Workers' Compensation Board of NS Daily Local Courier Services Request For Quotation

Transcription

1 Workers' Compensation Board of NS Daily Local Courier Services Request For Quotation Tender No.: Closing Date: March 1, 2015 at 4:00 pm Location: Workers' Compensation Board 5668 South Street Halifax, N S FAXED BIDS ARE NOT ACCEPTABLE

2 The Workers Compensation Board of Nova Scotia is seeking an established (licensed and bonded) courier service firm to provide: Twice daily delivery services between the WCB s Halifax locations (5668 South St. and 5595 Fenwick St); Daily Canada Post mail pick-up service from Dresden Row Postal Station in the morning and delivery to the WCB s South Street location; Daily Canada Post mail drop-off service from the WCB s South Street office to the Almon Street Postal Station in the afternoon; and Other courier services within Nova Scotia as needed (approximately 6-10 deliveries per day). The successful bidder will be required to meet the following outlined specifications on a daily basis. The daily routine would be as follows: 1) At approximately 8:00 am daily, five days per week, the courier service will be required to pick up any mail at the Dresden Row Postal Station and deliver this mail to the WCB s South Street location. On average there are usually between 1 and 3 tubs of mail per pickup. 2) The courier service is then required to bring the mail to the 5668 South Street location (our main office). The mail drop location is at the rear doors of this office (off of Fenwick St.). There is a doorbell to ring WCB postal staff commences work at 7:45 and will be expecting the mail around 8:00 am. It is crucial to have the mail delivered by no later than 8:15 each morning as the Support Service staff are prepared to start the work day with the process for sorting and opening the mail. 3) At approximately 10:30 am, the courier will be expected to return to the South Street location (rear door only) to pick up mail bins to deliver to the WCB s Fenwick St. location (5595 Fenwick St Fenwick Medical centre). It is approximately a 2-minute drive from the South Street to Fenwick Street locations. There are multiple locations (9) on multiple floors (3) to which WCB mail must be delivered. While at Fenwick Street, the courier will be required to pick up any bins destined for the Halifax Office and return them to the mailroom at that location. This task should take approximately minutes. Bins must be delivered and returned whether they are full or not. 4) At approximately 1:15, the courier will be required to visit the 9 Fenwick Street mail drop locations and pick up mail bins to be delivered to the South Street mail room. The courier, once at South Street, will pick up any out-bound mail bins and deliver them to the specified Fenwick drop locations. This task should be completed by 2:30 pm daily. 5) At 3:30 pm, the courier must go back to the South Street location to pick up the outgoing mail for Canada Post. These mail bins must be

3 delivered to the Almon Street Postal Station. At this point the daily tasks have been completed. 6) The courier will also be called upon to deliver ad hoc mail pieces to various Nova Scotia address (mostly local) on a daily basis. This work is separate and distinct from the daily routine listed above. The successful proponent is responsible to provide the WCB with responsible, bonded, and insured courier services as described above. Additionally, the successful proponent would be responsible to: 1) Provide all daily scheduled courier services as listed above, 2) Provide the WCB with one dedicated driver for all standard daily deliveries, with a back-up driver in case of illness/vacation, 3) Utilize an on-line tracking and ordering tool for couriers and deliveries, and 4) Be able to provide ad-hoc courier delivery services on a daily basis that does not interfere or compromise the daily scheduled services. Upon the selection of a successful vendor, the WCB may change the times and or frequency of the daily scheduled mail runs as a result of business or activity changes. Please send proposals to: Doug Roberts Manager, Support Services Workers' Compensation Board of Nova Scotia 5668 South Street, Halifax, N S B3J 2Y2 Phone number: (902) Faxed bids will NOT be accepted. Bids must be received no later than 4:00 PM, March 2, Bids will only be accepted at the above address. Public opening will take place March 3, 2015 at 10 am at the above address. Debriefing Unsuccessful proponents may request a debriefing meeting following execution of a contract with the successful proponent. Negotiation Delay

4 If a written contract cannot be negotiated within thirty days of notification of the successful proponent, the Workers Compensation Board may, at its sole discretion at any time thereafter, terminate negotiations with that proponent and either negotiate a contract with the next qualified proponent or choose to terminate the Request for Proposal process and not enter into a contract with any of the proponents.

5 Please complete this pricing sheet and include with your proposal bid. Only bids submitted on these sheets will be accepted by the WCB. Proposal for Daily Courier Services for the Workers' Compensation Board of Nova Scotia. Only submitted bids on these sheets will be accepted. Vendor Business Name Contact Name Phone number Fax number Daily Mail Run From Canada Post (Dresden Row Postal Station) Daily Cost Daily Mail Run To Canada Post (Almon Street Postal Station) Daily Cost Daily Interoffice Mail Run (South Street to Fenwick Street & Return) Daily Cost (once per day) Daily Cost (Twice per day) Cost for Use of on-line Tracking and Ordering tool (if any) Monthly Cost *prices must be FOB Halifax and exclusive of HST These prices are correct as submitted and will remain in effect for no less than 60 days from this date. Signature Name of Person Signing Date

6 References: Please provide references for no less than three (3) similarly-sized customers receiving similar and recent services from your company, within the past 2 years. 1. Customer/Organization Name Contact Name and Phone number 2. Customer/Organization Name Contact Name and Phone number 3. Customer/Organization Name Contact Name and Phone number

7 Terms and Conditions 1. Prices submitted are to remain firm for the term of the contract as signed by both parties. 2. Offer MUST remain open for acceptance for a period not less than sixty (60) days. 3. Bidders are required to provide a provide the WCB with one dedicated driver for all standard daily deliveries, with a back-up driver in case of illness/vacation. 4. Bidders must supply at least three references from clients with similar and recent service requirements. 5. Prices quoted are to be FOB destination, Halifax. 6. The service delivered (i.e Canada Post mail run versus daily interoffice mail run) must be broken out in all submitted invoices, or invoiced separately. 7. The Harmonized Sales Tax must be broken out of the submitted price and stated separately on all proposals and invoices. 8. The successful bidder must have an existing, secure, on-line tracking and ordering tool for deliveries. Please provide information on this system. 9. The successful bidder must be in good standing with the Workers Compensation Board of Nova Scotia and must confirm same via a current WCB Clearance Letter, as well as a Certificate of Insurance stating a minimum $5 Million Commercial General Liability per occurrence with Workers Compensation Board of Nova Scotia noted as Certificate Holder. 10. Please indicate very clearly on your tender response the contact person s full name, phone number and fax number. 11. Response to this proposal signifies your compliance with, and acceptance of the terms and conditions of this request for proposal. 12. In the event you are chosen as the successful bidder, you will receive a letter of acceptance. Following execution of the standard WCB provider one-year contract a Purchase Order will be provided. This PO number must accompany all invoices.