Document Handling (formerly Postal, Courier and Records Storage)

DWP operates a number of contracts that provide postal and courier services for the Departments internal and external mail needs.

These contracts are managed by the Document Handling (formerly Postal Management and Courier Team PMCT), whose main role is to ensure that DWP has the necessary internal and external postal services in place. DHCT are also responsible for the Records Storage and Retrieval Services contract.

Contracts

DHCT are based in Leeds and are responsible for all aspects of tendering for and managing the Department’s postal, courier and records storage contracts.

The contracts managed by the team are as follows:

Royal Mail

Scope:
ensures that the Department has an external postal service across the entire estate.

Service categories included are:

• Offer advice and expertise on day-to-day postal issues.
• Co-ordinate and advise on new postal services for the DWP, including outgoing mail, recorded delivery, special delivery, response services, PO Boxes, Diversions and redirections
• Introduce and manage practices that ensure that DWP mail is more secure within the Royal Mail network.
• Advise offices of the correct envelopes to be used, to avoid the Royal Mail surcharge for the misuse of envelopes.
• We are able to arrange training for offices that require guidance on the correct use of Royal Mail services or new products, via the dedicated Royal Mail Client Team.
• Responsible for advising DWP Project Teams on postal services available which will fulfil their requirements and for the setting up of these services
• Communicate changes to DWP staff when Royal Mail amend or introduce new products and procedures, advising how the changes will affect the offices concerned and any Contract period: Not applicable as this is a Government Memorandum of Understanding (MOU).

TNT

Scope:
provides an internal mail delivery service across the whole estate of the Department. This contract is also used by HM Revenue and Customs.

Service categories included are:

• Non-documented service for normal day-to-day internal mail
• Documented service with track and trace facility
• Same-day service

Contract period: April 2002 to March 2009 with an option to extend for up to 2 years.

International Mail

Scope:
used mainly by the Pension Service to post mail items to their customers living overseas.

Service categories included are:

• Outbound Mail services
• Day-to-day advice on postal issues
• Resolution and investigation of queries relating to delays

Contract period: May 2003 to April 2008 with an option to extend for up to 2 years.

UK Mail

Scope:
Down stream access postal contract for collection from DWP providers output centres and delivery of 2nd class out-bound bulk mail into the Royal Mail network for final mile delivery.

Contract period: Feb 2007 to March 2008 with option to extend for up to 2 years

Undeliverable Mail

Scope:
an agreement with Royal Mail to deal with undeliverable items of mail posted by the Department.

Service categories included are:

• Day-to-day advice on the handling of undelivered mail
• Investigation in to missing, valuable items

Contract period: This is an SLA, which is reviewed on an annual basis in April.

Franking Machines

Scope:
Two separate contracts for the supply and maintenance of franking machines. Pitney Bowes and Neopost, are currently the approved suppliers.

Service categories included are:

• Day-to-day advice on the use of franking machines.
• Queries regarding failure / maintenance and upgrades.

Contract period: Both contracts to March 2009

Records Storage and Retrieval Services

Scope:
The contract covers the management of the storage of around 60 million paper records. The service includes the retrieval of specific records from the store on request by DWP staff. Capita plc was awarded the contract from 1 July 2004. The main operational area is managed from Capita DMC (Document Management Centre) at Heywood, Lancashire.

Contract period: 1 July 2004 to 30 June 2010, with possible option to extend for a further 3 years.

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