The Workers Compensation Board of Manitoba (WCB) invites firms to submit a Proposal for the following: the packaging and distribution of the WCB's external newsletter, Update.
Description of Services:
The WCB requires the Contractor to perform the following for each quarterly mailing:
a) Import an Excel data file supplied by the WCB;
b) Independently identify and troubleshoot any issues with Excel data files;
c) Run Canadian Records through Address Accuracy program for mandatory Canada Post compliance;
d) Run Canadian Records through Letter Carrier Presort program for mandatory Canada Post sorting order;
e) Print Canadian Statement of Mailings (mandatory for Canada Post compliance paperwork) when each mailing is delivered to receiving Canada Post depot;
f) Separate U.S. and International Records for separate preparation;
g) Address 8.5" x 11" Update copies;
h) When preparing poly bag packages:
(i) poly bag two (2) pieces into Update;
(ii) Address and then poly bag U.S. and International copies separately;
i) Sort, bag, and tag (box) to meet Canada Post requirements; and
j) Deliver Update to Canada Post main depot.
It is expected that the Contractor will complete the steps listed in section 6 above within three (3) Business Days from the time the Update hard copy is delivered to the Contractor. (Note: The WCB commits to sending the Excel data files not less than two (2) Business Days before the Update hard copies arrive at the Contractor's facilities).
It is expected that the Contractor will provide advice and guidance on improving both cost and efficiency of mail outs (when applicable).
It is expected that a senior account manager of the Contractor will be available to assist with the Services.
It is expected that appropriate service levels will be maintained which will include, but not be limited to, the following:
a) Phone call backs within no more than four (4) hours if phone message left during Business Hours or within the first four (4) Business Hours of the next Business Day if left after Business Hours;
b) E-mail response within no more than four (4) hours if sent during Business Hours or within the first (4) Business Hours of the next Business Day if sent after Business Hours; and
c) All due diligence will be conducted to ensure no errors are made.
Vendors are expected to include an outline of opportunities to improve efficiencies and costs associated with mailing newsletters and any related packaging within the Proposal.
Vendors are expected to include a description of systems and processes in place to ensure deadlines are met and an outline of any commitments and/or policies in place in the event a deadline is missed and/or errors occur because of the Contractor's error or mechanical/technical issues.
The Contractor will not be required to have and maintain worker compensation coverage for its resource who will be providing the Services, unless required pursuant to The Workers Compensation Act (Manitoba).
The Services shall be provided from the Contractor's facilities located in Canada, as applicable, unless otherwise agreed in writing.
It is expected the Contractor will possess extensive knowledge and experience with packaging and distribution of publications for local, national, and international mailings.
It is expected the Services will be required for an initial period of one (1) year with a preferred start date of May 1, 2024. The WCB shall have an irrevocable option to further extend the Services on the same terms and conditions and fees for four (4) additional periods of up to one (1) year each.
