Title: Internal and External Messenger Services for Québec City offices.
Background:
The Department of Fisheries and Oceans, Quebec Region wishes to contract the courier and mail services of its regional office in Quebec City to a specialized firm.
The Contractor will be responsible for the following tasks:
Providing an internal and external courier service on a daily basis (Monday to Friday inclusive, excluding statutory holidays) between the hours of 8:00 am and 12:00 pm and from 1:00 pm to 3:30 pm, a service that includes the following duties:
Receiving and sending of mail
o Receive mail and parcels from private firms and Canada Post;
o Process mail as directed by the organization and place in the pigeonholes;*
o Sort internal mail received from all areas including Quebec City base (101 Champlain) and/or 94 Dalhousie and/or 112 Dalhousie and/or 1550 D’Estimauville;
o Stamp all outgoing regular mail, Xpress Post, priority post, etc. to be shipped according to the standards set by Canada Post or any other firm that would be less expensive than Canada Post (for firms other than Canada Post, authorization will be needed from Fisheries and Oceans).
*Note that the number of pigeonholes may vary during the term of the contract.
Pickup up and delivery of mail to our internal and external customers
o Pick up, deliver and distribute mail and parcels daily (maximum of 35 kg per parcel – which can be transported using standard equipment such as a cart) at the stated locations and frequency (see Annex 1), including all directories, boxes, manuals, archival records, etc.;
o Upon returning from each round, sort and prepare picked up mail and parcels for the subsequent rounds;
o Maintain distribution lists, pigeonhole identification, etc. to facilitate mail distribution;
o On request, go to the Iron Mountain warehouses (2) located at 721 Newton Avenue, Quebec City, QC G1P 4C4 and/or 830 Godin Avenue, Quebec City, QC G1M 2X9 for box delivery and/or pickup (maximum 8 boxes per delivery/pickup).
Providing detailed monthly and cumulative reports showing expenditures for each branch
o Program the stamping machine to provide reports and keep programming up to date, based on demand.
o Provide daily statistics on the number of packages and letters sent and received or any other statistical requests related to the mail service.
List of equipment* to be provided by the Contractor
o Regular operating equipment, such as a scale, stamping machine, postage meter, automatic letter opener, time stamp, etc.
o Stamping labels and ink
o Trolleys for internal courier services
o The stationery required for these operations, such as pens, pencils, paper, masking tape, suitcases, etc. (excluding envelopes)
o Computer and printer (meeting Fisheries and Oceans Canada standards)
o Provide the vehicle(s) required, which are insured, safe and appropriate for courier service and transportation of a minimum of 8 standard archive boxes (indicate vehicle type, make and year on equipment list).
o The Contractor will be responsible for the cost of parking its vehicles, if applicable.
- The equipment must be in place and operational from the date of the contract award for the term of the contract.
