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 is a Scope of Work document for Volusia County, Florida, which is requesting quotes for revenue-generating mail pre-sort services. The selected contractor will pick up an average of 32,000 mail pieces monthly from the county mailroom located at 123 West Indiana Avenue in DeLand, Florida. Pickups must occur Monday through Friday between 3:00 PM and 5:00 PM, with earlier times available by advance arrangement to accommodate USPS holiday schedules. The contractor must presort mail into zip code sequences using automated or manual methods, process all mail through OCR barcode equipment on the same business day, and deliver presorted mail to USPS. Mail must be sorted to the finest possible level (five-digit, three-digit, AADC, and mixed AADC classifications), with residual mail kept to a minimum. All county mail must be processed locally with no drop shipments from other locations permitted, though commingling with other customers' mail is allowed to maximize postal discounts. The solicitation was posted on November 18, 2025, with proposals due by December 17, 2025.
Pricing shall be submitted on the designated Quote Submittal Form and must include all pickup, presort, delivery to USPS, and associated expenses. The contractor receives no direct cost from the county for presort services but will receive USPS bulk rate discounts and must pass a percentage of the savings from each presorted mail piece back to Volusia County. Monthly invoices must detail mail volume by weight, qualification levels achieved, additional postage required, transaction fees, and net savings calculations. The contractor must be experienced in automated and manual mail sorting, bundling, and barcode creation. Insurance requirements include Workers Compensation coverage, Commercial General Liability with $1,000,000 per occurrence and $2,000,000 general aggregate limits, and Auto Liability with $300,000 combined single limit. Contractors must submit a Prime/Subcontractor Form identifying all proposed subcontractors and their work allocations totaling 100 percent. The evaluation criteria focus on the percentage discount off gross postage rates, total postage savings per mail piece, and contractor fees, with compliance to established schedules required.
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 | ||
| 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 | |
| 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 | |
| Scope_of_Work_11.3.25.docx | DOCX document | |
| Pricing.xlsx | XLSX spreadsheet |
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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.
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