Transcript Document
Estates Services Strategic FM FM Forum Overview of Proposals for Central Mail Room and Messenger Services May 2014 Messenger Services Current position: • Team of 6 messengers • Around 1.1m items per year delivered • 5 bike rounds, 1 van round • Delivery and collection to University departments • Delivery to Colleges Items Average items per annum Royal Mail Cost (taken at median) per annum UMS Costs per annum approx Comparative savings against Royal Mail Total Per Annum 1,139,000 £1,145,000 £160,000 £985,000 Mail Room Provision Facts and figures: • Within University departments there are 75 franking machines. – 18 of these are either a zero balance (14) and have not been used for over a year or not used (4). – 34 franking machines process less than £1,000 of mail per year. • Average lease hire and maintenance on a mid-sized franking machine is circa £3,200 per annum. • Royal Mail collection charges around £930 per annum. • Average costs per department £4,130 (excl.staff costs). • Potential Savings per annum £309,750 across 75 departments. Consultation • FM Survey to departments in September 2012 Would you be interested in potential service changes to the Messengers Service to inlcude: 30% 41% Shared Mail Room including franking Managed clustering mail room services Bulk delivery service 29% What is the estimated bulk/parcel delivery usage? 11% Not Required 25% 54% Occasional (once or twice per year) 10% Periodic (once or twice per term) Frequent (once or twice per week) Progress • Review of Messenger and Mail Room Services – Complete May 2014 Next Steps and Implementation • Phase 1 Introduction of a shared mail room – Change management with team. – Liaison with Purchasing regarding courier and mail contracts (working group). – Re-organisation of central mail room. • Phase 2 Introduction of bulk delivery service