University of Calgary - Request for Proposal - 2026RFP0030 International Incentive Letter-Post Service Provider

The University of Calgary (the University) is a comprehensive research university, ranked one of Canada’s top five research universities, combining the best of long-established university traditions with the City of Calgary’s vibrant energy and diversity The University of Calgary campus occupies a beautiful, park-like setting covering more than 200 hectares, an area larger than Calgary’s entire downtown. The University is home to scholars in 14 faculties (offering more than 200 academic programs) and more than 50 research institutes and centres. More than 30,000 students are currently enrolled in undergraduate, graduate and professional degree programs. The University of Calgary has graduated more than 160,000 alumni since it was founded in 1966, including the Former Prime Minister of Canada, Stephen Harper and Canadian astronaut, Robert Thirsk. The University of Calgary has more than 1,800 academic staff actively engaged in research, scholarship and teaching in Canada and around the world, and more than 8,000 staff, making it one of the largest employers in Calgary. The University produces an economic impact of close to $8 billion in the Province of Alberta. The Distribution Services (DS) department of the University is inviting Proponents to submit their detailed proposals that have the resources, qualifications, experience and ability to satisfy the following requirements: The University requires the pickup of unprocessed US and international mail daily from University of Calgary’s Distribution Centre. The University will sort this mail, and Proponents will pay for this mail to be couriered to their location or picked up at the University distribution centre daily at the Proponents cost. (This RFP Scope does not include courier packages- just regular international mail). • The University currently separates the mail into one bundle for US mail and one bundle for international mail. For billing and statistical purposes, a cost centre is attached to each item or bundle. The cost centre will be a five or eight-digit number in barcode or written form • The University of Calgary also reports internally according to cost centres. The University requires an electronic file detailing the breakdown of applicable charges to each cost centre. There are no Information Technology (IT) requirements. This report can be sent as a Microsoft Excel File. This file requires a breakdown of the cost centres with the amount of mail sent for that cost centre broken out, as well as a total spend cost to the University. • Outside of Distribution Services’ international mail requirements, there are business units on campus that will need a separate account and separate billing processes. These accounts should reflect the same rates that apply to the pricing for this RFP. • Current Process Outlined. Open to better processes or improvements to the current process. Spell out any improvements you deem viable in your bid. • Outgoing mail is collected from locations across campus and returned to our warehouse • Mail is then sorted by Domestic / US / International • Once the sorting is complete, the University bundles the U.S. and international Mail • The mail is first grouped by cost center, then sorted into U.S. and international bundles • Outgoing mail is then packaged into a single shipment ready to be sent to the supplier • University DS staff then log into the supplier’s website platform to: -Prepare all the documents based on what criteria is needed on their end -Print the manifest for the shipment -Ship to the supplier facility via courier on their account number • Upon receipt, the supplier opens the package, sorts the mail by destination, and processes it • Mail addressed to U.S. destinations is consolidated with other U.S.-bound items, packaged, and transported across the border to a U.S. facility, where it is transferred to a United States Postal Service depot for distribution. • Mail addressed to international destinations is shipped to the destination country and transferred to the relevant postal depots for distribution -Successful Proponent (“Contractor”) shall process and dispatch all US and International mail in accordance with their established procedures and applicable postal requirements, exercising reasonable care to ensure accurate routing and secure handling -Successful Proponent (“Contractor”) shall promptly notify the University via email within one business day of any issues identified prior to dispatch, including but not limited to misrouting, processing errors, damage, or delays -In the event of a reported issue, successful proponent (“Contractor”) shall reasonably assist by confirming dispatch details and supporting inquiries with the relevant postal authorities where possible