ATTACHMENT 6

CURRENT MAIL & COURIER PROCESS OVERVIEW – 2009 TENDER

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BACKGROUNDUniSA mail services are currently contracted to and provided by Australia Post. The service provision includes:

• Collection, sorting and distribution, of incoming external mail to the University’s metropolitan campuses and business locations.

• Collection, sorting, and delivery, of outgoing external mail from the University’s metropolitan campuses and business locations.

• Collection, sorting and distribution of internal University of South Australia mail, documents and library materials to and from the University’s metropolitan campuses and business locations, with delivery occurring within 24 hours.

• Collection, sorting and distribution of mail (both internal and external) to and from the University’s Whyalla campus and Mt Gambier regional centre, including the provision of courier services to/from Adelaide.

• Arranging local, interstate and overseas couriers, parcel delivery and freight services.

• Arranging international re-mail services.

• Tracking all costs incurred by University Cost Centre and invoicing by Cost Centre.

• Providing stocks of postage supplies and prepaid bags.

• Resolving “return to sender” items.

• Providing a bulk mail service.

UniSA’s four metropolitan campuses have a dedicated mail room. Australia Post provides a mail person at the Mawson Lakes, City West mail room .and Magill is self managed. City East is currently staffed by a UniSA staff member however this arrangement will not continue post tender.

These Mail Rooms are the key centres in the distribution and collection of mail, both external and internal. All outgoing external post is sent to Australia Post via mail bags, colour coded by campus and labeled with cost centre and Division, School, Unit name so that the cost of the mail can be recorded at the Mail Centre for invoicing purposes. UniSA internal mail is sent inter campus using yellow internal envelopes via the Mail Distribution courier and sorted at the next staffed mail room for delivery.

The University’s current mail services model is summarised in this attachment and is intended to provide tenderers background information only. The University requires tenderers to provide a new/enhanced, modern, cost effective and sustainable solution.

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MAIL ROOM PROCESS OVERVIEWAll incoming external mail addressed to UniSA GPO Box 2471 mail is handled by Australia Post’s subcontractor at the Decipha Unley processing centre where it is sorted according to the different Divisions, Schools and Units and bundled. It is then taken to the City West mail room via an external courier where it is sorted by the City West mail room staff to the various campuses and then delivered via the Mail Distribution Courier.

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MAIL ROOM PROCESSES – CAMPUS SPECIFIC

CITY EAST

Location: Building BJ Level 1 Room 05

City East mail room is currently staffed by one UniSA member – this arrangement will not continue post tender. The City East mail room acts as a central point of contact for the University mail enquiries. Below are the incoming, outgoing, parcel processes and summary of the role of mail room staff. Overseas, Whyalla Library and special Cost Centre parcels outbound are handled via the City East mail room.

Incoming mail items

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Outgoing Mail Items

City East Mail staff role summary

Sort all mail, weigh, number, grade and price items. Postage Paid recorded and recharged monthly. Keep daily records on Postage and Courier accounts. Invoice accounts monthly. Monthly Australia Post and weekly AAE invoices checked then forwarded to Finance Unit for payment.

Journals processed accordingly. Redirect mail to staff at other campuses (or forward to staff home addresses). Re-route all Education Depart or DX with code. Re-route all Flinders University via Inter Campus Courier. Adelaide University Toll. Re-route and number all Public Library mail. Receive all other Courier deliveries and contact staff where required. Maintain stocks of Australia Post merchandise – padded bags, tubes, express envelopes, overseas Registered,

article envelopes and supply University wide and charge accordingly. Address any issues that have arisen or report back to the Operations Coordinator. Organise delivery of prepaid and consignment notes. Record and debit appropriate Cost Centres. Australia Post statements filed daily, and checked against master account prior to payment being made. Mail

“Cost Centres” registered and cards and bags are arranged via Decipha upon request.

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PARCELS

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CITY WEST

Location: Building HH Level 2 Room 18

City West mail is staffed by a mail person provided by Decipha. There are set internal delivery/pick up runs completed by the mail person and the processes are detailed below

Incoming Items

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Outgoing Mail Items

City West Mail staff role summary

7.30am Open Mailroom. Receive Incoming Australia Post mail from Unley. Merge with Internal mail for Currie Street & City East. 8.30am Dispatch Currie Street, City East, Magill, Mawson Lakes, and Underdale mail with Mail Distribution Courier. Receive Incoming AAE, DHL, & Australia Post Parcels. Receive DX incoming mail. Count & record articles (stats). Sort to Division, Schools, Units / campuses. Collect & sort Newspapers. Pack mail run. Begin Campus Mail run before 9.45am. Sort & Pack in tubs UniSA Internal mail for Mail Distribution Courier pickup (12.30pm). Lunch (12.36pm – 2pm) Sort all UniSA Internal mail. Mail Distribution Courier Pickup (3.05pm). Pack mail for Afternoon Campus mail run. Begin Afternoon mail run before 3.20pm. Pack Mail Bags for Dispatch. Sort UniSA Internal Mail. 4.30pm Close Mailroom. 5.10pm Messenger Post pickup - external mail bags.

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MAGILL

Location: Building B Level 1 Room 36a

The Mail room at Magill is self managed as there is no staff assigned to the mail room. The Mail distribution courier sorts the mail into the respective mail boxes (pigeon holes). All Divisions, Schools and Units are required to collect (and deliver) their mail to the mail room. The process and flow of the mail at Magill are detailed below:

Incoming mail items

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Outgoing Mail Items

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MAWSON LAKES

Location: Building C Level 1 Room 86

Mawson Lakes mail room is located within the Library building and staffed by a mail person provided by Decipha. There are set delivery/pick up runs completed by the mail person and the processes are detailed below:

Incoming Mail items

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Outgoing Mail items

Mawson Lakes mail room role summary

8.00 am collect keys from Security office. Sort mail delivered by other fixed Courier from Salisbury Business Centre.

9.00 am Pack mail and begin mail run (deliveries/pick up as per sort list). 11.15 am to 12.45 pm Break. 12.45 pm to 2.00 pm Sort incoming internal mail, pack mail ready for delivery. Check unknown mail via staff

directory, forward to FMU Operations Officers if required. 2 pm to 4 pm Start mail run (deliveries pick up as per sort list). Collect Yellow envelopes and outgoing Australia

Post mail. 4.05 pm Return to mail room, if time permitting sort mail to pigeon holes. 4.15 pm Outgoing external mail collected by courier for Salisbury South, return key to Security.

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101 CURRIE STREET

Incoming and Outgoing External Mail items

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FLEXIBLE LEARNING CENTRE BUILDING & DOCUMENT SERVICES – UNDERDALE The FLC building located at Arthur Lemon Drive, at Underdale is serviced with a fixed Courier mail run to ensure internal as well as external mail is priced and delivered within the expected time frames to staff. The dispatch area formerly within Flexible Leaning Centre is now part of Document Services in Wilford Avenue but will soon relocate back into the FLC Building. Depending on the load a bigger vehicle is ordered by Dispatch via Australia Post/ Messenger Post at no extra cost. The processes are detailed below

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WHYALLA

All Mail Items

MOUNT GAMBIER

Incoming and outgoing internal and external mail via Australia Post

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SORT BREAKS FOR ALL CAMPUSESMawson Lakes

Delivery and Collection Points are as follows: Building, Level, Room No (e.g.: R2 – 43: Building R, Level 2, Room 43)1. PMBS (Pharmacy & Medical Science)/ Chem Tech = R2 - 432. Education/ CREEW = G2 – 06 (Drop off) & G1 – 11 (Pickup)3. Mawson Centre (HR/ ITEE/ PVC) = MC2 - 214. Electrical & Information Engineering (EIE) = SCT2 - 035. Mawson Institute = M1 - 086. *Powerhouse = PH1 - 067. *Civil Eng Labs & ANCON = N1 - 308. ITEK = P building level 19. International Management (IBM) & CERM = P2 - 0810. Natural & Built Environment (NBE) = P Level 111. SPRI & ITR = W building level 2 office annex12. ISTS = W1 - 4313. UNAP = GP2 - 2814. Research Services & Graduate Studies = GP2 – 0915. Aboriginal (ISU) = GP1-1516. *Student Association (USASA) = pick up 17. Library = C building loading area- pick up18. Learning Connection = C building loading area – pick up19. Division of ITEE/ Marketing = OC1 – 4220. Mathematics & Statistics = OC1 - 0321 Advanced Manufacturing & Mechanical Eng. (AME) = J2 - 1222. NBE (Geology), CWSS & UNAP ACCESS = H Level 223. Systems Engineering & Evaluation Centre (SEEC) DASI = F2 - 22B24. Applied Physics - EIE 25. Ian Wark Research Institute = IW2 - 2326. Computer & Information Science = D1 - 1927. ISTS = E1 - 1128. *Campus Central = A1 - 0329. *Campus Services = A1 – 0630. ISST – C1-1431. CRC Care CERAR – A1-0332. ISTS – A2-0533. Aroma (pick up)34. Unibooks (pick up)Note: * indicates afternoon drop only

City West

Collection from Mail Room by Division/School/Unit staff1. School of Arts (SASA) – Bldg K2. Academic Services – Bldg Y3. Architecture & Design – Bldg K4. SAMSTAG – Hawke Building5. Art Museum – Hawke Building6. Mathematics – Bldg Y7. ITU (ISTS)8. CW Child Care CentreCity West

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Collection from Mail Room by Division/School/Unit staff (Continued)9. UNIAPON (Abor & Islander studies, ICER, ATAS, ISU) – Bldg Y10. Bob Hawke Centre – Hawke Building11. Learning Connection – Bldg Y12. UniLife CW (student union City West)13. City West Library14. Campus Post Office15. Unibooks16. Cafeteria 17. Aroma

Collection & Delivery by Mail Room Staff1. TSS (Transnational Support Services) – Bldg BE2. Strategic Partnerships (IGSM) – WL53. Chancellery (further split into 9 sections) – Hawke4. School of Management – Bldg EM2-32/EM2-375. Division of Business & Enterprise (Faculty Office /Gerry Griffen/ Communication & media/Aust Chinese Business Centre) – 160 Currie Street6. School of Commerce – Bldg WL27. Ehrenberg-Bass Institute for Marketing Science – Bldg GK4-248. IGSB (Intern Graduate School of Business) – Bldg WL5-65/WL5-669. CIS (school of Computer & Info Science) – Bldg SM1-01 (AM delivery only)10. Campus Services – Bldg Y1-5911. Campus Central – Bldg Y1-6512. School of Marketing – Bldg Y4-0413. Planning and Assurance – 160 Currie Street Level 114. LTU – 160 Currie Street level 115 School of Law – LB level 1 (only AM)

City East

Collection from Mail Room by Division/School/Unit staff 1. Head of Health Science (school office)2. Accommodation Office3. ISS (Indigenous Support)4. Campus Central CE5. CELUSA/ SAIBT6. Campus Services CE7. Division of Health Science (SACRRH/Age Care)8. Human Movement (Applied Anthropometry, Physical Education)9. Info Tech (ISTS)10. Nutritional Physiology – (BJ–1) (Peter Howe, Karen Murphy, Alison Hill, Anna Martin, Alica Thorpe)11. Geoinformatics Plan (NBE City East/ Geo Planning)12. Learning Connection CE13. Medical Radiation/ Occupational Therapy (Field Practice)14. Nursing15. Sansom Institute (Reid Bldg)16. PMBS / Pharmacy17. Physio / Podiatry18. Sleep Research Centre (old QEH) (Drew Dawson, Nicole Lamond, Angela Bake, Gregory Roach, Jullian Dorrian, Katie Kandelaars, Sally Ferguson, Cameron Van den Herrel, Mathew Thomas, Stuart Baulk, Ergenia Pantahos, Michael Gratton, Ryan Higgens)City East

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Collection from Mail Room by Division/School/Unit staff (Continued) 19. Psychology20. Transport Systems Centre21. UniLife City East22. UniLife Central23. City East Library24. Aroma25. Unibooks

Magill

Collection from Mail Room by Division/School/Unit staff 1. Division EASS Office (Education, Arts & Social Sciences)2. EASS Human Resources3. EASS Finance4. EASS IT5. Education – Bldg G (Rosso Stevenson)6. Language & Literature7. Communication, Info & Media Studies (D Iasiello, L Millerfrost, Durez, C Bowd, Nimon)8. Marketing/ Alumni9. OHS & Transnational10. Campus Central11. Hawke Institute12. Student Literature Centre13. International Studies14. Social Work & Social Policy (SW & SP) (Jon Hurst, Kate Martin, Sue King)15. Student Association (USASA Magill)16. Psychology (Lyn Leavey)17. Gender Studies18. Indigenous Support19. ISTS (IT)20. Learning Connection21. Languages & Culture22. Child Care Centre – Magill23. Aroma24 Unibooks

101 Currie Street

Collection & Delivery by Mail Room Staff1. International Office (IPSO)2. Marketing & Development (Public Affairs / MDU)3. SAS (Student Academic Services, registry, graduations, student finance)4. Finance/Accounts5. Human Resources (HR) / OHS6. Payroll/ Super7. Planning Assurance Services – 160 Currie Street8.. FMU

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MAIL DISTRIBUTION The current service model utilises couriers for mail distribution. The mail courier run which picks up and delivers all mail and parcels to various sites on the round is currently provided by Messenger Post. The task of this courier is to carry out rounds trips across the metropolitan campuses, 101 Currie Street, Document Services (Wilford Avenue, Underdale) and other sites including Flinders University, Parafield Airport and the Public Library Association. The Courier driver is also required to sort mail into the respective pigeon holes / mail boxes at mail rooms or mail areas as in the case of 101 Currie Street, FLC Building and Document Services. Mail is also delivered and picked up from Flinders University, the Aviation Academy at Parafield Airport and the Public Library. Adelaide University mail is picked up and dropped by Toll and arranged by Adelaide University.

The diagrams below summarise the mail distribution process.

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OTHER FIXED COURIER RUNS21

Additional runs are usually added to the Mail Distribution courier from time to time due to new requirements or movements of Divisions, Schools or Units. Currently the additional other fixed runs are summarised below.

AD HOC COURIER BOOKINGS

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Messenger Post is normally used for all ad hoc courier services within the Adelaide metropolitan area. Regional and interstate couriers are normally sent via Australian Air Express (AAE). These courier bookings can be arranged via Campus Services at each campus or via the City East mail room. Messenger Post charges are included in the monthly Australia Post invoice while AAE invoices are separate and sent weekly. Mail room staff at City East confirms the courier dispatch dockets against the invoices. Going forward all courier bookings should entered online by Divisions, Schools and Units and invoicing will be via the mail contract invoice.

MAIL AND COURIER DELIVERY - LIBRARYAll libraries

Students and staff are able to request books held at other campuses. Requested books are delivered by courier using white plastic boxes with lids containing books.

The Library service guidelines provide for delivery of books between campuses within one working day.

Minimum 2 pickups / deliveries per day

Approximately 15-25 white boxes of books are delivered to and leave, each of the three metropolitan campuses (CE, CW and Magill) each day.

Mawson Lakes

Central services are located at Mawson Lakes and that is where all new books are received

Approximately 20 white plastic boxes of books received most days –with around 30-35boxes going out Approximately 30 separate parcels despatched each day, two thirds of these are 3kg satchels, one third are

1kg satchels – these are AAE Direct access for vehicle to mail receipt area

Note: 2000+ cardboard boxes of books received each year from suppliers, they use and pay for their own courier so outside this tender – average weight 7kg per carton. Boxes delivered direct to Level 3

Magill

Library is located on the second floor.

Mail currently delivered into library by small lift (dumb waiter) from ground floor mail room. Larger lift available in same building

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