MESSENGER SERVICES

UNDP is seeking Messenger services to complement its distribution activities.   Such activities will include sorting and delivery of mail, collation and distribution of documents and may occasionally include basic photocopying and duplication work.  The messengers will work under the direction of UNDP staff.

LOCATION

UNDP HQ occupies approximately 385,000 Square Feet (SF) of leased office space in East-Midtown Manhattan. The offices are located in 5 different buildings as follows:

304 E45th Street – 160,000 SF

1 UN Plaza – 150,000 SF

2 UN Plaza – 13,000 SF

220 E42nd Street - 43,000 SF

730 Third Avenue – 9,300 SF

In addition, messenger service will occasionally be required to be provided between UNDP offices and other UN Agencies in New York, located within several blocks of UNDP premises.  UNDP has approximately 1,200 staff located in these premises.

The UNDP Messenger unit [print shop] is located in the basement of the FF building and consists of approximately 8,700 rentable sq. ft.   It is open plan with one office area.

SERVICES

C.   Scope of Work

Under the overall supervision of the UNDP manager, the offeror’ s personnel (5 in number)  will be required to carry out the following functions in relation to messenger services:

(i)         Sorting and delivery

The functions of the messenger service are to:

• Open and Sort mail/packages
• Deliver between buildings – twice daily minimum
• Assist with pouch sorting and/or distribution as and when required
• Daily movement of pouch material from FF basement to FF loading dock for pick-up by UN pouch truck.
• During the Governing Council and Executive Board sessions at the UN Secretariat, delivery of mail and packages will be necessary.    Distribution to the pigeon holes at the specific UN Secretariat conference area may also be required.
• Ad-hoc delivery of packages and letters within UN agency buildings may be required, against signature.

Facts and Figures of Incoming Mail

+/- 15 bags/daily from the US Post Office

+/- 12 bags from the UN/daily

(ii)        Collation and distribution

Collation and distribution is typically undertaken for:

• UNDP in-house copying of circulars/documents
• UN documents already printed
• Express printing jobs performed in-house
• Express/Commercial printing jobs performed outside but for which fulfillment as regards distribution is required

Facts and Figures on Distribution

Number of jobs for distribution – +/- 200 per job

Number of pages for total jobs – =/- 300,000

Approx. 35 pouches per day in/out

Weight:  253,982lbs

Approx. 600 pieces mail per month

(iii)       Photocopying and duplication

Typically in-house photocopying and duplication will deal with basic and non-complex printing, such as circulars, brochures, etc.

Approximately 60 jobs per annum are anticipated

There is a schedules site visit for a walk-through of the premises and familiarizing themselves as to the nature and scope of the work and difficulties that attain to its execution.  The site visit is scheduled for 2.30pm. On 31st January, 2012.  The UNDP contact for confirming attendance is by e-mail: asd.registry@undp.org

To summarize, messenger and distribution services will involve:

• 5 buildings
• 27floors
• around 41 units plus several sub-units
• approximately 1,200 staff at headquarters
• collation and distribution of documents to Headquarters and country offices
• Photocopying and duplication of non-complex documents.

EQUIPMENT

UNDP has several sorting and distribution accessories.   However, it is expected the Offeror will include in its proposal more updated and efficient equipment and the associated rental charges reflected in the price proposal.