Summary
Standard Operating Procedures for Accessing Services Provided by the World Food Programme Through the Logistics Working Group
Content
1. Overview
This document provides an overview of the common logistics services made available through the Logistics Working Group, how to access them, and the conditions under which these services will be provided.
The objective of these services is to enable humanitarian response organizations to establish an uninterrupted supply chain that supports the delivery of humanitarian aid items to the affected population in Bolivia.
These services are not intended to replace the logistical capacities of other organizations or to compete with the commercial market. Rather, they aim to fill identified operational gaps and provide a last-resort option when other service providers are unavailable or when existing capacity is insufficient to meet humanitarian needs.
These services are expected to be available until November 30, 2026, with the possibility of extension. However, the partial or total withdrawal of services may occur before this date due to specific circumstances:
- Changes in the situation on the ground
- The services no longer constitute an agreed/identified need
- Funding constraints
This document is subject to periodic updates based on evolving operational needs and changes in the context. Service users are responsible for consulting the most recent version before submitting any request. Updated versions will be shared on the Bolivia operations page.
The Logistics Working Group reserves the right to reject or place requests on hold at any time if conditions on the ground do not allow for the proper implementation of the following.
2. Key Notes for Users
Important considerations before requesting services:
- All communications, requests for information, and all documentation related to Service Requests that is not attached to the original online Service Request Form (SRF) must be sent to: bolivia.clustercargo@wfp.org
- Each Service Request Form (SRF) must be submitted for a single point of origin and destination. Users must not include multiple pickup points or multiple delivery destinations within the same SRF.
- Each SRF must be submitted for a single shipment. Although multiple services, such as transportation and storage, may be requested within a single SRF, this is only permitted when they apply to the same shipment.
- Service users are expected to attach all relevant and required documentation to the online SRF at the time of submission to ensure timely and accurate processing.
- The service user bears full responsibility for insuring all cargo during transport and storage operations. Insurance coverage must be arranged independently, as it is not included in the scope of these logistics services.
- The service provider is not liable for any loss or damage to the cargo during transport or storage. All handled items must comply with the World Food Programme (WFP) quality assurance standards and relevant regulatory requirements.
- The implementation of services depends on prevailing security conditions, which may affect scheduling, access, and operational feasibility. Service provision is subject to the availability of secure access, transport capacity, and necessary permits, and may be adjusted or suspended accordingly.
- Services will be provided in accordance with the priorities established by the Humanitarian Country Team (HCT) or the Inter-Cluster Coordination Group (ICCG). As a guiding principle, priority will be given to requests related to life-saving activities and emergency response.
- Eligibility to access these services is limited to United Nations agencies, international humanitarian organisations, and non-governmental organisations (NGOs), both international and national, operating in Bolivia and registered with OCHA (if applicable). In certain cases, government entities may also qualify as service users.
3. Available Services
The various services provided by the Logistics Working Group are as follows:
- Air Transport Service
- Ground transport service
3.1 – Transportation Services
- Ground and/or air transport from Santa Cruz de la Sierra to La Paz is provided free of charge to the user.
- Air cargo transport may be used for the locations listed above to quickly deliver vital supplies.
- For all international cargo shipments, the requesting organization is responsible for completing customs clearance procedures (if applicable).
- Transportation services may be requested for loading:
- Currently stored in Logistics Working Group warehouses (if applicable)
- To be picked up at a warehouse designated by the service user
- Service users requesting loading from their facilities, a designated warehouse, or the warehouse of a commercial service provider acting on their behalf are responsible for arranging the loading of the goods. They are also responsible for unloading at all delivery points, except when the loading is delivered to a Logistics Working Group storage facility on a temporary basis.
4. How to Access Services
- Service users must submit a Service Request Form (SRF) by completing the SRF online
- SRFs must be completed at least 4 DAYS prior to the delivery of the loading to the consolidation warehouse/common warehouse
A single SRF for ground and/or air transport services may only include:
- The date the cargo will be delivered to initiate services (in the “Ready to Load Date” field)
- A location where the loading will be delivered to begin services (in the “FROM” field of the “Point of Origin” section)
- A location where the loading will be delivered upon completion of services (in the “Delivered” field of the “Destination” section)
NOTE: General instructions for completing the SRF are available here.
- Service users must provide exact loading dimensions. If incorrect weights, volumes, quantities, or contents are submitted via the SRF, the loading may be rejected at the warehouse or during pickup. For guidance on determining loading dimensions, refer to this guide. To help calculate the dimensions, you can use the loading dimensions calculator.
- Service users are encouraged to include their organization’s purchase order (PO) number(s) or any other internal loading reference in the “Shipping Organization Reference Number” field to facilitate tracking.
- Service users requesting loading pickup from their customs and carrier’s warehouse must provide the carrier’s contact information on the SRF, in the customs agent section. This information must include the agent’s or company’s name, phone number, contact person’s name, and email address (if applicable).
- All service users will be asked to accept the Terms of Service.
- After submitting the SRF online, the applicant will receive an automated email at the address provided during submission to verify and finalize the request. This step is mandatory to confirm the submission of the SRF.
Please note that, at this stage, no obligation or commitment to provide the requested service has yet been established.
- The Logistics Working Group will acknowledge receipt of the SRF within 1 DAY and will take one of the following actions: (a) request any necessary clarifications or additional documentation, or (b) register the SRF with a “New” status and provide the service user with a submission report containing a 9-digit tracking code.
- The Logistics Working Group will review the request and approve or cancel it based on the specific conditions governing the provision of common logistics services within 3 DAYS. Any status changes will be automatically communicated to the applicant.
- Service users can monitor the status of the loading and submit release requests through the online tracking system, using the tracking number provided by the Logistics Working Group via the online shipment tracking tool.
- Additional inquiries regarding shipment information should be sent to: bolivia.clustercargo@wfp.org
4.2 – Transportation Services
- The requesting organization is responsible for loading the trucks at the point of origin and must ensure that all shipping documentation is provided to the drivers.
- When the loading arrives at its final destination, the receiving organization must arrange for unloading.
- For transport requests, the final consignee, destination, and contacts must be clearly indicated on the loading and also on the request, as well as any special loading requirements.
- The Logistics Working Group will confirm the scheduled pickup time for the loading once the truck arrangements have been finalized.
- The Logistics Working Group will transport the loading and keep the organization informed of its progress.
- The sending organization, or the designated consignee, must confirm receipt by signing the transport waybill accompanying the loading.
5. Terms of Service
The use of the common logistics services provided by the Logistics Working Group is subject to the service users’ acceptance of the Terms of Service. Under these Standard Operating Procedures (SOPs), WFP acts solely as an agent on behalf of the requesting organizations and assumes no liability for the storage, transport, or any loss or damage to the goods. WFP will provide the services in good faith and ensure that they are carried out with due diligence.
By submitting a Service Request Form (SRF), the applicant certifies that the listed loading is the property of a humanitarian organization and is intended exclusively for humanitarian purposes. All required documentation shall be ready and complete for the specified loading no later than the “Loading Date” in the case of transport services, and the “Start Date” in the case of storage services, or whichever date occurs first.
The requesting organization declares that all information contained in the SRF is true and correct to the best of its knowledge and belief. By submitting the SRF, the requesting organization confirms the authority of the requesting official to act on behalf of the organization and accepts full responsibility for all actions and obligations arising from the service request.
- The service provider acts as an agent for the service users.
- The service provider assumes no liability for any loss or damage to the goods transported. All goods transported are subject to WFP quality assurance requirements and applicable rules and regulations.
- Service users are responsible for making appropriate arrangements to insure their goods.
- The SRF is not a transport document; it is used for administrative convenience and is not intended to replace, substitute for, or supersede any transport document that may be issued in connection with any movement under the SRF.
- All duties and taxes applicable to the loading included in the SRF are the responsibility of the service user and must be settled to the satisfaction of the competent authorities before the loading is delivered by the service user or their agent to the service provider.
- The information contained in this SRF will be processed digitally and may be hosted on a third-party server.
Once a request has been confirmed by the Logistics Working Group team, such confirmation does not mean that the request has been accepted or approved. Requesting organizations will be notified separately once requests have been accepted.
6. Contacts and Support
The point of contact for inquiries related to the common logistics services described in this document is: bolivia.clustercargo@wfp.org
Logistics Working Group Focal Point for common logistics services:
Ayack Montalvan: ayack.montalvan@wfp.org
LOADING PACKAGING REQUIREMENTS
- Applicant organizations are responsible for ensuring that their items have been packed in the appropriate shipping container and can withstand the physical demands of operational transport. The Logistics Working Group reserves the right to reject loading that has not been properly packed, as improper packing may cause delays in transport and reduce the space available for other organizations.
- Loading packages must be properly marked with relevant information, including, but not limited to, the following details:
- Shipment number or printed shipping label for the consignment
- Name of the loading owner / organization requesting the service
- Name of the recipient organization (if different from the loader)
- Required temperature ranges
- Expiration dates
- Correct UN identification numbers and hazard labels
LARGE AND OVERSIZED ITEMS
- Large, long, oversized items, ETC, will be handled according to available capacity.
DANGEROUS GOODS AND TEMPERATURE-CONTROLLED ITEMS
- The Logistics Working Group may accept dangerous goods on a case-by-case basis. Consultation with the Logistics Working Group is required before submitting an SRF. Service users can check for potential dangerous goods using the dangerous goods lookup tool.
- In general, the Logistics Working Group does not routinely provide temperature-controlled transport or storage services. However, requests may be evaluated on a case-by-case basis for organizations that have signed a Service Level Agreement (SLA) with the WFP for the provision of such specific logistics services in the country.