Germany – Post and courier services – Provision of letter services Hamburg

Opportunity description

1.1 Subject matter of the contract The mailroom at the Deutsche Bundesbank location in Hamburg supplies the Deutsche Bundesbank (contracting authority) with postal services. A service contract is to be concluded for the approximately 170 thousand items to be delivered annually. 1.2 Designation of the service The subject matter of the service is the provision of letter services. Letter service within the meaning of this contract is the carriage and delivery of letter items provided without postage, weighing up to 2,000 grams, on the basis of the requirements of the Regulatory Authority for Telecommunications and Posts (Federal Network Agency) pursuant to § 16 Universal Services (Postal Act - PostG), as well as their collection as an additional service. 1.3 Services for letter carriage and delivery The contractor collects the items daily from Monday to Friday from the Deutsche Bundesbank collection points in Hamburg and delivers them to the recipients. No collection or delivery takes place on public holidays. 1.4 Types of items The types of items in this contract are distinguished according to the product categories and terminology of Deutsche Post AG. The majority (97%) is addressed by computer printing and is therefore fully or almost fully machine-readable. Handwritten addressing constitutes the exception (less than 3% of items). The products are: Standardbrief up to 20 g, approximately 153,074 annually, Kompaktbrief up to 50 g, approximately 8,504 annually, Großbrief up to 500 g, approximately 5,102 annually, Maxibrief up to 1,000 g, approximately 3,402 annually, Maxibrief Plus up to 2,000 g, Postkarte, surcharge Einschreiben Einwurf, surcharge Einschreiben, surcharge Einschreiben Rückschein, approximately 100 annually, surcharge Postzustellungsauftrag Collection of items from the Deutsche Bundesbank The items are collected at the Hamburg collection location specified in the price quotation and at the times stated in the price quotation. The collection trips are considered regular trips. However, if public or internal events or similar circumstances result in closures or diversions, the collection time may change. However, where known sufficiently early, these will be announced and jointly coordinated at least five days in advance. Changes to collection times always remain free of charge for the contracting authority. 1.5 Sorting The items are available for collection separated by format (small and large envelopes each in separate containers) and separated by batch. Registered items and PZA are handed over separately from the other items. Registered items and PZA are identified as such, bear a label (label is provided by the contractor), and are compiled in a posting list. 1.6 Transfer of risk The risk transfers to the contractor when the contractor takes possession of the items. 1.7 Quantity fluctuations The quantities of items for the respective types of items can be found in the pricing sheets. The quantities may fluctuate seasonally. It must be possible to handle the different mailing quantities without processing delays. 1.8 Letter containers and operating equipment The contractor uses its own transport containers to perform the service and always provides them to the Deutsche Bundesbank free of charge and in sufficient quantities for the purpose of handing over items. The transport containers used must protect the items from moisture and soiling. If additional equipment and aids are required to provide the service, the contractor will provide them free of charge to the Deutsche Bundesbank. 1.9 Indicia The contractor applies an indicium to all items. The indicium must include the date of the collection day and the name of the service provider. The total number of indicia (including barcode labels), even after the use of subcontractors, must not exceed two. Any form of additional advertising for the service provider is prohibited in the indicia (including barcode labels). 2 General conditions for service provision 2.1 Employee requirements The contractor is obliged to have the carriage of letters performed by reliable and trained employees. These employees must also have good local knowledge. The contractor guarantees that the persons it deploys observe and comply with the statutory provisions governing the carriage of letters, data protection, and the confidentiality of letters and postal communications. Information and data obtained from the Deutsche Bundesbank domain may not be disclosed to third parties or used in any other manner. The contractor guarantees that its employees will have an external appearance appropriate to the service. Employees who collect the mail from the Deutsche Bundesbank collection location must carry an official identification card. The official language is German. 2.2 Customer service and complaints management The contractor must respond to complaints within two working days. The contractor must definitively resolve the complaint or reach an amicable arrangement with the Deutsche Bundesbank after no more than two weeks. No later than 2 weeks before the start of the contract, the contractor must name a permanent contact person for receiving complaints who can be reached by telephone or email every working day from 08:00 to 17:00. The arrangements for substituting for this contact person must be clearly defined. 2.3 Delay in collection If the agreed collection date cannot be met, the contractor is obliged to notify the contracting authority immediately by telephone. The contractor is also obliged to make up the collection on the same day as quickly as possible. This must be coordinated with the contracting authority. The delivery deadlines remain unaffected by this. If the contractor is unable to perform the collection, the contracting authority is free to post the day's volume with Deutsche Post AG. The contractor bears the additional costs incurred. Procedure: open. Review the original TED notice for the complete requirement, lots, amendments and attachments.