Attachment G Postal Services.docx

REQUEST FOR PROPOSAL

UMASS CHAN USPS PRESORT MAILING SERVICES

Request for Proposals Issued:

Deadline for Submittal of Proposals:

1. Introduction & Background UMass Chan Medical School (hereafter referred to as “UMass Chan”) is soliciting proposals from qualified vendors to provide comprehensive presort mailing services and internal delivery tracking solutions for mail and packages. This includes software platforms, hardware (if applicable), and implementation support to enhance operational efficiency, accuracy, and accountability across campus mail operations. As an institution committed to excellence in education, research, and patient care, we require a vendor capable of delivering reliable, cost-effective, and compliant mail processing solutions.

UMass Chan mailroom processes roughly 725,000 pieces of metered mail for presort services annually to support both UMass Chan and UMass Memorial. Presort mail is picked up daily. Roughly 70% of the metered mail is sent First-class.

UMass Chan receives roughly 100,000 packages a year collectively for UMass Chan and UMass Memorial which are received and delivered using an inbound tracking system.

This RFP invites vendors to propose services that will streamline outgoing mail operations, maximize postal discounts, and ensure timely delivery to USPS facilities.

2. UMass Chan Overview UMass Chan’s mission is to advance the health and wellness of diverse communities throughout Massachusetts and across the world by leading and innovating in education, research, health care delivery and public service.

· The school is consistently ranked by U. S. News & World Report as one of the leading medical schools in the nation for primary care education.

· The research enterprise received approximately $322 million in federal and private research grants and contracts in fiscal year 2023.

· The institution is committed to enhancing health and science education, ensuring community health, building a diverse workforce, and enriching lives through extensive community outreach.

· Located in Worcester, Massachusetts, UMass Chan is one of five University of Massachusetts campuses.

3. Contract Term Start Date of Service:

Term of Contract. The term of this agreement will be from approximately January 1, 2027 to December 31, 2030, with an option to renew for two (2) additional one (1) year periods for a potential total contract term of five (5) years. Prices will hold firm for each contact year and any one (1) year optional contract period.

4. Scope of Services The selected vendor will be responsible for providing:

A. Presort Mailing Services

· Daily pickup and processing of outgoing mail from designated UMass Chan locations.

· USPS-compliant presorting for first-class, standard, and bulk mail.

· Optimization of postage costs through automation and volume-based discounts.

· Secure handling and timely delivery to USPS or other carriers.

B. Internal Delivery Tracking System

· End-to-end tracking of incoming packages and mail from receipt to final delivery.

· Barcode scanning or RFID tagging for real-time location updates.

· Integration with existing mailroom workflows and systems.

· Mobile and desktop interfaces for mailroom staff and recipients.

C. Software Platform Requirements

· Cloud-based solution with capable of SSO

· Dashboard for tracking, reporting, and analytics.

· Notification system for recipients (email/SMS).

· Compatibility with major carriers (USPS, FedEx, UPS, DHL).

· Technical support and training for UMass Chan staff.

HIPAA Compliance Requirement for Mail Services All mail services provided under this contract must comply with the Health Insurance Portability and Accountability Act (HIPAA) regulations. Vendors handling or transmitting Protected Health Information (PHI) must implement appropriate administrative, physical, and technical safeguards to ensure the confidentiality, integrity, and security of PHI. If the vendor will access PHI during the course of service (e.g., printing, mailing, or processing patient-related documents), a Business Associate Agreement (BAA) must be executed prior to the commencement of services. Vendors must also demonstrate staff training in HIPAA compliance and provide documentation on secure handling and delivery protocols.

Sustainability and Accessibility The University is dedicated to minimizing the environmental impact of its purchasing decisions and is committed to partnering with contractors who share its vision for sustainability and environmental stewardship.

Bidders are encouraged to include economical and eco-friendly products and service options in their proposals, prioritizing practices that reduce waste, minimize excess packaging, promote recycling, reuse, and resource efficiency, and prevent pollution.

This commitment to environmental responsibility reflects the University’s overarching goal of fostering sustainability across its campuses.

The University recommends that Bidders and Contractors use recycled paper for all printed and photocopied documents, utilizing double-sided copying whenever possible.

Additionally, the fitness center should be designed and operated with sustainability at its core, incorporating energy-efficient equipment and environmentally friendly practices. The facility must also be inclusive and accessible to all members of the university community, including individuals with disabilities.

Diversity Contractors should actively prioritize efforts to recruit and retain women, minorities, underrepresented groups, and veterans as part of their workforce strategies. By embracing diversity in hiring practices, contractors can access a broad spectrum of talent, enriched with unique perspectives and innovative ideas that elevate the quality and impact of their services. Furthermore, building a diverse workforce fosters an inclusive culture of collaboration, empathy, and mutual respect—enhancing creativity, driving innovation, and enabling more effective problem-solving across all areas of operation.

5. RFQ Submission Requirements Cover Letter Identifying the responding firm or firms, on letterhead with primary office address, email, and contract phone number, signed by a principal of firm having legal and administrative authority to enter into contract agreements for the responding firm.

Company background and experience in similar projects Describe the unique qualifications of the firm relating to the desired services listed Detailed proposed services and technologies, and project plan including timelines and milestones Provide a detailed description of how each element of the RFP will be achieved Budget breakdown, including equipment, licensing, maintenance, support and other and operational costs.

Reference Appendix B for required pricing matrix Vendors are welcome to submit separate, alternative proposals for solutions that reduce costs or improve efficiency Team Organization & Resumes Provide an organizational chart showing the leadership and management team.

Any additional value-added services or features.

6. Qualifications This request for qualifications does not create any contractual relationship between the University and any party. The University reserves the right to accept or reject any or all materials submitted for this project.

7. Evaluation Criteria Evaluation criteria will include:

1. Responsiveness to the RFQ

2. Organization and expertise

3. References

4. Price Proposal

8. Procedure The process and timeline UMass Chan intends to undertake is depicted in the table below:

image1.jpeg