Scope_of_Work_11.3.25.docx
DOCX document 21 KB Posted
- Attached to
- Mail Pre-Sort Services
- Solicitation number
- 26-B-25KO
- Issued by
- Volusia County, Florida
About this file
This Scope of Work document outlines mail pre-sort services requested by the County of Volusia, Florida. The County seeks a contractor to pick up an average of 32,000 pieces of mail monthly from the mailroom located at 123 West Indiana Avenue, DeLand, Florida, Monday through Friday between 3:00 PM and 5:00 PM, with earlier collection times available upon advance arrangement for USPS holiday schedules. The contractor shall presort mail at the vendor's location using automated or manual methods into zip code sequences (five-digit, three-digit, AADC, and mixed AADC classifications), process mail through OCR barcode equipment in a minimum of two passes, meter mail at appropriate rates with proper endorsements, and deliver presorted mail to USPS on the same business day. The contractor must furnish monthly breakdowns of mail weight and provide Excel spreadsheets detailing savings by qualification level, with the mail composition estimated at 80 percent one-ounce and the remainder at two-ounce weights, including postcards and various envelope types.
The contractor shall receive discount bulk rates from USPS and pass a percentage of savings to the County of Volusia, with presort services provided at no cost to the County. Pricing shall be submitted on the Quote Submittal Form and include all pickup, presort, USPS delivery, and associated expenses. Monthly invoices must reflect mail volume by weight, qualification levels achieved, additional postage required, transaction fees, and net savings calculations. The contractor must demonstrate expertise in automated and manual mail sorting, bundling, and barcode creation and printing, with qualifications to locally process all County mail without drop shipments from other locations permitted. Residual mail resulting from address readability issues or sorting limitations may be presented at machine-able presorted rates or full paid postage, and the contractor bears responsibility for keeping residual mail to a minimum while ensuring compliance with all USPS presort specifications and requirements.
View the file
Other files
| File | Type | Posted |
|---|---|---|
| Mail_Pre-Sort_Services_(Addendum_#1_Revision).pdf | ||
| Mail_Pre-Sort_Services_(Addendum_#1_Revision).pdf | ||
| Insurance_26-B-25KO_Mail_Pre-Sort_Services.pdf | ||
| Insurance_26-B-25KO_Mail_Pre-Sort_Services.pdf | ||
| Insurance_26-B-25KO_Mail_Pre-Sort_Services.pdf | ||
| Scope_of_Work_11.3.25.docx | DOCX document | |
| PRIME-SUB_FORM_for_Contractors_rev._01.15.2025_(lock_before_publishing).xls | XLS spreadsheet | |
| Pricing.xlsx | XLSX spreadsheet | |
| PRIME-SUB_FORM_for_Contractors_rev._01.15.2025_(lock_before_publishing).xls | XLS spreadsheet | |
| PRIME-SUB_FORM_for_Contractors_rev._01.15.2025_(lock_before_publishing).xls | XLS spreadsheet | |
| Pricing.xlsx | XLSX spreadsheet | |
| Pricing.xlsx | XLSX spreadsheet | |
| Scope_of_Work_11.3.25.docx | DOCX document |
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Text version
Scope
1.0 Scope of Work
A. The County of Volusia is requesting quotes from companies that can provide a revenue-generating mailing service. The selected contractor is expected to pick up an average of 32,000 pieces of mail each month from the Volusia County mailroom. This mail will be presorted and delivered to the United States Postal Service (USPS) post office. The Volusia County mailroom is located at 123 West Indiana Avenue, DeLand, Florida.
B. The Contractor shall:
1. Pick up mail Monday through Friday, once a day, to presort County of Volusia mail. Presort services shall be provided at no cost to the County.
The Contractor will receive a discount bulk rate from the USPS and pass a percentage of the savings of each piece of presorted mail to the County of Volusia.
2. Promptly pick up the mail from the County of Volusia mailroom no earlier than 3:00pm and no later than 5:00pm. Earlier collection times may be arranged in advance to accommodate USPS holiday schedules. County business hours are Monday through Friday, 8:00AM to 5:00PM excluding County recognized holidays as found at the following web resource:
https://www.volusia.org/about-us/holidays.stml
3. Sort the mail at vendor’s location into zip code sequence using automated or manual methods, preferably automated. County mail shall be locally processed as no drop shipments from other locations shall be allowed. The Contractor may comingle County mail with that of other customers to achieve maximum postal discounts available.
4. Presort mail to the finest sort possible; i.e.: five (5) digit, three (3) digit, Automated Area Distribution Center (AADC), and mixed AADC.
5. Process and deliver mail to the USPS on the same business day.
6. Follow all the presort specifications and qualifications that were agreed to with the post office in order to qualify for the discount rates. This includes the running of mail through the Optical Character Recognition (OCR) readable barcode equipment to imprint the barcodes on the outside.
7. Use USPS approved equipment, software, and methodology to apply barcodes to all mechanically addressed mail. Mail shall be processed a minimum of two (2) passes through a multi-line OCR to ensure maximum qualification.
8. Bundle each zip code group separately, label, tray and deliver each group in accordance with USPS requirements.
9. Complete all paperwork required by the USPS to accompany each tray and/or bundle.
10. Furnish the County with a monthly breakdown of the weight of mail picked up for presorting and an excel spreadsheet showing the savings, according to the schedule submitted with this RFQ.
C. Residual mail may result from several factors such as address not readable, automated sorting not available, etc. It may be presented at the machine-able presorted rate or as full paid postage. Contractor shall demonstrate that residual mail will be kept to a minimum. Residual mail may require some additional transactions to qualify for discounts or it may be charged at first class rate.
D. The Contractor shall be responsible for metering all outgoing mail at the appropriate rate. All mail shall contain the endorsement, “Presorted First Class” or any other endorsement required for desired service level.
E. It is estimated that the first-class mail pickup contents may be eighty (80%) percent one (1oz) ounce with the majority of the remainder being two (2oz) ounces. Mail may include postcards, window and non-window envelopes as well as handwritten envelopes.
1.1 Qualifications
The Contractor shall be experienced in providing services that involve automated and/or manual sorting of mail based on zip code; automated and/or manual bundling; and have proper equipment to create and print bar codes on envelopes.
1.2 Pricing
A. Vendor shall submit pricing on Section 5.0, Quote Submittal Form. Pricing shall include pick up, presort, delivery to USPS, and all associated expenses to satisfy the intent of Section 1.0, Scope of Work.
B. Vendor shall invoice the County monthly. Invoices shall reflect: volume of mail collected (if possible by weight); qualified at each qualification level; additional postage required; transaction fees; and net savings to the County.
File details come from the government source that posted it. Updated .