Tender Ref No.

NEA000ETT21000028

09 April 2021

CORRIGENDUM NO.1 TO TENDER FOR PROVISION OF DIGITAL MAILROOM, COURIER

AND MASS PRINTING SERVICES

Dear Sir / Madam,

1. We refer to the above-mentioned Invitation to Tender dated 16 March 2021. This

Corrigendum consists of 8 pages including this letter and its attachments.

2. Please take note of the changes to the tender documents as follows:

S/N Document(s) affected
1 Part 2 - Requirement
Specification
Page/ Para
Change(s) made
no.
Amended Inserted the underlined sentence in
Para no. Para 5.1
5.1 (Staff)
A maximum of two staff is allowed in the
mailroom at Environment Building to
perform their duties. However,
Contractor shall seek the Agency's
approval should additional staff be
required in the mailroom. Nonetheless,
the Contractor may station their staff at
their own premise to perform the scope
of works in this Contract, subject to
Agency’s approval. Contractor A’s staff
are allowed to visit the Agency offsites
to fulfil their mail management duties if
required. In addition, Contractor A’s
appointed staff for courier duties will be
granted access to the mailboxes to self-
collect the mails, which may be in the
form of loose mails (i.e. placed in
envelopes) with recipient’s name(s), for
further sorting and processing.

1
 Page/ Para
S/N Document(s) affected Change(s) made
no.
2 Amended Para 5.5 will be deleted and replaced
Para no. with the following:
5.5 (Other
Supplies) The Agency shall supply envelopes.
Contractor A shall supply all other
supplies at its own cost and manage
and replenish, when necessary, the
stock of relevant forms (e.g. registered
mail forms and Advice of Receipt cards)
at all sites based on normal or average
usage statistics and ensure that there is
sufficient stock for continuity for mail
operations.

3 Amended Para 13.4 will be deleted and replaced

Para no. with the following:
13.4 (Other
Supplies) The Agency shall supply envelopes.
Contractor B shall supply all other
supplies at its own cost and manage
and replenish, when necessary,
envelopes and other supplies required
at its site(s) and ensure there are
sufficient supplies for continuity of
business operations.

3. Our replies to queries received are as follows:

S/N Para Question Answer

no
Part 2 - Requirement Specifications (for Package A)
1 4.1 Please confirm if the mailroom at Yes, the room is air-conditioned.
Environment Building is air-
conditioned?

2 Please state the dimension of the 25m2
of the mailroom.
Please refer to image for the dimension of
the mailroom (not drawn to scale).
Tenderers may arrange to view the
mailroom to take actual dimension. Refer
to S/N 3 below for information.

2
S/N Para Question
no
3 5.1 We would like to visit the mailroom to
further understand the requirements.
4 We noted that a maximum of two staff
is allowed in the mailroom at
Environment Building to perform their
duties. Are there any alternatives to
place additional staff for running of
mailroom operations?
5 A maximum of two staff is allowed in the
mailroom. However, there is no volume
indication in the tender to determine the
required headcount. Please provide
work volume in the mailroom.
6 5.3 Please confirm if there are any official
standards for the new furniture (e.g.
desks, chairs etc.)
Any restriction of facilities/ cabinet
dimension since no floor map is
shared?
7 5.4(b) Please confirm the franking machine
application, deposit, and monthly bills
will be directly paid by NEA?
8 5.4(c) Please confirm if there are any standard
size for the mailboxes and provide the
specifications of the mailboxes (i.e.
existing mailbox dimension and location
in the onsite mailroom at Environment
Building).
9 Please confirm the maximum number of
mailbox required in this tender.
3
Answer
Yes, tenderers may liaise with the contact
persons stated to view the mailroom at
Environment Building, up to two
representatives from each company.
Contact person:
Rizal Junaidi, at 6690 6580
(Rizal_Junaidi_Zainol_Abiden@nea.gov.
sg)
Lian Weizhang at 6708 6247
(Lian_weizhang@nea.gov.sg)
Date: 12 and 13 April 2021 (Tentative)
Time: Between 9.30am to 4.30pm (avoid
12 to 2pm)
Yes, para 5.1 (Staff) has been revised to
allow Contractor to seek approval for
additional staff in the mailroom if required.
In addition, Contractor may also station
staff at their own premises to run the
mailroom operations.
The work volume in the mailroom are
stipulated in para 7.3 (processing of
Incoming Mails and Faxes), 7.7 (Non-
registered mails) and 7.8 (Registered
mails).
There is no official standards or restriction
on the dimension of furniture. However,
Contractor shall ensure it complies with the
applicable laws in Clause 13.2 of the Part
1b – Conditions of Contract.
No, tenderer shall subsume the fee in their
quoted price for monthly management fee
in Part 4: Price Schedule (Table A):
Part 4: Price Schedule (Table A):
Firm (S/N 1) and Option (S/N 6)
There is no standard size for mailboxes.
Tenderers shall propose an appropriate
size in accordance with para 5.4(c)
(equipment).
There is no existing mailbox located in the
onsite mailroom at Environment Building.
The maximum number of mailboxes
required is 45 as follows:
S/N Para Question
no
The number of mailboxes mentioned
under Para 5.4(c) of Requirement
Specifications is 45 units, but 32 units
are mentioned for S/N 2 of Table A
under Part 4: Price Schedule.
10 Please confirm the mailboxes are to be
installed at 12 Agency’s offsite, each
offsite would need 2 to 3 units?
11 7.1 How heavy is the mailing items
mentioned in Mail Redirection Services
under Para 7.1 of Requirement
Specifications?
12 Please confirm if contractor shall
facilitate the mail redirection application
process with SingPost.
13 Please confirm if the contractor shall
process the mail redirection fee
payment directly to SingPost?
14 7.2 Please confirm how many offsites are
not eligible for mail redirection (or how
many offsites need manual
redirection)?
15 Please confirm if the contractor is to
arrange a person to collect the mails
from offsite daily and deliver to the
mailroom in Environment Building
mailroom?
16 7.1 Please confirm if there is one collection
and point for sending and collecting of mails
7.2 at all offsite?
17 Please confirm mail redirection is mail
collection from 12 Agency’s offsites to
NEA mailroom for processing?
18 What is the frequency, cut-off time for
both collection and delivery?
4
Answer
Part 4: Price Schedule (Table A):
• Firm (S/N 2): up to 32 units
• Option (S/N 10): up to 13 units
The number of mailboxes to be installed at
each offsite is not confirmed. However, the
Agency will cater sufficient space for the
Contractor to install the mailboxes.
We are unable to provide the weight of the
mailing items as the quantity and the
weight of each mailing item at each offsite
differs.
Yes, the Contractor liaise with SingPost to
facilitate mail redirection for the Agency.
Yes, Contractor shall pay mail redirection
fee directly to SingPost. Tenderer shall
subsume this fee in their quoted price for
monthly management fee in Part 4: Price
Schedule (Table A):
Part 4: Price Schedule (Table A):
Firm (S/N 1) and Option (S/N 6):
All offsites stipulated in para 7.1 table are
eligible for mail redirection.
However, Contractor shall manually
redirect the mails from Agency’s offsites to
Environment Building if any offsite
becomes ineligible for mail redirection.
It is at Contractor’s discretion to make the
necessary arrangements.
Currently, there is one collection point for
sending and collecting of mails at each
offsite. The Agency may revise the number
of collection points in each offsite during
Contract Period.
Yes, as stated in para 7.1 and 7.2 (mail
redirection services).
The frequency of collection and delivery
will be once a day.
Cut-off time for both collection and delivery
of mails will be given to the Contractor after
contract is awarded.
S/N Para Question Answer
no
19 What is the volume of mails for Yes, the volume of mails for redirection is
redirection? Is the volume included in included in the incoming mail volume in
the incoming mail volume in Clause para 7.3 (processing of incoming mails and
7.3? faxes).

20 Please advise if mail is inserted in any Mails are not inserted in bags. The
bags and if the bags are provided by the Contractor shall supply the bags to store
Agency? the mails if required.

21 Is van the mode of transport? Contractor shall decide the mode of

transport to be used at its own discretion.

22 7.3(a) Please confirm if the costs incurred for Yes, postage cost incurred during franking
(i)(2) registered mails is reimbursed by NEA? shall be borne by Contractor and claimed
from the Agency as stated in para 7.10
(postage cost).

23 7.3(b) Does the scanning under Para 7.3(b) of It involves pure scanning of documents.
Requirement Specifications involve
pure scanning or scanning with Optical
Character Recognition (OCR) function?

24 7.3(d) Please state the current process of mail Currently, all mails are handled via mail
handling and if users need to runs. Incoming mails are placed in
acknowledge the mails when they pigeonholes for users to self-collect. No
receive them? acknowledgement is required.

25 Please confirm if registered and by No, only mails which contains cheques,
hand documents deem as "valuable money orders are considered as valuable
mails"? mails.

26 Please provide the data required for In general, the data required are (not
reporting of "Valuable mails". limited to):

- Name of sender and recipient, including

departments
- Date received and collected by recipient
- Acknowledgment by recipient of Item and
Amount

27 7.4 Regarding the storage requirements Currently, we do not retain the mails and
mentioned under Para 7.4 of faxes. They are given to users.
Requirement Specifications, how many
months of incumbent of mails and faxes
did NEA have for offsite storage?

28 Please confirm that volume of mails per Yes, that is the estimated volume.
month before destruction is 200
incoming mails and 50 faxes per day

29 7.6 What certificate is needed for Contractor shall generate certificate to

destruction of hardcopy mails and document the destruction of hardcopy
faxes? mails and faxes. Refer to para 7.6
(Destruction of hardcopy mails and faxes)
for details to be incorporated in the
certificate.

5
S/N Para Question
no
30 Please advise if we can base on 200
incoming mails and 50 fax per day as
gauge. Total 5,500 items with estimate
20 grams each, and total 110kg per
month.
31 Please confirm frequency of destruction
is monthly or at least 12 times per year.
32 7.7 Please provide the forecast of volume
of outgoing mails over the next three
years, and the estimated percentage
should there be a downward trend.
33 What is the spike in the volume of
incoming and outgoing mails during
peak season as compared to the
volume stated in the tender
documents?
34 7.8 We would like to know if outgoing
registered mails are recorded by
mailroom staff, and the process of
recording them.
35 7.7 Please advise if we can quote for pre-
and processing mail service instead of
7.8 franking machine and maintenance?
36 8.1 Please confirm if the fixed courier run
services is once or twice per day?
37 9 What are the tools and technology NEA
is currently using in the mailroom for
operational data collation and reporting.
Please provide the existing list of
assets, equipment, software and
solutions.
Part 2 - Requirement Specifications (for Package B)
38 13.3 To be well prepared for the requirement
mentioned under Clause 13.1 on
“encrypted system”, please provide the
details of the “encrypted system” NEA
currently use for database of softcopy
documents.
39 13.4 Please confirm if NEA will provide the
letterhead and paper to support this
scope of works.
40 15.1 Please confirm the estimated daily
quantity for normal printing.
6
Answer
Of the 200 incoming mails, estimated 180
are letters and 20 are magazines. Each
letter weighs between 20 to 40g, while
each magazine weighs between 100 to
250g.
In addition, each fax weighs around 20g.
Frequency of destruction of documents is
on a monthly basis.
We do not have the forecast. Tenderers
shall quote based on an estimate quantity
of 600 non-registered mails to be
processed per day as stipulated in para 7.7
(processing of outgoing mail).
We do not have the forecast. Tenderers
shall quote based on the estimated
quantity of mails stated in the requirement
specifications.
Yes, they are recorded by mailroom staff.
The general process is internal to the
mailroom staff.
No, pre-processing mail service is not part
of the scope. Please quote based on
provision of franking machine.
Fixed courier run services are scheduled
once a day.
There is no existing tools and technology
as this is a new requirement.
Contractor may propose any tools and
technology necessary to fulfil the stipulated
scope of work.
Currently, the Agency does not have any
system for mass printing of documents.
No, only softcopy template of the digital
letterhead will be provided. Contractor
shall provide their own paper for this scope
of works. Para 13.4 (other supplies) has
been revised for clarity.
The estimated daily quantity for normal
printing is 100 mails per day as stipulated
in para 15.1(i) (Mass printing and mailing
services).
S/N Para Question Answer
no

41 Please provide details for documents
for mass printing:
1. Colour or B&W printing
2. One-sided or Two-sided
3. Dimension of documents
The documents for mass printing shall be
black-and-white. However, the Agency
may use colour printing during Contract
period.
In addition, printing will be one or two-sided
depending on the content of the document.

Typical A4 paper shall be used for mass

printing.

42 15.1(i) Regarding the Contractor to perform The scope of works shall apply only to
the scope of works required under working days.
Clause 15.1(a), does the processing
excluding Saturday, Sunday & Public
Holiday?

Part 2 - Requirement Specifications (for Package A and B)

43 4.3 Please confirm if the envelopes that the Yes, the envelopes that Agency will be
and Agency will be providing comes with providing come with windows.
12.1 windows.

44 18.1 Please provide more specific details on Tenderers shall propose Business
which levels of Business Continuity Continuity Plan(s) in an event of a disaster,
Plan(s) (i.e. resources, sites, equipment crisis or influenza pandemic as stipulated
etc.) are required. in para 18.1 (Business Continuity Plan(s)).

It is at the Tenderer’s discretion to provide

other details or scenarios in the BCPs, so
long it meets the aim outlined in para 18.1
(Business Continuity Plan(s)).

BCPs shall be submitted as part of

Tenderer’s proposal which will be used for
evaluation.

Part 1b – Conditions of Contract

45 9.1 Clause 9.1 of Conditions of Contract The provision of professional certificates
states that the Contractor shall provide does not apply to the scope of works in this
all necessary personnel with adequate tender.
skills and required professional
certification for the performance of the
Contract.

What forms of certificate is required for

the Contractor to perform works under
both packages?

46 35.2 Are we able to provide a summary sign The authorized signatory representing the
off for all participating staff? As Clause company shall sign off the “Undertaking to
3 of the “Undertaking to Safeguard Safeguard Official Information”.
Official Information” form states that the
signatory is responsible to ensure
employees of the tenderer shall not
disclose any official information
obtained in the course of this tender, is
it sufficient for our authorized signatory

7
 S/N Para Question Answer
no
to sign off this document for this tender
submission?

4. The tender closing date has been extended to 27 April 2021 (Tuesday).

5. This Corrigendum shall be read in conjunction with the tender documents and shall
form part of the tender documents. All other terms and conditions of this tender shall
remain unaffected.

<<signature is not required for electronic copy>>

MICHAEL
DEPUTY DIRECTOR
ADMINISTRATION AND FACILITIES MANAGEMENT DEPARTMENT
NATIONAL ENVIRONMENT AGENCY