ATTACHMENT 5 Intelligent Inserting.docx

Intelligent Inserting of First Class and Certified Mail

Print/Insertion Requirements - Item 1 – Printing & inserting regular First Class Mail.

Daily, 5 days per week, receive files of fully composed AFP print data and corresponding Input Mail Run Data Files (MRDF) – see Input MRDF tab in attached MRDF layout.

Each Print file and corresponding MRDF will have the same name but with different suffixes. The file names will be the ADF assigned Batch Number plus the suffix. (Ex. 12345678.afp, 12345678.MRDF)

To facilitate the use of various envelope sizes, the print files are broken out by the number of pages per mail piece.

Print and insert the following First Class Mail types into their respective envelopes:

1 – 4 pages: Insert into #10 window envelope, Spray Return Address (from MRDF record) on envelope, Meter mail pieces with correct postage – all pieces are under 1 oz.

5 – 10 pages: Insert into 6” x 9.5” window envelope, Spray Return Address (from MRDF record) on envelope, Weigh and Meter mail pieces with correct postage.

15 – 75 pages: Insert into manila window envelope, Weigh and Meter mail pieces with correct postage.

75+ pages: Insert into carton, Label carton with addresses from mail piece cover page, Weigh and Meter mail pieces with correct postage.

Use of a larger window envelope that shows the return address on the cover letter is an acceptable alternative to the sprayed return addresses (from the MRDF record).

Prepare all necessary USPS paperwork and report postage charges to SoNJ agency.

Inserter File Processing for Item 1 - First Class Mail & Certified Mail

Each print file will begin and end with a Banner Page with the name of the application and the Job Number. Vendor will receive piece details in an Output MRDF file. Output MRDF is a flat text file, with a layout based on the format used for the Pitney Bowes Direct Connect inserter software. See the attached MRDF layout for the details of and customizations to the SoNJ MRDF format.

Vendor will provide status files at several steps throughout the printing and inserting process to inform SoNJ of the current progress. Confirmation of completed inserting will be expected by 5:00 PM on the day the file is received. Reprints for pieces damaged during processing will be handled by the vendor.

Printing, inserting, and reporting Certified Mail

Print and insert the following Certified Mail types into their respective envelopes:

1 – 14 pages: Insert into 6” x 9.5” double window envelope with green Certified Mail stripe, Weigh and Meter mail pieces with correct postage.

15 – 75 pages: Insert into custom Certified Mail flat window envelope, Meter mail pieces with correct postage.

OR

Insert into manila window envelope, Generate Certified Mail label, Mail Piece ID Number on label must match document MPID, Meter mail pieces with correct postage.

75+ pages: Insert into carton, Label carton with addresses from mail piece cover page, Generate Certified Mail label, MPID on Cert. Mail label must match document MPID, Meter mail pieces with correct postage.

Prepare all necessary USPS paperwork and report postage charges to SoNJ agency.

Section 2 - File Processing for Reporting Status of Certified Mail to the USPS

The vendor will be responsible for maintaining and operating a Certified Mail handling solution (Ex. Pitney Bowes SendSuite) for reporting incoming SoNJ Certified Mail pieces to the USPS in advance of mailing, as well as aggregating Certified Mail status and signature information to be returned to the SoNJ agencies. NJOIT will provide a text file containing Certified Mail details (Ex. Tracking number, Mailer ID, address, etc.) for any intelligent inserting jobs containing Certified Mail pieces. Transmission to USPS of each day’s Certified Mail pieces must be completed prior to 5:30 PM on the day of mailing.

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