Vendor to provide lettershop, personalisation printing and bulk mailing of direct mail packs to support donor retention programme

1. JUSTIFICATION/BACKGROUND

PFP have been using Direct Mail (DM) channel for more than nine years for two purposes. The primary purpose is to engage and retain pledge donors by sending them frequent updates so that donors are motivated to continue giving. Having a group of committed pledge donors who can contribute regularly provides us predictable and sustainable funding to create lasting change for children. Effective donor retention programme generally requires constant communication and relationship building with donors. We need to ensure all mailings to donors are consistent and on time. Therefore, engaging an experienced and reputable letter shopper with proven track record is very important in delivering quality letter shopping, personalisation printing and bulk mailing services to ensure timely mailing of DM packs.

1. OBJECTIVE, PURPOSE AND EXPECTED RESULTS

Vendor will be responsible for providing letter shopping, personalisation printing, bulk mailing and P.O. Box services to UNICEF Malaysia.

• :

• UNICEF will provide a detail briefing and provide the job mailing list instructions to the vendor 6 to 8 weeks in advance.
• UNICEF reserves the right to adjust scope of work assignments as deemed appropriate.
• Additional assignments such as mailing for emergency appeal DM packs may be required during the contract period.

1. DESCRIPTION OF THE ASSIGNMENT

The service provider is required to:

1. Data check on the mailing list (.xls file) such as check for data cleanliness (valid postcode based on state, incomplete address, missing postcode), ensure correct data in the required column for mail merging, accuracy in margin spacing, correct mail code as per job mailing instructions provided by UNICEF. UNICEF will upload the mailing data onto secured ftp and will send email to inform vendor. After completion for each mailing job, vendor is required to delete the mailing list from their system.
2. Vendor must provide samples before actual letter shopping.
3. Letter shopping of DM packs generally requires processes as below but not necessary for all mailers. (Please refer detail requirement for each mailer pack in Annex A financial proposal template).  
4.  
5.  

envelopes (BRE), ‘ang pow’ packs/greeting card/table calendar/ flat gift item into outer

(iii) Matching (if required) and sealing of outer envelope.

1.  Sorting, counting and bundling of mail to Pos Malaysia for bulk mailing.
2.  Provide Pos Malaysia pre-paid postage account services for bulk mailing and P.O. Box services

for collection of returned mails on behalf of UNICEF. Bar code printing on letter cum donation

form to facilitate tabulation of returned mails report to UNICEF after completion of each

mailing job.

1.  Reporting:

1. Provide monthly stock report for existing UNICEF materials store in letter shopper premise.
2. Provide and compile monthly returned mail report after mailing out of each DM packs.