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Mail Security Screening Arrangement

The Mail Security Screening Arrangement (MSSA) (PDF, 131kb) with Decipha Pty Ltd (a commercialised business unit of Australia Post) is well established and servicing government departments and agencies that have postal addresses within the Brisbane Central Business District (CBD) as well as Kedron Park.

The information included in this document revisits some of the more important procedural requirements; particularly those related to the Tender Box Services and provides links to updated documents.

The security changes introduced under the MSSA have affected the delivery of mail, and hand delivery of package/s (e.g. by couriers, sales representatives or other persons).  In particular, it has had a significant affect on the way Offers are received and managed when departments/agencies choose to use the Decipha Tender Box Service.  Departments/agencies using this service are required to comply with the 'Contract Terms and Conditions' (T&C's) underpinning this arrangement.

The Tender Box Service Request Form (XLS, 39kb) has been revised.  Departments/agencies must use this form when requesting the service from Decipha. Departments/agencies that have any questions or require a copy of the T&C’s relevant to the Tender Box Service should contact:

Gavin Poore
Contract Manager Mail Security Screening
Department of Public Works, Phone 32258879
Email: gavin.poore2@publicworks.qld.gov.au

IMPORTANT – Clarification of issues raised by users:

  1. It is not mandatory that departments/agencies use the Decipha Tender Box Service.  A department/agency may choose to have their Offer responses submitted to their own GPO or PO Box, or street address.  Offer responses lodged accordingly will be treated as normal mail by Decipha and will not be intercepted and processed through the Tender Box Service system.

    Offer lodgement boxes used in the buildings affected by the mail security screening changes should by now be relocated to a secure location to prevent the lodgement of unscreened or unauthorised packages.

    Departments/agencies, that choose to permit Offers to be delivered to their building, must instruct potential Offerors to notify the Invitation Contact Officer, prior to its delivery, to allow time for suitable arrangements to be made with building security.

    While the screening of Australia Post mail by Decipha will occur automatically, (including offer response package/s sent by post) other aspects of building security relating to courier and other deliveries direct to government major office buildings within the Brisbane CBD, will be determined by building security committees in accordance with the Queensland Plan for Protection of Government Assets from Terrorism. (Please note: These building security measures will not affect Offers addressed to the Queensland Government Tender Box (GPO Box 2482 Brisbane QLD 4001) and sent through Australia Post mail.

  2. The Decipha Tender Box Service should not be requested if specifying lodgement of Offers:

    • at your department's/agencies GPO Box, PO Box or Street Address; or
    • if Offer/s are to be lodged electronically via the Queensland Government Marketplace eTender System.
  3. Departments/agencies must give Decipha timely notice (e.g. 5 working days) of the initial and/or amended closing times and/or dates for lodgement of Offers.

  4. Departments/agencies requesting the Decipha Tender Box Service must complete the Tender Box Service Form (XLS, 39kb). It is essential that the Invitation Number is included on this form to allow Decipha to correctly process and barcode offers received.

  5. Some departments/agencies have chosen to include in their Invitation document a return address form for Offerors to affix to the exterior of the Offer package/s. Where a department/agency does this, it must ensure that the form has provision for the following:

    • the name of the Invitation
    • the Invitation Number
    • the number of packages (e.g. 1 of 2, 2 of 2)
    • the inviting agencies name
    • the inviting Officer's name
    • the closing date and time for lodgement of Offers
    • the Offeror's name, address and contact details, and
    • the lodgement address.
    The above lodgement details specified for endorsement on the exterior wrapping of the Offer package has been specified to allow Decipha to receipt and process the delivery without having to open the package/s.

  6. Amended tender closing time period - The specified time period 2.00pm to 4.00pm between which Invitations must close has been extended. Departments/agencies may now specify closing time between 11.00am and 4.00pm.

  7. Departments/agencies using the Decipha Tender Box Service must direct Offerors to post their Offer to:

    The Queensland Government Tender Box
    GPO Box 2482
    Brisbane QLD 4001

    Alternatively, Tenders/offers can be delivered:
    The Queensland Government Tender Box
    c/o Decipha Pty Ltd
    2 Duncan Street
    West End QLD 4101

Last updated August 2008