The Workers Compensation Board of Manitoba (WCB) invites firms to submit a Proposal for the following: The provision of printing and direct mail services for approximately twenty thousand (20,000) to thirty-one thousand (31,000) rate notification letters annually for a five (5) year period.
Rate Notification Letter
The Contractor shall have the following capabilities:
a) File receipt:
(i) WCB to provide each Rate Letter in separate PDF file; and
(ii) WCB to distribute PDF files through secure file sharing software TitanFile.
b) Printing:
(i) Scheduled annually (typically in October/November timeframe);
(ii) Rate Letters to be provided via separate PDF file for each Rate Letter;
(iii) Require Rate Letters to be of high quality. For example:
a. Colours bold and not faded;
b. Print crisp - no smudging;
c. Rate scales(s) - all information legible;
(iv) Printed on high quality bonded paper (WCB typically uses 24 lb bond paper);
(v) Print duplex with no transparency;
(vi) Provide header and footer printed as part of the Rate Letter (no pre-printed stock paper will be used);
(vii) Expected to be two (2) pages/one (1) sheet (duplex) in length for single-class employers [approximately thirty-one thousand (31,000)];
(viii) Expected to be four to six (4-6) pages (duplex) in length for multi-class employers [approximately five hundred (500)]. The number of pages to print is controlled by barcode;
(ix) Expected to have approximately four to eight (4-8) different versions of the Rate Letter with small variations in content/paragraphs; and
(x) Out of country Rate Letters to be provided in separate batches so the appropriate postage can be applied.
c) Mail Distribution:
(i) Fold and insert Rate Letters into standard size envelopes (standard 1006P 4 1/8 x 9 1/2);
(ii) Ensure only one (1) Rate Letter is inserted into each envelope;
(iii) Ensure address placement in envelope window is appropriate;
(iv) Verify each Rate Letter is sent to the correct employer;
(v) Sort mail [approximately thirty-one thousand (31,000) Canada, five hundred (500) USA, and ten (10) international]; and
(vi) Distribute mail, first class, via Canada Post.
d) Optional: The WCB can supply envelopes with WCB letterhead and applicable postage, or alternatively the Contractor may supply as part of the Services provided. Vendors should specify in their Proposal if they can supply this optional service.
A Vendor must demonstrate in its Proposal how it will meet the following quality and service standards:
a) Safeguards are implemented to protect personal identifiable information contained in both physical and electronic letters and related files, in compliance with Manitoba's The Freedom of Information and Protection of Privacy Act and The Personal Health Information Act, as applicable;
b) Print and data storage services (cloud or on premise, including backup servers) are located wholly within Canada;
c) Turn-around time must not exceed two (2) weeks' duration from when the WCB provides the data to when Rate Letters are mailed; and
d) Access to the Contractor's production facility shall be granted to the WCB for audit/inspection when requested with reasonable notice.
Vendors must provide the following information in their Proposal:
a) Annual costs to test, print, insert into envelopes, and mail Rate Letters (all applicable pass-through costs are to be identified and charged at cost to the WCB);
b) Technical requirements and/or assumptions for receiving, printing, envelop stuffing, and distribution of the Rate Letters that the WCB needs to be aware of when providing information to the Vendor (must include specifications/standards for intelligent stuffing of Rate Letters);
c) Required changes to the WCB's sample letter formats, intelligent stuffing barcodes, and control numbers to facilitate printing of Rate Letters at the Vendor's facility;
d) Quality processes and/or standards the Vendor adheres to; and
e) Safety certifications and/or safety standards followed by Vendor (if applicable).
The Services shall normally be performed during Business Hours. However, the WCB may request some of the Services to be performed outside Business Hours from time to time, as deemed necessary, in the unfettered discretion of the WCB. The Contractor shall not be entitled to charge overtime rates unless specified in the Fee Schedule.
The Services shall normally be provided offsite at the Contractor's facilities, unless otherwise agreed in writing.
The Contractor will not be required to have and maintain workers compensation coverage for its workers who will be providing the Services, unless required pursuant to The Workers Compensation Act.
