES .................................................... 38
10. DESCRIPTION OF TECHNICAL TOS FUNCTIONALITIES..................................................... 40
FINANCIAL PROPOSAL ................................................................................................. 42
11. TOTAL COST OF OWNERSHIP (TCO) ......................................................................... 42
12 APPENDIX 2: SPECIAL CONDITIONS ................................................................ 44
1. NON PERFORMANCE CLAUSES ..................................................................................... 44
2. PERFORMANCE REQUIREMENTS ................................................................................... 44
3. AVAILABILITY............................................................................................................ 44
4. GUARANTEE............................................................................................................. 44
5. ESCROW ................................................................................................................. 44
6. LIQUIDATED DAMAGES .............................................................................................. 44
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7. INSURANCE .............................................................................................................. 45
8. CONTRACT PERIOD FOR THE MAINTENANCE AND SUPPORT ............................................... 45
9. GOVERNING LAW...................................................................................................... 45
13 APPENDIX 3: GLOSSARY OF TERMS ................................................................ 46
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1 B A C KG R O U N D
1. Project Concept and Rationale
Phnom Penh Autonomous Port (PPAP) is one of Cambodia’s main ports serving the country’s
international trade along the Mekong via deep sea ports in Viet Nam with the outside world.
Over the past few years, the port has experienced remarkable growth in container traffic. The
prospect is even more promising as the demand for transport increase due to a better eco-
nomic outlook.
The achievements made by PPAP are very much attributed to the contributions made by MRC
over the past few years. Navigation Programme of MRC (NAP) initiated and facilitated the
process of formulating and developing the ‘Agreement between the Royal Government of
Cambodia and the Government of the Socialist Republic of Viet Nam on Waterway Transporta-
tion'. The Agreement was signed in December 2009 and endorsed by both Governments in
January 2011. The Agreement formally opens up cross-border trade on the Mekong River
between the two countries and increases access to the river system for foreign vessels. Among
other important works done by MRC for the navigation development in Cambodia include but
not limited to:
Development of the basic Vessel Tracking System for the port office at the current loca-
tion which is located right in the centre of the city
Surveying and charting the Mekong River
Formulation of a Master Plan for Mekong Navigation in Cambodia within a Regional
Context.
Manufacturing and installation of aids to navigation in the prioritized areas.
Provision of Automatic Identification Systems for the port office at the current location.
Risk Analysis of the Storage Handling and Carriage of Dangerous Goods. Ongoing for-
mulation of the management strategy for environmental protection planning, man-
agement and response on the Mekong River.
Assessment of the hydrodynamic and morphological impacts of dredging a navigation
channel in the Tonle Sap Lake
With this rapid growth, the PPAP is now undergoing an expansion programme. The Port’s new
container terminal is being constructed on the Mekong downstream, about 25 Km away from
the current port’s location. While the government of Cambodia secured the fund for infra-
structure, the resources needed for the supper-structure as well as the development of the
software system are still being sought.
In line with our Development Objective of being: “Promote Freedom of Navigation and
increase the international trade opportunities for the MRC Member countries’ mutual benefit,
and to assist in coordination and co-operation in developing effective and safe waterborne
transport in a sustainable and protective manner for the waterway environment”. An Given
that PPAP plays an important role in the development of the navigation along the Mekong and
one of the key players in contributing to the Cambodia’s economic growth. MRC through its
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Navigation Programme has supported by sharing the costs in the development of the basic
vessel tracking system in 2007.
MRC indeed appreciates the progress made by PPAP and highly values the efforts made by the
Government of Cambodia in making the port’s expansion programme possible. In this connec-
tion, we see the importance and the necessity to upgrade and integrate the Management
Information System between the current location and the New Phnom Penh Autonomous
Port. Due to the increase of the container volume and expansion of locations of container
terminals in the port, a new terminal operating system (TOS) is required that contains:
Container yard inventory and tracking system
Truck gate system
Vessel discharge and loading
Billing, Tariff Management and Reporting
EDI messaging capability (UNEDIFACT)
Ability to interface current Vessel Tracking System concerning synchronization of data
related to vessel calls
The result of the port system modernization is expected to strongly contribute to the en-
hancement of the country's international trade capacity by improving the systems of the
players involved in transport chain. This, among others, requires the modernization of the
work procedures of relevant bodies such as Phnom Penh Autonomous Port, Cambodian
Custom Authority and other players in the river transport sector.
Current lack of technical competence and financial resources hamper the efforts to upgrade
the existing management system. This puts the Port in a situation where it cannot serve as a
competitive shipping point, putting the Country’s export mechanisms and industries at risk.
Also required is a standardized database and monitoring system for the carriage and transfer
of dangerous goods to prevent illegal and unregulated transportation of petroleum products
and hazardous chemicals. Knowledge of where dangerous and hazardous goods are located,
on board ship or in port storage can help to prevent accidents and can accelerate search,
rescue and containment in the case of oil and chemical spills, fire or explosion. As MRC is
currently conducting a Risk Analysis in all member States for the storage, handling and carriage
of dangerous goods to arrive at identifying hazards and associated risks, preparing risk register
and risk rating, developing recommendations for prevention measures as well as suggesting
emergency response plan, such a system will definitely be very important.
2. Past and Related Works
Much effort has been made over the past years to improve the country's cumbersome interna-
tional trade process. The World Bank for instance has assisted in implementing a Trade Facili-
tation Project. The World Bank project was developing the structure of an Electronic Data
Interchange (EDI) system that will allow all relevant ministries, authorities and agencies of
government; freight forwarders in the private sector; and all members of the port community
to be electronically linked together. It is therefore important that each player in the trade-
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related process – including Phnom Penh Autonomous Port - be ready with modern ICT systems
so they can integrate with the EDI when it is implemented.
In another intervention for the Ministry of Public Work and Transport, SEAGHA and MARSEI
received financial assistance from the EU Commission to hold a Workshop on Development of a
Virtual Transport Community. The objectives of the Workshop were to:
Build awareness of the importance of the use of EDI in the private sector and in the
transport sector of government
Increase the reliability, security and productivity of maritime transport systems
Improve national communication capacity
Create E-knowledge and broaden E-commerce facilitation
Contribute to the overall growth of the national economy through a more efficient port
community
The inauguration of the newly expanded container terminal at Sihanoukville Port, the only
deep-sea port in Cambodia, has shown the importance of upgrading and simplifying effective
cargo clearance procedure through ports. This need for port efficiency was stressed by the
Prime Minister of Cambodia during his speech at the inauguration of the new container port
where he stressed the need for ICT solutions in achieving the objective of improving export
capability and capacity. Medium term planning of the government is the objective of efficient
and low-cost transport from Cambodia’s deep-sea port and river port. To achieve this objec-
tive Phnom Penh Autonomous Port cannot use its current ineffective and isolated manual
system for monitoring vessel arrivals, operating the Port and tracking containers.
Specifically as per MRC contributions to Phnom Penh Autonomous Port as explained in the
background, MRC has assisted in the design of the basic management information system
which included the supporting for the design of the networks, development of the AIS and the
basic software for vessel tracking system of the following functionalities:
Vessel tracking and related functionality:
Pilot Dispatch
Tug Dispatch
Cargo Tracking (manual details entry)
Standard System Reporting
Output Reports for subsequent entry into the port’s existing system
3. Institutions involved
MRC through the Navigation Programme (NAP) Office, serves as Executing Agency of the
project. The NAP Office is responsible for the overall execution of the project activities includ-
ing the recruitment of the company. Phnom Penh Autonomous Port, under the legal frame-
work of Ministry of Public Works and Transport, will set up an appropriate technical team
including the project supervising officer being part of the Project Implementation Unit along
with the expert team of the contractor to implement this project with the objective of devel-
oping a TOS for the new Phnom Penh Autonomous Port. The goal is also to develop ITC
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capacity of the Port that in the future can integrate with the EDI system being established by
the World Bank.
The Cambodia National Mekong Committee (CNMC) will be responsible for coordination with
other line agencies and with local authorities; and for administrative support to the project.
The CNMC is the main link between the Navigation Programme of the MRC and the imple-
menting partners in the country.
Phnom Penh Autonomous Port and Mekong River Commission Secretariat will share the costs
to provide funding of the project.
2 J U S T I F I C AT I O N F O R T H E P R O J E C T
1. Importance of the Project
PPAP is the nodal link between sea transport and land carriers in Cambodia. The geographical
location of PPAP is adjacent to the major export production, but right in the city centre. Over
the past few years, the port has experienced remarkable growth, so the Government of
Cambodia has secured the fund for the port’s expansion. Under this expansion programme,
new container terminal is being built at the large space of about 25 km down-stream of the
Mekong River. The new port is thus ideally situated to serve the import and export needs of
the country.
MRC predicted the establishment and growth of container shuttles between Cambodia and
Viet Nam already in its Navigation Strategy. This has materialized quickly, and in 2009, trade in
the Lower Mekong Basin received a significant boost with the opening of a new deep-water
port at Cai Mep in Viet Nam. This new port has generated a renewed focus on the Mekong
River as a trade route for Cambodia and Viet Nam. The growth in trade is expected to con-
tinue providing a solid foundation for future growth in this sector with further improvements
in waterway capacity, as well as port and vessel efficiency, allowing waterway transport to
expand its role in the upper Mekong transport network. NAP is ensuring the coordinated
development, monitoring and promotion of inland navigation in the GMS. ‘We can now realize
the full potential of the Mekong River by transporting goods directly to the United States,
Europe and Australia through the Cai Mep Port’. Focus should be on the container feedering
between Cai Mep and PPAP. The PPAP’s new container terminal is now under construction
and it is important that this terminal, with a potential equalize Sihanoukville Port in terms of
tonnage throughput, is guided well in its development as it will become a model for transport
development in the country.
PPAP is therefore playing an important part in Cambodia’s foreign trade, the MIS for the new
port urgently needs to be developed in order to ensure the effective and efficient operations
for maritime transport on the main stream of the Mekong River. The application of MIS will
help to enhance the Port’s communication systems, which in turn will increases the reliability,
security and productivity of the Port for international shipping. The ultimate result of this will
be that Cambodia’s overall international trade competitiveness will be strengthened and the
country’s garment industry will remain viable; directly contributing to national poverty reduc-
tion. This is particularly true, as the abolishment of the quota system for export of garments
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needs the lowest possible transport cost. Thus, an efficient of Phnom Penh Autonomous Port
will significantly add to the country’s export competitiveness.
In reality, Cambodia has no choice but to improve its inland waterways and ports to stay
competitive for both the import and the export of goods. Therefore, the Government through
its Ministry of Finance, Ministry of Commerce, Ministry of Public Works and Transport, and
National Mekong Committee are joining altogether to facilitate trade via its inland waterways.
These agencies and institutions are focusing on the development of Phnom Penh Autonomous
Port as an important part of the process of building an efficient waterborne transport sector
for the country and for the entire lower Mekong River Basin.
For PPAP, the benefit from development of TOS includes less paperwork, less time and effort
spent better decision-making, reduction of unnecessary cost, increase productivity, less error,
and an increase in overall satisfaction for the port’s stakeholders.
One specific example of TOS benefit to the Port will be the introduction of a single window
system. A single window system simplifies otherwise long and complex goods clearance
procedure using ICT to maintain a database of goods movement into, through and out of the
Port. With TOS and its associated comprehensive database, all departments of the port have
access to the same correct and timely information. Similarly, external communication to and
from the Port will be enhanced because TOS provides effective and professional contact with
all Port users including shipping lines, freight forwarders, shipping agents, trucking companies
and others. In summary, all aspects of the port’s commercial operation, environment, safety
and security will be enhanced through the implementation and operation of the TOS.
At the national level, the Phnom Penh Autonomous Port TOS will link seamlessly with the new
national EDI system to forge a logistical chain for coordination and cooperation to for river
transport in Cambodia. The EDI will become a system linking together all members of the port
community including the customs authority, police, immigration, Ministry of Public Work and
Transport, Ministry of Commerce, Mekong River Commission, ASEAN, and all similar port users
of Phnom Penh Autonomous Port users.
At the regional level, the MIS will maintain data on ship arrivals, cargo quantity and nature,
channel maintenance, customs, other vital information that is in an electronic format that can
be exchanged with other ports in the delta of Viet Nam such as Saigon, Cai Mep and Can Tho.
This exchange of data will make direct cooperation between counties for the Mekong River
transport sector more efficient and professional. This will also be a method for promoting
further cooperation between the riparian countries in the lower Mekong River Basin for the
entire transport sector.
2. Financial and Economic Feasibility
There is now a new national awareness of the potential cost savings of waterborne transport,
although the government still prioritizes road transport through and construction of roads and
bridges. This new awareness is that Cambodia will have to start using what its waterways the
most economical transport of exports. In Cambodia, all activities for inland waterway trans-
port are very much concentrated at Phnom Penh Autonomous Port. This means that national
priorities need to be set and implemented for the development of more efficient inland water
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transport; with the first step being to improve the capacity of Phnom Penh Autonomous Port.
In economic terms, the use of TOS for new Phnom Penh Autonomous Port will:
Accelerate loading and discharging operations
Facilitate customs procedures
Make custom procedures more transparent
Make transport costs less expensive and such more competitive for the garment mak-
ing sector
Avoid lost containers and the resulting lengthy search processes
Monitor nautical accessibility to the port, and make recommendations on required im-
provements on a regular basis
Make possible a more effective work force and that minimizes extra work time
Offer the possibility for initiating collection of sewage and oil residues which will make
the port much more environmentally sustainable
In line with MRC Navigation Programme’s Development Objective of being: “Promote Free-
dom of Navigation and increase the international trade opportunities for the MRC Member
countries’ mutual benefit, and to assist in coordination and co-operation in developing effective
and safe waterborne transport in a sustainable and protective manner for the waterway
environment”. Phnom Penh Autonomous Port Authority, for promoting national economic
growth through trade facilitation, is making available funds from its current budget for the
development of TOS for its new port. MRC will contribute to share the cost for this system
development according to the terms stated in a separate Memorandum of Understanding. This
co-funding initiative is being established in anticipation that the project will provide the
software component of the port Management Information System (MIS) as described in these
terms of reference.
3. Beneficiaries of the Project
A comprehensive Management Information System will then directly benefit Phnom Penh
Autonomous Port in which the operational and managerial level of staffs will be primary
beneficiaries of the new TOS system. The TOS will also provide a wide range of advantages to
the transport sector of the country by improving efficiency and productivity of workers, ship's
officers and ship owners. Also being beneficiaries will be Port customers such as freight
forwarders, shipping agents, and river pilots. Project benefits at the national level will be the
entire Port community who will benefit from an enhanced and economic logistical chain for
international shipping. Project benefits at the Regional level will go to the ports of Saigon, Cai
Mep and Can Tho.
With the full system of TOS, Phnom Penh Autonomous Port will be ready to integrate with the
national EDI system being developed by World Bank. Thus, Phnom Penh Autonomous Port
users and the port community as a whole will be able to use the TOS to communicate with
each other; avoiding expensive and time-consuming telephone and fax communication. The
TOS will also reduce the need for port customers to physically be at the Port to organize freight
handling. All port functions, such as booking trucks for delivery, will be able to be done
electronically.
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The Navigation Programme of Mekong River Commission will incorporate the results of this
project into its Component 4 - Information, Coordination and Promotion. This component of
the MRC Navigation Program is developing a comprehensive river transport communication
network throughout the basin, making it possible for the river transport community to access
all forms of river transport information including navigation charts, port regulations, port cargo
handling capacity, port tariffs, trucking company availability and other related forms of river
transport information.
This project will also provide benefits for all waterway users by connecting them electronically
with Phnom Penh Autonomous Port through the TOS. For example, shipping companies,
international trading companies, exporters and freight forwarders will indirectly benefit
through more reliable and flexible communication with the Port.
4. Significant Impacts of the Project
There is no negative impact from the project to the environment. On the contrary, the project
will improve the commercial operations of Phnom Penh Autonomous Port for all players in the
river transport sector. A modern port management and communication system will enhance
shipping safety on the Mekong River. The benefit from a good communication system for the
transport industry will contribute to the better movement of trade with low cost, more safety
and more reliability. The country's international trade competitiveness will be increased.
As the system will enhance the management system for the dangerous goods and waste
management, thereby improve the environment in the port and in the harbour areas.
5. Conformity with the MRC Navigation Programme
This project for development of a Management Information System for the Phnom Penh
Autonomous Port will be complementary with Immediate Objective 4 of the MRC Navigation
Programme (NAP). This objective is to (a) avoid duplication of efforts and to ensure countries
commitment to increase international trade identifying coordination and cooperation mecha-
nisms that include national and regional initiatives; and (b) to facilitate, coordinate and har-
monize the identification, formulation and implementation of capacity development.
The development of a Management Information System for Phnom Penh Autonomous Port
will benefit all river ports on the Mekong River through the application of improved informa-
tion communication technologies (ICT) for river port management and operation. It also
serves as an appropriate pilot project through the objective of providing coordination between
Phnom Penh Autonomous Port and the other major downstream ports in the Mekong River
Delta.
3 PROJECT OBJECTIVES
For MRC, the development objective of the project at regional level is to establish an inte-
grated Mekong River Information System necessary for navigation development that covers
operational data, traffic monitoring and information on navigation development and manage-
ment throughout Lower Mekong Basin.
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For national level, especially for PPAP’s new container terminal, the objective of the project is
to provide full integration of all port operations and billing activities into a single data base
application which will facilitate the management of the vessel activities, berthing planning,
conflict resolution, cargo tracking, container management, customer Web interface, manage-
ment reporting, as well as complete tariff billing and the seamless integration of related port
tariff information to the existing Financial Accounting system at the Accounts Receivable level.
4 PROJECT SCOPE
This section covers the minimum requirements for the TOS solution. The final scope of the TOS
delivery will be determined based on existing capabilities of the TOS suppliers. Therefore, the
items being quoted may or may not be part of the final scope of supply.
1. Integrated Terminal Operating System
5.1 TOS Solution
Required system
The TOS supplier is requested to deliver an integrated TOS solution. Phnom Penh Autonomous
Port requires an upgraded and integrated Management Information System for the current
location and the New Phnom Penh Autonomous Port in order to handle the number of con-
tainers going through the port.
Due to the expansion of the container volume and locations of container terminals in the port,
a new terminal operating system (TOS) is required that contains:
Container yard inventory and tracking system
Truck gate system
Vessel discharge and loading
Billing, Tariff Management and Reporting
EDI messaging capability (UNEDIFACT)
Ability to interface current Vessel Tracking System concerning synchronization of data
related to vessel calls
Optional functions
In addition the supplier is requested to consider (but not be limited to) other regular function-
alities and modules, such as
Interface to financial systems
Optional Agent Web interface
Graphical display/view of yard inventory,
Drag and drop for yard and vessel moves,
Automatic dispatching of work orders in connection with the planned vessel operation
and housekeeping
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5.2 Inclusion of Surrounding Operations
It is the objective of PPAP that the current terminals and ICD are acting in one integrated
terminal operating system. In the future PPAP will increase with more terminals in the Mekong
river basin and these are also projected to work with the same information system.
The current port of Phnom Penh had a throughput of 43,000 TEUs in 2009; 60,000 TEU in 2010
and this year it is expected to exceed the maximum and reach 75,000 TEUs. The mode of
operations is Reach stacker and terminal trucks.
PPAP’s new container terminal is being constructed on the Mekong River about 28km down-
stream of the current Phnom Penh Autonomous Port. The operation is expected to begin in
July 2012. For this port it is required to synchronize the data with the vessel tracking system
and to introduce a terminal operating system (TOS) that will improve the efficiency of the
operations and allow for integration between PPAP’s current terminal, ICD and the new
terminal.
The PPAP’s new container terminal has the potential to have a throughput of 150.000 TEU to
start and within 3-5 years a throughput of approx. 300.000 TEU. The mode of operations is by
Reach Stacker and terminal trucks, within 2-3 years moving to RTG operation. It is expected
from the TOS supplier that the TOS is prepared to have a smooth transition from mainly Reach
Stacker operations, to mainly RTG operations.
In addition to these terminals, there is an established Inland Container Depot just North of
Phnom Penh and a 3-5 years plan for a connection to Rail and Barge with a new ICD. These
depots and terminals should preferably be integrated in the TOS solution.
2. Project Management, Training and Testing
5.1 Project planning
The TOS supplier shall deliver sufficient resources and qualified staff for carrying out the above
listed activities/responsibilities throughout the implementation project that will work closely
with the MRC/PPAP project management team. This includes an on-site manager to oversee
the design, development, modification, installation, training, testing, migration and go-live
activities support during the project.
The TOS supplier shall provide a detailed project plan, which shall include delivery of mile-
stones, on-site meetings, user training, implementation methodology, etc. Additionally, the
TOS supplier must provide sufficient visibility on project progress in order to ease the planning
and execution of work done by other project participants.
5.2 Training
The TOS supplier shall prepare comprehensive training material and training plans for super-
users and end-users. The TOS supplier shall carry out the training of (up to 6) super-users. The
TOS supplier takes into account the current knowledge level of the staff of PPAP to create the
material plans and training.
The TOS supplier shall provide training of system administration:
User setup
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Authorization
User profiles
System supervision and monitoring
Restart of system
Backup/restore facility
Apply patches
5.3 Testing
The TOS supplier shall perform a thorough testing of the software. Internal test of system(s),
all customizations and integrations shall be made before installation in PPAP’s ICT environ-
ment. Additionally, integral testing with connecting systems shall be carried out to the degree
possible before installation in local PPAP environment.
During and after installation on-site, the TOS supplier shall perform thorough testing against
the surrounding systems, and ensure that no errors are appearing in accordance with the
specification material.
Kindly note, it is the full responsibility of the TOS supplier to test all functionalities before prior
to and in connection with on-site implementation. However, MRC/PPAP will participate in the
testing of the localisations/customisations specifically specified and agreed in the agreement.
5.4 Project Implementation
In addition to above, the TOS supplier shall provide a successful project implementation by:
Deliver successful installation according to the provided aggregated time schedule;
Successful (no critical bugs after go live, similar or higher performance than before)
and timely implementation;
Play the role of system integrator, including overall responsibility for the integration
with the surrounding (in-house or third party) systems;
Implementation support by TOS supplier’s supervision and support staff on-site;
Training of super-users and end-users;
Support the tuning of the parameters within the TOS application(s)
3. Post Go-live Support and System documentation
The TOS supplier shall provide comprehensive user and system documentation and manuals.
The TOS supplier shall offer post go-live support for at least twelve (12) months after opera-
tions go-live. During this period all system faults, disruption the operation, shall be handled
immediately by the TOS supplier. Correction of other faults shall be initiated within 72 hours
after reporting.
5 OUTPUTS AND ACTIVITIES
For the above scope and objectives the following outputs are required:
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Output1: Supply of integrated terminal operating system
Output 2: Project Management, Training and Testing
Output 3: Post Go-live Support and System documentation
1. Output 1: Supply of integrated terminal operating system
The TOS supplier is requested to deliver an integrated TOS solution, which shall include the
synchronisation to PPAP’s current vessel tracking system. This integrated TOS solution should
contain all the required functionalities and installations for performing the container handling
operations at PPAP’s current and new terminal as well as the ICD.
It should include as a minimum a container yard inventory and tracking system; a truck gate
system; vessel discharge and loading; Billing, Tariff Management and Reporting; EDI messaging
capability (UNEDIFACT) and the ability to interface current Vessel Tracking System concerning
synchronization of data related to vessel calls
5.1 Activities:
Delivery of integrated TOS solution
Inclusion of surrounding operations
Ensuring that the expectations of the port are in line with the delivery of the TOS
Ensuring that all of the below mentioned requirements are included in the delivery of
the TOS
Interface the current vessel tracking system
2. Output 2: Project Management, Training and Testing
The supply of sufficient resources and qualified staff to carry out all relevant activities with
regards to the training, testing and implementation management; an overall project plan and
management structure is required.
Also included in Output 2 is the supply of a comprehensive training for super-users and end-
users, including the documentation and the delivery of the training, resulting in a well-trained
team of the related units available at the head office, operation centre, gate complex and ICD,
related port users will be able to use and maintain the TOS.
A well tested, installed and working system against all the criteria described in the terms of
reference and contract with the TOS supplier. A thorough testing of the software in connection
with meeting all the described requirements and surrounding operations has to be performed.
A successful go-live at the moment that the new terminal starts operating including integrated
working system with the other terminals. The delivery of a successful installation according to
the provided aggregated time schedule; while playing the role of system integrator, including
overall responsibility for the integration with the surrounding systems;
5.1 Activities:
Project management with regular reporting on time, resource, budget and quality KPIs,
regular meetings and follow-up required for the whole project.
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Training programs, on the concept and the use of Phnom Penh Autonomous Port TOS
for port officials, experts, port users will be prepared and training courses will be given.
Before the trial launching and testing the implementation of the TOS, appropriate
training curriculum will be developed and the course will be given for a training session
of max 5 days to the above mentioned trainees during the actual testing of the system.
Testing activities in connection with developing, installing, implementing, migrating
and accepting the software.
Ensure that all testing activities of all various systems are integrated and adjusted to
one another
Go-live on-site attendance and guidance, trouble shooting, configuration and assis-
tance to the users of the system
3. Output 3: Post Go-live Support and System documentation
The TOS supplier provides warranty service both on-site and off-site for a period. The on-site
service includes a period of post go-live support by the full project team. During off-site
support, a focal point to contact should be appointed
Maintenance, Support and System release management should be carried out by the single
focal point during warranty service for both on-site and off-site.
5.1 Activities
Creation of system documentation for the use of Phnom Penh Autonomous Port opera-
tions
Provision of a clear warranty process and performance schedule
Upgrades to the version of the TOS including, but not limited to, version up, improve-
ments, developments of new functions, modules and/or features in the future
6 SELECTION CRITERIA
PPAP will have a strong preference for a TOS from a supplier that can provide a TOS solution
that in addition to planning (container yard and vessel) and equipment dispatching has billing
modules integrated, as well as a Web and/or EDI enabled functionality. Kindly consider, when
replying to this TOR, the following list of selection criteria:
Figure 6-1: Functional and technical evaluation criteria
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Evaluation Criteria
Functional and Technical criteria (weight 70% of Evaluation) max. points
100
TOS Supplier (Capabilities) 10
Company and pre-requisite replies 10
Terminal Operating System (Technical Proposal) 30
TOS Description 30
Project Implementation (Services) 10
Approach 10
Maintenance and Support (Services) 15
General 4
Maintenance 5
Support 6
Operational TOS Functionalities 20
Operations and Planning 5
Equipment Management 4
Gate,Reefer and Monitoring 6
Messaging - Reporting- 5
Technical TOS Functionalities 15
Technical Architecture of the software 9
Guarantees and Performance 6
Evaluation Criteria
Financial criteria (weight 30% of Evaluation) max. points
Total Cost of Ownership (Financial Proposal) 100
License fees (modules listed separately) 35
Costs of professional services (listed separately) 20
Costs of specific Support for migration process until 2-4 weeks after go-live 10
Cost of Specific Training 5
Annual Maintenance and Support 25
Other expenses (e.g. project management) 5
Figure 6-2: Technical and Financial evaluation criteria
7 INPUTS
1. National Contribution
Phnom Penh Autonomous Port will contribute to the procurement of hardware components,
installation of the network. The hardware equipment required shall include the main server,
backup server, personal computers and other components that may be necessary at operation
centre, gate complex, and ICD. In addition, Phnom Penh Autonomous Port will co-finance this
project as per separate MOU for the cost of the TOS application software. Phnom Penh
Autonomous Port will be responsible for the operations and maintenance of the system.
Phnom Penh Autonomous Port will also provide all available existing data and information on
the operations of the Port. Also it will appoint an appropriate technical team including a
Supervising Officer to form part of the Project Implementation Unit of the project along with
the expert team of the TOS supplier.
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2. Implementation arrangements
The MRC will assist with the selection of the company and hand over the responsibility of the
system once it starts its implementation.
Phnom Penh Autonomous Port, under the legal framework of Ministry of Public Works and
Transport, will set up an appropriate technical team including the project supervising officer
being part of the Project Implementation Unit along with the expert team of the consultant
companies to implement this project.
National Navigation Coordinator of the Cambodia National Mekong Committee (CNMC) will be
responsible for coordination with other line agencies and with local authorities; and for
administrative support to the project. The CNMC is the main link between the Navigation
Programme of the MRC and the implementing partners in the country.
The TOS supplier will work according to these Terms of Reference (TOR) and will be responsi-
ble for the required research and assessments; writing the specified reports and documenta-
tion; preparing the communication network plan; developing new software or adapting
existing software applications; installation and testing of hardware and software; and giving
the required training. The Consultants will be selected through a bidding process with docu-
mentation to be prepared by MRC NAP Office in coordination with the Project Supervising
Officer of Phnom Penh Autonomous Port.
The project outputs (reports, networking plan, software applications and other deliverables)
will be provided directly to Phnom Penh Autonomous Port. Copies of all deliverables, except
for the software applications, will be prepared for both the CNMC and the MRC Secretariat.
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8 O P E R AT I O N S R E Q U I R E M E N T S
The Operations Requirements aim at describing the content in which all systems work to-
gether. The operations requirements therefore include description of the operations proc-
esses, cargo flow, equipment flow, etc.
1. Terminal Layout
In below Figure 8-1, the envisioned future terminal layout is depicted. The internal transport
will be carried out by TTs. In the first years the Terminal will be operated by Reach Stackers in
the yard, followed by the introduction of RTGs as planned.
5.1 Overview PPAP’s new container terminal
Figure 8-1: Overview PPAP’s new container terminal construction
Figure 8-2: quay side new terminal in July 2011
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5.2 PPAP’s existing container terminal
Figure 8-3: Operations at Phnom Penh Autonomous Port
5.3 Overview Inland container depot
Figure 8-4: Inland terminal depot operations
5.4 Cargo and Equipment Flows
This section provides a description of the cargo and equipment flow inside PPAP river inland
terminal. The emphasis will be the cargo and equipment flows between the envisioned new
Vessel and Container Yard operation. The TOS should support all cargo and equipment flows in
the container terminal, to ensure that the terminal can operate cost efficient with a minimum
of processes being handled manually. In below Figure 8-5 and Figure 8-6, the cargo and
equipment to be supported by the TOS is depicted.
From/To RTG/RS MT Yard Gate Quay Side
RTG/RS Yard
A.1/2 - A.3 A.4
Yard
MT Yard - B.1 B.2 B.3
Gate C.1 C.2 C.3 -
Quay Side D.1 D.2 - D.3
Figure 8-5: Possible Cargo and Equipment Flows
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Delivering Receiving
Flow Origin TP Destination Comments
Equip. Equip
A.1 RTG/RS RTG/RS - - RTG/RS Short Distance -Housekeeping/Shufflings
Yard
RTG/RS RTG/RS Yard
RTG/RS
A.2 RTG/RS RTG/RS-TT Long Distance -Housekeeping/Shufflings
Yard
RTG/RS Yard Yard
A.3 RTG/RS RTG/RS-TT ET Gate Gate Delivery move
Yard
RTG/RS
A.4 RTG/RS RTG/RS-TT TT Quay Side QC receiving for loading vessel
Yard
Delivering Receiving
Flow Origin TP Destination Comments
Equip. Equip
B.1 MT Yard MTH - - MT Yard Housekeeping/Shufflings
B.2 MT Yard MTH MTH-TT ET Gate Gate Delivery move
B.3 MT Yard MTH MTH-TT TT Quay Side QC receiving for loading vessel
Delivering Receiving
Flow Origin TP Destination Comments
Equip. Equip
C.1 Gate ET ET-RTG/RS RTG/RS RTG/RS Gate Receival move
Yard
C.2 Gate ET ET-MTH MTH MT Yard Gate Receival move
C.3 Gate ET - - Gate Trouble Assistance
Delivering Receiving
Flow Origin TP Destination Comments
Equip. Equip
D.1 QC TT RTG/RS-TT RTG/RS RTG/RS RTG/RS receiving Vessel in move
Yard
D.2 QC TT RTG/RS-TT RTG/RS MT Yard MTH receiving a Vessel in move
D.3 QC QC - - Vessel Restow
Figure 8-6: Cargo and Equipment Flows to be supported by the TOS
5.5 Cargo Types:
The following cargo units will be processed in the container terminal:
Containers (20ft, 40ft, 45ft)
OOG and OH
Flat Racks
General Cargo (non containerized cargo units)
Reefers
Dangerous goods
5.6 User and System Interfaces
The TOS shall preferably, in addition to the standard functionalities provided by the TOS, have
the following user functionalities and functions:
Interface to financial systems; The TOS shall allow the financial system to automatically
upload and to update existing booking information to the TOS (via EDI). Hence, there
will be two parallel databases: one TOS database and one financial system database.
The TOS shall provide user-friendly and convenient functionalities for the business
partners and PPAP users to release units.
The TOS shall be synchronized with the vessel tracking system
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2. Gate operation
All cargo ― including containers and trucks carrying containerised OOG or OH cargo ― deliver-
ing and/or receiving from container terminal shall be registered in the same gate module and
GUI.
5.1 Introduction
All trucks entering and exiting the container terminals will pass through the same terminal gate
system in three different physical gates (P-check).
5.2 Admin Gate
A-check Process (incomplete or invalid pre-notification)
Before arriving at the terminal, the truck shall report at the Admin Gate (pre-gate). To release
the cargo, hand in necessary cargo documents, etc. If all transportation documents are correct
and the cargo has been release by the agent and the customs, the A-check staff will enter the
required booking and cargo information in the TOS via a desktop.
5.3 Standard Gate Processes
Gate-in Process for Container Terminal
The following process takes place at the container terminal gate container-gate:
For truck delivering containers, the gate staff enter into the TOS via desktop, verifies
the container number(s), seal number(s), the hazardous placard (if applicable), license
plate, “truck characteristic”, and container and/or cargo damages. The TOS should pre-
ferably issue a job order to the next work process when the gate-in process has been
completed (the TOS shall preferably display the truck characteristics and container size
on the job list).
o For trucks arriving with containers being handled in the yard (dry-full, reefers,
OOG/OH, and general cargo), the gate procedure shall be that the TOS assigns
a slot position in the yard.
For trucks delivering MTs, an interior and exterior inspection is carried out. The grading
(debris in the container or damages) will be entered into the TOS via desktop.
For trucks arriving with extra wide OOG, the gate staff will enter all details and equip-
ment dispatcher will register this job order manually in the TOS and enter a yard loca-
tion upon grounding in the yard.
If the container requires a seal (e.g. if there is not a seal present, or a liner seal is re-
quired), there shall be a possibility for the dispatcher or gate staff to provide the con-
tainer with a seal, and enter the seal number into the TOS.
If there is a discrepancy between data in the TOS and the entered seal number, the
container will be accepted.
o If all conditions are met, the TOS shall provide the gate staff with instruction con-
cerning where the truck driver shall proceed to.
o If not all conditions are met, the TOS shall reject the truck with reason and the
gate staff will escort the truck out via the gate-out. The trucker will (by the gate
staff) be requested to report at A-Check (Admin gate).
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5.4 Gate out of the Container Terminal
The following process takes place at the container terminal gate:
Trucks leaving without any cargo or MTs can leave the terminal directly through the
gate after being serviced.
External trucks leaving with containers (empty, full dry, or reefers), the gate staff will
enter the container ID into the TOS via the desktop screen. The TOS should provide the
gate staff with the container details.
The gate staffs verifies the container number(s), and license plate in the TOS
o If the truck is leaving the terminal with complete transaction, the gate staff will
print a gate-out ticket (terminal visit report) from the TOS
o If the external truck is leaving with another container than announced in the
truck advice, the gate staff will instruct the truck driver concerning further ac-
tions
o If truck driver has received wrong container(s), the gate staff will send the truck
back to the terminal area where the wrong container(s) was received. The gate
staff will alert the dispatcher that will instruct the relevant container handling
equipment to swap the container
Note, the process will be handled manually and the equipment dispatcher will update the TOS
manually.
3. Container Handling and Transportation Equipment
5.1 Introduction
This chapter will describe the working processes for the container handling equipment (CHE)
working in the terminal. The CHEs working in the terminal will be Reach Stackers (RSs), EHs
(Empty Handlers, Side lifters), Terminal Tractors (TT) and in short term future Rubber Tyred
Gantries (RTGs).
Kindly note that, all internal terminal transport of containers and containerised OOG (including
extra wide OOG) will be transported by TTs and by RSs.
The working procedures and work processes of the Vessel Cranes will be covered in chapter 7
describing the Vessel operation.
5.2 Assumptions
No CHEs (RTGs, TTs, RSs, or EHs) will have DGPS nor RDTs installed initially
5.3 Job Order Dispatching and Execution
The equipment dispatcher will perform the communication to the tally clerks and equipment
operators. Preferably the job order dispatching and execution are similar for all spreader
equipped handling equipment. The following descriptions of job order dispatching and execu-
tion are divided into spreader equipped handling equipment and TTs.
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The TOS should allow that the equipment dispatchers, from their desktops, can change job
orders, update container inventory, update concerning damage discovery, container number
of picked container, etc.
5.4 Equipment control
For Equipment Control the following functions are required:
Manual allocation (e.g. by dispatcher or planner) of work queues and job dispatch to
CHEs
Dynamic allocation (automatically by the TOS) of work queues and job dispatch to CHEs
Manual adjustment (e.g. by dispatcher or planner) of work order priority.
Real time update (updated by equipment dispatcher) of database and screens for com-
pleted moves
5.5 Terminal Trucks
The TOS should preferably provide automatic job order activation and job dispatching based
on the planned operations and the actual operation execution (initially guided by the equip-
ment dispatcher).
The equipment dispatcher can take the TT out of normal service. During this period the TOS
will recognize the situation and not attempt to queue new work to the TT. The TOS will make
this status visible on the appropriate status screens for the equipment dispatchers.
5.6 Spreader Equipped CHE
When servicing external trucks, the TOS shall preferably provide the license plate number in
the job order.
The spreader equipped CHE will not be equipped with EPS. Hence, the job order dispatching
process for the spreader equipped CHE (RSs, RTGs, and EHs) is as follows:
The TOS preferably issues a job order to a CHE (license plate number, and Cont.-ID in-
cluded for servicing External trucks and truck-ID for TTs).
The equipment dispatcher will communicate the job order to the yard tally clerk – CHE
operator and the job is performed
The equipment dispatcher confirms job completion in the desktop.
It will from time to time be necessary for the equipment dispatcher to decline a job order from
the TOS. As well as it from time to time will be situations where the equipment dispatcher (e.g.
due to technical difficulties) will cancel a job order after having accepted it.
Kindly note, for Vessel discharge and loading the TOS should provide the TT-number.
For delivering MTs out of the MT yard, if the TOS provide a position of an MT that is not
suitable, the TOS should allow the equipment dispatcher to deliver any MT from the stack. If
the CHE delivers an MT not suggested by the TOS, the dispatcher should be able to enter the
container number (into the TOS) of the MT delivered.
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4. MT stacking area
5.1 Introduction
Most MTs will be stored in the MT stacking area; few will be grounded in the RS yard. The MT
stacking area will be served by RSs and EHs. MTs will be segregated by shipping line/owner,
size, type, and specialty. MTs flagged in the TOS as damaged will be stacked in a separate stack
(“damage stack”).
5.2 Assumptions
Majority of MTs will be stored in the MT stack
Only MTs arriving by external trucks will be inspected for damages and graded. This will
be carried out in the CFS area in connection with the stuffing and stripping activities.
MTs belongs to shipping line
There will be a container repair area in the terminal and damaged containers will be
stacked separately.
5.3 Servicing the MT Interchange Area
The MT stack will have a truck-MT Interchange area for MTs that will be delivered and re-
ceived.
5.4 Truck-MT Interchange Area
TTs and External trucks will be handled either directly in the interchange areas or inside the
MT-stacking area. This is a process controlled manually by the CHE drivers. If handled directly
inside the MT stack area, the truck driver will be instructed concerning what stack area to
proceed to by the staff located in area. If handled in the interchange area, the truck driver will
be instructed to drive to the truck interchange area.
In case the truck driver does not accept an MT due to damages, the EH driver will swap the
container and the equipment dispatcher:
Updates the TOS inventory accordingly (e.g. cancel the move in TOS and select a new
MT).
Update the TOS with regards to damages or grading (if applicable).
Advise the dispatcher concerning the changes and reasoning.
5. Container Yard Operation
5.1 Introduction
The yard will store dry-full and live reefer, as well as a large amount of MTs.
5.2 Yard Grounding Rules
The TOS preferably applies an array of “Grouping Patterns”, “Positioning Rules”, and “Segrega-
tion Rules” to be applied when a container is grounded.
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5.3 Dangerous Cargo
The TOS should preferably be able to apply segregate rules for dangerous cargo according to
UN number and IMO class.
5.4 Container Grounding Strategies
The TOS should be able to master grounding strategies; the TOS should as a minimum be able
to apply the following grounding rules for imports, exports:
Selection of grounding location for import is based on:
o User defined segregation rules (including safety rules applied for IMDG)
o On top of same size
Selection of grounding location for Vessel export is based on:
o Defined segregation rules (including safety rules applied for IMDG)
o Bound for the same Vessel operator (when available)
o On top of same size
5.5 Housekeeping
Depending of grounding strategy applied (dispersed grounding vs. dedicated areas) there will
occasionally be a need for housekeeping and pre-positioning. The housekeeping should
preferably be able to be planned in the TOS and thereafter be dispatched automatically by the
TOS.
5.6 Reefer Area
Delivering and receiving Reefers to TTs and External trucks
A live reefer can be requested for delivery to a TT or External truck, the TOS should preferably
have an option to track the plug in and out times and temperatures of the reefers.
6. OOG OPERATION
5.1 Assumptions
OOG cargo can be handled by RSs or RTGs will be handled by the vessel cranes (this is manually
handled outside the TOS).
5.2 External Trucks Receiving/Delivering OOG cargo
External trucks receiving/delivering OOG will be instructed in the gate to proceed to the OOG
area and the equipment dispatcher will manually instruct a RS operator to unload the OOG
cargo from the truck and ground it in the yard and the equipment dispatcher will update the
TOS with grounding the position manually.
5.3 TTs Receiving/Delivering OOG cargo
In connection with transport of OOG cargo by TTs to/from yard, and vessel operation the TOS
should preferably issue the job automatically. If the TOS does not have this functionality, the
equipment dispatcher will issue the job order to the RS manually via the TOS.
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7. Vessel Operation
The TOS must be able to provide PPAP the ability to plan, optimize and control all incoming
Vessels in the terminal. The TOS should provide the possibility to work with an actual vessel
planning schedule that the Vessel planners will be working with on a daily basis. The Vessel
schedules should as a minimum consist of a “table” directly linked to the Vessel schedule” for
each day of the week.
5.1 Vessel Pro-forma schedule
The TOS must provide the ability to make pro-forma schedules for each day of the week. The
Pro-forma schedule should present the pro-forma schedule in form of a table and a graphical
overview. The pro-forma schedule shall include the following information:
Vessel ID
Vessel shuttle name
Average no of container discharge and loading moves
ETA/ETD of the Vessels
5.2 Vessel Planning
The planner will receive an EDI message, fax, or spreadsheet file (by email) that will include
container information and updated ETA/ETD. These lists shall be uploaded into the TOS
allowing the Vessel planners to plan the upcoming Vessel and yard operation.
The TOS should in addition, produce grounding list for special containers segregated by type,
such as dangerous cargo containers, reefers, and OOG/OH.
5.3 Vessel Inspection
Upon arriving at the terminal the Vessel Planner will update the TOS with exact Vessel profile:
location of containers possible requirements for E-gear (OOG/OH, damaged containers),
damaged containers, and IMDG cargo. Based on this information, the Vessel planner will
update the Vessel plan accordingly.
When there is a discrepancy between the Vessel booking order and the physical Vessel arriving
at the terminal the planner/dispatcher should have the possibility to reselect which containers
to be discharged and loaded.
5.4 Start of Vessel Operation
The twist lock handling will be initiated and controlled outside the TOS; the supervisor will
instruct the labour to initiate unlocking according to discharging and loading plan.
The equipment dispatcher will instruct the TOS when to start. The Vessel operations staff will
be advised via radio to begin the Vessel operation.
The TOS must allow the supervisor/dispatcher the ability to reassign priorities and change
work orders after the operation has commenced. Additionally, the TOS must allow the supervi-
sor/dispatcher to make “last minutes changes” to the operation (e.g. cancel a load move,
change loading location of a container, etc.).
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5.5 Leaking and Damaged Containers
If damages or leaking containers are discovered under Vessel operation, the container will
manually (via workstation) be flagged as leaking or damaged in the TOS.
5.6 Discharge Operation
The TOS issues a job order with instruction on container ID, Vessel position.
The equipment dispatcher communicates with the quayside tally clerk/crane driver to
perform the move
Upon grounding of the discharged container, the checker will confirm the seal number
in the TOS and inspect for damages, seal numbers and damaged seals.
At the same moment the equipment dispatcher confirms the moves are done, other in-
formation on the container specifics might be added later to the container details.
Extra wide OOG/project cargo is also transported by TTs.
5.7 Loading Operation
The TOS will assign a job order with instructions on container number, truck number.
― the loading position on the vessel will be instructed by the quay side tally clerk.
At the same moment the equipment dispatcher confirms the moves are done, other in-
formation on the container specifics might be added later to the container details.
OOG is transported by TTs. The transport order will be issued by the TOS. During opera-
tion, the supervisor will via radio, instruct the lashers to provide the E-gear.
5.8 Finalising the Vessel Operation
Upon completion of the discharge and loading of a Vessel, the equipment dispatcher will
confirm the completion in the TOS.
The vessel planner will update the Vessel operator, agents, etc. concerning loaded and dis-
charge containers by EDI messages where applicable. Which customers receive EDI confirma-
tion is configurable in the TOS.
8. Exception Handlings
5.1 Exception Management in Container Terminal
Trucks Receiving/Delivering Wrong Containers
If a truck receives or deliver an incorrect container, the truck driver will signal the CHE driver
that will reposition the container, and contact the dispatcher that will update the container
inventory in the TOS and provide new instructions to the CHE driver regarding where to find
the correct container.
The whole process is manually handled, where the equipment dispatcher will take over the job
dispatching and instruct the relevant container handling equipment to swap the container. The
dispatcher will handled the whole process from job issuing and allocating grounding position
to updating the inventory in the TOS manually.
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Incorrect container ID of Vessel discharge
If a container ID is discharged that does not figurate in the TOS, there is a probability that the
container ID provided in the booking is incorrect. If discharged container is correct, but con-
tainer ID incorrect, the equipment dispatcher (after consulting with the management) corrects
the container ID in the TOS via workstation. When corrected, the TOS should preferably issue a
job order to the CHE to transport it into stacking area.
If a discharged flat rack bundle has incorrect number or number used is not the number of the
bottom flat rack, the tallyman will correct the number in the TOS. When corrected, the TOS
should preferably issue a job order to the CHE to transport it into the yard.
5.2 Damage Discovery
Vessel Discharge and Loading Operation
Damaged discovered during discharge operation will, irrespective of cargo and/or container
type be accepted. The staff will flag the container as damaged in the TOS and ground the
container in the terminal according to normal procedures. If the damage(s) are of more serious
character, the operations staff will flag the container as “damaged, inspection required” and
inform the dispatcher that will handle the further steps manually (e.g. issue grounding position
in the “Damage Stack”).
Damage(s) discovered during Vessel loading operation will as a default require management
decision. When the equipment dispatcher has flagged the loading container as damaged in the
TOS, the TOS must allow for continued quay crane operation until decision concerning if
container shall be loaded has been taken.
Gate Operation
If there has been identified damages to dry-full, live reefers, or OOG/OH cargo during the gate-
in or gate-out process, the relevant staff will via desktop workstation register the container as
damaged in the TOS. The gate staff will instruct the truck driver concerning how to proceed
(the process is handled outside the TOS).
If damages are identified during the delivery of a MT to truck, the EH driver will request the
dispatcher to cancel the transaction in TOS and provide the EH with a new job (same size, type,
and speciality) that will be delivered to truck. The dispatcher will grade the container “dam-
aged”, change the work order, and update the inventory data in the TOS.
If damage is identified during the delivery of a dry-full or live reefer to truck, the RS driver will
notify the gate personal that will handle the situation at the gate out (outside the TOS). If
damage is identified during the receipt of a dry-full or live reefer from a truck, the RS driver will
notify the truck driver to return to the gate, where the gate staff will solve the issue (outside
the TOS).
MT Stack Operation
MTs will be segregated by container owner, shipping line, size, type, and speciality. MTs
flagged in the TOS as damaged will be stacked in a separate stack (“damage stack”).
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Yard Operation
If Full-Dry and live reefer containers are found damaged in the yard, the dispatcher will flag the
container “potentially damaged” in the TOS. Further decisions and management will be done
manually.
9 TO S F U N C T I O N A L I T I E S
This chapter provides an overview of functionalities that are considered as key elements of the
TOS. The list below is by no means to be considered as complete.
PPAP must be able to define different user access rights on any level (application, func-
tion, data etc.)
For the vessel operation, it should be easy for the user to add more container handling
equipment to the vessel operation.
PPAP staff and container operators, with authority, shall preferably have the possibility
to customs release of import/exports via web-application and EDI.
Containers cannot be loaded on a vessel, or delivered to external trucks as long as they
are not released (e.g. from customs, customer, agent, shipping line, etc.) in the TOS.
Preferably a fully integrated EDI and Web-enabled functions to PPAP business partners
(E-services) with the Container Terminal. PPAP can however accept a less integrated E-
service solution.
1. Performance Monitoring
PPAP is interested in following the vessel, gate, and yard operations close to real time. The TOS
should make the below listed data available in an open database, for PPAP to create statistical
analysis, management and operations performance reporting, invoicing, etc. The data shall be
logged under one unique reference number such that data can be compared over a minimum
of 5 years:
Collect and Report various events from the TOS.
Collect and Report all Vessel cranes performance
Flexible reporting to create ad-hoc reports from above listed items.
Ability to export data to external programs and databases.
Ability to acquire data from external programs.
Intuitive user set-up.
2. E-Services
Kindly note that PPAP does currently not have a master plan for what E-services should be
provided to PPAP business partners.
3. Reporting and Statistics
The user must be able to create own report profiles for automatically report generation. Those
reports could be weekly container volume reports, vessel productivities, dwell times, MT
depot report, etc.
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4. Volume, Service and Productivity Statistics
Record and store Vessel loading and unloading, housekeeping, gate delivery and re-
ceipt, transport to/from external and internal areas, etc.
Record and measure inventory statistics and dwell times
Statistics should preferably be available in a configurable manner, and such that one
can search on all container fields stored in the database.
5. Billing
PPAP wants to see if billing can be done by the using the TOS and would like to understand if
the standard package of the TOS would suit the requirements for the invoicing currently done.
5.1 Terminal handling charges
The following events are billable:
Port dues (outcome via synchronized vessel tracking system)
Load move quayside
Discharge move quayside
Management fee per container import
Management fee per container export
Storage fee
Gate entry
Gate exit
Other events that might be charged
Customs inspection or shunts (scanning)
Housekeeping moves
Stuffing – stripping moves
Change of information
Out of gauge handlings
Reefer units
Repairs
5.2 Rate variations:
By Customer:
Carrier/ Shipping Line / Agent
Cargo Owner / Consignee / Agent
Trucking Company
By direction of travel, i.e.:
Import
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Export
Transhipments (Inter Terminal / Same Terminal)
Re-stows (via quay or vessel)
By other:
Laden/empty
Container per unit or per TEU
Volume, sliding scale rate e.g. 0-10.000, 10-25.000 etc. Volume normally counted from
a contract date.
5.3 Storage fees
There is a fee per container or TEU typically with a free period of 0-7 days or on the av-
erages over a period of time.
Empties can be based on pools, for instance X number of containers or TEU free of
charge, above certain rate per container/TEU.
Storage becomes billable already during the stay on the terminal, or on the moment
the container is picked up.
5.4 Possible triggers for the billing
Manual Billing and optional:
o Sailing of the vessel
o Pickup or delivery of container
o Per time interval, say weekly or monthly
10 TECHNICAL R EQ UIR EMENTS
Below is a selection of key requirements.
Automated fail-over and restart functionality of the system. The maximum duration of
fail-over and/or restart shall be less than 10 minutes.
Hot standby functionality and ability for remote hot standby (i.e. in a remote location)
of the system.
Restart of any of the application’s components shall take less than 10 minutes.
Data consistency between main and standby system.
Guaranteed application uptime shall be exceeding 99.7% (excluding planned down-
time). This means a maximum downtime of the system of 2 hours per month, which
will be monitored on a monthly basis.
Guaranteed fixing of reported cases within the agreed time limits.
Planned application downtime (to install new releases, etc.) shall be below 24 hours
per year or maximum planned downtime per upgrade or new release of 2 hours, and a
maximum per month of 6 hours.
Ability to store at least 24 months of historical data in the database.
A minimum warranty of the application for 6 months after acceptance.
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Change attributes of booking
The planner and dispatchers shall be able to change the change the attributes of the
units being inside the terminal, i.e. can change VVD (vessel-voyage destination). The
TOS shall therefore allow planners and dispatcher to change bookings of containers al-
ready inside the terminal.
5.1 Technical performance requirements
We expect that the TOS will have the ability to handle a maximum traffic (“the load”) –
either by EDI, user-input, (wireless or cable) radio-traffic, internet, or other – that cor-
responds to the following peak operation;
Four (4) quay cranes working at 25 moves per hour,
Eight (8) RSs working each at 12 moves per hour,
Eight (8) RTGs working each at 12 moves per hour,
Gate in and out flow of 50 trucks per hour
The average response time under peak conditions (as described in “the load”) for a sin-
gle transaction or command shall be less than 2 seconds, and the 95% value of re-
sponse time shall be less 5 seconds. Please specify whether you can comply with this
requirement.
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1 1 A P P E N D I X 1 : I M P O R TA N T Q U E S T I O N S TO BE RESPONDED
1. The legal entity of MRC
Mekong River Commission
P.O. Box 6101,
Unit 18 Ban Sithane Neua, Sikhottabong District,
Vientiane 01000, Lao PDR.
Tel: (856) 21 263 263
Fax: (856) 21 263 264
2. Submission of TOR Response
The TOR response shall be submitted to Ms. Huong Nguyen Thi Thanh, Procurement and
Contract Officer at contact address bellow:
Mekong River Commission
P.O. Box 6101,
Unit 18 Ban Sithane Neua, Sikhottabong District,
Vientiane 01000, Lao PDR.
Tel: (856) 21 263 263
Fax: (856) 21 263 264
Email: mailto: huong@mrcmekong.org
3. Content of the TOR Response
The selection of the TOS supplier qualifying for further negotiations for delivering this Con-
tainer Terminal TOS will be based on the received TOR responses. In order to facilitate the
reading, analysis and to ensure completeness of the TOR response material, below is a listing
of required topics to be included in the TOR response sheet.
The response to the below listed questions will provide MRC/PPAP with the information how,
and if, the TOS supplier will be capable to deliver according to the expectations of MRC/PPAP
and fulfil their maintenance and support role. Hence, kindly revert with a sufficient elaborated
and detailed reply to each question.
The response will consist of a technical proposal (see chapter Error! Reference source not
found.Error! Reference source not found.) and a financial proposal (see chapter 0)
4. Prerequisite Replies
4.1 General information
a) Company and contact details
Please provide details and contact persons
b) Audited financial statements for 2009-2010 and provisional 2011 financial
Please provide audited statements
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c) Relevant References
Please provide the relevant references for where the TOS has been implemented and is
running, for the following mode of operations:
Reach Stacker and Empty Handler operations
RTG operations and Empty Handler operations
RTG-operation combined with Reach Stackers and Empty Handlers
d) Acceptance of Conditions
A confirmation, that the TOS supplier accepts the required performance criteria, TOS scope
and responsibilities, and Terms & Conditions described in this TOR material.
In case of non-compliance, items not met, in part or full, shall explicitly be mentioned
and discussed
e) Acceptance of Scope of Delivery and Responsibilities
The TOS supplier shall specifically state if the TOS supplier is ready to commit to the deliver-
ables and requirements specified in chapter 4 up to and including chapter 10.
Please use this as your guideline to provide feedback on the functionality of the TOS. Please
also comment explicitly on the requirements stated in the scope where the new terminal
operating system (TOS) is required to contain:
Container yard inventory and tracking system
Truck gate system
Vessel discharge and loading
Billing, Tariff Management and Reporting
EDI messaging capability (UNEDIFACT)
Ability to interface current Vessel Tracking System concerning synchronization of data
related to vessel calls
And:
It is the objective of PPAP that the current terminal, the new terminal and ICD are act-
ing in one integrated terminal operating system.
TECHNICAL PROPOSAL
5. TOS
Below, a short overview of the crucial information is listed. However, the complete description
of requested functionalities can be found in the TOR document. Please use this as your guide-
line to provide feedback on the functionality of the TOS.
6. TOS Description
1. Functional structure (modularity, interfacing, openness to 3rd party solutions, etc.), including
all modules such as invoicing and billing, etc.
2. Technical architecture (platform, applied technology, database solution, scalability, etc.)
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3. Product description(s): function of each module; brief description of capabilities of each of
the modules – please also link these functionalities to what is required at the new, old and
future terminal operations.
4. Interfaces required with surrounding systems & partners for the implementation, delivery of
any of the services or software.
5. Development path (future development, maintainability, migration, etc.).
7. Project Implementation
7.1 Approach
1. Describe the approach on how to secure a successful and timely project implementation
2. Preparations and resources required from MRC/PPPP's side to ensure successful go-live, such
as testing and super-user and end-user training Describe your expectations to MRC/PPAP
(what does the TOS supplier expects from MRC/PPAP on those projects with regards to
providing specifications, delivering specific HW or SW, etc.)
3. Describe your expectations and involvement of business partners required for the supply of
the TOS, the delivery of services, or maintenance and support
8. Maintenance and Support
8.1 General
1. Describe your maintenance & support organisation , who are the active parties, staff etc.
2. Describe your support organisation, geographical location and languages spoken in the
support offices
3. What kind of error resolution process do you apply, in the maintenance and support stage?
4. What are the response times to which type of various errors?
5. What kind of escalation levels do you recognise and apply in your company?
8.2 Maintenance
1. What is the supplier’s policy on version control and upgrading the integrated TOS solution? .
2. Please describe your definitions of a major software version, a minor software version and a
patch, how many releases are released for each of them on a yearly basis?
3. Can all changes or upgrades be performed without disrupting the daily operations?
4. Is the updating user and technical documentation part of the standard maintenance proc-
ess?
5. Can maintenance versions, minor release or patch, be skipped and still accept the next
release?
6. What is your internal acceptance test procedure applied to new releases?
7. What kind of (automated) testing environment is available at your premises to ensure high
quality deliveries?
8.3 Support
1. How is the support to PPAP structured , what approach is taken for creating or having a
support organisation
2. Against which schedule and how is release management taken care of (how often, remote or
on-site, team, persons etc.)
3. Whenever any request for customization finds place after the warranty period, how would
this be taken up by the TOS supplier, what policies are in the organization of the TOS sup-
plier maintained to receive this requests;
4. What structure does the TOS suppliers’ support organisation have?
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5. When issues, bugs or failures arise; which priority levels do you recognise in the process of
solving these themes?
6. What are the response times related to the various priority levels?
7. Do you have different levels of support i the organisation, and what are the response times
for each level of the support?
9. Description of Operational TOS Functionalities
The list below – containing explanations and questions - is linked to functionalities. We kindly
ask you to answer the questions, and keep the numbering the same.
9.1 Stowage Planning
Functionalities for sequencing vessel operations
Does the TOS have functionalities for allocation of containers inside the vessel and
work sequencing for load and discharge?
9.2 Yard
Redirection of shuffle moves
How does the TOS cope with the execution of unproductive moves in the yard?
Does it detect which boxes must be relocated as well as the best positioning (locations
that don’t block access for current or upcoming moves)?
Dangerous Goods rules and segregation
Does the TOS allow segregation of containers based on international safety regula-
tions?
Automated generation of housekeeping moves
Can the optimal sequencing of housekeeping moves can be generated automatically by
the system?
If so, what kind of criteria does your TOS use to create these moves?
9.3 Equipment Management
Optimisation in job scheduling
Kindly explain what functionalities the TOS have that can optimize the job order sche-
duling for container handling equipment – with scheduling we mean: the placement of
the execution tasks (jobs) in time, such that they all will be executed on time - and use
of equipment.
Criteria applied when making job selection decisions
What criteria are supported by your TOS for selection of jobs in the yard plans?
Ability to handle position information on-line
Can the TOS handle real-time positioning data?
Ability to handle equipment with different characteristics (single/twin, height)
Can the TOS handle a mix of yard equipment with different stacking heights? For in-
stance RTG, RS, and EHs (side lifters) mixed?
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Please explain how this would be handled?
Which experiences (reference cases) do you have with mixed operations?
Can the TOS handle container handling equipment of one kind with different characte-
ristics (e.g. possible stacking height or/and maximum weight)?
What are the limitations here?
What are the experiences?
9.4 Gate
Functionalities for landside truck receipt /delivery of containers (imports and exports).
Gate management system
Which gate management functionalities are in the system?
How is this integrated with the next steps in the TOS?
Which releases and holds can be used in the system for terminal, customs and shipping
lines to prepare gate-in or gate-out transactions?
9.5 Reefer
Reefer functionalities and support
Functionalities that support storage of refrigerated containers?
Functionalities that support reefer monitoring and entering of reefer data to the TOS?
9.6 Monitoring
Functionalities for terminal supervision (monitoring operations / equipment)
Monitoring tools in real time
Does the TOS support real time monitoring?
If so, specify which aspects of the operation can be monitored in real time, and by
which performance indicators.
9.7 Messaging – Reporting
Data fed / retrieved from the TOS.
EDI solution and support
Which EDI messages does the TOS support?
Logging – Audit Trail
Does the TOS keep a detailed log (time stamp, send, receiver, etc.) from all transac-
tions, and messages received and sent?
Can this log be used (and linked) to the financial system to accurately track the billable
and un-billable activities?
Reporting solution
Which reports (tables, graphs, log files, etc.) can be automatically generated with the
TOS?
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Web-access for 3rd parties
Which possible points of entry are provided to 3rd parties in the port community?
Which standardized interfaces exist?
What information can be uploaded by 3rd parties, and how is it verified?
User interface language
Is this configurable? And to what extent?
10. Description of Technical TOS Functionalities
10.1 Infrastructure
Please recommended the required IT environment (Servers, network, End-User equip-
ment)
What is the reliability (up time), redundancy, persistency and what are the fall back
scenarios
How is the testing of the TOS and Quality Assurance handled and guaranteed?
What facilities do you have with regards to test tools or scope of test scenarios?
KPI’s; what guarantees can be given in terms of performance, reliability, data integrity?
How do you deal with version management of the integrated TOS solution?
10.2 Technical Architecture of the software
Client-server architecture
Does your TOS have a client and server architecture? Please explain which functions /
processes are run on the server, and which on the clients.
Fat client / thin client
Please specify the interfacing concept between client and server. Is this a fat or thin
client concept?
Technical hardware requirements
Please specify the minimum hardware requirements (# CPU, RAM, etc.) for your TOS
for a Terminal up to 150k TEU and up to 300k TEU.
Hot standby and H/A functionality
What standard functionality is built into the TOS and recommended hardware configu-
ration to guarantee hot standby of the server?
How long does it take to have the hot standby server fully functional?
Data persistency
What functionality is provided to ensure data persistency under all conditions? Under
which conditions this cannot be guaranteed?
Server OS
Please specify on which operating systems your TOS can run without porting.
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Database system
Which databases are standard supported?
Which additional licenses are required?
Functional Security
What kind of security is built into the TOS?
Is there a multi-level access policy?
If so, is it user configurable?
Archiving
What kind of standard archiving mechanisms are provided?
What kind of storage size is required to store at least 2 years data?
Remote monitoring capability of components and technical status
Does the system support remote monitoring of all components and technical status?
What kind of technical interfaces are provided?
Do you have alerting functionality in case something is in critical status?
Virtualization
Is your TOS able to run under VM ware?
What are possible consequences?
Maximum restarting of single components
How long does it take to restart single components?
Version management system
What kind of version management to you maintain, internally and externally?
Do you ensure upward and downward compatibility?
How are roll backs realized?
Multiple terminals on single TOS
Is your TOS capable of running multiple terminals on a single instance of the TOS, for
instance remote?
If so, what are the consequences or requirements?
Upgrade policies (how; frequency; impact)
How often do you typically roll out new releases?
Are these releases on-demand, or by recommendation?
Are they included in the M&S fee?
Development team (size; location(s))
Please specify the size of your development and quality assurance teams.
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Bug fixing (how)
Please specify the process that commences after a bug has been reported?
How do you keep the customer informed?
10.3 Guarantees and Performance
MRC/PPAP requests you to agree with guarantee clauses, described below.
Guaranteed uptime (excluding planned downtime)
What percentage of the time can the TOS be expected to run without disturbances?
Response time after critical error
Please specify your response mechanisms in case of bug reporting?
Which classifications of bugs to you distinguish?
Warranty on application
Is there a minimum 6 months warranty on the application?
Please specify what the warranty covers.
Maximum planned downtime per month
What is the maximum time required for planned downtime per month?
Can this be guaranteed in the agreement?
Maximum reaction time for automated fail-over to hot standby machine
Does the TOS support automated fail-over in?
Which internal/external technology does it apply?
What is the maximum guaranteed fail over time?
Ability to comply with technical performance requirements
Are you able to comply with these requirements
FINANCIAL PROPOSAL
11. Total Cost of Ownership (TCO)
Kindly provide the Total Cost of Ownership, including additional developments, migration, etc.,
for the implementation and the first ten (10) years of operation. A price estimate for the
provision of the supplier’s TOS in accordance with MRC/PPAP requirements for the terminal
operations of the new, old and future terminal operations, as described in this TOR, shall be
provided.
11.1 Pricing
The fees should kindly be split into:
1. Licenses (including 3rd party licenses required for your TOS, modules listed separately)
2. Services (e.g. performance testing, migration)
a. Support for migration process until 2-4 weeks after go-live
b. Training
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c. Other expenses (e.g. project management) (can maximum be 10% of the services
provided)
3. Annual Maintenance and Support
a. Clearly indicate how the annual fees structured
b. With what frequency will fees, rates and terms be reviewed
4. The above components are to be separated for year 1 (initial costs) and years 2-5 (annual
costs), respectively. Indicate any likely changes to the above cost structure for the following 10
years, if any.
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12 APPENDIX 2: SPECIAL CONDITIONS
1. Non Performance Clauses
Due to the business critical nature of the TOS to PPAP container terminal activities, PPAP
reserves the right to require performance clauses from the selected suppliers. Those perform-
ance clauses will concentrate on the supplier’s ability to deliver a system that meets the
specified functionality, operational performance, as well as meeting agreed deadlines.
2. Performance Requirements
PPAP intends to ensure that the new TOS can live up to peak requirements in terms of (1)
technical performance (response times, transaction times, calculation times), and (2) func-
tional performance, i.e. achievable service levels under peak conditions.
There will be various scenarios (based on today’s practice and based on the expected opera-
tion in the future) that will serve as means to verify the TOS’ capability to deliver the required
service levels. The scenarios will be tested by simulated live operations (container handling
equipment and staff working with dummy containers and dummy Vessels), where the neces-
sary data will be provided by PPAP.
3. Availability
The TOS shall support the business continually 24 hours a day 7 days a week, 365 days a year.
Downtime for maintenance and support must be kept to a strict minimum (maximum of 3 days
per year). New upgrades and patches shall be installed without disruption of the daily opera-
tions. The same is applicable for database back-ups and normal scheduled routine mainte-
nance activities.
4. Guarantee
Guarantee period will apply twelve (12) months after date of commencing commercial opera-
tions; any support agreement will not be signed until the end of this “guarantee period”.
5. Escrow
The TOS supplier shall enter into a global Escrow agreement with PPAP for the source code of
the Software that permits the release for failure of the TOS supplier to fulfil its obligations
towards PPAP. PPAP guarantees that the source code of the Software is not used for any other
purpose than supporting necessary upgrades, etc. of the Software. – The details of this global
Escrow agreement will be finalized during the contract negotiation process.
6. Liquidated Damages
In the event that the TOS supplier fails to meet its milestone dates as per agreement with
PPAP (without any reasonable justification, being it PPAP fault or force majeure), PPAP shall be
entitled to compensation (liquidated damages and not by way of penalty). Such compensation
will however not exceed an agreed percentage of the total license fees.
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7. Insurance
In connection with the TOS implementation, the TOS supplier shall arrange and pay for neces-
sary insurances in terms of All Risk / Third Party liability insurance covering an insured amount
of min. USD 200.000. Insurance statements and other relevant documentation showing
amounts/deductibles etc. shall be submitted to PPAP before dd.mm.yyyy and before PPAP will
sign any legal binding agreement with the TOS supplier.
8. Contract Period for the Maintenance and Support
The initial contract period will be five (5) years after signing date, with an option to extend for
an additional two (2) years at a time, providing six (6) months notice is given in writing from
either party.
9. Governing Law
The validity, construction and performance of an agreement between the TOS supplier and
PPAP shall be governed by and construed in accordance with the laws and all rules, regulations
and orders made pursuant thereto of either England or Singapore, or the jurisdiction where
the terminal is incorporated and existing under (Phnom Penh, Cambodia).
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13 APPENDIX 3: GLOSSARY OF TERMS
Term Explanation
A-check Administrative check: Where the cargo (e.g. container) documentation is assessed in
order to verify correctness and legitimacy, before receipt/delivery of cargo. The a-check
may take place via e pre-notification (see TPS and RPS) or at the ID-services department
at PPAP.
API Application programming interface: A formalized set of software calls and routines that
can be referenced by an application program in order to access supporting system or
network services.
B/L Bill of Lading
BAPLI Bay Plan / Stowage Plan (EDI)
Break-bulk The process of assimilating many small shipments into one large shipment at a central
point, to be sorted or disseminated after discharge, so that economies of scale may be
achieved; to commence discharge of cargo.
The separation of a single consolidated bulk load into smaller individual shipments for
delivery to the ultimate consignees.
Bulk Cargo shipped in loose condition and of a homogeneous nature. Cargoes that are
shipped unpacked either dry, such as grain and ore, or liquid, such as petroleum prod-
ucts. Bulk service generally is not provided on a regularly scheduled basis, but rather as
needed, on specialized ships, transporting a specific commodity.
CASP Computer Assisted Stowage Plan (EDI)
CCN Cargo Control Number
CFS Container Freight Station: A facility where less-than-container load shipments are
consolidated for shipment or unloaded for final delivery.
CHE Container Handling Equipment: Items of materials-handling equipment required to
specifically receive, manoeuvre, and dispatch containers.
CUSREP Customs Conveyance Report (EDI)
CUSRES Customs Response (EDI)
CY Container Yard
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Term Explanation
Dual cycling Mode of operation for a CHE, combining jobs in “both directions” (e.g. discharge and
loading) aiming to minimize driving without cargo.
ECH Empty Container Handler
EDI Electronic Data Interchange: Computer-to-computer electronic exchange of business
documents in a standard format.
EDIFACT Electronic Data Interchange For Administration Commerce and Transport
E-gear Extra handling gear (chain spreader, table spreader, hook, etc) to manage OOG contain-
ers.
EIR Equipment Interchange Receipt
ETA Estimated Time of Arrival.
ETD Estimated Time of Departure.
FEU Forty Foot Equivalent Unit
FRPB Freight Remaining on Board
Gate A full truck gate process consists of A-check, P-check and security gate processes.
Genset A portable power generator, which converts fuel into electrical power by mechanical
means, and from which a reefer draws power.
Grounding Placing e.g. a container on the ground after completing a discharge or transportation
move.
GUI Graphical User Interface
ICD Inland Container Depot
IMDG International Maritime Dangerous Goods Code.
IMO International Maritimes Organization
IY Intermodal Yard
iSeries Hardware and OS platform. A progression of IBMs AS400 mini computer technology.
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Term Explanation
KPI Key performance Indicator: A regular measurement based on data which indicates the
performance of a process or a business line.
Lashing Securing cargo on board.
Loading The process of putting cargo on a vessel or train.
LOI Letter Of Intent: A preliminary agreement stating the proposed terms for a final con-
tract. They can be binding or non-binding.
LPR Licence plate recognition
Microsoft IIS Internet information server: A set of Internet based services for Windows machines.
Microsoft Microsoft database management system based on relational database principles.
SQL server
Move Container Move, be it lift or transport: used in connection with crane lifts (QCs, RMGs,
RTGs, RSs, etc.) and transportation equipment (TTs, SCs, etc.)
MT MT: (eMpTy)
MTS Multi Trailer System
NVOC Non Vessel Owning Carrier
OC Ocean Carrier
OCR Optical Character recognition: The recognition of printed or written text characters by a
computer.
OD Off Dock
OH Over-height: see OOG
OOG Out of Gauge: A container, that is, in any respect not ISO-standard or such ISO-standard
container with over-height and/or over-length, and/or over-high and/or over-width
measurements; and/or a Container that cannot be handled by means of the normal use
of a standard Container spreader; and/or a container that use special ground transpor-
tation (platforms etc.); and/or a container that cannot be pre-stowed within designated
Containership's stack; and/or a container, where centre of gravity is heavily unbalanced.
OW/OH Over Width / Over Height
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Term Explanation
OS Operating System: A computer program that controls the components of a computer
system and facilitates the operation of applications.
P-check Physical check: Where the container is checked for seal numbers, damages etc.
PDS Position Determining System
PIN Product Identification Number
POD Port of Discharge
POL Port of Loading
Pooling E.g. shared use of handling equipment
Pre- An application used by rail operators or trucking companies to accomplish the a-check
notification process in advance of arriving at the terminal. See RPS & TPS.
(system)
PTI Pre-Technical Inspection
QA Quality Assurance: A set of predetermined, systematic actions which is required if a
product or service is to satisfy requirements.
QC Quay Crane: A crane located on a quayside used for the loading and unloading of goods
and materials to and from vessels.
QC-split A plan on how the discharge/loading of a vessel is distributed between the different
QC’s.
RDT Radio Data Terminal: A terminal device using wireless communication to interact with a
computer and applications.
Reefer The generic name for a temperature controlled container. The containers, which are
insulated, are specially designed to allow temperature controlled air circulation within
the container.
TOR Request For Information: The document and process used to obtain information from
potential providers. This process usually precedes the issuance of a competitive pro-
curement process.
TORD Radio Frequency Identification: Electronic identification system comprised of a
reader/scanner/interrogator and a transponder that can read or write data content
using a specified radio frequency.
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Term Explanation
RMG Rail Mounted Gantry crane: Specialized yard container handling machines. An RMG
travels on rails to lift and stack 20 or 40’ containers in the yard area. The container is
lifted by a spreader attached to cables. Rail mounted cranes come in a variety of models
with different spans and overhangs.
Rolling Cargo which is on wheels, such as truck or trailers, and which can be driven or towed on
Cargo to a ship.
RPS Rail Pre Notification System: A rail operator log-in to the pre-notification system to
request a terminal visit for receipt/delivery of cargo.
RS RTG
RTG Rubber Tyre Gantry Crane: Specialized yard container handling machine. A RTG travels
on wheels to lift and stack 20 or 40’ containers in the yard area. The container is lifted
by a spreader attached to cables. Rubber tyre gantry cranes come in a variety of models
with different spans and overhangs.
SAN Storage Area Network: A network of storage disks. In large enterprises, a SAN connects
multiple computers to a centralized pool of disk storage.
SC Straddle Carrier: Wheeled vehicle designed to lift and carry shipping containers within
its own framework. It is used for moving and stacking shipping containers at a container
terminal.
Security Where the identity and legitimacy of a person (e.g. truck driver) is checked before being
gate allowed entry/exit to the terminal area.
Side-lifter A road trailer, which is fitted with lifting equipment (cranes) to lift an ISO shipping
container on/off itself. It may be of either 20' or 40' configuration or be adjustable for
either.
SOA Service Oriented Architecture: A service-oriented architecture is a collection of services
that communicate with each other. The services are self-contained and do not depend
on the context or state of the other service. They work within distributed systems
architecture.
Tandem lift Lifting and moving two 40 feet containers at the same time.
TCO Total Cost of Ownership: The life cycle cost view of an asset, which includes acquisition,
setup, support, ongoing maintenance, service and all operating expenses.
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Term Explanation
TED TOR Electronic Daily: The public procurement database of the European Union. The
database can be accessed on http://ted.europa.eu
TL Top Loader
TOS Terminal Operation System: Application used to manage the different aspects of manag-
ing the cargo in a terminal operations business.
TPS Truck Pre notification System: A trucking company log-in to the pre-notification system
to request a terminal visit for receipt/delivery of cargo.
TT Terminal Tractor
Twin-lift The possibility for a CHE to lift and move two 20 feet containers at the same time.
Twist lock Metal contraption used to secure containers on top of each other.
VVD Vessel, Voyage, port of Discharge: Properties commonly used to pair containers when
stacking on top of each other.
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