The National Library of Australia Request For Tender 12/089 Mailroom and Freight Services

Overview The Library receives and ships corporate mail, collections, books, artwork, sculptures, and furniture and equipment. -Most freight is to/from publishers and cultural bodies which may be local, Australian or international. -The value of the items freighted can be significant. -All shipments arrive or leave via the Loading Dock. -This contract covers all these services and may be let in whole or in parts.

Overview & Requirements  Mailroom All shipments are processed through the mailroom where the contractor’s employees: –provide a professionally managed and presented mailroom open from 8 to 5 Monday to Friday –record and track all items on the contractors equipment –collect and deliver mail, packages, bulky deliveries and stationery

 Australia wide door to door freight Provide Routine, Express, Overnight or Same day delivery of freight Australia wide (where possible) Provide safehand freight Overview & Requirements

 International door-to-door freight Provide Routine, Express or Urgent delivery to major cities world wide Manage customs requirements including brokerage and forwarding services.

Overview & Requirements  Courier Service The courier service provides secure deliveries in the Canberra region (within 50 kms) Guaranteed pick-up and delivery timeframes as little as 1:15 hour (15 mins to pick-up and 1 hour delivery) Fully tracked (electronically), handled by authorised personnel only and lost items identified quickly Package sizes vary from envelopes or books to 500KG palettes

Overview & Requirements  Specialist freight Significant, unique and irreplaceable material Climate controlled and air ride vehicles, drivers and staff well trained in handling precious art and materials, AQIS approved facilities, ASIC clearances, ability to accommodate Library staff courier, skilled Customs or import/export, up to 300 boxes a consignment, not to be split Guaranteed despatch and arrival times.

Evaluation of Tenders CriteriaTenders referred to Tenders will be assessed for their: -Knowledge, expertise and reliability -Understanding and approach in delivering the services -Experience of key personnel -Strategic fit and Price -Value added services (per Schedule 3.3 to 4.0) Compliance with all Australian Government policies in relation to employment, solvency, equal opportunity. Statement of Requirements Australian Government Procurement Rules Part B, Clause 6 (Request for tender)

Checklist Deadline for Lodgement of Tenders Checklist is provided at Attachment 2 (Statement of Requirement) Provides assistance to prepare your tender if you wish. Does not include all information you may want to provide

Terms & Conditions of Tender  Deadline for Lodgement of Tenders Set for lodgement of Tenders is 2.00pm (local time in Canberra), Wednesday, 10 October 2012 Tenderer’s are to provide x3 hard copies as well as an original hard copy, electronic version on disk in Microsoft Word format

Other Information All onsite employees will be required to undertake a full police check through the Library Security Services at the successful Tenderer’s cost Tenderer’s are to provide a Work Health and Safety (WHS) Management Plan as part of the Implementation Plan in Schedule 3.3 Details of insurance for employees and for lost or damaged freight must be provided

Other Information  Performance Standards A number of performance measures and expectations are specified in the Statement of Requirement. Contractors should develop plans and processes (including back-up personnel) to ensure these measures are achieved  Reports Regular o ral reports Monthly invoices with detailed reporting must be provided within 5 working days of the end of each month.

Questions ?

Tour  Break into small groups and NLA Staff will conduct a short tour of the Mailroom and loading dock

Thank You