nc.ATTACHMENT 5 Intelligent Inserting.docx
DOCX document 39 KB Posted
- Attached to
- T2836 - Printing: Production Print Services
- Solicitation number
- 26DPP01245
- Issued by
- New Jersey
About this file
This attachment outlines intelligent inserting and printing requirements for the State of New Jersey's Production Print Services contract (T2836). The document specifies detailed procedures for processing First Class Mail and Certified Mail on a daily basis, five days per week, with files received in AFP print data format and corresponding Mail Run Data Files (MRDF). First Class Mail items are categorized by page count with specific envelope requirements: 1-4 pages inserted into #10 window envelopes with sprayed return addresses and metered postage; 5-10 pages inserted into 6" x 9.5" window envelopes with weighed and metered postage; 15-75 pages inserted into manila window envelopes with appropriate postage; and 75+ pages inserted into cartons with labeled addresses and metered postage. Each print job must begin and end with a banner page displaying the application name and job number, with status file updates provided throughout processing and confirmation of completion required by 5:00 PM on the day of receipt. The vendor is responsible for reprinting any pieces damaged during processing.
Certified Mail processing follows similar envelope specifications based on page count, with 1-14 pages inserted into double window envelopes with green Certified Mail stripes, 15-75 pages inserted into custom flat window or manila envelopes with generated Certified Mail labels, and 75+ pages inserted into cartons with labeled addresses and Certified Mail labels. The vendor must maintain and operate a Certified Mail handling solution (such as Pitney Bowes SendSuite) to report incoming Certified Mail pieces to the USPS prior to mailing and aggregate status and signature information for return to state agencies. All necessary USPS paperwork must be prepared and postage charges reported to the SoNJ agency, with transmission of each day's Certified Mail pieces to the USPS completed no later than 5:30 PM on the mailing date.
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Text version
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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